HuttCity_TeAwaKairangi_BLACK_AGENDA_COVER

 

 

Central Community Funding Panel

 

 

29 October 2020

 

 

 

Order Paper for the meeting to be held in the

Russell Keown House, Cnr Queens Drive and Laings Road, Lower Hutt,

on:

 

 

 

 

 

Thursday 5 November 2020 commencing at 5.30pm

 

 

 

Membership

 

Ailsa Webb (Chair)

Catherine Chapman

Matt Claridge

Wayne Gazley

Prabha Ravi

Cr David Bassett

Cr Deborah Hislop

Cr Josh Briggs (alternate)

 

 

 

For the dates and times of Council Meetings please visit www.huttcity.govt.nz

 

Have your say

You can speak under public comment to items on the agenda to the Mayor and Councillors at this meeting. Please let us know by noon the working day before the meeting. You can do this by emailing DemocraticServicesTeam@huttcity.govt.nz or calling the Democratic Services Team on 04 570 6666 | 0800 HUTT CITY

 

 


Community Funding Panels Delegations, Guidelines and Criteria 2020-2023

 

Membership:  7

 

5 community representatives, 1 Ward Councillor and a city-wide Councillor, with Alternate city-wide Councillors appointed to attend Community Funding Panel meetings as required or in the absence of the sitting city-wide Councillor.

 

Quorum:                              4 (to include a City Councillor)

Meeting Cycle:                  When required

Reports to:                         Community and Environment Committee (yearly)

 

This document records functions and responsibilities of Community Funding Panels (‘the Panels’). 

 

Purpose

 

The role of the Panels is that of community funders focused on supporting local projects and initiatives in their communities.

 

Function

 

·         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. L

 

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 and Environment 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 hire of equipment, advertising costs, purchasing food for a specific event.  Operational costs cannot be applied for.   

·         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:

 

Hutt City Council’s Standing Orders apply, subject to the provisions for meeting quorum and decision making required to allocate and manage the Local Community Projects Fund and Community Engagement Fund.

 

Informal meetings and administration:

·         Where funding decisions are not being made, the Panels are encouraged to meet informally. 

·         Council’s Democratic Services Division will support each Panel by way of formal meeting administration, co-ordination and governance advice.

·         A senior member of Council’s staff will support each Panel.

CHAIRS

Chairs will be recommended to Council, following establishment of the Panels, for an initial period, following which the Panel will elect its Chair for the remainder of the triennium.  It is preferred that Councillors are not Chairs, although this is possible should no other panel member be able to commit to the role.

 

·         Organisations that are granted funding are responsible for completing an accountability form to report on the funds spent.


 

Appendix 1 - Checklist for Local Community Projects Fund

Attach project description/application to this checklist and email to relevant Manager(s).

 

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 completion, that need to be factored into this project? Yes or No (please circle)

If yes, please advise the amount required:

 

 

    


HUTT CITY COUNCIL

 

Central Community Funding Panel

 

Meeting to be held in the Russell Keown House, Cnr Queens Drive and Laings Road, Lower Hutt on

 Thursday 5 November 2020 commencing at 5.30pm.

 

ORDER PAPER

 

Public Business

 

1.       APOLOGIES 

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

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.           

4.       Community Engagement Fund 2020-2021 (20/1292)

Memorandum dated 21 October 2020 by the Community Advisor Funding and Community Contracts                                                                                                                  6

5.       2021-2022 Meeting Schedule (20/1303)

Memorandum dated 22 October 2020 by the Senior Democracy Advisor          8         

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.   

 

 

Kate Glanville

SENIOR DEMOCRACY ADVISOR

                


MEMORANDUM                                                   7                                                 05 November 2020

Our Reference          20/1292

TO:                      Chair and Members

Central Community Funding Panel

FROM:                Debbie Hunter

DATE:                21 October 2020

SUBJECT:           Community Engagement Fund 2020-2021

 

 

Recommendations

That the Panel:

(i)    notes that the Community Engagement Fund closed on 14 October 2020 and four applications had been received;

(ii)   agrees that the applications were considered according to the merits of the application criteria and priorities of the fund; and

(iii)  determines the funding to be granted through the Central Community Engagement Fund 2021-2022.

 

Purpose of Memorandum

1.    For the Panel to assess and determine the funding to be granted through the Central Community Engagement Fund 2020-2021.

Background

Community Engagement Fund

2.    Hutt City Council agreed through the 2016/2017 Annual Plan to contribute $48,850 for the Community Board/Community Funding Panel Community Engagement Fund. 

3.    This is for local activities and events that directly benefit the communities concerned.

4.    The fund was advertised through the Hutt News, Panel Members, as well as also through the Council’s online grants system.

5.    Organisations were required to make an application through the Council’s website.  

6.    Four applications were received under the Central Community Funding Panel Community Engagement Fund 2020-2021. 


 

 

7.    Four eligible applications received as follows:

No

Organisation

Description

$Request

1

Paparakau Tuarua To Kohanga Reo

Community mural for Kohanga Reo – a community project to rejuvenate and restore the mauri (vital essence) and mana (honour) in the street

$4,500

2

Nourish Trust

 

Purchase of food - Xmas hamper boxes for families in need from local primary schools

$2,000

3

Citizens Advice Bureau Inc

Purchase of three new desktop computers

$4,052

4

Keep Hutt Valley Beautiful

Advertising costs associated to hold City Wide Clean Up Day where members of the public volunteer their time to participate

$4,000

 

 

TOTAL REQUESTED

$14,552

 

8.    The Panel has $9,320.00 available to be allocated.  Any unallocated funds can be used in Round 2 of the Community Engagement Fund.    

 

9.    All applications were scored through a matrix system and assessed by Panel members.

 

10.  Eligible Community Engagement Fund applications presented in this round request a total of $14,552.

 

Appendices

There are no appendices for this Memorandum.     

 

 

 

 

 

 

Author: Debbie Hunter

Community Advisor Funding and Community Contracts

 

 

 

 

 

Approved By: Melanie Laban

Head of Community Projects and Relationships

 

 

 

 


MEMORANDUM                                                   9                                                 05 November 2020

Our Reference          20/1303

TO:                      Chair and Members

Central Community Funding Panel

FROM:                Kate Glanville

DATE:                22 October 2020

SUBJECT:           2021-2022 Meeting Schedule

 

 

Recommendation

That the Panel:

(i)    notes the meeting dates for 2021 and 2022 in respect of its own meetings attached as Appendix 2 and 3 to the memorandum;

(ii)   determines the start time for its meetings;

(iii)  determines the venue for its meetings;

(iv) notes that the Chair will set dates for informal meetings of the Panel as the need arises; and

(v) delegates authority to the Chief Executive in consultation with the Community Funding Panel Chair to alter the date, time or venue of a meeting, or cancel a meeting, should circumstances require this.

 

Purpose of Memorandum

1.    Attached as Appendix 1 to the memorandum is a copy of the report that was considered by Council at its meeting held on 29 September 2020, along with the interim schedule of meetings adopted by Council. 

2.    It is a timely reminder that members are responsible for collecting the key and unlocking the venue, setting up the room for the meeting and packing up the meeting room following the meeting, if required. The Democracy Advisor is responsible for booking the meeting venue.

 

Appendices

No.

Title

Page

1

Appendix 1: Hutt City Council Report - Schedule of Meetings for 2021-2022 - 29 September 2020

10

2

Appendix 2: Meeting Schedule 2021

14

3

Appendix 3:Meeting Schedule 2022

16

    

 

 

 

 

 

 

Author: Kate Glanville

Senior Democracy Advisor

 

 

 

 

 

 

Approved By: Kathryn Stannard

Head of Democratic Services

 

 

 

 

 

 

 

 

 

 

 


Attachment 1

Appendix 1: Hutt City Council Report - Schedule of Meetings for 2021-2022 - 29 September 2020

 


 


 


 


Attachment 2

Appendix 2: Meeting Schedule 2021

 


 


Attachment 3

Appendix 3:Meeting Schedule 2022