Civic and Administration Subcommittee – Terms of Reference
A Subcommittee of the Operations and
Monitoring Committee.
Fields of Activity
The Civic and Administration Subcommittee is
responsible for making delegated decisions and advising the Operations and
Monitoring Committee by;
·
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.
·
Assisting Council in its general overview of
procurement and tender activity by accepting tenders which exceed the Chief
Executive’s delegated authority to approve, for projects previously
approved by Council or a Standing Committee within the delegated authority.
·
Assisting Council by reviewing and considering
submissions and deciding applications for temporary closure of roads.
·
Recommending to Council the appointment of
trustees to Te Mata Park Trust Board.
·
Recommending to Council the appointment of
directors to Hastings District Holdings Limited.
·
Recommending to Council the appointment of List
Members to the District Licencing Committee.
·
Assisting Council by reviewing, considering
nominations and recommending recipients of Civic Awards.
Membership
·
8 Councillors.
·
1 Heretaunga Takoto Noa: Māori Standing
Committee Member appointed by Council.
·
Group Manager Planning and Regulatory Services to
be a member only when the Subcommittee is recommending the appointment of List
Members to The Hastings District Licencing Committee.
·
The Chief Executive to be a member only when the
Committee is making a decision on tendering and procurement matters.
·
The Group Manager: Asset Management to be a
member only when the Subcommittee is making a decision on tendering and
procurement matters.
·
The Transportation Manager to be a member only
when the Committee is making a decision on applications for temporary closure
of roads.
·
The Environmental Consents Manager to be a
member only when the Committee is making a decision on applications for
temporary closure of roads.
·
The Chair of the Te Mata Park Trust Board to be
a member only when the Committee is making a decision on appointments to the Te
Mata Park Trust Board.
·
The Chief Financial Officer to be a member only
when the Committee is making a decision on appointments to the boards of any
Council Controlled Organisations.
·
Chair appointed by Council.
·
Deputy Chair appointed by Council.
Quorum –
a minimum of 3 members
Delegated
Powers
1)
Authority to exercise all Council’s
powers, functions and authorities (except where prohibited by law or otherwise
delegated) in relation to the allocation of grant funding within the budget
allocation.
2)
Authority to accept tenders for individual
projects previously approved by the Council or a Standing Committee of the
Council up to a value of $10,000,000.
3)
Responsibility to provide oversight and
direction on tendering processes in general and/or specific issues relating to
a particular project.
4)
All the Council’s powers and functions in
respect to temporary prohibition of traffic under Section 342(1)(b) and clause
11(e) of Schedule 10 of the Local Government Act 1974.
5)
Recommend to Council the appointment of Trustees
to Te Mata Park Trust Board in accordance with the policy on Appointment of
Trustees for Te Mata Park Trust Board, and the provisions of section 57 of the
Local Government Act 2002.
6)
Recommend to Council the appointment of director
positions for Hastings District Holdings Limited in accordance with the
Council’s Policy on Appointment and Remuneration of Directors for Council
Organisations.
7)
Recommend to Council the recipients of Civic
Awards.
·
Recommend to Council the appointment of List
Members to the Hastings District Licensing Committee in accordance with the
policy on the appointment of members for the District Licensing Committee, and
the provisions of Sections 192 – 194 of the Sale and Supply of Alcohol
Act 2012.
HASTINGS DISTRICT COUNCIL
Civic and Administration
Subcommittee MEETING
Wednesday, 27 May 2020
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VENUE:
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Virtual Meeting via Remote Access during
the Period of the Covid-19 Pandemic Alert Level 2, 3 and 4 Lockdown.
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TIME:
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9.30am
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A G E N D A
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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 General Counsel or the Democratic Support Manager
(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
Civic and Administration Subcommittee Meeting held Thursday 12 March 2020.
(Previously circulated)
4. 2020 Single Year
Community Grants 7
5. Additional
Business Items
6. Extraordinary
Business Items
7. Recommendation
to Exclude the Public from Item 8 35
8. Community Grant
Applications
REPORT TO: Civic
and Administration Subcommittee
MEETING DATE: Wednesday 27
May 2020
FROM: Community Grants Advisor
Kevin Carter
Group Manager: Community Wellbeing &
Services
Alison
Banks
SUBJECT: 2020
Single Year Community Grants
1.0 EXECUTIVE
SUMMARY - TE KAUPAPA ME TE WHAKARĀPOPOTOTANGA
1.1 The
purpose of this report is to obtain a decision from the Subcommittee on the
2020 round of allocations of grants from the Single Year Community Grant
Scheme.
1.2 This
report concludes by recommending that the funds be allocated to those
applicants assessed by the Subcommittee as having the highest merit, being of
wide appeal, being accessible and deliver to the needs of the community.
1.3 Each
application has been assessed and scored by council officers prior to the
assessment meeting to assist the subcommittee in making allocations.
1.4 The
annual single year community grants 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.
1.5 Applications
are invited from organisations delivering projects or services that address the
following needs:
· Uplifting
our communities’ wellbeing by providing access to help and advice.
· Fostering
a sense of pride within our district and across our diverse communities.
· Promoting
happy, healthy and active communities.
1.6 Successful
organisations are provided with a contract for service and assigned a Council
officer (relationship manager) to work with them to achieve agreed outcomes for
the grant awarded.
1.7 Grants
are for one year only and available from 1 July 2020.
1.8 Applications
opened on 27th March and originally closed on 1st May. A
two week extension was given to allow more time for groups to apply.
Applications closed on 17th May.
1.9 There
are 57 applications to this year’s annual contestable funding round. This
is a decrease from 2019 where there were 68 applications received. This may be
due to the changes in priority areas and the availability of other grants such
as the community events grant and waste minimisation grants.
1.10 The
committee members have been supplied with the applications for review, a
summary of applications is below.
1.11 The
officer and subject matter expert comments are an objective guide for
the Community Grants Subcommittee to consider.
1.12 In
previous years applicants had been given the opportunity to present to the
committee. Given the timing of these applications in relation to the Covid-19
pandemic and the requirement for increased social distancing applicants will
not present this year.
1.13 The
value of requests is $662,008.80 ($1,153,067 in 2019), and the
contestable grants budget for 2020/2021 is $245,000.00 meaning the budget
allocation is oversubscribed by $417,008.80.
1.14 This
report contributes to the purpose of local government by primarily promoting
Wellbeing and more specifically through the Council’s strategic
objectives of providing assistance for people in need,
fostering the arts and putting people at the centre of planning and service.
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2.0 RECOMMENDATIONS - NGĀ
TŪTOHUNGA
A) That the Committee receives the report titled 2020 Single Year Community Grants.
B) That the Committee reviews
the applications to the 2020 Single Year Community Grants funding
round; and
C) That the Committee
allocates the 2020 budget allocation of $245,000.00 to those applications
whom it considers will best assist Council to achieve its desired Community
Outcomes.
|
3.0 BACKGROUND – TE HOROPAKI
3.1 In
April 2020 the ‘Contestable
Grants and Funding Framework’ (Attachment 1) was adopted by the
Civic and Administration Committee.
3.2 A
key piece of feedback that came out of the committee workshops leading up to
the adoption of the Contestable Grants and Funding
Framework was the needed to improve on our
accountability of grants. A greater focus is required to ensure that groups
that are provided with funding are using the funds in the most appropriate ways
and in line with the outcomes that they have identified in their application.
3.3 To
improve accountability process a new fully online grants management system
called Smarty Grants has been introduced to ensure all grants are accounted for
correctly, this system is widely used across local and central government
across both New Zealand and Australia.
3.4 The
new Smarty Grants System ensures grants are tracked from advertising and
application to accountability and review. This system helps staff review each
projects accountability and help measure the success of each project.
3.5 Embedded
in the Smarty Grants system is CLASSIE (Classification of Social Sector
Initiatives and Entities). CLASSIE questions have been added to the
Application, Accountability and Evaluation forms to assist in capturing the
outcomes and groups that were the actual beneficiaries of the project. This
information can be used to provide a picture of what was planned versus what
actually took place as well as assisting us to measure how we are improving the
wellbeing of our communities.
3.6 The
review also exposed some weakness in previous contracts. New MBIE approved
contracts are now being used for all grants (funding agreements) and social
service contracts (Contracts for Service).
3.7 Having
the new online grants management tool has enabled more council departments to
move their grants to a more contestable framework. This now makes these grants
more accessible to the wider community, ensuring fairness and equity across
these grants schemes.
4.0 DISCUSSION - TE MATAPAKITANGA
4.1 The
objective of the Single
Year Community Grants are for the development and delivery of community
services or projects.
4.2 Evidence of planning and
budgets are required as part of the application. Organisations are able to
apply for up to $20,000 per year.
4.3 To
be eligible for funding groups need to show how their project fits with one or
more of the priorities below:
· Uplifting our communities’ wellbeing by providing access to
help and advice.
· Fostering a sense of pride within our district and across our
diverse communities.
· Promoting happy, healthy and active communities.
4.4 57
applications have been received. The committee members
have been supplied with their applications, a summary of the applications is
below.
4.5 Applications
have been received from:
|
|
App ID
|
Organisation Name
|
Project Title
|
Amount Requested
|
|
1
|
CG20-00001
|
Lifelink/Samaritans
Incorporated
|
Delivery of programme
costs for our free 24/7 0800 community counselling line for the Hastings
region
|
$7,000.00
|
|
2
|
CG20-00002
|
Epilepsy Association of
New Zealand
|
Epilepsy field support
programme
|
$3,000.00
|
|
3
|
CG20-00003
|
Heretaunga women's Centre
|
Funding Towards Operating
Costs of centre
|
$20,000.00
|
|
4
|
CG20-00005
|
Flaxmere Baptist Church
Community Trust
|
Christmas Cheer Appeal
2020
|
$9,000.00
|
|
5
|
CG20-00006
|
Havelock North Business
Association
|
Annual Village Street
Carnival
|
$10,000.00
|
|
6
|
CG20-00007
|
Nourished for Nil Limited
|
Depot Operations
|
$23,000.00
|
|
7
|
CG20-00008
|
National Youth Drama
School
|
NYDS Operations 2020
|
$15,000.00
|
|
8
|
CG20-00009
|
Interchurch Council for
Hospital Chaplaincy (ICHC)
|
Support for Hospital
Chaplaincy
|
$15,000.00
|
|
9
|
CG20-00010
|
THE GPS TRUST
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HB Lions Fitness Academy
|
$12,648.80
|
|
10
|
CG20-00011
|
Hastings Women's Refuge
|
Hastings Safe House
|
$20,000.00
|
|
11
|
CG20-00012
|
Big Brothers Big Sisters
of Hawke's Bay
|
Professionally Supported
one-to-one mentoring for youth
|
$15,000.00
|
|
12
|
CG20-00013
|
The Hearing Association
Hastings Branch Incorporated
|
Hear This - Hearing
Education Program
|
$12,000.00
|
|
13
|
CG20-00014
|
Royal New Zealand
Foundation of the Blind Incorporated
|
Operational costs of
providing support to those who are blind or have low vision
|
$5,000.00
|
|
14
|
CG20-00015
|
Radio Kidnappers
Charitable Trust
|
Radio Programs
|
$8,580.00
|
|
15
|
CG20-00017
|
Peoples Advocacy Society
|
Contribution towards
running costs of Hastings office
|
$8,316.00
|
|
16
|
CG20-00018
|
The Parkinson’s New
Zealand Charitable Trust
|
Support for people with
Parkinson's in Hastings District Council
|
$9,000.00
|
|
17
|
CG20-00019
|
Enliven - a service of
Presbyterian Support East Coast (PSEC)
|
Enliven Day Programmes
|
$10,000.00
|
|
18
|
CG20-00020
|
Age Concern Havelock
North inc
|
Community Christmas day
lunch
|
$11,150.00
|
|
19
|
CG20-00022
|
Youth Development Trust
Hawke's Bay
|
Kiwi Can Programme
Delivery
|
$10,000.00
|
|
20
|
CG20-00023
|
Brain Injury Association
(Hawke's Bay) Incorporated
|
Liaison and Education
Service
|
$12,656.00
|
|
21
|
CG20-00025
|
Neighbours Day Aotearoa
Charitable Trust
|
Neighbourhood networkers
and annual road trip as part of Neighbours Day Aotearoa
|
$4,000.00
|
|
22
|
CG20-00026
|
Waimarama Surf Lifesaving
Club
|
Surf Lifeguard Training,
Skills Courses & Community Surf Education
|
$9,000.00
|
|
23
|
CG20-00027
|
Hawkes Bay Trellis Trust
|
Shine Girls Hawke's Bay
|
$15,000.00
|
|
24
|
CG20-00028
|
11 Squadron District of
Hastings Air Training Corps
|
Air Training Corps 3 year
training programme
|
$12,560.69
|
|
25
|
CG20-00029
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Hawkes Bay Trellis Trust
|
Strength (Boys) Hawke's
Bay
|
$9,000.00
|
|
26
|
CG20-00030
|
Outward Bound Trust of
New Zealand
|
Hastings Students
attending Hawkes Bay Schools Course (Kaweka)
|
$17,916.00
|
|
27
|
CG20-00031
|
One Voice Community
Services
|
Community Support
|
$20,000.00
|
|
28
|
CG20-00032
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Centenary Legacy Trust
Board
|
HB District Health Board
Internships
|
$8,331.84
|
|
29
|
CG20-00033
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CCS Disability Action
Tairawhiti Hawkes Bay Incorporated
|
Disability Support
|
$2,000.00
|
|
30
|
CG20-00034
|
Hawkes Bay Youth Trust
|
Ease burden and improve
health
|
$8,500.00
|
|
31
|
CG20-00035
|
Environment Centre Hawkes
Bay
|
Sustainable Backyards
2020
|
$5,660.00
|
|
32
|
CG20-00036
|
Inspire in education
Limited
|
Youth Ambassador
Programme
|
$15,000.00
|
|
33
|
CG20-00037
|
Hawke's Bay Justices of
the Peace Association, Inc
|
Training and support of
Justices of the Peace (Hawke's Bay)
|
$2,340.00
|
|
34
|
CG20-00038
|
Arthritis New Zealand
|
Service Delivery in
Hastings District
|
$5,000.00
|
|
35
|
CG20-00039
|
Hawke's Bay Digital
Archives Trust
|
Digitising the A&P
Society records.
|
$12,598.24
|
|
36
|
CG20-00040
|
New Zealand Council of
Victim Support Groups - Hastings
|
Volunteer Support Worker
Programme
|
$4,000.00
|
|
37
|
CG20-00041
|
Hawke's Bay Rescue
Helicopter Trust
|
Newsletter
|
$4,500.00
|
|
38
|
CG20-00042
|
Windsor Scout Group
|
Windsor Roof Repair
|
$2,500.00
|
|
39
|
CG20-00044
|
YMCA Hawkes Bay
|
"Impact" -
Youth Development Programs
|
$20,000.00
|
|
40
|
CG20-00045
|
Hawke's Bay Community
Fitness Centre Trust
|
At-Risk Youth Sports
Achievement to Jobs Programme
|
$36,000.00
|
|
41
|
CG20-00046
|
Te TaiTimu Trust
|
Mauri Mahi, Mauri Ora,
Mauri Noho, Mauri Mate
|
$20,000.00
|
|
42
|
CG20-00048
|
Birchleigh Polo School
|
Flaxmere Polo school
program
|
$5,000.00
|
|
43
|
CG20-00049
|
Re-Source
|
Annual Operational Costs
|
$13,271.84
|
|
44
|
CG20-00050
|
BudgetFirst Incorporated
|
Support youth
during Covid-19 pandemic
|
$10,000.00
|
|
45
|
CG20-00051
|
Wharerangi Marae Trust
|
Marae Ground
Reinstatement
|
$21,000.00
|
|
46
|
CG20-00052
|
Kartsport Hawkes Bay
|
Operation Kartsport Kids
|
$17,850.00
|
|
47
|
CG20-00053
|
Dementia Hawkes Bay
Charitable Trust
|
assistance with the
payment of insurance for our vehicles, facilities and contents
|
$23,320.39
|
|
48
|
CG20-00054
|
Hastings Art and Culture
Trust
|
2020 Edible Fashion
Awards
|
$14,000.00
|
|
49
|
CG20-00055
|
Structural Chiropractic
|
Connect Clinic
|
$10,000.00
|
|
50
|
CG20-00056
|
Leg-Up Trust
|
Horse therapy programmes
|
$10,000.00
|
|
51
|
CG20-00057
|
Duart House Society
|
Refurbishing Main
Function Room
|
$9,749.00
|
|
52
|
CG20-00058
|
Parenting HQ Charitable
Trust
|
Hawkes Bay Blokes Book
Online Project
|
$2,810.00
|
|
53
|
CG20-00061
|
FOTO IWI CHARITABLE TRUST
|
FOTO IWI ONLINE PROGRAMME
|
$1,750.00
|
|
54
|
CG20-00062
|
Age Concern Hawke's Bay
Incorporated
|
Let's Share
|
$20,000.00
|
|
55
|
CG20-00064
|
Hawke's Bay Farmers'
Market
|
Public art sculpture to
commemorate the 20th birthday of the Hawke’s Bay Farmers’ Market
|
$5,000.00
|
|
56
|
CG20-00065
|
Prima Volta Charitable
Trust
|
Project Prima Volta -
expanding our reach with the launch of PPV Jnr
|
$20,000.00
|
|
57
|
CG20-00066
|
Happenings and Activation
Society of Hastings Incorporated
|
Fringe in The Stings 2020
|
$8,000.00
|
|
|
|
TOTAL
|
$662,008.80
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5.0 OPTIONS - NGĀ
KŌWHIRINGA
Option One -
Recommended Option - Te Kōwhiringa Tuatahi – Te Kōwhiringa
Tūtohunga
5.1 is for the Community Grants Subcommittee to review the applications
for the 2020 contestable funding round, consider the officer comments and
applicant presentations against the criteria and allocate the whole of the
grant funding within the 2020 budget allocation of $245,000.00:
Option Two
– Status Quo - Te Kōwhiringa Tuarua – Te Āhuatanga o
nāianei
5.2 is for the Community Grants Subcommittee to review the applications
for the 2020 contestable funding round, consider the officer comments and
applicant presentations against the criteria, and not allocate (the whole of
the grant funding within the 2020 budget allocation of $245,000.00).
6.0 NEXT STEPS - TE ANGA
WHAKAMUA
6.1 Successful
organisations are provided with a contract for service and assigned a Council
officer (relationship manager) to work with them to achieve agreed outcomes for
the grant awarded.
6.2 Grants
are for one year only and available from 1 July 2020.
Attachments:
|
1⇩
|
HDC Contestable Grants and Funding Framework
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CG-16-14-00049
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SUMMARY OF CONSIDERATIONS - HE
WHAKARĀPOPOTO WHAIWHAKAARO
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Fit with purpose of Local
Government - E noho hāngai pū ai ki te Rangatōpū-ā-rohe
The Council is required to give effect to the purpose of
local government as set out in section 10 of the Local Government Act 2002.
That purpose is to enable democratic local decision-making and action by (and
on behalf of) communities, and to promote the social, economic,
environmental, and cultural well-being of communities in the present and for
the future.
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Link to the Council’s
Community Outcomes - E noho hāngai pū ai ki te rautaki matua
This decision contributes to the
purpose of local government by primarily promoting social wellbeing and more
specifically through the Council’s strategic objective of Council working with others to reduce levels of social
disadvantage and income gaps in our community.
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Māori Impact Statement - Te
Tauākī Kaupapa Māori
No known impacts
for Tangata Whenua.
|
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Sustainability - Te
Toitūtanga
No known impacts
for sustainability.
|
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Financial considerations - Ngā
Whaiwhakaaro Ahumoni
There is an
annual allocated budget for Community Grants of $245,000.
|
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Significance and Engagement - Te
Hiranga me te Tūhonotanga
This report
has been assessed under the Council's Significance and Engagement Policy as
being of low significance.
|
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Consultation – internal
and/or external - Whakawhiti Whakaaro-ā-roto, ā-waho
There has been
no external consultation.
The Grant round
has been open and transparent inviting all community organisations to apply.
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Risks: Legal/ Health and
Safety - Ngā Tūraru: Ngā Ture / Hauora me te Haumaru
The recommendation being proposed is the best option to ensure an
accountable
and transparent governance process. Using the established
and approved HDC
Community Grants processes ensures security of applicants data,
supports a fair
review process and established monitoring and reporting process.
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Rural Community Board - Ngā
Poari-ā-hapori
There are no
implications for Community Boards.
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Hastings District
Council
