PAEWHIRI TOHA PŪTEA
HAPORI KI TE RIU
Central Community Funding Panel
19 October 2021
Order Paper for the meeting to be held at
Keown House, Ground Floor, Corner Queens Drive and Laings Road,
Wednesday 27 October 2021 commencing at 5.30pm
Cr Glenda Barratt
Cr Deborah Hislop
Cr Josh Briggs (alternate)
For the dates and times of Council Meetings please visit www.huttcity.govt.nz
DemocraticServicesTeam@huttcity.govt.nz4 570 6666 | 0800 HUTT CITY
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’).
The role of the Panels is that of community funders focused on supporting local projects and initiatives in their communities.
· 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.
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 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 RIU
Central Community Funding Panel
to be held at Russell Keown House, Ground Floor
Corner Queens Drive and Laings Road, Lower Hutt on
Wednesday 27 October 2021 commencing at 5.30pm.
2. Election of Chair (21/1704)
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. The Central Community Funding Panel did not meet in June 2021.
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:
(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.
(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 (21/1711)
Central Community Funding Panel, 5 November 2020 7
6. Community Engagement Fund 2021-2022 (21/1619)
Memorandum dated 5 October 2021 by the Community Advisor Funding and Community Contracts 10
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.
HEAD OF DEMOCRATIC SERVICES
TO: Chair and Members
Central Community Funding Panel
FROM: Debbie Hunter
DATE: 19 October 2021
SUBJECT: Community Engagement Fund 2021-2022
That the Panel:
(1) notes that the Community Engagement Fund closed on 14 October 2021 and five applications had been received;
(2) agrees that the applications were considered according to the merits of the application criteria and priorities of the fund; and
(3) determines the funding to be granted through the Central Community Engagement Fund 2021-2022.
Purpose of Memorandum
1. For the Central Community Engagement Funding Panel (“the Panel”) to assess and determine the funding to be granted through the Central Community Engagement Fund 2021-2022.
Community Engagement Fund
2. Hutt City Council agreed through the 2016/2017 Annual Plan to contribute $48,850 annually for the Community Board/Community Committee, now known as the 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 Council’s online grants system and via social media.
5. Organisations were required to make an application through Council’s website.
6. Five applications were received under the Central Community Funding Panel Community Engagement Fund 2021-2022.
7. Five eligible applications received as follows:
Lower Hutt Play Centre
Funding for the installation of a new gate through existing fence to stopbank at their Playcentre situated at the end of Glen Iris Grove, Woburn. Improving safety outcomes for their tamariki who will be able to access the river without having to walk down the road.
Brain Injury Association Wellington
Funding towards costs associated to holding a combined end of year event for all of their Hutt Valley clients. To be held at St Marks Church on Thursday 9 December 2021. To provide lunch with a brief motivational talk. A celebration of members’ resilience.
Hutt Multicultural Council Inc
For the purchase of x3 tablets for their organisation to use for conducting online surveys at their Multifest events. Also for catering for their Multifest event volunteers to be held on 12 March 2022 at the Lower Hutt Events Centre. Costs associated towards advertising and promotion costs for their event.
Towards the purchase of food for the Christmas hampers – associated to families in need within the Central Ward. Hampers are a combination of fresh fruit, vegetables, eggs, pantry stables and some Christmas treats for families, valued at $150 per hamper.
Hutt City FM
For the purchase of office equipment, promotional material to inform Lower Hutt residents about their local community radio station.
8. The Panel has $9,320.00 available to be allocated. Funds must be allocated by end of June 2022. The Panel may allocate all of their funding now or choose to have a second funding round in 2022. 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 $9,890.
There are no appendices for this Memorandum.
Author: Debbie Hunter
Community Advisor Funding and Community Contracts
Approved By: Melanie Laban