Notice of the Ordinary meeting of

Community Investment Funding Panel

Te Rōpū Pūtea Hapori

 

Date:                     Tuesday 7 September 2021

Time:                     2.30p.m.

Location:                via Zoom

Agenda

Rārangi take

Chairperson                     Andrew White

Members                          Rachel Gordon

Rosalie Grant

        Viv Lock

Bhoj Subba

Graeme Thomas

Tangata Whenua representative – vacant

 

 

 

 

Quorum:  4                                                        Pat Dougherty

Chief Executive

Nelson City Council Disclaimer

Please note that the contents of these Council and Committee agendas have yet to be considered by Council and officer recommendations may be altered or changed by the Council in the process of making the formal Council decision. For enquiries call (03) 5460436.

 


Community Investment Funding Panel

7 September 2021

 

 

Page No.

 

Karakia and Mihi Timatanga

 

1.       Apologies

Nil

2.       Confirmation of Order of Business

3.       Interests

3.1      Updates to the Interests Register

3.2      Identify any conflicts of interest in the agenda

4.       Confirmation of Minutes

4.1      28 June 2021                                                4 - 6

Document number M18758

Recommendation

That the Community Investment Funding Panel

1.    Confirms the minutes of the meeting of the Community Investment Funding Panel, held on 28 June 2021, as a true and correct record.

  

5.       2021/22 Community Investment Fund Strategic Grant Funding Allocation                               7 - 203

Document number R26023

Recommendation

That the Community Investment Funding Panel

1.    Receives the report 2021/22 Community Investment Fund Strategic Grant Funding Allocation (R26023) and its attachments (A2570591, A2654351, A2706163, A2738120 and A2739423); and

2.    Agrees to consider the late application from the White House for funding; and

3.    Approves funding for the Community Investment Fund Grant Applications as agreed at this meeting and recorded in the tabled document A2739423; and 

4.    Notes that funding priorities are for communities of greatest need, funding for success, providing strategic funding and the unavailability of alternate funding for organisations; and

5.    Notes that the Community Investment Fund is insufficient to meet the total value of applications that meet the priority focus areas and that the Panel will not be able to support all worthy applications to the extent it may wish to.

 

       

 

 

Karakia Whakamutunga

 

 

 


Community Investment Funding Panel Minutes - 28 June 2021

 

 

 

Minutes of a meeting of the

Community Investment Funding Panel

Rōpū Whakangao Pūtea Hapori

Held in the Council Chamber, Floor 2A, Civic House, 110 Trafalgar Street, Nelson on Monday 28 June 2021, commencing at 11.06a.m.

 

Present:             A White (Chairperson), Mark Preston-Thomas (delegated Chairperson), R Gordon, R Grant, V Lock and G Thomas

In Attendance:    Community Contracts Adviser (P Prestidge), Community Partnerships Adviser (B Huppler), Kaihautū (P Lee) and Governance Adviser (J Brandt)

Apology:             B Subba; A White (for lateness)

 

Manager Community Partnerships, Mark Preston-Thomas, assumed the Chair, as delegated by Group Manager Community Services, Andrew White, who was unable to be present for the start of the meeting.

It was noted that Kaihautū, Pania Lee, was in attendance to provide advice on Iwi Māori aspirations and organisations if required, as the appointment of a Tangata Whenua representative was still under way.

1.       Apologies

Resolved CIF/2021/001

 

That the Community Investment Funding Panel

1.    Receives and accepts an apology from B Subba for attendance, and from the Chairperson, A White, for lateness.

Grant/Lock                                                                               Carried

 

2.       Confirmation of Order of Business

There was no change to the order of business.

3.       Interests

There were no updates to the Interests Register, and no interests with items on the agenda were declared.

4.       Public Forum

There was no public forum.

5.       Confirmation of Minutes

5.1      There were no minutes for confirmation.   

6.       Chairperson's Report

Document number R25989

There was no Chairperson’s report.

7.       Community Investment Funding Allocation 2020/2021

Document number R25972, agenda pages 3 - 52 refer.

Community Contracts Adviser, Paul Prestidge, presented the report. He noted that a late application had been received and would be made available for consideration by the Funding Panel at the next meeting.

Attendance: Group Manager Community Services, Andrew White, joined the meeting at 11.18a.m. and assumed the chair.

Manager Community Services, Mark Preston-Thomas, answered questions about the origins of the residual funding and the narrow timeframe available to re-allocate the funds, as the funding was from the 2020/21 budget.

Discussion took place about the perception in the community regarding the allocation of the residual funding outside of the strategic and the small grant funding rounds.

Mr Prestidge and Mr Preston-Thomas answered questions about the initial selection and assessment process applied in order to identify and put forward suitable organisations for approval of grants from the residual funding.

The Panel discussed the application assessments provided. The Panel noted its preference to grant Whenua Iti the total amount requested.

It was agreed to amend attachment 2 (A2647006) to show agreed funding for Whenua Iti as $11,656 and $23,217 for Victory Community Centre. It was noted that this totalled $34,873, which was the entirety of the available residual funding.

The resolution was amended to reflect the agreed funding split.

Resolved CIF/2021/002

 

That the Community Investment Funding Panel

1.    Receives the report Community Investment Funding Allocation 2020/2021 (R25972) and its attachments (A2687430, A2598503, A2647006 and A2688729); and

2.    Approves funding for the Community Investment Fund grant applications from the the residual 2020/21 Community Investment funding ($34,873) as agreed at this meeting (Whenua Iti Outdoors $11,656; Victory Community Centre $23,217) and as listed on amended attachment (A2647006); and

3.    Notes that allocation of the three-year Community Investment Strategic Grant funding for 2021-2024 will occur at the next Community Investment Funding Panel meeting.

Thomas/Lock                                                                           Carried

Attachments

1    A2647006 - Amended Attachment - Residual Funding 28Jun2021

       

There being no further business the meeting ended at 12.01p.m.

 

Confirmed as a correct record of proceedings:

 

 

 

                                                   Chairperson          Date

   

 


 

Item 6: 2021/22 Community Investment Fund Strategic Grant Funding Allocation

 

Community Investment Funding Panel

7 September 2021

 

 

REPORT R26023

2021/22 Community Investment Fund Strategic Grant Funding Allocation

 

 

1.       Purpose of Report

1.1      To allocate the Community Investment Funding Strategic Grants for 2021/22.

2.       Recommendation

 

That the Community Investment Funding Panel

1.    Receives the report 2021/22 Community Investment Fund Strategic Grant Funding Allocation (R26023) and its attachments (A2570591, A2654351, A2706163, A2738120 and A2739423); and

2.    Agrees to consider the late application from the White House for funding; and

3.    Approves funding for the Community Investment Fund Grant Applications as agreed at this meeting and recorded in the tabled document A2739423; and 

4.    Notes that funding priorities are for communities of greatest need, funding for success, providing strategic funding and the unavailability of alternate funding for organisations; and

5.    Notes that the Community Investment Fund is insufficient to meet the total value of applications that meet the priority focus areas and that the Panel will not be able to support all worthy applications to the extent it may wish to.

 

 

3.       Background

3.1      Aligning CIF funding with the draft Community Partnerships Activity Management plan was approved by the Community and Recreation Committee on 4 March 2021 who resolved

Approves the Community Investment Fund priorities to improve the wellbeing in support Nelson ‘communities of greatest need’ as being focusing on reducing social isolation, reducing housing vulnerability, improving access to work and learning opportunities, and reducing the impact of poverty.

3.2      On 17 June 2021 the Committee approved the membership of the CIF panel as follows:

Appoints Bhoj Raj Subba, Elva Vivienne (Viv) Lock and Rachel Gordon to the Community Investment Funding Panel for a three-year term, commencing 17 June 2021; and

Delegates the decision to approve the panel member who has specific knowledge on Iwi Māori aspirations to the Mayor and Chair of the Community and Recreation Committee.

3.3      The CIF Terms of Reference (attachment 1) provided for the Group Manager Community Partnership to chair the CIF panel, Rosalie Grant and Graeme Thomas to continue as existing panel members for a further year and the recruitment of a further three community members. A fourth community member, required to have an understanding of Iwi Maori aspirations and organisations was to be discussed with Iwi Managers during July, however this has not been possible due to the rescheduling of this meeting. Consequently, Council Kaumatua, Luke Katu is in attendance to provide advice on Iwi Maori aspirations and organisations.

3.4      The total CIF budget for 2021/22 is $342,923. Up to 70% of the CIF funding, $240,046 per annum can be allocated at this meeting as Strategic Grants payable for up to three years to eligible community groups. This funding round for Strategic Grants opened for applications on 27 April 2021 and closed on 31 May 2021.

3.5      The remaining CIF funding is available for allocation via Small Grants up to $10,000 for up to one year, with the Panel meeting six monthly to allocate. The Small Grants fund will open for applications during September 2021, with the Panel meeting in November 2021 to allocate the first tranche of small grants.

3.6      One late application was received from the White House, on 21 June 2021, which was 21 days late.

3.7      Workshops were held by the Panel on 31 August 2021 and 7 September 2021 to discuss funding priorities and request further information from officers relating to specific applications.

 

4.       Discussion

Number of Funding Applications

4.1      A total of 50 Community Investment Fund strategic allocations were received. Two were funded from the 2020/21 panel at a meeting on 28 June 2021. The remaining 48 applications (refer Attachment 3) are provided to the panel to consider at this meeting.

4.2      The late application from the White House was received in sufficient time to consider funding alongside other applicants. Consequently, it is recommended that the panel include this application for consideration.

Financial Allocations

4.3      The total budget for the Community Investment Fund for 2021/2022 is $342,923. 70% of the budget, $240,046, is available for 2021/22 Community Investment Fund strategic grants. The total amount applied for is $699,595 meaning that the fund is 290% oversubscribed.

4.4      The unallocated balance is available for the 2021/22 Small Grants funding round, which will be open for applications on 13 September 2021 with panel decision making scheduled for November 2021.

Funding Priorities

4.5      As the fund has been significantly oversubscribed, with most applicants having some or a strong alignment to the fund purpose, many applicants must be declined or receive partial funding despite submitting worthwhile applications. 

4.6      In decision making, the recommended funding allocation reflects the following principles:

4.6.1   Prioritising Communities of Greatest Need: Priority should be given to organisations that will make a tangible difference to reducing social isolation, reducing housing vulnerability, reducing the impact of poverty, and improving access to work and learning in Nelson.

4.6.2   Funding for success: It is better to adequately fund a small number of projects and decline others, than underfund multiple projects that cannot succeed.

4.6.3  Strategic Funding: It is important to assist Nelson key organisations to carry out their core activities over the medium term

4.6.4   Alternative Funding Options: This involves considering whether the organisation has access to alternative funding from other sources.

Decisions on applications

4.7      The priorities and funding criteria are defined in the Community Partnerships Activity Management Plan 2021 – 2031 (Attachment 2) and CIF Panel Terms of Reference (Attachment 1).

4.8      At the workshops, the panel requested further information from staff regarding several applications which have been included in notes to the recommendations for allocating the funding (Attachment 5).

4.9      Based on the direction provided at the workshops and the funding principles, officers have prepared a schedule with a recommended funding distribution to fully allocate the budget available.

4.10    In the recommended schedule, there are seven applications recommended for declining under the strategic fund, and reconsidered in the November Small Grants funding round. It is important to note that there can be no assurance that these will be successful in the Small Grants round however, and applicants will be advised accordingly. 

4.11    The panel should consider each application on its merits and choose to either wholly fund, partly fund or decline the application and articulate the reasons for the decision. Rationale for declining applications are:

·   Incomplete alignment with Council’s strategic priorities and the strategic grant funding criteria.

·   Does not achieve sufficient community benefit when considered against alternative applications.

·   Does not demonstrate the applicant’s ability to deliver the project, service or activity.

Assessments

4.12    Officers reviewed all the applications and provided the Panel with a summary, sorted according to how they are assessed as meeting the criteria and priorities of the CIF strategic grant funding, to consider at its workshop. 

·    36 applications, requesting $628,975, were assessed as meeting the overall criteria for CIF strategic grants funding. 

·    Eight applications, requesting $36,970 could also be considered for funding as small grants in November, with some of these also suitable for strategic grant funding.

·    Four applications, requesting $28,650 were assessed as not meeting the criteria for CIF strategic grant funding

4.13    Officers further reviewed the applications following the Panel workshop and provided a recommendation (Attachment 5) based on the fund principles, the previous track record of the applicant, direction provided at the workshops, the financial and governance sustainability of the applicant, the community benefit, reach and effectiveness of the activity when considered against other applicants.

 

5.       Options

5.1     

 

Option 1: Allocate the Community Investment Strategic Grants as per attachment 5 (recommended option)

Advantages

·   Community groups will receive Council grant funding to enable them to achieve positive community outcomes.

Risks and Disadvantages

 

·   Unsuccessful applicants may be dissatisfied with being declined.

Option 2: Allocate the Community Investment Strategic Grants differently to that recommended in attachment 5 

Advantages

·    Funding will reflect the panel’s funding priorities.

·    Community groups will receive Council grant funding to enable them to achieve positive community outcomes.

Disadvantages

·   Unsuccessful applicants may be dissatisfied with being declined.

Option 3: Do not allocate the Community Investment Strategic Grants (not recommended).

Advantages

·    None

Risks and Disadvantages

·    Nelson community groups would miss out on funding.

 

6.       Next Steps

6.1      Once the panel has decided on the allocation of the funding, staff will advise all applicants of the decisions, and

·   Develop funding agreements with successful applicants, incorporating any specific conditions the panel recommends, and pay the grants. 

·   Contact all unsuccessful applicants and discuss other funding options and support that may be available.

·   Meet with successful applicants on a regular basis to discuss and support project delivery.

 

Author:          Paul Prestidge, Community Contracts Adviser

Attachments

Attachment 1:   A2570591: CIF Panel TOR March 2021

Attachment 2:   A2654351:Community Partnerships Draft AMP (2021-2031)

Attachment 3:   A2706163: CIF Strategic Grant Applications

Attachment 4:   A2738120: Strategic Grant Assessments

Attachment 5:   A2739423: Strategic Grant Recommendations  

 


Item 6: 2021/22 Community Investment Fund Strategic Grant Funding Allocation: Attachment 1

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Item 6: 2021/22 Community Investment Fund Strategic Grant Funding Allocation: Attachment 2

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Item 6: 2021/22 Community Investment Fund Strategic Grant Funding Allocation: Attachment 3

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Item 6: 2021/22 Community Investment Fund Strategic Grant Funding Allocation: Attachment 4

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Item 6: 2021/22 Community Investment Fund Strategic Grant Funding Allocation: Attachment 5

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