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
28 October 2021 commencing at 7.30pm.
ORDER
PAPER
Public Business
1. APOLOGIES
No
apologies have been received.
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
Western Community Funding Panel, 24 June 2021 6
5. Western Community Funding (21/1713)
Memorandum dated 18 October 2021 by the Community Advisor
Funding and Community Contracts 9
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.
Judy Randall
DEMOCRACY ADVISOR
HUTT CITY
COUNCIL
Paewhiri Toha Pūtea Hapori ki Te Uru
Western Community Funding Panel
Minutes of a meeting
held in the Maungaraki Community Centre, 135 Dowse Drive, Maungaraki, Lower
Hutt on
Thursday
24 June 2021 commencing at 7.37pm
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PRESENT:
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Ms S Harris (Co-Chair)
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Mr C Parkin (Co-Chair)
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Mr G Collins (from 7.38pm)
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Cr S Edwards
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Mr M Rahman
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Ms E Richardson
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APOLOGIES: Cr C Milne
IN ATTENDANCE: Ms D Hunter, Community Funding Advisor and
Community Contracts
Ms
J Randall, Democracy Advisor
PUBLIC
BUSINESS
Mr Collins joined the meeting at 7.38pm
1. APOLOGIES
|
Resolved: (Ms Harris/Ms Richardson) Minute
No. WCFP 21301
“That the apology
received from Cr Milne be accepted and leave of absence be granted.”
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2.
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Election of Chair
a) System
of Voting
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Members agreed to adopt the appointment
using statutory voting system B, requiring the persons elected to receive the
votes of a majority of the members present and voting.
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b) Election of Chair
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Cr Edwards called for nominations for the
Chair of the Western Community Funding Panel.
Mr Parkin nominated Ms Harris for the
position of Chair and Cr Edwards seconded the nomination. Ms Harris nominated
Mr Parkin for the position of Co-Chair and
Cr Edwards seconded the nomination.
There were no other nominations.
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Resolved: (Mr
Parkin/Cr Edwards) Minute
No. WCFP 21302
“That Ms Harris be
elected as Co-Chair of the Western Community Funding Panel.”
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Resolved: (Ms
Harris/Cr Edwards) Minute
No. WCFP 21303
“That Mr Parkin be
elected as Co-Chair of the Western Community Funding Panel.”
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3. PUBLIC
COMMENT
Comments are recorded under the
item to which they relate.
4. CONFLICT
OF INTEREST DECLARATIONS
Ms Harris declared a conflict of interest in
relation to the Kelson Community Association funding applications. She
took no part in discussion or voting on the matter.
Mr Parkin declared an interest in relation to
the Pareraho Forest Trust, the Kelson Community Association and the Maungaraki
Playcentre applications.
Cr Edwards and Ms Richardson declared
interests in relation the Pareraho Forest Trust application.
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5. CONFLICT
OF INTEREST DECLARATIONS 4.
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Community Engagement Fund 2020-2021 (21/877)
Memorandum
dated 4 June 2021 by the Community Advisor Funding and Community Contracts
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Speaking
under public comment, Mr Jason Kane, representing the Maungaraki Tennis
Club (the club) explained that residents in new residential developments
close to the club were disturbed by the court lighting at night. The club was
requesting funds to purchase a visor for one light tower to reduce annoyance
to neighbouring properties.
Ms Harris declared a conflict of interest
in relation to the Kelson Community Association funding applications. She
took no part in discussion or voting on the matter.
Mr Parkin declared an interest in relation
to the Pareraho Forest Trust, the Kelson Community Association and the
Maungaraki Playcentre applications.
Cr Edwards declared an interest relating to
the Pareraho Forest Trust application.
Ms Richardson declared an interest relating
to the Pareraho Forest Trust application.
Members
considered that the Maungaraki Tennis Club application did not fit the criteria
for the Community Engagement Fund. They advised the application was likely to
meet the criteria of other funding sources.
The
Community Advisor Funding and Community Contracts agreed to send Mr Kane a
link to funding resources and Generosity New Zealand databases.
In
response to a question from a member, the Community Advisor Funding and
Community Contracts agreed to pass on offers of assistance with advertising
and graphic design to Thumbs Up from Ms Harris and Mr Parkin.
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Resolved: (Mr
Parkin/Cr Edwards) Minute
No. WCFP 21304
“That
the Panel:
(1) notes
that the Community Engagement Fund closed on 1 June 2021 and nine
applications have 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 eligible applications were considered according to the merits
of the application criteria and priorities of the fund;
(5) approves
the application from Thumbs Up for $629 for the purchase of art supplies and
refreshments at their screening of ‘Good Will Triumph’;
(6)
approves the application from Pareraho Forest Trust for $1,259 for the
purchase of tools and a silky saw to enable the Trust to support small work
parties from local schools;
(7) approves
the application from Kelson Community Association for $288 for the
hireage of Zappo the Magician for its October school holiday programme;
(8) approves
the application from Kelson Community Association for $337 for the purchase
of a barbeque to be used for community gatherings;
(9) approves
the application from Kelson Community Association for $135 for the purchase
of food for an event that is part of a project to collaborate with Pareraho
Forest Trust to create a communal space for users of the area;
(10) approves
the application from Maungaraki Playcentre for $465 to support three
volunteer parents to attend a First Aid Certification course;
(11) declines
the application from Maungaraki Tennis Club for $2,000 to purchase a
shield/visor for one of the court lights as the Panel agreed that the request
was not eligible under this fund; and
(12) agrees that the organisations granted funding
will be required to attend a meeting of the Panel once the project has been
completed.”
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5. QUESTIONS
There were no
questions.
There being no further business
the Co-Chair declared the meeting closed at 8.13 pm.
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S Harris
CO-CHAIR
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C Parkin
CO-CHAIR
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CONFIRMED as a true and correct record
Dated this 28th day of October 2021
MEMORANDUM 0 28
October 2021
Our Reference 21/1713
TO: Chair
and Members
Western Community Funding Panel
FROM: Debbie
Hunter
DATE: 18
October 2021
SUBJECT: Western Community Funding
|
Recommendation
That the Panel:
(1) notes the Community
Funding Panel Delegations, Guidelines and Criteria 2020-2023 for the Local
Community Projects Fund for the Western Ward attached as pages 2-4 of the
agenda;
(2) notes that this is
the first round of funding through the Community Engagement Fund 2021-2022
for the Western Ward;
(3) notes the Community
Engagement Fund closed on Thursday 14 October 2021 and one application has
been received;
(4) agrees to allocate
any agreed expenditure through the Local Community Projects Fund for the Western
Ward;
(5) determines the
funding to be granted through the Community Engagement Fund 2021-2022 for the
Western Ward;
(6) agrees that the
application received under the Community Engagement Fund was considered
according to the merits of the application criteria and priorities of the
fund; and
(7) agrees
that organisations granted funding will be required to attend a meeting of
the Panel once the project has been completed.
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Purpose
of Memorandum
1. For
the Western Community Funding Panel (the Panel) to allocate expenditure through
the Local Community Projects Fund and for the Panel to assess and determine the
funding to be granted through the Community Engagement Fund 2021-2022 for the
Western Ward.
Background
Community Projects Fund
2. The
Panel has $114,000 per triennium to allocate through the Community Projects
Fund and this is a non-contestable fund. Funds need to be allocated
by the end of June 2022.
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 and
improvements to existing public places and facilities. These community
assets should be in public spaces.
5. The
Panel requested an officer to explore one project (attached as Appendix 1 to
this memorandum), with a view to discussing the proposed project at the
Panel’s October 2021 meeting for a final decision.
6. The
current project for discussion is as follows:
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No.
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Description
of Proposed Project
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Total
|
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1.
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Funding towards the Maungaraki Community Bike Track
situated on the Council Reserve field in Maungaraki adjacent to the
Maungaraki Community Hall and Maungaraki Primary School.
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$70,000
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Total
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$70,000
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7. A
checklist has been completed for the project and this is attached as Appendix 2
to this memorandum. This project is fully supported by Council officers
who will be required to manage the project and update the Panel on the progress
of any approved project.
8. In
addition, Council’s Corporate Leadership Team (CLT) has also endorsed the
recommended expenditure of $70,000 on the proposed project.
Community Engagement Fund
9. Council
agreed through the 2016/2017 Annual Plan to contribute $48,850 for Community
Boards/Community Committees; the latter are now known as Community Funding
Panels.
10. The Panel is
allocated $6,201 per annum. This is for local activities and events that
directly benefit the communities concerned.
11. The fund was
advertised through the Panel members, as well as through Council’s online
grants system and via social media.
12. Organisations
were required to make an application through Council’s website.
13. One
application has been received under the Western Community Funding Panel
Community Engagement Fund 2021-2022. The eligible application is as
follows:
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No
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Organisation
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Description
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$Request
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1
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Nourish Trust
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Towards the purchase of food for
their Christmas hampers – associated with families in need within the
Western Community Funding Panel area. Hampers are a combination of
fresh fruit, vegetables, eggs, pantry staples and some Christmas treats for
families, valued at $150 per hamper.
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$2,000
|
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TOTAL
REQUESTED
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$2,000
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14. The
application was scored through a matrix system and assessed by Panel
members.
15. Eligible
Community Engagement Fund applications presented in this round request a total
of $2,000. Any unallocated funds can be used in Round 2 of the Community
Engagement Fund.
Appendices
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No.
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Title
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Page
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1⇩
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Appendix 1 - Application - Local Communities Project
Fund: Maungaraki Community Association
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12
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2⇩
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Appendix 2 - Local Community Projects Fund: Council
criteria checklist
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35
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Author: Debbie Hunter
Community Advisor Funding and Community Contracts
Reviewed By: Melanie Laban
Head of Community Projects and Relationships
Approved By: Andrea Blackshaw
Director Neighbourhoods and Communities
