HuttCity_TeAwaKairangi_BLACK_AGENDA_COVER

 

 

Paewhiri Toha Pūtea Hapori ki Te Riu Extraordinary Central Community Funding Panel Meeting

 

 

2 September 2022

 

 

 

Pursuant to a requisition dated 31 August 2022 from W Gazley (Chair) an extraordinary meeting will be held via Zoom,

on:

 

 

 

Tuesday 6 September 2022 commencing at 12.00pm

 

Members of the public wishing to speak to an item on the agenda are asked to contact democraticservicesteam@huttcity.govt.nz

 

 

Membership

 

Wayne Gazley (Chair)

Catherine Chapman

Matt Claridge

Prabha Ravi

Cr Glenda Barratt

Cr Deborah Hislop

Cr Josh Briggs (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 Riu
Central Community Funding Panel

 

Extraordinary meeting to be held via Zoom on

Tuesday 6 September 2022 commencing at 12.00pm.

 

ORDER PAPER

 

Public Business

 

1.       APOLOGIES

M Claridge and Cr D Hislop

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 (22/2225)

Meeting minutes Central Community Funding Panel, 17 August 2022                  6

5.       Central Panel Local Community Projects Fund (One-Off Contestable Fund) - Update (22/2215)

Report No. CCFP2022/4/190 by the Community Advisor Funding and Community Contracts                                                                                                                                12

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.

 

 

 

Kate Glanville

SENIOR DEMOCRACY ADVISOR

 


Attachment 1

Meeting minutes Central Community Funding Panel, 17 August 2022

 

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                                                                                       0                                                06 September 2022

A black and white sign

Description automatically generated with medium confidenceExtraordinary Central Community Funding Panel Meeting

01 September 2022

 

 

 

File: (22/2215)

 

 

 

 

Report no: CCFP2022/4/190

 

Central Panel Local Community Projects Fund (One-Off Contestable Fund) - Update

 

Purpose of Report

1.       For the Central Community Funding Panel (CCFP) to consider revoking part (5) in relation to Dyer Street School of Minute No. CCFP 22403 and allocate the remaining Local Community Projects Fund.

Recommendations

That the Central Community Funding Panel:

(1)   notes the Community Funding Panels Delegations, Guidelines and Criteria 2020-2023;

(2)   notes that the Central Community Funding Panel met on 17 August 2022 to make decisions on the Central Local Community Projects Fund (one-off contestable fund) and allocated total funds available of $209,000 (Minute Nos. CCFP 22403 and CCFP 22404);

(3)   notes updated information has been provided in relation to the Dyer Street School application and the confirmed amount towards the purchase of stage curtains for the school hall is $7,063;

(4)   revokes part (5), number (5) in relation to Dyer Street School of Minute No. CCFP 22403 for $20,323 towards the purchase of stage curtains for the school hall;

(5)   approves the application from Dyer Street School for $7,063 towards the purchase of stage curtains for the school hall;

(6)   notes the unallocated funds of $13,169 for the Central Local Community Projects Fund;

(7)   determines the unallocated fund of $13,169 to be granted through the Local Community Projects Fund 2019-2022 for the Central Ward, available to those organisations that were not fully funded at the meeting held on 17 August 2022;

(8)   notes that the 15 organisations who were not fully funded were re-considered according to the merits of the application criteria and priorities of the fund; and

(9)   agrees that the organisations granted funding will be required to complete an accountability form once the project has been completed.

 

Background

2.       At the CCFP meeting held on Wednesday 17 August 2022, it allocated its local community projects fund of $209,000. 

3.       The CCFP fully funded $20,232 to Dyer Street School for the purchase of stage curtains for the school’s hall.  

4.       At the meeting a question was raised regarding the cost of the curtains.  Unfortunately, at the time the Community Advisor Funding and Community Contracts did not have all of the information to respond to the question. 

5.       Upon double checking the application as well as clarifying the information with the school, officers can confirmed that Dyer Street School’s request should have been $7,063.   

6.       Under Standing Order 9.3, the CCFP must hold a formal meeting to consider the proposed revocation of the original resolution approving the funding for Dyer Street School ($20,232) and approve funding for $7,063 (a difference of $13,169).

Discussion

7.       The CCFP allocated $209K at its meeting held on 17 August 2022, with Dyer Street School being fully funded ($20,232) for the purchase of stage curtains for school hall.  

8.       As the school was initially approved a grant of $20,232, the resolution needs to be revoked, and an amended request of $7,063 can be considered by CCFP. 

9.       The Chair has requested that the unallocated amount of $13,169 be re-allocated to organisations that did not receive all the funding requested.

10.     Of the 22 organisations granted funding, 15 organisations were fully funded therefore do not need to be considered for any additional allocation. 


 

11.     The following organisations were not fully funded and can be considered for additional funding from the CCFP:

No

Organisation

Description

Requested

Allocated 17 August 2022

Difference

1

Avalon Intermediate School

Purchase of student resources/necessities for Pacific Language week

$10,000

$1,371

based on quotes provided with original application

$8,629

4

The Family Centre, Lower Hutt

Purchase of digitizing equipment

$25,455

$10,000 towards these costs

$15,455

10

Hutt Community Radio and Audio Archives  Charitable Trust

Purchase of digital audio console

$18,625

$14,230 towards these costs

$4,395

11

Lower Hutt Tennis Club

Purchase and installation for x4 indoor acrylic sports court surfacing

$37,500

$9,375

x1 indoor new acrylic sports surfacing

$28,125

16

Women of Worth Charitable Company Ltd

Purchase of CRM database, office equipment and a car

$39,089

$18,500 for CRM database and office equipment

$20,589

 4

Dress for Success Wellington

Purchase of furniture and equipment

$19,665

$14,220

towards these costs

 

$5,445

5

Hutt District Cricket Club Inc

Purchase of new cricket balls and the supply and installation of PVC covers around the outdoor bowling nets

 

$14,688

$10,000

towards these costs

$4,688

6

Hutt Cricket Academy Inc

Purchase of a new bowling machine and to fix existing indoor netting

$20,338

$10,000

towards these costs

$10,338

7

Keep Hutt Valley Beautiful Trust

Purchase of a second hand vehicle and purchase of new equipment

$13,879

$10,000

towards these costs

$3,879

 

 

 

 

Total Difference

$101,543

 

Options

12.     If the CCFP chooses not to re-allocate the funding of $13,169, unspent funds can be carried over to the future Community Funding Panels. 

13.     Decisions regarding the future of Community Funding Panels will be decided by the new Council for the 2022-2025 triennium.

Climate Change Impact and Considerations

14.     The matters addressed in this report have been considered in accordance with the process set out in Council’s Climate Change Considerations Guide.

Legal Considerations

15.     There are no legal considerations to be considered.

Financial Considerations

16.     If the funds are not fully allocated, any remaining funds may be carried over to the future Community Funding Panels.

Appendices

There are no appendices for this report.    

 

 

 

 

Author: Debbie Hunter

Community Advisor Funding and Community Contracts

 

 

 

Reviewed By: Melanie Laban

Head of Connected Communities

 

 

 

Approved By: Andrea Blackshaw

Director Neighbourhoods and Communities