2                                                  24 June 2021

 

 

 

 

HuttCity_TeAwaKairangi_BLACK_AGENDA_COVER

 

 

PAEWHIRI TOHA PŪTEA HAPORI KI TE URU
Western Community Funding Panel

 

 

17 June 2021

 

 

 

Order Paper for the meeting to be held in the

Maungaraki Community Centre, 135 Dowse Drive, Maungaraki, Lower Hutt,

on:

 

 

 

 

 

Thursday 24 June 2021 commencing at 7.30pm

 

 

 

 

 

 

Membership

 

Sarah Harris (Chair)

George Collins

Chris Parkin

Mark Rahman

Elaine Richardson

Cr Chris Milne

Cr Simon Edwards

Cr Brady Dyer (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 Uru

 Western Community Funding Panel

 

 Meeting to be held in the Maungaraki Community Centre, 135 Dowse Drive Maungaraki, Lower Hutt on

 Thursday 24 June 2021 commencing at 7.30pm.

 

ORDER PAPER

 

Public Business

 

1.       APOLOGIES 

Cr Milne.

2.       Election of Chair (21/917)

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 Western Community Funding Panel, 29 October 2020            8     

Meeting minutes Extraordinary Western Community Funding Panel
19 November 2020                                                                                                 10


                                                                      11                                                 24 June 2021

 

6.       Community Engagement Fund 2020-2021 (21/877)

Memorandum dated 4 June 2021 by the Community Advisor Funding and Community Contracts                                                                                                                                12         

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.   

 

 

Judy Randall

DEMOCRACY ADVISOR

       


HUTT CITY COUNCIL

 

Western Community Funding Panel

 

Minutes of a meeting held in the Maungaraki Community Centre, 135 Dowse Drive, Maungaraki, Lower Hutt on

 Thursday 29 October 2020 commencing at 7.30pm

 

 

PRESENT:                     Ms Sarah Harris (Chair)

Cr Simon Edwards

                                        Mr Chris Parkin

Mr Mark Rahman

 

APOLOGIES:                  Ms E Richardson, Cr C Milne and Mr G Collins

 

IN ATTENDANCE:       Mr M Jennings, Kaitātari Tumuaki Māori|Principal Māori Advisor

Ms D Hunter, Community Funding Advisor and Community Contracts

 

PUBLIC BUSINESS

 

1.       APOLOGIES 

Resolved:      (Ms Harris/Mr Rahman)                          Minute No. WCFP 20601

“That the apologies received from Ms Richardson, Mr Collins and Cr Milne be accepted and leave of absence be granted.”

2.       PUBLIC COMMENT

There was no public comment.     

3.       CONFLICT OF INTEREST DECLARATIONS          

          Ms Harris and Mr Parkin declared conflicts of interest in relation to Item 4, Community Engagment Fund 2020-2021 and took no part in discussion or voting on the matter.

          PRECEDENCE OF BUSINESS

          In accordance with Standing Order 10.4, the Chair accorded precedence to item 5 2021-2022 Meeting Schedule.

         

          The item is recorded in the order in which it is listed on the order paper.

4.

Community Engagement Fund 2020-2021 (20/1291)

Ms Harris and Mr Parkin declared conflicts of interest and took no part in discussion or voting on the matter.

Due to a lack of quorum, the item would be placed at the beginning of the order paper of the next meeting. 

 

Resolved:   (Ms Harris/Mr Parkin)                                            Minute No. WCFP 20602

“That the Panel

(i)            agrees to meet at 9.00 am on 19 November 2020, 135 Dowse Drive, Maungaraki, Lower Hutt to determine the funding to be granted through the Western Community Funding panel Community Engagement Fund 2021-2022; and

(ii)          agrees to Cr Edwards chairing the next meeting of the Panel.”

5.

2021-2022 Meeting Schedule (20/1301)

Memorandum dated 22 October 2020 by the Senior Democracy Advisor.

 

Resolved:   (Ms Harris/Mr Parkin)                                            Minute No. WCFP 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 the start time for 7.30pm for its meetings;

(iii)  agrees the venues for its 2021 meetings will be held at the Maungaraki Community Centre, 135 Dowse Drive, Lower Hutt;

(iv)  will decide at its formal meeting on 28 October 2021, the venues for its 2022 formal meetings;

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

(vi)  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.”

 

There being no further business the Chair declared the meeting closed at 8.05 pm.

 

 

 

 

 

 

S Harris

CHAIR

CONFIRMED as a true and correct record

Dated this 24th day of June 2021

 

 

HUTT CITY COUNCIL

 

Western Community Funding Panel

 

Minutes of an extraordinary meeting held in the Maungaraki Community Centre,
135 Dowse Drive, Maungaraki, Lower Hutt on

 Thursday 19 November 2020 commencing at 9.00am

 

 

PRESENT:

Mr S Edwards (Chair)

 

Cr B Dyer

Mr C Parkin

 

Mr M Rahman

Ms E Richardson

 

APOLOGIES:                Ms S Harris, Mr G Collins and Cr C Milne

 

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

 

 

PUBLIC BUSINESS

 

1.       APOLOGIES 

          RESOLVED:  (Cr Edwards/Cr Dyer)                         Minute No. WCFP 20601(2)            

          “That the apologies received from Ms Harris, Mr Collins and Cr Milne be accepted and leave of absence be granted.”

2.       APPOINTMENT OF CHAIR

          RESOLVED:  (Cr Dyer/Mr Rahman)                         Minute No. WCFP 20602(2)    

          “That Cr Edwards be appointed as Chair for the meeting of the extraordinary Western Community Funding Panel held on 19 November 2020.”

3.       PUBLIC COMMENT

There was no public comment.      

4.       CONFLICT OF INTEREST DECLARATIONS          

          There were no conflict of interest declarations.

5.

Community Engagement Fund 2020-2021 (20/1426)

Memorandum dated 4 November 2020 by the Community Advisor Funding and Community Contracts

 

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

 

Resolved:  (Cr Edwards/Cr Dyer)                                      Minute No. WCFP 20603(2)

“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 Western Community Engagement Fund 2021-2022;

(iv)    approves the application from Kelson Community Association (Umbrella organisation for Kelson School) for $2,388.00 towards the purchase of kapa haka uniforms for Year 4 pupils at Kelson School;

(v)     approves the application from Kelson Community Association (Umbrella organisation for Kelson School) for $300.00 towards equipment hire costs for the Kelson School Fundraiser Gala;

(vi)    approves the application from Nourish Trust for $400 for the purchase of food for the Xmas hamper boxes specifically for the Western Ward schools;

(vii)   declines the application from Kelson Community Association (umbrella organisation for Kelson School) for the purchase of playground equipment as the Panel agreed that the request was not eligible under this fund; and 

(viii)  declines the application from Kelson Community Association (umbrella organisation for Kelson School) for the purchase of a macrocarpa picnic table to be placed at the Kelson/Speedy’s Reserve entrance to Pareraho Forest as the Panel agreed that the request was not eligible under this fund.”

6.       QUESTIONS   

          There were no questions.

 

There being no further business the Chair declared the meeting closed at 9.40 am.

 

 

Cr S Edwards

CHAIR

 

CONFIRMED as a true and correct record

Dated this 24th day of June 2021

 

     


MEMORANDUM                                                  13                                                            24 June 2021

Our Reference          21/877

TO:                      Chair and Members

Western Community Funding Panel

FROM:                Debbie Hunter

DATE:                04 June 2021

SUBJECT:           Community Engagement Fund 2020-2021

 

 

Recommendations

That the Panel:

(1)     notes that the Community Engagement Fund closed on 1 June 2021 and nine applications had been received;

(2)     notes that two applications were ineligible under the fund;

(3)     notes that $3,008 was allocated in Round 1 and there is $3,113 available to be allocated in Round 2;

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

(5)     determines the funding to be granted through the Community Engagement Fund 2021-2022 for the Western Ward; and

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

 

Purpose of Memorandum

1.    For the Panel to assess and determine the funding to be granted through the Community Engagement Fund 2020-2021 for the Western 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 Panel Community Engagement Fund.  The Western Community Funding Panel has $6,201 available to allocate per annum.

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

4.    The fund was advertised through Panel Members, as well as through Council’s online grants system.  Organisations were required to make an application through Council’s website.  

5.    A total of nine applications were received.  Two applications were ineligible under this fund.  Both organisations have been contacted and advised accordingly.  Advice has been offered regarding other potential funding possibilities within Council as well as external funders.

 

6.    Seven eligible applications were received as follows:

No

Organisation

Description

$Request

1

Thumbs Up

Screening of Good Will Triumph – to be held in the barn at Hearth Trust Kelson on 19 July from 12-2.15pm.  Request is for the purchase of art supplies and refreshments

$629

2

Maungaraki Tennis Club

Purchase of a shield/visor for one of the court lights.

$2,000

3

Pareraho Forest Trust

Purchase of tools x10 of both the trail tool and silky saw F180 model to enable the Trust to support small work parties from local schools 

$1,940

4

Kelson Community Association

October School Holiday programme - hireage of Zappo the magician to have a free fun school holiday activity for Kelson tamariki

$288

5

Kelson Community Association

Request is for the purchase of a BBQ to be used by the Centre for community gatherings eg the Blokes Night to be held on Saturday 10 July 2021 and  purchase of food for this event

$337

6

Kelson Community Association

Project to collaborate with Pareraho Forest Trust to create a communal space where users of the area can meet and enjoy getting to know each other. To hold an event for the community and for the purchase of food for this event.  Date to be confirmed.

$135

7

Maungaraki Playcentre

Funding to support three volunteer parents attend a First Aid Certification course

$465

 

 

TOTAL REQUESTED

$5,794

 

7.    The Panel has $3,113 available to be allocated.  Any unspent funds are not allowed to be carried over to the new financial year.      

 

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

 

9.    Eligible Community Engagement Fund applications presented in this round request a total of $5,794.

 

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