Grants Subcommittee

UNCONFIRMED MINUTES

Unconfirmed minutes of an ordinary meeting of the Grants Subcommittee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Monday
20 November 2017, commencing at 9.00am

PRESENT

Chairperson	Cr Aaron Hawkins
Members	Nick Austin	John Barkla
	Cr Andrew Whiley	Amanda Dyer
	Cr Christine Garey	Jonathon Hendry
	Cr Marie Laufiso	Hannah Molloy
	Leeanne Phillips	Lois Scott

IN ATTENDANCE

Paul Coffey (Senior Community Advisor), Rema Smith (Community Advisor), Wai Piggott (Financial Analyst), Craig Monk (Community Advisor – Arts), Cara Paterson (Community Advisor – Arts), Marilyn Anderson (Community Events Advisor) and Garreth Kyle (Research and Monitoring Officer, City Development)

Governance Support Officer      Rebecca Murray

1       Public Forum

There was no Public Forum.   

2       Apologies

An apology was received from Desiree Williams

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Committee:

a) Accepts the apology received from Desiree Williams

       Motion carried   

3       Confirmation of agenda
	Moved (Cr Aaron Hawkins/Cr Andrew Whiley): That the Subcommittee: Confirms the agenda with the following alterations: a)     In regard to Standing Order 21.1, Option C be adopted in relation to moving and seconding and speaking to amendments. Motion carried (GS/2017/052)

4       Declarations of interest

Members were reminded of the need to stand aside from decision-making when a conflict arose between their role as an elected representative and any private or other external interest they might have.

The following amendments were made to the Interest Register

· Hannah Molloy advised that she now worked for the Fortune Theatre; and that her sister no longer worked at Stopping Violence Dunedin, but was employed part time at Abbeyfield.

· Councillor Christine Garey advised that she was on the Theomin Gallery Management Committee as the Council Representative.

· Lois Scott advised that she had an interest in the NEV Community Development Project Inc

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a)     Amends the Elected and Independent Members’ Interest Register

b)     Confirms the proposed management plan for Elected and Independent Members’ Interests.

Motion carried (GS/2017/053)

Part A Reports

5       Grant Applications
	A report from Civic and Legal noted that consideration of the grant applications  would be taken in the following order: a)     Bio Diversity b)     Creative and Arts Grants c)     Events Grants d)     Community Grants e)     Ratification of Small Grants

6       Dunedin Biodiversity Fund - Applications to the September 2017 Funding Round

A report from Community and Planning provided a copy of the applications for the Dunedin Biodiversity Fund for the September 2017 funding round.

The Research and Monitoring Officer (Garreth Kyle) spoke to the report and advised that a total of nine applications had been received with the total funding amount requested being $38,450 which was more than the $30,000 funding available for the funding round.

There was an in-depth discussion on the applications which were assessed according to the fund and prioritisation criteria.

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a) Approves the funding as follows:

App No.	Name	Approved funding
2017-12	Graham Parker	$4000.00
2017-13	Orokonui Ecosanctuary	$5000.00
2017-14	Otago Peninsula Biodiversity Trust	$5000.00
2017-16	Rhys Miller	$5000.00
2017-17	Landscape Connections Trust	$5000.00
2017-18	Royal Forest and Bird Protection Society	$2000.48

Motion carried (GS/2017/054)

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

b) Requests that staff contact the unsuccessful applicants to obtain further information to allow them to be considered for the next funding round:

Rakesh Pandey

Initial Volco Trust

Springwater Ag Limited

Motion carried (GS/2017/055)

7       Dunedin Biodiversity Fund - Final Reports on Completed Projects

A report from Community and Planning provided a summary of the grants completed since the April 2017 funding round.

The report noted that eight project reports had been received from recipients of previous funding rounds of the Dunedin Biodiversity Fund.  The final reports presented satisfied the grant conditions and outlined how the projects were completed.

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a)     Notes the Dunedin Biodiversity Fund – final reports on completed projects.

Motion carried (GS/2017/056)

The meeting adjourned 9.25am and reconvened 9.35am.

CREATIVE COMMUNITY GRANTS

Councillor Aaron Hawkins declared an interest in the following items and withdrew from the discussion and Chair for the following items:

No 2   Rochelle Lisette Brophy;

No 4   The Dunedin Fringe Arts Trust;

No 8   Tarn Felton and Fran Kewene;

No 10  Moira Fortin Cornejo;

No 13  Son, sine V Box Banter;

No 16  GASP! Dance Inclusive;

No 22  Stopping Violence Dunedin; and

No 28  Ian Loughran

Hannah Molloy and Jonathon Hendry declared an interest in the following items and withdrew from the item:

No 29  Jeffrey Lloyd Clark;

No 34  Antoinette O'Flanagan

No 35  Lisa Brickell

No 37  Lisa Macpherson

Amanda Dyer declared an interest in item 20 – John McGlashan College Pipe Band and withdrew from the item.

Councillor Christine Garey declared an interest in item 38 – Green Island Competitions Society Inc and withdrew from the item.

Councillor Aaron Hawkins left the meeting at 9.50 am and Councillor Andrew Whiley assumed the Chair.

Moved (Cr Andrew Whiley/Cr Christine Garey):

That the Subcommittee:

a)     Approves the funding as follows:

App No.	Name	Approved funding
2	Rochelle Lisette Brophy	$3000.00
4	The Dunedin Fringe Arts Trust	$2000.00
8	Tarn Felton and Fran Kewene	$2000.00
10	Moira Fortin Cornejo	$1500.00
13	Son.sine V Box Banter	$2000.00
16	GASP! Dance Inclusive	$1500.00
22	Stopping Violence Dunedin	$2000.00
28	Ian Loughran	$500.00

Motion carried (GS/2017/057)

Moved (Lois Scott/Cr Marie Laufiso):

That the Subcommittee:

a)     Approves the following funding application:

App No.	Name	Approved funding
37	Lisa Macpherson	$1000.00

Motion carried (GS/2017/058)

Moved (Lois Scott/Cr Marie Laufiso):

That the Subcommittee:

a)     Declines the funding as follows:

App No.	Name
29	Jeffrey Lloyd Clark
34	Antoinette O'Flanagan
35	Lisa Brickell
38	Green Island Competitions Society Inc

Motion carried (GS/2017/059)

Councillor Aaron Hawkins entered the meeting at 10.15 am and resumed the Chair.

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a)     Approves the funding as follows:

App No.	Name	Approved funding
20	John McGlashan College Pipe Band	$900.00

Motion carried (GS/2017/060)

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a)     Approves the funding as follows:

App No.	Name	Approved funding
1	Hills Radio Trust/Otago Access Radio (OAR FM)	$1500.00
3	The Waitati Music Festival Inc	$1000.00
5	Q2 Trust	$2500.00
6	New Edinburgh Folk Club	$1000.00
7	2018 Dunedin Midwinter Carnival	$3500.00
9	Kaitrin McMillian and Brydee Strang	$2250.00
11	Theartdept.dun edin	$2500.00
12	Otago Pioneer Women’s Memorial Ass Inc	$2500.00
14	Rainbow Rosalind	$2500.00
15	Christine Keller	$2200.00
17	Just Atelier Trust	$2000.00
18	Esta De Jong	$3000.00
19	Kaitrin McMullan	$1000.00
21	Poems in the Waiting Room	$1000.00
23	South Dunedin Business Association	$1000.00
24	Southern Youth Choir Trust Ltd	$750.00
25	Baroque Music Community and Educational Trust of New Zealand	$500.00
26	Karen Elliot	$1500.00
27	Ian Chapman	$1395.00
30	Taieri Dramatic Society Inc	$1000.00
36	Dunedin Chinese Art/Instrument Association	$1000.00
39	East Otago Musical Theatre Inc	$1000.00
40	Amana Art Group	$800.00

b)     Declines the funding as follows:

App No.	Name
31	Pennie Hunt
32	OUSA Vintage and Swing Society
33	Paul Sewter

Motion carried (GS/2017/061)

a

Councillor Aaron Hawkins declared an interest in item 3 – Presbyterian Support Otago and withdrew from the item and Chair.

Nick Austin declared an interest in item 3 – Presbyterian Support Otago and withdrew from the item.

Hannah Molloy declared an interest in item 8 – Adventure Media Group Ltd and withdrew from the item.

Councillor Aaron Hawkins withdrew from the item and Councillor Andrew Whiley assumed the Chair.

Moved (Cr Andrew Whiley/ Lois Scott):

That the Subcommittee:

a)     Declines the funding as follows:

App No.	Name
3	Presbyterian Support Otago

Motion carried (GS/2017/062)

Councillor Aaron Hawkins resumed the Chair.

Moved (Cr Aaron Hawkins/Leeanne Phillips):

That the Subcommittee:

a)     Declines the funding as follows:

App No.	Name
8	Adventure Media Group Ltd

Motion carried (GS/2017/063)

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a)     Approves the funding as follows:

App No.	Name	Approved funding
2	Ruakimoko Charitable Trust	$3480.00
4	Orokonui Ecosanctuary	$2000.00
6	Blue Oyster Arts Trust	$3480.00
7	Ake Ake Theatre Company	$3480.00
9	Down in Edin Magazine	$3480.00
12	Music Group	$3480.00
13	Te Whanua Arohanui Trust	$2600.00
14	Basil Hooper Project Committee – Hooper’s World	$2000.00
16	Taieri Dramatic Society Inc	$1000.00
17	Arcade Theatre Company	$1500.00
18	The Unity Creative	$3500.00

a)     Declines the funding as follows:

App No.	Name
1	Tahuna Normal Intermediate
5	Dunedin Street Art Charitable Trust
10	Collegiate Orchestra
11	Otago Country Music Club Inc
15	Basil Hooper Project Committee – House Tours

Motion carried (GS/2017/064)

The meeting adjourned at 12.40 pm and reconvened at 1.00 pm.

EVENTS GRANTS

Leeanne Phillips declared an interest in item 4 - Araiteuru Marae and withdrew from the item.

Councillor Andrew Whiley declared an interest in item 10 - Rotary Club of Dunedin and withdrew from the item.

Councillor Aaron Hawkins declared an interest in item 11 – Pioneers and item 25 – GASP! Dance Collections; and withdrew from the item and the Chair.

Amanda Dyer declared an interest in item 11 – Pioneers and withdrew from the item.

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a)     Approves the funding as follows:

App No.	Name	Approved funding
4	Araiteuru Marae	$2000.00

Motion carried (GS/2017/065)

Councillor Andrew Whiley left the meeting at 1.15pm during the discussion of item 10 – Rotary Club of Dunedin and entered at 1.17 pm.

Moved (Cr Aaron Hawkins/Cr Marie Laufiso):

That the Subcommittee:

a)     Approves the funding as follows:

App No.	Name	Approved funding
10	Rotary Club of Dunedin	$1000.00

Motion carried (GS/2017/066)

Councillor Aaron Hawkins withdrew from the Chair and Councillor Andrew Whiley assumed the Chair.

Moved (Cr Andrew Whiley/Cr Marie Laufiso):

That the Subcommittee:

a)     Approves the funding as follows:

App No.	Name	Approved funding
11	Pioneers	$950.00

Motion carried (GS/2017/067)

Moved (Cr Andrew Whiley/Cr Marie Laufiso):

That the Subcommittee:

a)     Approves the funding as follows:

App No.	Name	Approved funding
25	GASP! Dance Collective	$1000.00

Motion carried (GS/2017/068)

Councillor Aaron Hawkins resumed the Chair.

Moved (Cr Aaron Hawkins/Cr Christine Garey):

That the Subcommittee:

a)     Approves the funding as follows:

App No.	Name	Approved funding
1	Vintage Car Club of NZ Otago Branch	$1500.00
3	Q2 Trust	$3000.00
5	Mountain Biking Otago Inc	$2300.00
6	BRONZ Otago Inc	$1556.00
7	United Dance Sport Inc	$1500.00
8	The Waitati Music Festival Inc	$2500.00
9	Spokes Dunedin	$400.00
12	Otago University Sri Lankan Students Ass	$400.00
13	Otago Rose Society Inc	$600.00
14	NZ Marine Studies Centre	$1500.00
15	Festival of the Plain Inc	$1500.00
16	Dunedin Poultry, Pigeon and Cage Bird Club Inc	$1000.00
17	Dunedin Ice Hockey Association	$1500.00
18	Brighton Gala Experience	$1750.00
19	Bike Otago	$1500.00
20	Athletics Otago	$1500.00
21	Royal New Zealand Pipe Band Ass-Otago Centre	$2000.00
22	New Edinburgh Folk Club	$2000.00
23	Mosgiel Memorial RSA	$585.00
24	NEV Community Development Project	$2000.00

b)     Declines  the following funding as it was agreed that it is not the role of the Events Grant to fund:

App No.	Name
2	Waikouaiti Trotting Club

Motion carried (GS/2017/069)

COMMUNITY GRANTS

Councillor Christine Garey declared an interest in item 17 – Otago Youth Wellness Trust and item 26 – Parkinsonism Society of Otago and withdrew from the items.

Hannah Molloy declared an interest in Abbeyfield Dunedin Inc grants application.

Councillor Marie Laufiso declared an interest in item 6 - Dunedin Multi-Ethnic Council and withdrew from the item.

Lois Scott declared an interest in item 3 - the NEV Community Development Project Inc and withdrew from the item.

Councillor Andrew Whiley left the meeting at 2.15pm.

Moved (Cr Aaron Hawkins/Lois Scott):

That the Subcommittee:

a)      Approves the funding as follows:

App No.	Name	Approved funding
17	Otago Youth Wellness Trust	$3400.00
26	Parkinsonism Society Otago	$3400.00

Motion carried (GS/2017/070)

Moved (Cr Aaron Hawkins/Cr Christine Garey):

That the Subcommittee:

a)      Approves the funding as follows:

App No.	Name	Approved funding
6	Dunedin Multi-Ethnic Council	$3000.00

Motion carried (GS/2017/071)

Moved (Cr Aaron Hawkins/Cr Marie Laufiso):

That the Subommittee:

a)      Approves the funding as follows:

App No.	Name	Approved funding
3	The NEV Community Development Project Inc	$3400.00

Motion carried (GS/2017/072)

Moved (Cr Aaron Hawkins/Leeanne Phillips):

That the Subcommittee:

a)      Approves the funding as follows:

App No.	Name	Approved funding
1	Caversham Community Group	$1254.00
2	POWA Progress of Waikouaiti Area	$3400.00
4	ChatBus Trust	$3400.00
5	Downie Stewart Foundation Moana House	$2000.00
7	Methodist Mission Southern	$3400.00
8	Musselburgh Baptist Church	$3000.00
9	Rape Crisis Dunedin Inc	$3000.00
10	Saddle Hill Foundation Trust	$3400.00
11	Shakti Ethnic Women’s Support Group Dunedin	$3400.00
12	Waitati PTA	$2000.00
13	Youthline Otago Inc	$3400.00
14	Caversham Toy Library Inc	$2000.00
15	Dunedin City Toy Library	$1265.00
16	Life Education Trust Coastal Otago	$3400.00
18	Presbyterian Support Otago	$3000.00
20	Alzheimer’s Disease and Related Disorders Society (ADARDS) Otago	$3000.00
21	AphasisNZ Charitable Trust	$3000.00
22	Aspire Kids Tamariki Matana Charitable Trust	$3000.00
23	Autism New Zealand	$2500.00
24	CCS Disability Action Otago Ltd	$2500.00
25	Dunedin Community Learning Centre	$3400.00
27	Royal New Zealand Foundation of the Blind	$3400.00
28	The Brain Injury Ass Otago Inc	$2800.00
29	The Hearing Association Dunedin Branch Inc	$3400.00
30	The Otago Multiple Sclerosis Society	$3400.00
31	Dunedin Environment Centre Trust	$1995.00
32	Dunedin Chinese Language and Cultural Trust	$2500.00
33	Waikouaiti School	$2000.00
34	Dunedin Tai Chi	$1500.00

b)     Declines  the following funding as follows:

Abbeyfield Dunedin Inc

The subcommittee determined that it is not the role of this fund to subsidise supported accommodation.

Landscape Connections Trust

The Subcommittee noted that you received a City Service grant for the overarching outcome of the Halo Project.  They decided that the cost of audit and insurance are considered overhead cost and are therefore not eligible for funding.

Project Litefoot Trust

There was considerable pressure on the funds with other organisations meeting more goals of the Social Wellbeing Strategy and having a higher priority.

Motion carried (GS/2017/073)

8       Small Project Grants and Neighbourhood Matching Grants

        The applications approved by the Chairperson for grants under $500 from June 2017 to October 2017.

Moved (Hannah Molloy/Cr Marie Laufiso):

That the Subcommittee:

a) Notes the below spreadsheet of payments approved by the Chairperson.

Name	Approved funding
Dalmore Reserve Community Garden	$500.00
Port Chalmers Historical Society	$500.00
Otago Rail Trail Charitable Trust	$500.00
Peace People	$500.00
Arthur Street School	$287.00
Visual Impairment Charitable Trust Aotearoa NZ (VICTA)	$230.00
Waikouaiti/Palmerston Toy Library	$415.00
NEV Community Garden	$492.00
Dunedin Historical Dance Society	$500.00
Stickum Co-Op	$500.00

Motion carried (GS/2017/074)

The Subcommittee acknowledged and thanked the staff for their work.

The meeting concluded at 2.25pm.

..............................................

CHAIRPERSON