0                                                                       

HuttCity_TeAwaKairangi_BLACK_AGENDA_COVER

 

 

PAEWHIRI TOHA PŪTEA HAPORI KI TE RĀWHITI |Eastern Community Funding Panel

 

 

18 October 2021

 

 

 

Order Paper for the meeting to be held in the

Naenae Bowling Club, 25 Vogel Street, Naenae,

on:

 

 

 

 

 

Tuesday 26 October 2021 commencing at 7.00pm

 

 

 

 

 

Membership

 

Luke Qin (Chair)

Christine Fagan

Dion Howard

Liz Pa’u

Noel Woods

Cr Andy Mitchell

Cr Shazly Rasheed

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 Rāwhiti |

Eastern Community Funding Panel

 

Meeting to be held in the Naenae Bowling Club, 25 Vogel Street, Naenae

on

Tuesday 26 October 2021 commencing at 7.00pm.

 

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.       Minutes

Meeting minutes Eastern Community Funding Panel, 22 June 2021                       6

5.       Community Engagement Fund 2021-2022 (21/1617)

Memorandum dated 5 October 2021 by the Community Advisor Funding and Community Contracts                                                                                                                 10

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.

 

 

 

 

 

Toi Lealofi

DEMOCRACY ADVISOR

 

 

HUTT CITY COUNCIL

 

Paewhiri Toha Pūtea Hapori ki Te Rāwhiti | Eastern Community Funding Panel

 

Minutes of a meeting held in the Naenae Bowling Club, 25 Vogel Street, Naenae on

Tuesday 22 June 2021 commencing at 7.00pm

 

PRESENT:

Mr Noel Woods

 

Ms Christine Fagan

Mr Dion Howard

 

Ms Liz Pa’u

Mr Luke Qin (Chair)

 

Cr Andy Mitchell

Cr Shazly Rasheed

 

APOLOGIES:                There were no apologies.

 

IN ATTENDANCE:      Cr Brady Dyer (Alternate)
Ms D Hunter, Community Advisor Funding and Community Contracts

                                        Ms J Araiti, Senior Community Facilitator

                                        Ms H Clegg, Minute Taker

 

PUBLIC BUSINESS

 

1.       APOLOGIES 

There were no apologies.

 2.

Election of Chair

a)  System of Voting

 

The Panel did not select a system of voting.

 

b)  Election of Chair

 

Cr Mitchell called for nominations for the Chair of the Eastern Community Funding Panel.  Cr Mitchell nominated Mr Qin for the position of Chair.  Mr Howard seconded the nomination.

 

Resolved:   (Cr Mitchell/Mr Howards)                                       Minute No. ECFP 21301

“That Mr Luke Qin be elected as Chair of the Eastern Community Funding Panel.”

 

Cr Mitchell thanked Mr Woods for his work as Chair to date.

Mr Qin thanked members for supporting his nomination.  He asked that the position of Chair be rotated annually.

 

3.       PUBLIC COMMENT

There was no public comment.

4.       CONFLICT OF INTEREST DECLARATIONS          

          There were no conflict of interest declarations.

5.       MINUTES   

         

Resolved:  (Cr Mitchell/Ms Pa'u)                                              Minute No. ECFP 21302

“That the minutes of the meeting of the Eastern Community Funding Panel held on Wednesday 4 November 2020, be confirmed as a true and correct record.”

 

5.

Community Engagement Fund 2020-2021 (21/875)

Memorandum dated 3 June 2021 by the Community Advisor Funding and Community Contracts

 

The Community Advisor Funding and Community Contracts elaborated on the report.  She noted one application was received and that the amount requested would result in monies being left over in the community engagement fund.  She suggested that members delegate authority to herself and the Chair to work with local community groups who may be eligible to receive funding, and assist them to complete a funding application by the end of June 2021.

In response to questions from members, the Community Advisor Funding and Community Contracts advised only the amount requested in an application could be approved.  She also advised that it was unclear why only one application for the community engagement fund was received. She added that the online application process had been made easier and the creation of a video by the members would assist in future funding rounds.

Cr Mitchell suggested the members work with their communities once they were aware of the community engagement funding round dates

 

Resolved(Mr Qin/Cr Rasheed)                                         Minute No. ECFP 21303

“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)   approves the application from Humorous Arts Trust for $1,800.00 towards the hireage of push-up drapes and spotlights to turn the function room at the Naenae Bowls Club into a suitable performance space for Stand Up comedy;

(4)   agrees that the Humorous Arts Trust will be required to attend a meeting of the Panel once the project has been completed;

(5)   agrees that the Community Funding Advisor and the Chair work with community groups in the Eastern Ward who may be eligible to receive the remainder of the fund and assist them to submit a completed application for assessment by the end of June 2021.”

 


 

6.       QUESTIONS   

There were no questions.

 

 

There being no further business the Chair declared the meeting closed at 7.12pm.

 

 

L Qin

CHAIR

 

 

CONFIRMED as a true and correct record

Dated this 26th day of October 2021

 


MEMORANDUM                                                  0                                                                                     

Our Reference          21/1617

TO:                      Chair and Members

Eastern Community Funding Panel

FROM:                Debbie Hunter

DATE:                05 October 2021

SUBJECT:           Community Engagement Fund 2021-2022

 

Recommendation

That the Panel:

(1)   notes that the Community Engagement Fund closed on 14 October 2021 and four applications have 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 Community Engagement Fund 2021-2022 for the Eastern Ward.

 

Purpose of Memorandum

1.    For the Community Funding Panel (“the Panel”) to assess and determine the funding to be granted through the Community Engagement Fund 2020-2021 for the Eastern Ward.

Background

Community Engagement Fund

2.    Council agreed through the 2016/2017 Annual Plan to contribute $48,850 annually for the Community Board/Community Committee (now 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 Hutt News, Community Funding Panel members, as well as also through Council’s online grants system, and through social media.  Organisations were required to make an application through Council’s website.  


 

5.    Four applications were received under the Community Engagement Fund 2021-2022 for the Eastern Ward, as follows:

 

No

Organisation

Description

$Request

1

Wellington Boys and Girls Institute

Purchase of sports equipment, pool passes, petrol costs for their December/ January four week sports and team building holiday programme.

$1,000

2

Nourish Trust

Towards the purchase of food for their Christmas hampers – associated to families in need within Eastern Ward.  Hampers are a combination of fresh fruit, vegetables, eggs, staples and some Christmas treats for families, valued at $150 per hamper. 

$2,000

3.

Naenae Youth Charitable Trust

For the purchase of 18 trophies and engraving of the trophies to be presented to recipients at the end of year prizegiving, scheduled for 8 December 2021.

$486

4.

Te Puna Manawa

(St David’s Anglican Church)

For the purchase of food for the Christmas Day lunch at Te Puna Manawa, Hillary Court – between 11 am to 1pm for those people in the community who are isolated and lonely.

$1,445


 

 

TOTAL REQUESTED

$4,931.00

 

6.    The Panel has $8,461 available to be allocated through the Community Engagement Fund 2021-2022.  Any unallocated funds can be allocated through Round 2 of the Community Engagement Fund.  Funds must allocated by end of June 2022.   

 

7.    The applications were scored through a matrix system and assessed by Panel members.

 

8.    Eligible Community Engagement Fund applications presented in this round request a total of $4,931.

Appendices

There are no appendices for this Memorandum.    

 

Author: Debbie Hunter

Community Advisor Funding and Community Contracts

 

 

Approved By: Andrea Blackshaw

Director Neighbourhoods and Communities