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 21 May 2018, commencing at 9.00 am

PRESENT

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

IN ATTENDANCE

Joy Gunn (Manager Community Development  and Events), Wai Piggott (Financial Analyst), Paul Coffey (Senior Community Advisor, Events and Community Development), Cara Paterson (Community Advisor – Arts, Events and Community Development), Amy Wright (Arts Intern, Events and Community Development), Rema Smith (Community Advisor, Events and Community Development), Garreth Kyle (Research an Monitoring Officer, City Development), Craig Monk (Community Advisor – Arts, Events and Community Development) and Marilyn Anderson (Community Events Advisor, Events and Community Development).

Governance Support Officer      Rebecca Murray

1       Public Forum

There was no Public Forum.   

2       Apologies
	Moved (Cr Aaron Hawkins/Cr Andrew Whiley): That the Subcommittee: Accepts the apology from Hannah Molloy. Motion carried (GS/2018/001)

3       Confirmation of agenda
	Moved (Cr Aaron Hawkins/Cr Andrew Whiley): That the Subcommittee: Confirms the agenda without addition or alteration Motion carried (GS/2018/002)

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.

Lois Scott declared an interest in the East Taieri Church and the Greater Green Island Community Network.

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a)     Amends the Elected or Independent Members' Interest Register attached as Attachment A; and

b)     Confirms the proposed management plan for Elected or Independent Members' Interests.

Motion carried (GS/2018/003)

Part A Reports

5       Dunedin Biodiversity Fund - Applications to the April 2018 Funding Round

A report from Community and Planning provided a copy of the applications for the Dunedin Biodiversity Fund for the April 2018 funding round. 

The Research and Monitoring Officer (Garreth Kyle) spoke to the report and advised that a total of six applications had been received with the total funding amount requested being $25,392 which was less 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.

It was advised that application 2018-02 Proprietors of the Purakaunui Block amount be amended to $1775.00 as the previous total requested included labour.

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a)     Considers the recommendations for the allocation of the grants; and

b)     Allocates the grants across the applications received to the April 2018 round of the Biodiversity Fund, with the amendment to Purakanui Block and Tramping and Mountaineering Club assigned conditions for further information, as follows:

App No.	Name	Approved funding
2018-01	Initial Volco Trust	$3,600.00
2018-02	Proprietors of the Purakaunui Block	$1,775.00
2018-03	Otago Peninsula Biodiversity Trust	$5,000.00
2018-04	Otago Tramping and Mountaineering Club	$3,000.00
2018-05	Katie Barns	$5,000.00
2018-06	Edwin Chapple	$3,792.00

Motion carried (GS/2018/004)

6       Dunedin Biodiversity Fund - Final Reports on Completed Projects
	A report from Community and Planning provided a summary of the grants completed since the September 2017 funding round. The report noted that five 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. It was advised that all approved funding was claimed from the five projects completed since the September 2017 subcommittee meeting.
	Moved (Cr Aaron Hawkins/Cr Andrew Whiley): That the Subcommittee: a)     Notes the Dunedin Biodiversity Fund – final reports on completed projects. Motion carried (GS/2018/005)

John Barkla and Garreth Kyle left the meeting at 9.26am.

7       Grant Applications

A report from Civic and Legal noted that consideration of the grant applications would be taken in the following order:

a)     Biodiversity Grants

b)     Creative Community Grants

c)     Community Arts Grants

d)     Community Events Grants

e)     Community Grants

f)     Ratification of Small Grants

CREATIVE COMMUNITY GRANTS

Cr Aaron Hawkins declared an interest in the West Harbour Arts Charitable Trust and withdrew from the discussion.  Cr Andrew Whiley took the Chair at 9.40am.

Cr Aaron Hawkins resumed the chair at 9.41am

Moved (Leeanne Phillips/Lois Scott):

That the Subcommittee:

a)     Approves the funding as follows:

Name	Approved funding
West Harbour Arts Charitable Trust	$2,000.00
Sarah McDougall - The Way to Paradise	$2,990.00
Otago Pioneer Women’s Memorial Ass Inc	$2,807.60
NZ Society of Authors Otago-Southland Branch	$1,550.00
Dunedin Medieval Society – Lord Punch	$2,307.60
Dunedin Medieval Society – Hostage Radio Play	$1,500.00
Little Scorpion Productions - Hamlet	$2,000.00
Just Atelier – Senotira Awesumo	$1,807.60
IHC NZ Inc – Performing Arts Project 2018	$2,307.60
The Globe Theatre Dunedin – Globe Theatre Season 2018	$1,500.00
Dunedin Midwinter Celebrations Trust–Mid-Summer Lights	$2,500.00
Dunedin Edinburgh Sister City Society –         (Celebrate St Andrews Day 2018)	$500.00
Dance Reunion 2018 Committee	$800.00
Poems in the Waiting Room	$1,500.00
Creative Arts Trust/Artsenta	$1,000.00
Circulation Community Inc Society        - (Circulation Festival 2018)	$3,000.00
Beverly Ann Martens – Power Cut’	$1,000.00
Arts and Science Project (Pam McKinlay) - Arts and Ocean Project	$1,500.00
Louise Kewene-Doig – Future Covergence	$3,807.60

Cr Christine Garey left the room at 10.25am and re-entered the room 10.30am.

Motion carried (GS/2018/006)

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a) Declines the funding as follows:

Name      

Thibaut Bouttier-Esprit

Julia A Holden – Dunedin Redux

Motion carried (GS/2018/007)

The meeting adjourned 11.07am and reconvened 11.19am.

COMMUNITIES ARTS GRANTS

Cr Aaron Hawkins declared an interest in Talking House – Toy Factory Fire and withdrew from the discussion.

Cr Andrew Whiley assumed the Chair from 11.45am while Talking House – Toy Factory Fire was discussed.

Cr Aaron Hawkins resumed the Chair from 11.46am.

Moved (Cr Andrew Whiley/Member Lois Scott):

That the Subcommittee:

a) Approves the funding as follows:

Name	Approved funding
The Wellington Jazz Orchestra Inc	$2,850.00
Music Group – 2018 Dunedin Events	$1,350.00
Opera Otago – Don Giovanni by Mozart	$2,850.00
Otago Peninsula Trust – Glenfalloch Night Garden	$1,650.00
Mosgiel Brass Band – Junior Brass Tuition	$1,850.00
The Globe Theatre – Production Season June18-June18	$1,850.00
Talking House – Toy Factory Fire	$2,850.00
Purakaunui Block Inc–Motoitoi Documentary	$3,000.00
Down the Rabbit Hole Collective and Jenny Rock (Pam McKinlay)	$2,850.00

b) Declines

Name      

The Theatreview Trust

Fortune Theatre

Just Ateilier Trust

Motion carried (GS/2018/008)

Nick Austin and Jonathon Hendry left the meeting at 12.02pm.

The meeting adjourned at 12.02pm and reconvened at 12.35pm.

EVENTS GRANTS

Cr Christine Garey declared a conflict of interest with the Dunedin Edinburgh Sister City Society and withdrew from the discussion.

Leeanne Phillips declared a conflict of interest with the Athletics Otago and withdrew from the discussion.

Cr Marie Laufiso declared a conflict of interest with the Samoan Advisory Council (Otago) and withdrew from the discussion.

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Committee:

a) Approves the funding as follows:

App No.	Name	Approved funding
1	Samoan Advisory Council (Otago)	$1,400.00
2	Dunedin Edinburgh Sister City Society	$4,972.00
3	Dunedin Open Gardens Association	$900.00
4	Otago Blind Indoor Bowling Club	$1,459.00
5	Circulation Community Inc	$3,000.00
6	Dunedin Midwinter Celebrations	$3,250.00
7	South Dunedin Business Association	$4,956.00
8	Indian Students Association	$1,500.00
9	Q2 Trust	$3,354.00
10	Athletics Otago	$5,000.00
11	Acts of Kindness Charitable Trust	$5,000.00
12	Dunedin TimeBank	$1,980.00

Motion carried (GS/2018/009)

COMMUNITY GRANTS

Lois Scott declared an interest in East Taieri Church and Greater Green Island Community Network and withdrew from the discussion.

Dersiree Williams declared an interest in Te Hou Ora Otepoti Inc and Dunedin Community Mediation (DCM) and withdrew from the discussion.

Moved (Cr Andrew Whiley/Cr Christine Garey):

That the Subcommittee:

a) Approves the funding as follows:

App No.	Name	Approved funding
1	East Taieri Church	$4,400.00
2	Greater Green Island Community Network	$3,000.00
3	South Dunedin Street Festival Steering Group	$4,400.00
4	Anglican Family Care	$4,400.00
5	Catholic Social Services Dunedin	$4,515.27
6	Dunedin Community Mediation (DCM)	$4,400.00
7	Pregnancy Help Inc	$4,400.00
8	Te Hou Ora Otepoti Inc	$4,515.27
9	Te Whare Pounamu Dunedin Women’s Refuge	$4,515.27
10	Life Education Trust	$4,400.00
11	Parenting Place	$4,257.00
12	Royal New Zealand Plunket Trust	$4,400.00
14	The Straight Up Trust	$4,515.27
16	Dunedin Senior Chinese Assocation	$3,080.00
17	Able Charitable Trust	$4,400.00
18	Asthma Otago	$4,400.00
19	Disabled Persons Assembly	$4,400.00
20	Heart Kids Otago Branch	$4,400.00
21	Parent to Parent Otago	$4,400.00
22	The Muscular Dystrophy	$4,400.00
23	Tomahawk Smaills Beachcare Trust	$1,617.00
24	Greater Green Island Community Network – The Shed	$2,000.00
25	KiwiHarvest Ltd	$4,400.00
26	Servants Health Centre	$4,515.27
27	Dunedin Tamil Society	$2,130.00

b) Declines

Name      

Dunedin Tai Chi Club

Acts of Kindness Charitable Trust

Motion carried (GS/2018/010)

8       Small Project Grants and Neighbourhood Matching Grants
	The report noted the applications approved by the Chairperson for grants under $500 from 1 October 2017 to 30 June 2018.
	Moved (Cr Christine Garey/Cr Marie Laufiso): That the Subcommittee: a)     Notes the applications approved by the Chairperson for grants under $500.00, from 1 October 2017 to 30 June 3018. Motion carried (GS/2018/011)
9       Expenditure of Rates Relief Grants 2017 / 2018
	The report provided an updated the Grants Subcommittee on the administration of the Rates Relief Grant scheme for the 2017/18 financial year. The Grants Subcommittee has delegated the authority to assess and approve Rates Relief Grant applications to the relevant Community Advisor, who administers the fund according to the Grants Policy 2015 guidelines. In the 2017/18 financial year, 158 organisations received a total of $497,685.14 in Rates Relief Grants.
	Cr Andrew Whiley declared a conflict of interest in one of the groups included in the list and withdrew from the discussion.
	Moved (Cr Aaron Hawkins/Leeanne Phillips): That the Subcommittee: a)     Notes the administration and expenditure of Rates Relief Grants in the 2017/18 year. Motion carried (GS/2018/012)
10     City Service and City Project Grants 2017/18
	The report detailed the grants allocated through the City Service and City Project grants fund in 2017/18. The report noted that four organisations had not completed their required accountability reports as at 7 May 2018, a month following the 3 April reporting deadline. Staff were following up with these organisations. The report also provided information on changes to the operating status of Connect South and the Fortune Theatre, which were both grant recipients in the 2017/18 year.
	Moved (Cr Aaron Hawkins/Cr Marie Laufiso): That the Subcommittee: a)     Notes the report on the City Service and City Projects Grants in 2017/18. Motion carried (GS/2018/013)

11     Criteria for Place Based Community Grants
	The report provided the Grants Subcommittee with the draft criteria for the new Place Based Community Grants scheme approved as part of the 10 Year Plan. Feedback from the Subcommittee would be provided to Council who would consider the criteriaat its meeting on 29 May 2018.
	The Manager of Community Development and Events (Joy Gunn) answered questions raised by the members of the Grants Subcommittee.
	Moved (Cr Aaron Hawkins/Cr Andrew Whiley): That the Subcommittee: a)     Considers the Place-Based Community Grant Criteria and provides comments to Council. Motion carried (GS/2018/014)

The meeting concluded at 2.17pm.

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CHAIRPERSON