Agenda of Western Joint Funding Committee

I hereby give notice that an ordinary meeting of the Western Joint Funding Committee will be held on:

Date:

Time:

Meeting Room:

Venue:

Friday, 26 June 2015

9:30am

Whau Local Board Office
31 Totara Ave

New Lynn

Western Joint Funding Committee

OPEN AGENDA

MEMBERSHIP

Chairperson	Vanessa Neeson, JP
Members	Sandra Coney, QSO
	Catherine Farmer
	Tracy Kirkley
	Ruby Manukia-Schaumkel
	Denise Yates, JP

(Quorum 3 members)

Glenn Boyd

Relationship Manager

Local Board Service (West)

Riya Seth

Democracy Advisor

23 June 2015

Contact Telephone: (09) 826 5103

Email: riya.seth@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

1 Welcome

2 Apologies

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

3 Declaration of Interest

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 Confirmation of Minutes

That the Western Joint Funding Committee:

a) Confirm the ordinary minutes of its meeting, held on Friday, 21 November 2014, as a true and correct record.

5 Leave of Absence

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

6 Acknowledgements

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

7 Extraordinary Business

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

(a) The local authority by resolution so decides; and

(b) The presiding member explains at the meeting, at a time when it is open to the public,-

(i) The reason why the item is not on the agenda; and

(ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a) That item may be discussed at that meeting if-

(i) That item is a minor matter relating to the general business of the local authority; and

(ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

8 Notices of Motion

At the close of the agenda no requests for notices of motion had been received.

Western Joint Funding Committee

26 June 2015

Waitakere Heritage Fund Allocation 2014/2015 (Round 2)

File No.: CP2015/10422

Purpose

1. To present the Western Joint Funding Committee with funding recommendations for the five applications received during the second funding round of the Waitakere Heritage Fund for the 2014/2015 financial year.

Executive Summary

2. Auckland Council considers there is a net public benefit derived from providing individuals and community groups caring for privately owned heritage features with funds towards maintenance and conservation costs.

3. This report presents funding recommendations on applications to the Waitakere Heritage Fund received from within the Waitakere Ranges, Whau and the Henderson-Massey Local Board areas.

4. Five applications to the Waitakere Heritage Fund were received during the second funding round. Four eligible applications have been assessed against the fund criteria and funding recommendations are presented to the committee for their consideration.

5. It is recommended that three applications totalling $10,428.00 are approved for funding and one application is declined for this funding round.

Recommendation/s

That the Western Joint Funding Committee:

a) Approve the following grant allocations from the Waitakere Heritage Fund:

i) Allocation of $1,200 to application WHF14_150011 from Fiona Edgar as a contribution towards the total cost of pruning heritage trees, 7 Crockett Lane, Henderson.

ii) Allocation of $422 to application WHF14_150012 from Paul Jenkin as a contribution towards heritage restoration work at Donner House and Studio, 50 Kohu Road - Titirangi.

iii) Allocation of $8,806 to application WHF14_150015 from Estate of Belhar Singh as a contribution towards the cost of painting the exterior of the villa, 38 West Coast Road, Glen Eden.

b) Decline the following grant application to the Waitakere Heritage Fund:

i) Application WHF14_150013 from West Auckland Historical Society Inc. as work outlined in the current project proposal is outside the scope of the Waitakere Heritage Fund.

Discussion

6. Auckland Council considers there is a net public benefit derived from providing individuals and community groups caring for privately owned heritage features with funds towards maintenance and conservation costs. This report presents funding recommendations on applications to the Waitakere Heritage Fund received from within the Waitakere Ranges, Whau and Henderson-Massey Local Board areas.

7. The Waitakere Heritage Fund (WHF) is a legacy Waitakere City Council fund that supports a wide cross-section of the local community and provides funding support to heritage preservation projects including:

· Physical works projects for heritage buildings and archaeological sites such as fencing, painting or building work

· Protective measures such as fencing to protect archaeological sites, earthquake strengthening or fire protection

· Professional services e.g. research, conservation reports, conservation plans, heritage plans, conservation work specifications, management plans or supervision work

· The maintenance of heritage trees such as pruning.

8. Applications to the WHF are assessed by a Council heritage expert against fund criteria stated in the Fund guidelines (attached). This includes:

· Significance: The project needs to have high heritage significance and regard will be given to whether the resource is scheduled for protection in the Auckland Council District Plan (Waitakere). The project needs to enhance the qualities for which the heritage item is valued.

· Funding necessity: Whether funding is important to securing the future of an at risk item/place.

· Compliance with best practice: The extent to which the project reflects best practice as outlined in the International Council on Monuments and Sites (ICMOS) New Zealand Charter.

· Public access: The degree of physical access, visual access or educational value.

· Extent to which projects recognise Maori perspectives.

9. This assessment forms the basis of funding recommendations presented to the Committee for their consideration.

10. The current interim approach to community funding endorsed by the Regional Development and Operations Committee (RDOC) in May 2011 allocated budget responsibility for the WHF to the western local boards. The western local board chairs resolved that WHF funds would be managed through the Western Joint Funding Committee. In March 2014, the Regional Strategy and Policy Committee endorsed the extension of this interim approach to community funding for the 2014/2015 financial year.

11. The Auckland Council Annual Plan for the 2014/2015 financial year sets aside $45,000 in funding for the WHF. The WHF grant allocation recommendations are presented to the Western Joint Funding Committee twice a year. The second funding round for the WHF opened for applications on 2 February 2015 and closed on 13 March 2015.

Table One. Summary of WHF application assessment periods.

	Application cut-off date	Funding decisions expected
Funding meeting 1	22 August 2014	October – November 2014
Funding meeting 2	13 March 2015	May - June 2015

12. Six applications to the WHF round one were received and supported with grants totalling $34,572.

13. The availability of heritage funding and information on the 2014/2015 funding rounds has been promoted through the Auckland Council website, through Auckland Council publications, press advertisements in local print media and an email notification to heritage stakeholders.

Consideration

14. Five applications to the WHF round two were received. In total $14,431.95 was requested by these applicants from an available funding pool of $10,428.00.

15. Three of the five applications to the WHF met the scope of works and eligibility criteria for funding. The applications assessments have been completed by an Auckland Council Principal Heritage Advisor and grant allocation recommendations are made in line with the WHF assessment criteria and funding policy. Detailed application assessment summaries were presented to the Committee for their consideration at the Western Joint Funding Committee workshop on 8 June 2015.

16. One of the five applications to the WHF does not meet the scope of works and eligibility criteria for funding. The aim of their project is to apply film to the windows of a scheduled building for the protection of movable objects housed in the scheduled building as opposed to the protection of the building itself which is outside of the scope of the Waitakere Heritage Fund. Another application for restorative work is ineligible as the project location is out the boundaries of the WHF.

17. Following application assessment, it is recommended that three applications are supported with grants totalling $10,428. It is recommended that one application be declined as the work proposed seeks to apply film to the windows of a scheduled building for the protection of movable objects housed in the scheduled building as opposed to the protection of the building itself.

Local Board views and implications

18. Council staff obtained informal feedback on the Waitakere Heritage Fund applications at a workshop held with the members of the Western Joint Funding Committee on 8 June 2015.

Māori impact statement

19. The provision of community funding to support historic heritage initiatives provides opportunities for all Aucklanders to undertake projects, programmes and activities that benefit Maori. The significance of sites to Maori and the extent to which applications recognise Maori perspectives is considered as part of the application assessment process.

General

20. Finance and resourcing requirements for the delivery of WHF are within current heritage incentive budgets provided in the 2014/15 annual plan. Following first funding round allocation there is $10,428 currently available through the WHF for allocation by the Western Joint Funding Committee in the second funding round of 2014/2015 financial year.

Implementation

21. No implementation issues have been identified. The fund will be allocated in accordance with the decision of the Western Joint Funding Committee.

Attachments

No.	Title	Page
a View	WHF Guidelines	11
b View	Waitakere Heritage Fund - Applicant Reports (Round 2)	15

Signatories

Authors

Sonia Parra - Environmental Funding Coordinator

Tamarisk Sutherland - Environmetnal Funding coordinator

Authorisers

John Dragicevich - Manager Infrastructure and Environmental Services

Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Western Joint Funding Committee

26 June 2015

Accommodation Assistance Fund, Applications for Round One, 2014/2015

File No.: CP2015/12371

Purpose

1. The report presents applications received under round one of the Accommodation Assistance Fund. The Western Joint Funding Committee is required to fund, part-fund or decline these applications.

Executive Summary

2. The Western Joint Funding Committee has a total community programme budget for 2014/2015 of $50,000 for the Accommodation Assistance Fund. This is being distributed to community groups in one funding round. The funding round closed on 15 March 2015.

3. Fifteen applications have been received, requesting a total of $102,849.98.

Recommendation/s

That the Western Joint Funding Committee:

a) Considers the applications listed in Table 1 and agrees to fund, part-fund or decline each application in this round.

Table 1 – Accommodation Assistance Fund Applications

Organisation name	Funding for	Total Amount Requested
Waitakere WEA t/as WEST: West Auckland Enterprise, Skills and Training	Accommodation Assistance Fund 2014/2015	$ 1,244.00
West Lynn Garden Society Incorporated	Accommodation Assistance Fund 2014/2015	$ 6,623.00
Whau Ace Adult & Community Education Incorporated Society	Accommodation Assistance Fund 2014/2015	$ 3,000.00
Glen Eden Baptist Church	Accommodation Assistance Fund 2014/2015	$ 6074.98
Encounter Hope Foundation	Accommodation Assistance Fund 2014/2015	$ 3,500.00
Haven Foundation	Accommodation Assistance Fund 2014/2015	$ 6,500.00
Waitakere Adult Literacy Incorporated trading as Literacy Waitakere	Accommodation Assistance Fund 2014/2015	$ 4,388.00
The Lifewise Trust	Accommodation Assistance Fund 2014/2015	$ 8,645.00
Auckland Sun Club	Accommodation Assistance Fund 2014/2015	$ 1,800.00
Vision West Community Trust	Accommodation Assistance Fund 2014/2015	$ 37,725.00
Waitemata Rugby Union and Sports Club Incorporated	Accommodation Assistance Fund 2014/2015	$ 10,000.00
Antara Association Incorporated	Accommodation Assistance Fund 2014/2015	$ 1,098.00
Connected Media Charitable Trust	Accommodation Assistance Fund 2014/2015	$ 1,366.00
The Scout Association of New Zealand	Accommodation Assistance Fund 2014/2015	$ 6,183.00
Bhartiya Samaj Charitable Trust	Accommodation Assistance Fund 2014/2015	$ 4,703.00
TOTALS		$ 102,849.98

Comments

4. In March 2014, the Regional Strategy and Policy Committee resolved to continue the interim community funding approach for the 2014/2015 financial year (REG/20014/36).This interim community funding approach remains in place until the implementation of the new Community Grants Policy on 1 July 2015.

5. The Accommodation Assistance Fund Budget for 2014/2015 is $50,000.

6. This fund is allocated at the committees’ discretion. In accordance with its fiduciary duties, the subcommittee is to act honestly, avoid conflicts of interest and act in what the local board believes to be the best interests of the community.

7. One community fund round was scheduled for the 2014/15 financial year. The round closed on 15 March 2015. The fund was advertised through local community networks, local publications and on the Auckland Council website.

8. Fifteen applications were received for this round, requesting a combined total of $102,849.98.

Consideration

Local Board views and implications

9. Feedback on the community funding applications was sought at a workshop with the Western Joint Funding Committee 8 June 2015.

Māori impact statement

10. Community funding is a general programme of interest and accessible to a wide range of groups, including Maori. Maori are therefore likely to benefit alongside other groups in the community.

Implementation

11. The allocation of grants to community groups is within the adopted annual plan budget.

12. Following the Western Joint Funding Committee allocating funding for round one, staff will notify the applicants of the committees’ decision.

Attachments

There are no attachments for this report.

Signatories

Authors	Kim Hammond - Community Grants and Support Officer West
Authorisers	Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau

Western Joint Funding Committee

26 June 2015

Fee Waivers Fund, Applications for Round One, 2014/2015

File No.: CP2015/12372

Purpose

1. The report presents applications received under round one of the Fee Waivers Fund 2014/2015. The Western Joint Funding Committee is required to fund, part-fund or decline these applications.

Executive summary

2. The Western Joint Funding Committee has a total community programme budget for 2014/2015 of $5,000. This is being distributed to community groups in one funding round. The funding round closed on 15 March 2015.

3. Three applications have been received, requesting a total of $7,845.

Recommendation:

That the Western Joint Funding Committee :

a) Considers the applications listed in Table 1 and agrees to fund, part -fund or decline each application in this round.

Table 1 – Fee Waivers Fund Applications

Organisation name	Funding for	Total Amount Requested
Glen Eden Baptist Church	Fee Waivers Fund 2014/2015	$ 3,500.00
Te Atatu Peninsula Community Trust	Fee Waivers Fund 2014/2015	$ 3,700.00
Ranui Baptist Community Care	Fee Waivers Fund 2014/2015	$ 645.00
		$ 7,845.00

Comments

5. The Fee Waivers Fund Budget for 2014/2015 is $5,000.

6. This fund is allocated at the committee’s discretion. In accordance with its fiduciary duties, the subcommittee is to act honestly, avoid conflicts of interest and act in what the local board believes to be the best interests of the community.

8. Three applications were received for this round, requesting a combined total of $7,845.00

Consideration

Local Board views and implications

9. Feedback on the community funding applications was sought at a workshop with the Western Joint Funding Committee 8 June 2015.

Maori impact statement

10. Community funding is a general programme of interest and accessible to a wide range of groups, including Maori. Maori are therefore likely to benefit alongside other groups in the community.

Implementation

11. The allocation of grants to community groups is within the adopted annual plan budget.

12. Following the Western Joint Funding Committee allocating funding for round one, staff will notify the applicants of the committee’s decision.

Attachments

There are no attachments for this report.

Signatories

Authors	Kim Hammond - Community Grants and Support Officer West
Authorisers	Glenn Boyd - Relationship Manager Henderson-Massey, Waitakere Ranges, Whau