Central,
Eastern, Northern and Western Community Panels
Delegations,
Guidelines and Criteria
Membership:
7
5 community representatives and 2 Ward Councillors
Quorum: 4
(to include one Ward Councillor)
Meeting Cycle: When
required
Reports to: Community
Services Committee (yearly)
This document
records the delegation of Council functions, responsibilities, duties and
powers to Community Panels (‘the Panels’). The delegations
are expressed in general terms. The delegations shall be exercised with proper
regard for the Council’s strategic direction, policies, plans and
Standing Orders.
Note: Community
Panels are a new concept for Hutt City. Council has deliberately kept the
guidelines and rules broad and at a high level. Panels are encouraged to
help shape themselves and evolve in order to best meet their key
responsibilities.
PURPOSE:
The
Panels were established by Council at its meeting held on 23 May 2017.
The purpose of the Panels is outlined in the general functions listed below. The role of the Panels is to represent and act as an advocate for
the interests of their communities.
GENERAL FUNCTIONS:
·
Representation
– discuss, debate and provide feedback to Council on all important local
issues, city wide matters of significance, Annual Plans and policy setting.
·
Allocate and manage a Local Community
Projects Fund.
·
Allocate and manage the local Community
Engagement Fund for the Central, Eastern, Northern and Western Wards to
assist and support local community events and initiatives.
GUIDELINES AND CRITERIA FOR LOCAL COMMUNITY
PROJECTS FUNDS:
·
To be used to fund one or more local community
projects per triennium.
·
Projects are to develop community assets that
are not able to be funded in Council’s Long Term Plan and/or Annual
Plan.
·
Community assets include, but are not limited
to, playgrounds, street furniture, public art, tree planting, lighting, safety
improvements, way finding, signage, improvements to existing public places and
facilities. These community assets should be in public spaces.
·
The development of new assets needs to be in
accordance with Council strategies, policies and plans.
·
Where on-going maintenance and or other costs
are required after completion, these need to be provided for. This may be
by way of formal agreement with the relevant division of Council.
·
Approval of spending must be by resolution of
the Panels.
·
A report must be submitted, at the end of each
financial year, to the Community Services Committee, detailing expenditure over
the year.
CRITERIA FOR THE PANELS TO
MANAGE THE LOCAL COMMUNITY PROJECTS FUND:
·
See attached Appendix 1 for the internal process
that must be followed to ensure appropriate officers receive information on
projects and can provide feedback.
·
Projects must be supported by officers if there
are on-going maintenance or other costs post
completion.
·
Each Panel will agree and determine a process
for determining how projects will be identified and how funding decisions will
be made.
CRITERIA FOR THE PANELS TO
MANAGE THE COMMUNITY ENGAGEMENT FUND
·
The fund is for local
activities and events that directly benefit the communities concerned.
·
To be eligible for funding the organisation must be
a charitable trust or an incorporated society and the activity must take place
within the Hutt.
·
Panels may choose to allocate the entire fund in
one funding round or they can have two funding rounds per annum. An
appropriate assessment sheet is used by members when determining which
organisation(s) should receive funding.
·
The funds can be used towards the hireage of
equipment, advertising costs, purchasing food for a specific event.
Operational costs cannot be applied for.
·
Organisations that are granted funding are
responsible for completing an accountability form to report on the funds spent.
·
Council’s Community Funding Advisor is
available to support and assist community groups when making applications
through the Council’s online grants system.
STANDING
ORDERS:
The Hutt City Council’s Standing
Orders apply, subject to the provisions for meeting quorum and decision making
as set out in these delegations.
INFORMAL MEETINGS AND
ADMINISTRATION:
·
Where funding decisions are not being
made, the Panels are encouraged to meet informally.
·
Council’s Secretariat Services Division
will support each Panel by way of formal meeting administration, co-ordination
and governance advice.
·
A senior member of Council’s Community
Services Division will support each Panel.
CHAIRS
Chairs will be recommended to Council at
the beginning of the triennium, for a 12 month period. At which point,
the Panel will elect its Chair for the remaining term. It is preferred
that Ward Councillors are not Chairs, although this is possible should no other
panel member be able to commit to the role.
Appendix 1 - Checklist
for Local Community Projects Fund
Attach project description/application to
this checklist and email to relevant Manager(s).
Divisional Manager Parks and Gardens
Divisional Manager Road and Traffic
City Safety Manager
Divisional Manager Leisure Active
Divisional Manager Museums
Divisional Manager Environmental Consents
Divisional Manager Regulatory Services
Council Managers to complete:
1.
Do you support this project? Yes or No (please circle)
2.
Do you have any initial concerns with this project?
3.
What needs to be taken into account when the panel is considering this
project for funding? (bylaws, consents):
4.
Do you deem this to be a new asset? Yes or No (please circle)
If yes, does it
align with Council’s strategic, policies or plans?
If no, why not?
5.
Is there budget set aside for this project? Yes or No (please
circle)
If yes, please
state what year this funding will be made available:
Can you liaise
with this group in your planning stages of this project, for their input
Yes or No (please circle)
If no, why not?
6.
Can this project be funded through Council’s Long Term Plan? Yes
or No (please circle)
If no, why not:
7.
Will there be a maintenance budget or other costs post completed that
need to be factored into this project? Yes or No (please circle)
If yes, please
advise the amount required:
Western Community Panel
Extraordinary
meeting to be held in the Maungaraki Community Centre
135 Dowse Drive, Maungaraki, Lower Hutt on
Thursday
11 July 2019 commencing at 7.30pm.
ORDER
PAPER
Public Business
1. APOLOGIES
No
apologies have been received.
2. PUBLIC
COMMENT
Generally up to
30 minutes is set aside for public comment (three minutes per speaker on items appearing on the agenda). Speakers may be
asked questions on the matters they raise.
3. CONFLICT
OF INTEREST DECLARATIONS
4. MINUTES
Extraordinary meeting minutes Western
Community Panel 15 May 2019 8
5. Western Community Projects Fund (19/894)
Memorandum
dated 3 July 2019 by the Community Advisor - Funding and Community Contracts 10
6. QUESTIONS
With reference to section 32 of
Standing Orders, before putting a question a member shall endeavour to obtain
the information. Questions shall be concise and in writing and handed to the
Chair prior to the commencement of the meeting.
OMMITTEE
ADVISOR3 Jul Community Panel
Judy Randall
COMMITTEE ADVISOR
Western Community Panel
Minutes of an
extraordinary meeting held in the Maungaraki Community Hall, 135 Dowse Drive,
Maungaraki, Lower Hutt on
Wednesday
15 May 2019 commencing at 7.30pm
PRESENT: Ms
T Coleman (Chair) Mr
P Caygill
Ms P Hindmarsh Ms
E Jackman Cr MJ Cousins Cr
C Milne
APOLOGIES: An
apology was received from Mr G Bessa.
IN
ATTENDANCE: Ms
D Hunter, Community Advisor Funding and Community Contracts
PUBLIC
BUSINESS
1. APOLOGIES
|
Resolved: (Cr Cousins/Ms Coleman) Minute
No. WCP 19201
“That the apology
received from Mr G Besa be accepted and leave of absence be granted.”
|
2. PUBLIC
COMMENT
There was no public comment.
3. CONFLICT
OF INTEREST DECLARATIONS
Ms Coleman and Ms Jackman
declared a conflict of interest with regard to the Community Engagement Fund
2018-2019 item and took no part in discussion or voting on matters relating to
the item.
|
4.
|
Minutes
|
|
|
Resolved: (Ms
Coleman/Cr Cousins) Minute
No. WCP 19202
“That the minutes of
the Western Community Panel meeting held on Thursday 15 November 2018, be
confirmed as a true and correct record.”
|
|
5.
|
Community Engagement Fund 2018-2019 (19/541)
Memorandum dated 1 May 2019 by the Community Advisor
- Funding and
Community
Contracts
Ms
Coleman and Ms Jackman took no part in discussion or voting on the matter.
Ms
Hindmarsh assumed the Chair.
|
|
|
The Community Advisor - Funding and Community
Contracts elaborated on the memorandum.
|
|
|
Resolved: (Mr
Caygill/Cr Milne) Minute
No. WCP 19203
“That
the Panel:
(i)
notes the Community Engagement Fund closed on 30 April 2019 and
three applications had been received;
(ii)
agrees that the applications were considered according to the
merits of the application criteria and priorities of the fund;
(iii)
agrees to allocating $1,169.00 to the Hutt Valley Kyokushin
Karate Dojo towards the purchase of a stove;
(iv)
agrees to allocating $777.00 to the Maungaraki Community
Association towards the purchase of a bike stand; and
(v)
agrees that the application from Maungaraki Richmond Scout
Group be carried over to the next round of the community engagement fund on
the proviso that the project has not already commenced, otherwise it would be
retrospective and would not be eligible for funding.”
|
`
Ms
Coleman resumed the Chair.
6. QUESTIONS
There were no questions.
There being no further business
the Chair declared the meeting closed at 7.45 pm.
Ms T Coleman
CHAIR
CONFIRMED as a true and correct record
Dated this 11th day of July 2019
MEMORANDUM 11 11
July 2019
Our Reference 19/894
TO: Chair
and Members
Extraordinary Western Community Panel
Meeting
FROM: Debbie Hunter
DATE: 03 July 2019
SUBJECT: Western Community Projects Fund
|
Recommendations
That the
Panel:
(i) notes
the Guidelines and Criteria for the Western Community Projects Fund attached
to the inside page of the agenda; and
(ii) agrees
to allocate any agreed expenditure through the
Western Community Projects Fund.
|
Purpose of Memorandum
1. For
the Western Community Panel to allocate expenditure through the Western
Community Projects Fund.
Background
Community Projects Fund
2. The
Community Panels were established by Council at a meeting held on 23 May
2017. The role of the Panel is to represent and act as an advocate for
the interests of their communities.
3. Council
agreed to the creation of a Western Community Projects Fund. The amount
available is $114,000.00 per triennium.
4. The
Western Community Panel is delegated to allocating and managing expenditure
under this fund.
5. The funds are to be used as follows:
- to fund one or more local community projects per triennium;
- projects to develop community assets that are not able to be funded in
Council’s Long Term Plan and/or Annual Plan;
- community assets that include, but are not limited to, playgrounds,
street furniture, public art, tree planting, lighting, safety improvements, way
finding, signage, improvements to existing public places and facilities.
These community assets should be in public spaces;
- the development of new assets in accordance with Council strategies,
policies and plans; and
- where ongoing maintenance and or other costs are required after
complete, these need to be provided for. This may be by way of formal agreement
with the relevant division of Council.
6. The
Western Community Panel at their November meeting allocated $50,000.00 towards
the purchase and installation of Automated External Defibrillators (AEDs)
within their ward.
7. Wellington
Free Ambulance has confirmed that the following AEDs have been installed across
the Western Hills: Ava Railway Station, Alicetown, St Aidan’s Church,
Normandale, Maungaraki Community Centre Maungaraki, The intersection of Park
Road and Redvers Drive Belmont. An additional AED has been ordered and is
to be installed at the Melling Railway Station. The necessary
signage has also been installed.
8. Two
community organisations have approached the Panel with regard to possible
projects under this fund: Maungaraki School and the Maungaraki Community
Association in a joint project, and the Hutt City Emergency Response Team.
9. The
Panel has $64,000.00 available to be allocated and the funds need to be
allocated by the end of this triennium, October 2019.
10. Any projects
that are approved have standard conditions applied and officers will manage or
support the project as required.
11. Community
Panels are required to report to the Community Services Committee before the
end of the triennium on projects that have been supported.
Appendices
There are no appendices for this
Memorandum.
Author: Debbie
Hunter
Community Advisor - Funding and Community
Contracts
Approved By: Melanie Laban
Divisional Manager, Community Projects and
Relationships
