Description: COAT-ARM Hastings District Council

 

Civic Administration Building

Lyndon Road East, Hastings

Phone:  (06) 871 5000

Fax:  (06) 871 5100

WWW.hastingsdc.govt.nz

 

 

 

 

Open

 

A G E N D A

 

 

Community Grants Subcommittee MEETING

 

 

 

Meeting Date:

Thursday, 17 May 2018

Time:

9.00am

Venue:

Council Chamber

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

 

Subcommittee Members

Chair: Councillor Dixon

Mayor Hazlehurst

Councillors Harvey, Barber and Watkins

 

Officer Responsible

Community Grants and Project Advisor – Vicki Berkahn

Committee Secretary

Carolyn Hunt (Ext 5634)

 


Community Grants Subcommittee – Terms of Reference

A Subcommittee of the Social & Cultural Development Committee

Fields of Activity

The Community Grants Subcommittee is responsible for assisting Council in the allocation of Community Grants by:

·         Reviewing applications for Community Grants

·         Setting appropriate performance measures to assist in the measurement of delivery of activities funded from grants

·         Allocation of grant funding within the budget allocation

Membership

Chairman appointed by the Council

5 members appointed by the Council

Quorum – any 3 members

DELEGATED POWERS

All matters not specifically delegated to any other Committee and Council Officers concerning or involving the following:

Authority to exercise all Council’s powers, functions and authorities (except where prohibited by law or otherwise delegated) in relation to all matters within the Field of Activity including:

·         The allocation of grant funding within the budget allocation.

The subcommittee reports to the Social & Cultural Development Committee.

 


 

HASTINGS DISTRICT COUNCIL

 

Community Grants Subcommittee MEETING

 

Thursday, 17 May 2018

 

VENUE:

Council Chamber

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

TIME:

9.00am

 

 

A G E N D A

 

 

 

1.         Apologies

At the close of the agenda no apologies had been received.

At the close of the agenda no requests for leave of absence had been received.

2.         Conflict of Interest

Members need to be vigilant to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have.  This note is provided as a reminder to Members to scan the agenda and assess their own private interests and identify where they may have a pecuniary or other conflict of interest, or where there may be perceptions of conflict of interest. 

If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the relevant item of business and withdraw from participating in the meeting.  If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive or Executive Advisor/Manager: Office of the Chief Executive (preferably before the meeting). 

It is noted that while Members can seek advice and discuss these matters, the final decision as to whether a conflict exists rests with the member.

3.         Confirmation of Minutes

Minutes of the Community Grants Subcommittee Meeting held Wednesday 17 May 2017.

(Previously circulated)

4.         2018 Annual Contestable Funding Round                                                           5

5.         Additional Business Items

6.         Extraordinary Business Items 

 

 

     


File Ref: 18/279

 

 

REPORT TO:               Community Grants Subcommittee

MEETING DATE:        Thursday 17 May 2018

FROM:                           Community Grants & Projects Advisor

Vicki Berkahn

SUBJECT:                    2018 Annual Contestable Funding Round        

 

 

1.0       SUMMARY

1.1       The purpose of this report is to obtain a decision from the Community Grants Subcommittee on the recommended allocations for the 2018 Contestable Grants funding round.

1.2       This request arises from the need to allocate the 2018 budget set aside for community grants to assist Council to achieve its desired community outcomes (see 2.2).

1.3       The Council is required to give effect to the purpose of local government as prescribed by Section 10 of the Local Government Act 2002. That purpose is to meet the current and future needs of communities for good quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost–effective for households and businesses. Good quality means infrastructure, services and performance that are efficient and effective and appropriate to present and anticipated future circumstances.

1.4       The objective of this decision relevant to the purpose of Local Government is to allow for sustainable funding of good quality community services and projects that help meet the current and future needs of the community.

1.5       This report concludes by recommending:

a)   That the Community Grants Subcommittee reviews the applications to the 2018 contestable funding round; and

b)   Allocates the 2018 budget allocation of $245,500 to those applications whom it considers will best assist Council to achieve its desired Community Outcomes.

2.0       BACKGROUND

2.1       The annual contestable funding round invites local community groups and organisations to apply to Council for an opportunity to work together to meet the current and future needs of our community.

2.2       Applications are invited from organisations delivering projects or services that address the following needs:

i.    Develop youth into training and/or job pathways

ii.   Assist new and existing businesses to provide local jobs

iii.  Provide help and advice for people in need due to aging and/or adverse circumstances

iv.  Make improvements to the district which will attract visitors, students and businesses

v.   Provide programmes that reduce littering, wasting resources, and crime

vi.  Promote participation in recreation, arts, and cultural activities

2.3       Successful organisations are assigned a Council officer (relationship manager) to work with them to achieve agreed outcomes for the grant awarded.

2.4       Grants are for one year only and available from 1 July 2018.

3.0       CURRENT SITUATION

3.1       There are 46 applications to this year’s annual contestable funding round.  This is well up on the 28 applications received in 2017, and may be due to the increased promotion throughout the 2018 funding round.

3.2       The full applications are contained Vol 1 of 3, and the officer comments and summary of the applications is contained in Attachment One.

3.3       The applications are clustered into those addressing similar community needs.

3.4       The officer comments and applicant scoring matrix (Attachment One) is an objective guide for the Community Grants Subcommittee to consider along with the presentations to the Subcommittee on 17 May 2017.  The presentations to the Subcommittee are an opportunity to ask questions of the applicants where information may be unclear.

3.5       The value of requests is $529,633 ($386,535 in 2017), and the contestable grants budget for 2018/2019 is $245,500, meaning the budget allocation is oversubscribed by $284,133 so not all funding requests can be awarded.

4.0       OPTIONS

4.1       Option One is for the Community Grants Subcommittee to review the 46 applications for the 2018 contestable funding round, consider the officer comments and applicant presentations against the criteria and allocate the whole of the grant funding within the 2018 budget allocation of $245,500.

4.2       Option Two is for the Community Grants Subcommittee to review the 46 applications for the 2018 contestable funding round, consider the officer comments and applicant presentations against the criteria, and not allocate (the whole of the grant funding within the 2018 budget allocation of $245,500).

5.0       SIGNIFICANCE AND ENGAGEMENT

5.1       The matters within this report do not trigger the thresholds within Council’s significance policy.

6.0       ASSESSMENT OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)

6.1       Option One is the preferred option, to review the 46 applications for the 2018 contestable funding round, consider the officer comments and applicant presentations, and allocate grant funding within the 2018 budget allocation of $245,500.

6.2       The challenge for the Subcommittee is to award the available budget to those applications which best meet the current and future needs of our community.

6.3       Given that the available budget is $284,133 less than the amount of funding requested, then some organisations will not receive the full amount requested, and others may not be awarded any funding in this round.

6.4       Option Two, to not allocate the contestable grants budget for 2018/2019 will mean that community organisations will miss out on the opportunity to assist council to deliver projects and services which best meet our current and future needs.

7.0       PREFERRED OPTION/S AND REASONS

7.1       Option One is the preferred option because it will enable the 2018 contestable grants budget to be allocated to those projects and services which will best meet the current and future needs of our community, and which we are not supporting already.

8.0       RECOMMENDATIONS AND REASONS

A)      That the report of the Community Grants & Projects Advisor titled “2018 Annual Contestable Funding Round” dated 17/05/2018 be received.

B)     That the Community Grants Subcommittee reviews the applications to the 2018 contestable funding round; and

C)     Allocates the 2018 budget allocation of $245,500 to those applications whom it considers will best assist Council to achieve its desired Community Outcomes.

 

Attachments:

 

1

Community Grants Scoring Matrix 2018- summary & officer comments

COP-01-02-18-961

 

2

Nourished for Nil #1

COP-01-3-6-18-3

Vol 1 of 3

3

Sustaining Hawke's Bay Trust #2

COP-01-3-6-18-4

Vol 1 of 3

4

Waimarama Surf Life Saving Club Inc #3

COP-01-3-6-18-5

Vol 1 of 3

5

Anderson Park Community Group #4

COP-01-3-6-18-6

Vol 1 of 3

6

Raureka School Board of Trustees #5

COP-01-3-6-18-7

Vol 1 of 3

7

Big Brothers Big Sisters Hawke's Bay #6

COP-01-3-6-18-8

Vol 1 of 3

8

Hawke's Bay Rescue Helicopter Trust #7

COP-01-3-6-18-9

Vol 1 of 3

9

Hastings & Distrits SPCA #8

COP-01-3-6-18-10

Vol 1 of 3

10

Radio Kidnappers Charitable Trust #9

COP-01-3-6-18-2

Vol 1 of 3

11

Creative Hawke's Bay #10

COP-01-3-6-18-11

Vol 1 of 3

12

Hawke's Bay Digital Archives Trust #11

COP-01-3-6-18-12

Vol 1 of 3

13

English Language Partners Hawke's Bay #12

COP-01-3-6-18-13

Vol 1 of 3

14

Four's Company Performing Arts Trust #13

COP-01-3-6-18-14

Vol 1 of 3

15

Hastings Heritage Trails Society Incorporated #14

COP-01-3-6-18-15

Vol 2 of 3

16

Heretaunga Seniors #15

COP-01-3-6-18-16

Vol 2 of 3

17

Enliven Day Programme - Presbyterian Support East Coast

COP-01-3-5-18-54

Vol 2 of 3

18

Age Concern Flaxmere #17

COP-01-3-6-18-17

Vol 2 of 3

19

Hikoi Koutou Charitable Trust #18

COP-01-3-6-18-18

Vol 2 of 3

20

Age Concern Havelock North #19

COP-01-3-6-18-19

Vol 2 of 3

21

Royal New Zealand Foundation of the Blind #20

COP-01-3-6-18-20

Vol 2 of 3

22

Heretaunga Womens Centre #21

COP-01-3-6-18-21

Vol 2 of 3

23

Hastings Womens Refuge #22

COP-01-3-6-18-22

Vol 2 of 3

24

Te Whare Whanau urotu Mari Womens Refuge #23

COP-01-3-6-18-23

Vol 2 of 3

25

NZ Family & Foster Care Federation Inc Trading as Fostering Kids NZ #24

COP-01-3-6-18-24

Vol 2 of 3

26

Flaxmere Baptist Church Community Trust #25

COP-01-3-6-18-25

Vol 2 of 3

27

Hastings Hearing #26

COP-01-3-6-18-26

Vol 2 of 3

28

Te Takitumu Trust #27

COP-01-3-6-18-27

Vol 2 of 3

29

Menzshed Hastings #28

COP-01-3-6-18-28

Vol 2 of 3

30

NZ Council of Victim Support Groups Inc #29

COP-01-3-6-18-29

Vol 3 of 3

31

Christian Lovelin Napier/Hastings Inc #30

COP-01-3-6-18-30

Vol 3 of 3

32

Kidz Need Dadz Charitable Trust HB #31

COP-01-3-6-18-31

Vol 3 of 3

33

Peoples Advocacy Society #32

COP-01-3-6-18-32

Vol 3 of 3

34

Te Aranga Marae Trust #33

COP-01-3-6-18-33

Vol 3 of 3

35

HB & East Coast Aero Club #34

COP-01-3-6-18-34

Vol 3 of 3

36

IHow Charitable Trust #35

COP-01-3-6-18-35

Vol 3 of 3

37

Youth Development Trust Hawke's Bay #36

COP-01-3-6-18-36

Vol 3 of 3

38

CCS Disability Action Tairawhiti HB Inc #37

COP-01-3-6-18-37

Vol 3 of 3

39

Inspire in Education Ltd #38

COP-01-3-6-18-38

Vol 3 of 3

40

Nga Kairauhui Trust #39

COP-01-3-6-18-39

Vol 3 of 3

41

Youthown Inc #40

COP-01-3-6-18-40

Vol 3 of 3

42

#41 Irongate School

COP-01-3-6-18-41

Vol 3 of 3

43

Leg Up Trust #42

COP-01-3-6-18-42

Vol 3 of 3

44

Squadron Air Training Corps (District of Hastings) #43

COP-01-3-6-18-43

Vol 3 of 3

45

HB Youth Consumer Council #44

COP-01-3-6-18-44

Vol 3 of 3

46

Twin Cities Ministries #45

COP-01-3-6-18-45

Vol 3 of 3

47

Centnary Legacy Trust #46

COP-01-3-6-18-46

Vol 2 of 3

 

 

 



Community Grants Scoring Matrix 2018- summary & officer comments

Attachment 1

 

PDF Creator


Community Grants Scoring Matrix 2018- summary & officer comments

Attachment 1

 

PDF Creator


Community Grants Scoring Matrix 2018- summary & officer comments

Attachment 1

 

PDF Creator


Community Grants Scoring Matrix 2018- summary & officer comments

Attachment 1

 

PDF Creator


Community Grants Scoring Matrix 2018- summary & officer comments

Attachment 1

 

PDF Creator