Agenda of Northern Community Funding Panel

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Paewhiri Toha Pūtea Hapori ki Te Raki | Northern Community Funding Panel

14 June 2021

Order Paper for the meeting to be held in the

Ricoh Sports Centre, 237 Taita Drive, Lower Hutt,

on:

Monday 21 June 2021 commencing at 6.30pm

Membership

Dave Gillespie (Chair)
Janette Granville	Barbara Hay
Twiggy Johnston	Kamiria (Mid) Thomas-Savelio
Cr Leigh Sutton	Cr Naomi Shaw
Cr Josh Briggs (alternate)

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:

HUTT CITY COUNCIL

Paewhiri Toha Pūtea Hapori ki Te Raki|Northern Community Funding Panel

Meeting to be held in the Ricoh Sports Centre, 237 Taita Drive, Lower Hutt on

Monday 21 June 2021 commencing at 6.30pm.

ORDER PAPER

Public Business

1. APOLOGIES

2. Election of Chair (21/886)

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.

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 hird, 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.

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 Northern Community Funding Panel, 9 November 2020 7

6. Northern Community Funding ROUND TWO 2020-2021 (21/912)

Memorandum dated 11 June 2021 by the Community Advisor Funding and Community Contracts 10

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.

Toi Lealofi

DEMOCRACY ADVISOR

HUTT CITY COUNCIL

Northern Community Funding Panel

Minutes of a meeting held in the Ricoh Sports Centre, 237 Taita Drive, Lower Hutt on

Monday 9 November 2020 commencing at 7.00pm

PRESENT:	Mr D Gillespie (Chair)
	Ms J Granville	Ms B Hay
	Ms T Johnston	Cr N Shaw
	Cr L Sutton

APOLOGIES: Ms K (Mid) Thomas-Savelio

IN ATTENDANCE: Ms D Hunter, Community Funding Advisor and Community Contracts

PUBLIC BUSINESS

1. APOLOGIES

Resolved: (Mr Gillespie/Ms Johnston) Minute No. NCFP20601

“That the apology received from Ms Thomas-Savelio be accepted and leave of absence be granted.”

2. PUBLIC COMMENT

There was no public comment.

3. CONFLICT OF INTEREST DECLARATIONS

Ms Granville and Ms Johnston declared conflicts of interest in relation to Item 4) (vii) and took no part in discussion or voting on the matter.

Ms Hay declared a conflict of interest in relation to Item 4) (v) and took no part in discussion or voting on the matter.

4. Ms Leigh Sutton declared a conflict of interest in relation to Item 4) – Community Engagement Fund - application from Rotary Club of Hutt River Inc and took no part in discussions or voting on the matter.4.

Community Engagement Fund 2020-2021 (20/1288)

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

Ms Granville and Ms Johnston declared conflicts of interest in relation to part (vii) below and took no part in discussion or voting on the matter.

Ms Hay declared a conflict of interest in relation to part (v) below and took no part in discussion or voting on the matter.

The Community Advisor Funding and Community Contracts elaborated on the report.

Resolved: (Mr Gillespie/Cr Shaw) Minute No. NCFP 20602

“That the Panel:

(i) notes that the Community Engagement Fund closed on 14 October 2020 and 13 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) approves the application from Taiohi Moreahu for $500.00 towards the purchase of equipment/appliances (excluding a TV) to enable them to host and for usage at Te Rito;

(iv) approves the application from the Rotary Club of Hutt River Valley Inc for $1,000.00 towards costs associated to the Stokes Valley Xmas Parade 2020;

(v) approves the application from Arohanui Strings – Sistema Hutt Valley for $500.00 towards printing, advertising, string maintenance, kai and venue costs associated to the April 2021 Holiday Programme;

(vi) approves the application from Hutt Union Community Health Service for $500.00 towards the purchase of exercycle equipment to encourage fitness and healthy eating/living, subject to the remainder of the funds being sourced by the end of February 2021;

(vii) approves the application from Pomare Taita Community Trust for $1,250.00 towards the purchase of food for the Christmas N Da Hood 2020 event;

(viii) approves the application from Samoan Methodist Church Taita Parish for $500.00 towards venue costs of Fraser Park for the 2020 Samoan Kilikiti Cricket Tournament;

(ix) approves the application from Pomare Taita Community Trust for $1,250.00 towards the purchase of food for the Tumeke Taita March 2021 event;

(x) declines the application from Samoan Methodist Church Taita as the request was considered low priority by the Panel;

(xi) declines the application from Theophilus Church of Christ as the request was considered low priority by the Panel;

(xii) declines the application from Nexgen Trust as the request was considered low priority by the Panel;

(xiii) declines the application from Nourish Trust as the request was considered low priority by the Panel;

(xiv) declines the application from Man Up and Legacy Stokes Valley as the request was considered low priority by the Panel;

(xv) declines the application from Lower Hutt Citizens Advice Bureau as the request was considered low priority by the Panel; and

(xvi) agrees that any unallocated funds will be used in a second round of the Community Engagement Fund in 2021.”

2021-2022 Meeting Schedule (20/1294)

Memorandum dated 21 October 2020 by the Senior Democracy Advisor

The Community Advisor Funding and Community Contracts elaborated on the report.

Resolved: (Mr Gillespie/Ms Granville) Minute No. NCFP 20603

“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 that the venue for its meetings will be Ricoh Sports Centre, 237 Taita Drive, Lower Hutt;

(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.”

6. QUESTIONS

There were no questions.

There being no further business the Chair declared the meeting closed at 7.18 pm.

D Gillespie

CHAIR

CONFIRMED as a true and correct record

Dated this 21st day of June 2021

Our Reference 21/912

TO: Chair and Members

Northern Community Funding Panel

FROM: Debbie Hunter

DATE: 11 June 2021

SUBJECT: Northern Community Funding ROUND TWO 2020 -2021

Recommendation

That the Panel:

(1) notes the CommunityFunding Panels Delegations, Guidelines and Criteria 2020-2023 for the Local Community Projects Fund for the Northern Ward attached as pages 2-4 of the agenda;

(2) notes that this is the second round of funding through the Community Engagement Fund 2020-2021 for the Northern Ward;

(3) notes the Community Engagement Fund closed on Monday 1 June 2020 and three applications had been received;

(4) agrees to allocate any agreed expenditure through the Local Community Projects Fund for the Northern Ward;

(5) determines the funding to be granted through the Community Engagement Fund 2020-2021 for the Northern Ward;

(6) agrees that the applications received under the Community Engagement Fund were considered according to the merits of the application criteria and priorities of the fund;

(7) agrees that the organisation granted funding will be required to attend a meeting of the Board once the project has been completed.

Purpose of Memorandum

1. For the Northern Community Funding Panel to allocate expenditure through the Local Community Projects Fund for the Northern Ward and to assess and determine the funding to be granted through the Community Engagement Fund 2020-2021 for the Northern Ward.

Background

Local Projects Fund

2. The Panel has $114,000.00 per triennium to allocate and this is a non-contestable fund.

3. This fund can 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.

4. 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.

5. The Panel requested officers to explore a number of projects, with a view to discussing the proposed projects at its June 2021 meeting for a final decision.

6. Current projects up for discussion are as follows:

No.	Project	Description	Total
1.	Toddlers Playground – Speldhurst Park, Stokes Valley	This project is designed to reinstate the toddlers playground at Speldhurst Park, Stokes Valley. The playground was removed from the park when the basketball court was laid in 2019. Costs are related to site preparation, installation of old playground equipment and purchase of new playground equipment.	$22,103
2.	x4 Water Fountains	Placement of x4 water fountains that include drinking fountain, drink bottle filler and dog bowl. Locations are as follows: Walter Nash, Speldhurst Park. The location for the remainder two yet to be determined.	$18,400
		Total	$40,503

7. Checklists have been completed for the projects and these are attached as Appendix 1 to this memorandum. Both projects are supported by Council Officers who will be required to manage the projects.

8. In addition, Council’s Corporate Leadership Team has also endorsed the recommended expenditure on the above proposed projects.

9. The Panel has $114,000 available to be allocated per triennium and the funds need to be allocated by end of July 2022.

10. Any projects that are approved, officers will manage or support the project as required.

Community Engagement Fund

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

12. The Panel is allocated $7,644 per annum. This is for local activities and events that directly benefit the communities concerned.

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

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

15. The Panel at its meeting held in December 2020 allocated $5,500. There is $2,144 available to be allocated. The funds need to be allocated by end of June 2021.

16. Three applications were received under Round 2 of the Community Engagement Fund 2020-2021 for the Northern Ward.

17. Three eligible applications received as follows:

No	Organisation	Description	$Request
1	Upper Hutt Roller Skating Club	Upper Hutt Artistic Roller Skating Club to perform a skate show on 27-28 November 2021 at the Walter Nash Stadium. Request is for venue costs associated to the performance and rehearsals.	$1,875
2	Stokes Valley Community House	For the purchase of materials for a seniors knitting/crochet group who meet weekly at the Stokes Valley/Koraunui Community Hub who create garments and blankets for babies and toddlers which are distributed by Plunket to families in need.	$850
3	Koraunui Marae on behalf of Janie Wichman	Ko Wai Au/No hea Au Wananga to be held at the Koraunui Marae, on the weekend of 10-12 July 2021 between 9-3pm. Request is for venue, purchase of food, and resources for the weekend.	$5,190
		TOTAL REQUESTED	$7,915.

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

19. Eligible Community Engagement Fund applications presented in this round request a total of $7,915.

Appendices

No.	Title	Page
1	Appendix 1 - Northern Funding Panel Checklists	14

Author: Debbie Hunter

Community Advisor Funding and Community Contracts

Approved By: Melanie Laban

Head of Community Projects and Relationships