HuttCity_TeAwaKairangi_BLACK_AGENDA_COVER

 

 

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

 

 

28 October 2021

 

 

 

Order Paper for the meeting to be held in the

Ricoh Sports Centre, 237 Taita Drive, Lower Hutt,

on:

 

 

 

 

Thursday 4 November 2021 commencing at 6.30pm

The meeting will be held under Alert Level 2.

 

 

 

 

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

 

Have your say

You can speak under public comment to items on the agenda to the Mayor and Councillors at this meeting. Please let us know by noon the working day before the meeting. You can do this by emailing DemocraticServicesTeam@huttcity.govt.nz or calling the Democratic Services Team on 04 570 6666 | 0800 HUTT CITY


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

 Thursday 4 November 2021 commencing at 6.30pm.

 

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 Northern Community Funding Panel, 21 June 2021                    6

5.       Community Engagement Fund 2021-2022 (21/1618)

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.

 

 

 

Annie Doornebosch

Democracy Advisor

Democratic Services

 

 


UNCONFIRMED                                                                       1                                                   21 June 2021

HUTT CITY COUNCIL

 

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

 

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

Monday 21 June 2021 commencing at 6.30pm

 

 

 PRESENT:

Dave Gillespie (Chair)

 

Janette Granville

Barbara Hay

 

Twiggy Johnston

Cr Naomi Shaw

 

Cr Leigh Sutton

 

 

APOLOGIES:                Kamiria (Mid) Thomas-Savelio

 

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

                                        Ms T Lealofi, Democracy Advisor

 

 

 

PUBLIC BUSINESS

 

 

1.       APOLOGIES 

Resolved: (Mr Gillespie/Cr Shaw)                                           Minute No. NCFP 21301

“That the apology received from Kamiria (Mid) Thomas-Savelio be accepted and leave of absence be granted.”

 

2.

Election of Chair

a)         System of Voting

 

Resolved: (Mr Gillespie/Cr Shaw)                                                 Minute No. NCFP 21302

“That the Panel adopts, pursuant to Schedule 7 of the Local Government Act 2002, appointment by statutory voting system B, requiring the persons elected to receive the votes of a majority of the members present and voting”

 

b)         Election of Chair

 

Cr Sutton called for nominations for the Chair of the Northern Community Funding Panel.  Cr Shaw nominated Mr Gillespie for the position of Chair and Ms Granville seconded the motion.

 

Resolved: (Cr Shaw/Ms Granville)                                               Minute No. NCFP 21303

“That Mr Dave Gillespie be re-elected as Chair of the Northern Community Funding Panel.”

  3.     PUBLIC COMMENT

Speaking under public comment, Ms P Still representing the Seniors Knitting/Crochet Club (the Club) expressed support of their application for the purchase of materials. She noted that the Club had been meeting regularly for a number of years making garments and blankets for babies and toddlers that were distributed by Plunket to families in need.

 

In response to a question from a member, Ms Still advised the Club was not interested in selling any of their handmade garments as it would take the enjoyment out of what they were doing for the community.

4.       CONFLICT OF INTEREST DECLARATIONS          

          Ms Hay declared a conflict of interest in relation to Item 6, Northern Community Funding application for Stokes Valley Community House and took no part in discussion or voting on the matter.

5.               

Resolved: (Mr Gillespie/Cr Shaw)                                                 Minute No. NCFP 21304

“That the minutes of the meeting of the Northern Community Funding Panel held on Monday 9 November 2020, be confirmed as a true and correct record.”

6.

Northern Community Funding (21/912)

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

 

Ms Hay declared a conflict of interest in relation to the Stokes Valley Community House application and took no part in discussion or voting on the matter.

The Community Advisor Funding and Community Contracts elaborated on the report.  She noted that her report had not included the Dog Tethers project. She said the paperwork was incomplete as the necessary checklist had not been completed by the deadline.  She noted the Panel was not allowed to pre-approve funding for any community projects that had not been through the appropriate Council channels.

The Chair expressed concern that the Panel was not allowed to pre-approve funding for any community projects. He said the Panel had been unanimous in supporting the dog tethers project.  He commented that he would raise the matter with Mayor Barry.  He suggested that the Panel approve $10K to progress the initiative.

 

Resolved: (Mr Gillespie/Cr Shaw)                                            Minute No. NCFP 21305

That the Panel:

(1)   notes the Community Funding Panels Delegations, Guidelines and Criteria 2020-2023 for the Local Community Projects Fund for the Northern Ward;

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

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

(4)   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;

(5)   notes that the Community Engagement Fund application received from Upper Hutt Roller Skating Club had been withdrawn prior to the formal meeting of the Panel;

(6)   approves the application for Community Engagement Funding from Koraunui Marae on behalf of Janie Wichman for $1,494.00 for purchase of food, resources and venue hire for the Ko Wai Au/No Hea Au Wananga to be held at the Koraunui Marae on 10-12 July 2021;

(7)   endorses the Panel’s resolution at the meeting of 9 November 2020 for the approval of $500 to the Hutt Union Community Health Service towards the purchase of exercise equipment to encourage fitness and healthy eating/living;

(8)   approves the Community Engagement Funding application from Stokes Valley Community House for $650.00 towards the purchase of materials for a senior knitting and crochet group which creates garments and blankets for babies and toddlers which are distributed by Plunket to families in need;

 

 

(9)   approves the allocation for $22,103.00 from the Local Community Projects Fund for the Northern Ward to reinstate the toddlers playground at Speldhurst Park, Stokes Valley in accordance with the completed checklist attached to the agenda;

(10) approves the Local Community Projects Fund for $18,400.00 for the placement of four water fountains at Walter Nash, Speldhurst Park. The location for the remaining two are yet to be determined;

 

(11) approves in principle $10,000 from the Local Community for the Northern Ward Projects Fund to progress the initiative of installing dog tethers within the Northern Ward; and

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

6.       QUESTIONS   

          There were no questions.

 

There being no further business the Chair declared the meeting closed at 7.00pm.

 

 

 

 

 

D Gillespie

CHAIR

 

 

 

 

 

 

CONFIRMED as a true and correct record

Dated this 4th day of November 2021

 


MEMORANDUM                                                  1                                                 04 November 2021

Our Reference          21/1618

TO:                      Chair and Members

Northern Community Funding Panel

FROM:                Debbie Hunter

DATE:                20 October 2021

SUBJECT:           Community Engagement Fund 2021-2022

 Purpose of Memorandum

1.         For the Northern Community Funding Panel (“the 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 2021-2022 for the Northern Ward.

 

Recommendation

That the Panel:

(1)   notes the Community Funding 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 first round of funding through the Community Engagement Fund 2021-2022 for the Northern Ward;

(3)   notes the Community Engagement Fund closed on Thursday 14 October 2021 and six 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 2021-2022 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; and

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

 

Background

Community Projects Fund

2.    The Panel has $114,000.00 per triennium to allocate through the Community Projects Fund 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.    At the Panel’s meeting held on 6 June 2021, the following projects were approved, by the Panel, and progress on these projects is as follows:

Project

Total

Progress

Reinstatement of the toddlers playground at Speldhurst Park, Stokes Valley.

$22,103

Toddlers playground installed however currently waiting on the installation of safety matting. 

 

 

Placement of four water fountains at Walter Nash, Speldhurst Park.  Remaining two places to be determined.

$18,400

Water fountains have been installed.

Total allocated

$40,503

 

 

6.    The Panel also approved in principle $10,000 to be allocated to progress the initiative of installing dog tethers within the Northern Ward.  This project did not eventuate due to an existing bylaw in place prohibiting this. 

7.    Regarding the emergency generators purchased by the previous Panel in the last triennium, due to a number of reasons, Council’s Emergency Management have agreed to purchase these from the Panel for $69,300.  This money has been returned to the Panel for reallocation. 

8.    Total funds remaining to be allocated through the Community Projects fund is $142,797.  The funds need to be fully allocated by end of June 2022.

9.    Through various ways of engaging with the Northern Ward community, a number of projects were identified.  The Panel requested officers to complete checklists for the projects before being submitted to Council’s Corporate Leadership Team (CLT) for endorsement.  

10.  The following projects have been proposed:

Proposed Projects

$

a.  Purchase of fruit trees, stakes and ties for primary schools within Stokes Valley and Taita (schools to be decided by the Panel);     

b.  Lighting and purchase of BBQ for Walter Nash Park;

c.  Purchase and installation of a new swing set at Pomare Park;

d.  Panel/officer exploration and funding towards a child’s splash pad at Speldhurst Park, Stokes Valley; and 

e.  Panel/officer exploration and funding towards the upgrade of Thomas Jones Park.

$2,000

 

$15,500

$14,000

No amount

 

$22,000

 

11.  The checklists have been completed by Council officers for the above projects and these are included in Appendix 1 attached to the memorandum. 

12.  CLT’s role is to ensure they are affordable over the life of the asset, meet health and safety requirements, are strategically aligned where possible and can be managed within existing work programmes and resource allocations.

13.  CLT has approved the following projects to be included in workplans:

 

Approved Projects

$

a.     Purchase of fruit trees, stakes and ties for primary schools within the Northern Ward

$2,000

b.     Purchase of a BBQ for Walter Nash Park

Up to $15,500

c.     Purchase and installation of a new swing set at Pomare Park

$14,000

d.     Panel/officer exploration and funding towards the upgrade of Thomas Jones Park

$22,000

Total approved and endorsed by CLT

Up to $53,500

 

14.  Officers will be required to source quotes and manage the approved projects and will engage with the Panel if needed for any further advice.  Officers will also be required to provide updates to the Panel regarding progress on any approved projects. 

Community Engagement Fund 2021-2022

15.  Council agreed through the 2016/2017 Annual Plan to contribute $48,850 for the Community Board/Community Committee (now Community Funding Panel) Community Engagement Fund. 

16.  The Panel is allocated $7,644 per annum.  This is for local activities and events that directly benefit the communities concerned.  The funds need to be allocated by end of June 2021.   

17.  The fund was advertised through the Panel Members, as well as also through Council’s online grants system and through social media.

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

19.  Six applications were received under the Community Engagement Fund 2021-2022 and they are as follows:

 

No

Organisation

Description

$Request

1.

Wellington Niue Rugby League Inc

For the purchase of sports equipment to be used at their Christmas Sports party to be held at the Ricoh Sports Centre on Saturday 11 December 2021.

$604

2.

Hutt River Valley Rotary Club

Hireage of sound equipment, rubbish bin hire, santa float repairs, hireage of a mobile generator, trailer hire and purchase of sweets for the Stokes Valley Christmas Parade and Market to be held on Saturday 4 December 2021.

$1,700

3.

Wellington Pasifika Events Association

Towards the hireage costs of St Johns Ambulance to be present at their sports event to be held at Fraser Park on Saturday 6 November 2021.

$1,919

4.

Nourish Trust

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

$2,000

5.

Taiohi Morehu

To build a Hana Koko Grotto in Te Rito where kōhanga reo and other ECE centres in the area can bring their tamariki to visit.  The Grotto is to be open late November/early December 2021.    Funding is for the purchase of Christmas decorations, and a Father Christmas costume.

$1,800

6.

Pomare Taita Community Trust

For the purchase of food and sound system and big rig staging hire for the Xmas in Da Hood event to be held on Saturday 4 December 2021.

$4,196

 

 

TOTAL REQUESTED

$12,219

 

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

 

21.  Eligible Community Engagement Fund applications presented in this round request a total of $12,219.

 

 

Appendices

No.

Title

Page

1

Proposed Projects for Northern Community Projects Fund

14

     

 

 

 

 

Author: Debbie Hunter

Community Advisor Funding and Community Contracts

 

 

 

 

 

Approved By: Melanie Laban

Head of Community Projects and Relationships

 

 

 

 

 


Attachment 1

Proposed Projects for Northern Community Projects Fund