Paewhiri Toha Pūtea
Hapori ki Te Rāwhiti | Eastern Community Funding Panel
14
June 2021
Order
Paper for the meeting to be held in the
Naenae
Bowling Club, 25 Vogel Street, Naenae,
on:
Tuesday 22
June 2021 commencing at 7.00pm
Membership
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Noel Woods (Chair)
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Christine Fagan
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Dion Howard
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Liz Pa’u
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Luke Qin
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Cr Andy Mitchell
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Cr Shazly Rasheed
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Cr Brady Dyer (alternate)
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For
the dates and times of Council Meetings please visit www.huttcity.govt.nz
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:
Paewhiri Toha Pūtea Hapori ki
Te Rāwhiti | Eastern Community Funding Panel
Meeting
to be held in the Naenae Bowling Club, 25 Vogel Street, Naenae on
Tuesday
22 June 2021 commencing at 7.00pm.
ORDER
PAPER
Public Business
1. APOLOGIES
2. Election of Chair (21/916)
a) Background
1. Council,
at its meeting held on 25 August 2020, appointed a member of each
Community Funding Panel to be the Chair for an initial six month period,
following which each Panel will elect its own Chair, as follows:
Central
Community Funding Panel – Ms Ailsa Webb;
Eastern
Community Funding Panel – Mr Noel Woods;
Northern
Community Funding Panel – Mr Dave Gillespie; and
Western
Community Funding Panel – Ms Sarah Harris.
2. The
six month period is now ended.
b) System of Voting
3. Clause
25 of Schedule 7 of the Local Government Act 2002 requires that the election or appointment of a representative
of a local authority must determine by resolution that
a person be elected or appointed chairperson by using
one of the following systems of voting:
System
A
(a) requires
that a person is elected or appointed if he or she receives the votes of a
majority of the members of the local authority present and voting; and
(b) has
the following characteristics:
(i) there
is a first round of voting for all candidates ; and
(ii) if
no candidate is successful in that round there is a second round of voting from
which the candidate with the fewest votes in the first round is excluded; and
(iii) if no
candidate is successful in the second round there is a third, and if necessary
subsequent, round of voting from which, each time, the candidate with the
fewest votes in the previous round is excluded; and
(iv) in any round of
voting, if 2 or more candidates tie for the lowest number of votes, the person
excluded from the next round is resolved by lot.
System
B
(a) requires
that a person is elected or appointed if he or she receives more votes than any
other candidate; and
(b) has
the following characteristics:
(i) there
is only 1 round of voting; and
(ii) if
2 or more candidates tie for the most votes, the tie is resolved by lot.
c) Election of Chair
3. 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.
4. 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.
5. Minutes
Meeting minutes
Eastern Community Funding Panel, 4 November 2020 9
6. Community Engagement Fund 2020-2021 (21/875)
Memorandum dated 3 June 2021 by the Community Advisor
Funding and Community Contracts 13
7. 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
HUTT CITY COUNCIL
Eastern Community Funding Panel
Minutes of a meeting
held in the Naenae Bowling Club, 25 Vogel Street, Naenae on
Wednesday
4 November 2020 commencing at 7.00pm
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PRESENT:
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Ms C Fagan
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Mr D Howard (Chair)
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Ms L Pa’u
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Mr L Qin
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Cr A Mitchell
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Cr S Rasheed
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APOLOGIES: Mr N Woods.
IN ATTENDANCE: Ms J Araiti, Senior Community Facilitator
Ms
D Hunter, Community Funding Advisor and Community Contracts
PUBLIC
BUSINESS
APPOINTMENT
OF CHAIR
RESOLVED:
(Cr Mitchell/Cr Rasheed)
Minute
No. ECP20601
“That
Mr D Howard be appointed as Chair for the meeting of the Eastern Community
Funding Panel held on 4 November 2020.”
1. APOLOGIES
RESOLVED: (Mr Howard/Cr
Rasheed) Minute
No. ECP20602
“That
the apology received from Mr N Woods be accepted and leave of absence be
granted.”
2. PUBLIC
COMMENT
Comments are recorded under the
item to which they relate.
3. CONFLICT
OF INTEREST DECLARATIONS
Cr Mitchell
declared a conflict of interest in relation to item 4 (iv) and took no part in
discussion or voting on the matter.
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4.
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Community
Engagement Fund 2020-2021 (20/1289)
Memorandum dated 21 October 2020 by the
Community Funding Advisor
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Speaking under public comment, Mrs Vina
Cullum, repersenting Hutt Valley Hearing Association elaborated on
the funding request for the cost of catering for the 2020 Christmas
Party.
In response to questions from members,
Mrs Cullum confirmed that the Christmas Party was for its current members and
that this was the first time the association had applied to the fund.
Speaking under public comment, Mrs
Catherine Povey, representing Naenae Boxing Academy elaborated on the
funding request for the purchase of heatpumps for the Naenae Boxing Academy.
Speaking under public comment, Mrs
Catherine Povey, representing Naenae Boxing Academy elaborated on the
funding request for the purchase of a replacement heatpump for the Naenae
Boxing Academy.
Speaking under public comment, Mrs
Vaioleti Lui and Mrs Melehete Perez, representing Nukunonu Tokelau
Wellington Society elaborated on the funding request for costs associated
to the Tokelau Island Cricket tournament event to be held at Naenae Park
between 4-8 January 2021.
In response to a question from a member,
Ms Lui confirmed that the purpose of the event was to encourage cultural
village linkages, family participation and a fun-filled sports activity to be
enjoyed during the Christmas holidays.
Speaking under public comment, Mr
Archie Kerr, representing the Naenae Menz Shed elaborated on the funding
request for the purchase of a container primarily to be used for the storage
of wood.
In response to a question from a member,
Mr Kerr confirmed that he had already sought advice and approval from the
Council officer responsible for Mildenhall Park, Naenae.
Speaking under public comment, Mrs
Gabrielle Ralph and Mrs Claire Turner, representing Nourish Trust
elaborated on the funding request to provide food hampers to families within
the Eastern area.
In response to a question from a member,
Mrs Turner advised that each year the Nourish Trust connected with schools
within the Hutt Valley area to see whether there were families in need of a
food hamper. She confirmed there had been an increase in requests in
2020 for the Hutt Valley.
Mr Mitchell declared a conflict of interest in
relation to the Naenae
Menz Shed application and took no part in discussion or voting
on the matter.
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Resolved: (Mr Howard/Mr Qin) Minute
No. ECFP 20603
“That the Panel:
(i) notes that
the Community Engagement Fund closed on 14 October 2020 and five 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) determines
the funding to be granted through the Eastern Community Engagement Fund
2021-2022;
(iv) approves the
application from Naenae Menz Shed for $1,000.00
towards the purchase of an outside storage container;
(v) approves the
application from Nukumonu Tokelau Society Wellington for
$1,400.00 towards venue and equipment hireage costs for the 2020 Tokelau
Island Cricket Annual Village Sports event;
(vi) approves
the application from Nourish Trust for $1,000 for the purchase of food for
the Xmas Hamper boxes specifically for the Eastern Ward schools;
(vii) approves the application
from The Hearing Association Hutt Valley Branch Inc for
$1,260.00 towards the catering costs for the 2020 members Christmas Party; and
(viii)declines
the application from the Naenae Boxing Academy as the request was considered low priority by the Panel.”
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6.
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2021-2022
Meeting Schedule (20/1302)
Memorandum dated 22 October 2020 by the
Senior Democracy Advisor
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The Community Advisor Funding and
Community Contracts elaborated on the report.
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Resolved: (Mr Howard/Ms Pa'u) Minute
No. ECFP 20604
“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) agrees
that the start time for its meetings will be 6.30pm;
(iii) agrees
the venue for its formal meetings will be Naenae Bowling Club, 25 Vogel
Street, Naenae;
(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.”
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7. QUESTIONS
There
were no questions.
There being no further business
the Chair declared the meeting closed at 8.38 pm.
D Howard
CHAIR
CONFIRMED as a true and correct record
Dated this 22nd day of June 2021
MEMORANDUM 11 22
June 2021
Our Reference 21/875
TO: Chair
and Members
Eastern Community Funding Panel
FROM: Debbie
Hunter
DATE: 03
June 2021
SUBJECT: Community Engagement Fund 2020-2021
|
Recommendation
That the Panel:
(1) notes that the
Community Engagement Fund closed on 1 June 2021 and one application has been
received;
(2) agrees that the
application was considered according to the merits of the application criteria
and priorities of the fund;
(3) determines
the funding to be granted through Round 2 of the Community Engagement Fund
2021-2022 for the Eastern Ward; and
(4) agrees
that the organisation granted funding will be required to attend a meeting of
the Panel once the project has been completed.
|
Purpose
of Memorandum
1. For the Panel to
assess and determine the funding to be granted through Round 2 of the Community
Engagement Fund 2020-2021 for the Eastern Ward.
Background
Community Engagement Fund
2. Hutt City Council
agreed through the 2016/2017 Annual Plan to contribute $48,850 for the
Community Board/Community Funding Panels Community Engagement Fund.
3. This is for local
activities and events that directly benefit the communities concerned.
4. The fund was
advertised through the Panel Members, as well as also through Council’s
online grants system. Organisations were required to make an application
through Council’s website.
5. One
application was received under Round 2 of the Community Engagement Fund
-2021-2022 for the Eastern Ward , as follows:
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No
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Organisation
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Description
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$Request
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1
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Humorous Arts Trust
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Saturday Laughs at the Naenae Bowling
Club between September and October 2021. Funding is requested towards
the hireage of push-up drapes (portable theatre curtains) and spotlights to
turn the function room at the Naenae Bowls Club into a suitable performance
space for Stand Up comedy
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$1,800
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TOTAL
REQUESTED
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$1,800
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6. The
Panel has $3,801.00 available to be allocated in Round 2 of the Community
Engagement Fund. Any unspent funds are not allowed to be carried over to
the new financial year.
7. The
application was scored through a matrix system and assessed by Panel members.
8. Eligible Community
Engagement Fund applications presented in this round request a total of $1,800.
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