Agenda of Community and Culture Committee

Grants Subcommittee

MINUTES

Minutes of an ordinary meeting of the Grants Subcommittee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Wednesday 05 July 2017, commencing at 9.00 am

PRESENT

Chairperson	Cr Aaron Hawkins
Deputy Chairperson	Cr Andrew Whiley

Members	Amanda Dyer	Cr Christine Garey
	Hannah Molloy	Leeanne Phillips
	Lois Scott	Desiree Williams

IN ATTENDANCE

Joy Gunn, Manager Events and Community Development; Paul Coffey (Senior Community Advisor); Crystal Filep (Team Leader Urban Design); Aalbert Rebergen (Biodiversity Officer); Cara Paterson (Community Advisor Arts) and Craig Monk (Community Advisor – Arts)

Governance Support Officer Janet Favel

1 Public Forum

There was no Public Forum.

2 Apologies

An apology was received from Councillor Marie Laufiso.

Moved (Cr Hawkins/Cr Whiley):

That the Subcommittee:

a) Accepts the apology from Cr Laufiso.

Motion carried

3 Confirmation of agenda

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Committee:

Confirms the agenda without addition or alteration

Motion carried (GS/2017/013)

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.

Desiree Williams has declared an interest in The Malcam Charitable Trust application and will leave the room during discussion and consideration of the application.

Lois Scott has declared an interest in the Otago Neighbourhood Support Charitable Trust application and will leave the room during discussion and consideration of the application.

Lois Scott has declared that she sought advice on whether she had an interest in The Malcam Charitable Trust as she was an employee twelve years ago. While she had an interest there were no steps required to be taken.

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Committee:

a) Notes the amendment to the Interest Register to include Lois Scott’s interest in The Malcam Trust.

b) Confirms the proposed management plan for Interests.

Motion carried (GS/2017/014)

Part A Reports

5 Consideration of Applications for Grants
	The Sub-Committee considered the following applications :
	SOCIAL WELLBEING STRATEGY
	The Malcam Trust Desiree Williams and Lois Scott declared an interest in The Malcam Charitable Trust application and left the room for discussion and consideration of this application. Consideration was given to the funding application from the Malcam Charitable Trust to help run and further develop youth services.
	Moved (Cr Andrew Whiley/Cr Aaron Hawkins): That the Committee: a) Approves the funding application from the Malcam Trust. b) Grants $11,800.00 to the Malcam Trust. Motion carried (GS/2017/015)
	Desiree Williams and Lois Scott returned to the room. Ignite Consultants Consideration was given to the funding application from Ignite Consultants to help with event and marketing costs, materials costs and training and development costs.
	Moved (Cr Aaron Hawkins/Desiree Williams): That the Committee: a) Approves the funding application from Ignite Consultants. b) Grants $5,000.00 to Ignite Consultants. Motion carried (GS/2017/016)
	Dunedin Night Shelter Trust Consideration was given to the funding application from Dunedin Night Shelter Trust to help fund the salaries of the night time supervisors.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Approves the funding application from the Dunedin Night Shelter Trust. b) Grants $15,000.00 to the Dunedin Night Shelter Trust. Motion carried (GS/2017/017)
	Dunedin Community Accounting Consideration was given to the funding application from Dunedin Community Accounting to help pay the wages of the Coordinators.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Approves the funding application from Dunedin Community Accounting. b) Grants $10,000.00 to Dunedin Community Accounting. Motion carried (GS/2017/018)
	Dunedin Council of Social Services t/a Connect South Consideration was given to the funding application from Dunedin Council of Social Services t/a Connect South for administration wages for delivery of support services.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Approves the funding application from Dunedin Council of Social Services t/a Connect South. b) Grants $40,000.00 to Dunedin Council of Social Services t/a Connect South. Motion carried (GS/2017/019)
	Otago Neighbourhood Support Charitable Trust Lois Scott declared an interest in this application and left the room for discussion and consideration of the application. Consideration was given to the funding application from the Otago Neighbourhood Support Charitable Trust to contribute to the Regional Coordinators salary.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Approves the funding application from the Otago Neighbourhood Support Charitable Trust. b) Grants $12,000.00 to the Otago Neighbourhood Support Charitable Trust. Motion carried (GS/2017/020)
	Lois Scott returned to the room. Citizens Advice Bureau Dunedin Consideration was given to the funding application from Citizens Advice Bureau Dunedin to help pay the Managers wages..
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Approves the funding application from Citizens Advice Bureau Dunedin. b) Grants $25,000.00 to Citizens Advice Bureau Dunedin. Motion carried (GS/2017/021)
	Victim Support Consideration was given to the funding application from Victim Support to help with the salary of the Service Coordinator.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Approves the funding application from Victim Support. b) Grants $10,000.00 to Victim Support. Motion carried (GS/2017/022)
	Methodist Mission Southern Consideration was given to the funding application from Methodist Mission Southern to help with the wages of the Independent Information Worker. It was agreed that the Sub-Committee support the Methodist Mission Southern and provide the same grant as the previous year, noting that it provided a centralised service.
	Moved (Desiree Williams/Cr Aaron Hawkins): That the Committee: a) Approves the funding application from Methodist Mission Southern. b) Grants $10,000.00 to Methodist Mission Southern. Motion carried (GS/2017/023)
	Hills Radio Trust/Otago Access Radio Consideration was given to the funding application from Hills Radio Trust/Otago Access Radio to help with the wages of the General Manager.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Approves the funding application from Hills Radio Trust/Otago Access Radio. b) Grants $10,000.00 to Hills Radio Trust/Otago Access Radio. Motion carried (GS/2017/024)
	Volunteering Otago Consideration was given to the funding application from Volunteering Otago to help with general operating costs.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Approves the funding application from Volunteering Otago to help with general operating costs. b) Grants $10,000.00 to Volunteering Otago. Motion carried (GS/2017/025)
	Blueskin Resilient Communities Trust (Cosy Energy Advice) Consideration was given to the funding application from Blueskin Resilient Communities Trust (Cosy Energy Advice) to help with keeping the service running.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Approves the funding application from Blueskin Resilient Communities Trust (Cosy Energy Advice). b) Grants $12,000.00 to Blueskin Resilient Communities Trust (Cosy Energy Advice). Motion carried (GS/2017/026)
	Servants Health Centre Lois Scott withdrew from discussion and consideration of this application. Consideration was given to the funding application from the Servants Health Centre to help subsidise general costs. The sub-committee acknowledged the need and service that the Servants Health Centre provided however it considered that the funding for this service was the responsibility of central government. The Grants Policy 2015 states 3.18 The DCC Will not fund operations and activities of health and education organisations which are predominantly funded by Central Government or its subsidiary and agent. Therefore the applicant would be advised that application did not meet the necessary criteria.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Sub-Committee: b) Declines the funding application from the Servants Health Centre. Motion carried (GS/2017/027)
	The Dunedin Curtain Bank Trust Lois Scott withdrew from the table for discussion and consideration of this application. Consideration was given to the funding application from the Dunedin Curtain Bank Trust to help with staff wages. It was noted that the Trust had received funding from another source and therefore the application was declined. The applicant would be advised that application did not meet the necessary criteria.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Declines the funding application from the Dunedin Curtain Bank Trust. Motion carried (GS/2017/028)
	Age Concern Otago Inc Consideration was given to the funding application from Age Concern Otago Inc to help fund wages of staff.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Approves the funding application from Age Concern Otago Inc. b) Grants $10,000.00 to Age Concern Otago Inc Motion carried (GS/2017/029)
	ARA TOI ARTS AND CULTURE STRATEGY
	Dunedin Opera Company Inc t/a Opera Otago Consideration was given to the funding application from Dunedin Company Inc t/a Opera Otago for core administration costs supporting Opera Otago’s programme of events. Staff noted the development of a partnership with Otago Community Trust to establish a new arts and capability fund, which would be available to organisations.
	Moved (Hannah Molloy/Cr Aaron Hawkins): That the Sub-Committee: a) Approves the funding application from Dunedin Opera Company Inc t/a Opera Otago. b) Grants $4,000.00 to the Dunedin Opera Company Inc t/a Opera Otago. Motion carried (GS/2017/030)
	Port Chalmers Historical Society Inc Consideration was given to the funding application from the Port Chalmers Historical Society Inc to help with stage 3 redevelopment of the museum. The Sub-Committee discussed the application and requested that staff discuss other potential funding sources with the applicant. The application was declined as it was for capital improvements with pressure on available funding, the sub-committee preferred other applications as they met the criteria more strongly.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Declines the funding application from the Port Chalmers Historical Society Inc. Motion carried (GS/2017/031)
	Moved (Cr Aaron Hawkins/Cr Andrew Whiley): That the Sub-Committee: Adjourn the meeting. Motion carried The meeting adjourned at 10.16am and reconvened at 11.00am.
	Blue Oyster Arts Trust Consideration was given to the funding application from the Blue Oyster Arts Trust for core costs for the Gallery Manager post.
	Moved (Cr Christine Garey/Cr Aaron Hawkins): That the Sub-Committee: a) Approves the funding application from the Blue Oyster Arts Trust. b) Grants $10,000.00 to the Blue Oyster Arts Trust. Motion carried (GS/2017/032)
	City Choir Dunedin Consideration was given to the funding application from the City Choir Dunedin for core administration and production costs for their annual programme.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Sub-Committee: a) Approves the funding application from the City Choir Dunedin. b) Grants $14,000.00 to the City Choir Dunedin. Motion carried (GS/2017/033)
	Dunedin Civic Orchestra Inc t/a Dunedin Symphony Orchestra Consideration was given to the funding application from the Dunedin Civic Orchestra Inc t/a Dunedin Symphony Orchestra for core administration, production and artistic costs towards their annual programme. There was a general discussion on funding of city institutions such as the Dunedin Symphony Orchestra and Fortune Theatre in a more permanent manner thus eliminating the need to apply annually to this contestable fund. Mr Coffey advised that grants could be paid for a period of three years but this approach meant that new applications may not be supported due to funds being already committed. The Orchestra’s development of a strategic plan was commended.
	Moved (Hannah Molloy/Cr Aaron Hawkins): That the Committee: a) Approves the funding application from the Dunedin Civic Orchestra Inc t/a Dunedin Symphony Orchestra. b) Grants $99,000.00 to the Dunedin Civic Orchestra Inc t/a Dunedin Symphony Orchestra Motion carried (GS/2017/034)
	Fortune Theatre Trust Cr Garey left the room for discussion of this application. Consideration was given to the funding application from the Fortune Theatre Trust to contribute to the on-going operating costs of the theatre.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Sub-Committee: a) Approves the funding application from the Fortune Theatre Trust. b) Grants $95,000.00 to the Fortune Theatre Trust. Motion carried (GS/2017/035)
	Cr Garey returned to the room. Mayfair Theatre Charitable Trust Consideration was given to the funding application from the Mayfair Theatre Charitable Trust for core costs to employ a Theatre Manager.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Sub-Committee: a) Approves the funding application from the Mayfair Theatre Charitable Trust. b) Grants $35,000.00 to the Mayfair Theatre Trust. Motion carried (GS/2017/036)
	Connections Education and Development Trust Consideration was given to the funding application from Connections Education and Development Trust for support towards salary costs for the programme facilitators at Studio 2.
	Moved (Desiree Williams/Cr Aaron Hawkins): That the Sub-Committee: a) Approves the funding application from Connections Education and Development Trust. b) Grants $10,000.00 to Connections Education and Development Trust. Motion carried (GS/2017/037)
	Just Atelier Trust Consideration was given to the funding application from Just Atelier Trust for support for a part time Co-ordinator.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Approves the funding application from Just Atelier Trust. b) Grants $6,000.00 to Just Atelier Trust. Motion carried (GS/2017/038)
	Vogel Street Party Charitable Trust Consideration was given to the funding application from the Vogel Street Charitable Trust for core costs towards amenities, infrastructure, marketing and printing towards VSP 2017. It was noted that as this was an event, it was not eligible for Grants funding.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Sub-Committee: a) Declines the funding application from the Vogel Street Party Charitable Trust. Motion carried (GS/2017/039)
	Dunedin Midwinter Celebrations Trust (DCMT) Consideration was given to the funding application from the Dunedin Midwinter Celebrations Trust for core costs for overheads, artistic and management costs to create and run a Carnival Arts Workshop.
	Staff explained that key drivers for the application included the Trust’s proposal to develop an arts hub in the city, and the carnival’s sustainability. He noted that the Trust was seeking support for operational costs for storage and workshop space, and wanted to create an umbrella arts space with other arts organisations.
	Moved (Cr Aaron Hawkins/Cr Christine Garey): That the Sub-Committee: a) Declines the funding application from the Dunedin Midwinter Celebrations Trust. b) That staff work with the Trust to explore other sources of funding and non-financial support. Motion carried (GS/2017/040)
	Dunedin Designed Incorporated (DDI) t/a Guild Consideration was given to the funding application from Dunedin Designed Incorporated t/a Guild for core costs to pay for a part time Co-ordinator and a part time Curator.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Sub-Committee: a) Approves the funding application from Dunedin Designed Incorporated t/a Guild. b) Grants $6,000.00 to Dunedin Designed Incorporated t/a Guild. Motion carried (GS/2017/041)
	PARKS AND RECREATION STRATEGY AND ENVIRONMENT STRATEGY

	Landscape Connections Trust (LCT) Consideration was given to the funding application from Landscape Connections Trust.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Sub-Committee: a) Approves the funding application from Landscape Connections Trust. b) Grants $10,000.00 to Landscape Connections Trust. Motion carried (GS/2017/042)
	Coastguard Dunedin Incorporated Consideration was given to the funding application from Coastguard Dunedin Incorporated to contract an independent feasibility investigation to establish a joint venue and a collaborative approach to Search and Rescue in Dunedin.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Sub-Committee: a) Approves the funding application from Coastguard Dunedin Incorporated. b) Grants $10,000.00 to Coastguard Dunedin Incorporated. Motion carried (GS/2017/043)
	Yellow-Eyed Penguin Trust Consideration was given to the funding application from the Yellow-Eyed Penguin Trust to help fund wages of the Field Manager. It was noted that the application did not specify exactly what the funding would be used for. Staff advised that a funding application process had not yet been developed for the Council’s Environmental Strategy. It was intended that the Strategy would have broad categories and where applicable, those turned down in this process could seek funding support from the Strategy.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Sub-Committee: a) Declines the funding application from the Yellow-Eyed Penguin Trust. Motion carried (GS/2017/044)
	Orokonui Ecosanctuary Consideration was given to the funding application from the Orokonui Ecosanctuary to bring the biodiversity conservation work to a higher level.

	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Committee: a) Declines the funding application from the Orokonui Ecosanctuary. Motion carried (GS/2017/045)
	Quarantine Island/Kamau Taurua Community Consideration was given to the funding application from Quarantine Island/Kamau Taurua Community to help fund the Keepers salary and help with improvements and upgrades. The benefit to the community from the voluntary planting and conservation work carried out on the island by school and other community groups was noted. The sub-committee also discussed challenges including the cost of access to the island.
	Moved (Cr Christine Garey/Leeanne Phillips): That the Sub-Committee: a) Approves the funding application from Quarantine Island/Kamau Taurua Community. b) Grants $5,000.00 to Quarantine Island/Kamau Taurua Community. Motion carried (GS/2017/046)
	The West Harbour Beautification Trust Councillor Hawkins withdrew from the discussion and consideration of this item. Councillor Whiley assumed the Chair. Consideration was given to the funding application from the West Harbour Beautification Trust for costs towards the strategic and operational plan to control sycamore across West Harbour noting this is a pilot for a city wide strategy.
	Moved (Leeanne Phillips/Cr Andrew Whiley): That the Sub-Committee: a) Approves the funding application from The West Harbour Beautification Trust. b) Grants $10,000.00 to the West Harbour Beautification Trust. Motion carried (GS/2017/047)
	Councillor Hawkins returned to the Chair.
	There was a discussion on alternative methods of consideration of funding for community groups which delivered on the city’s strategic framework.

	Moved (Cr Aaron Hawkins/Lois Scott): That the Sub-Committee: Recommends that Council consider the appropriateness of contestable funding rounds to support community groups delivering on the city’s strategic framework as part of the LTP process. Motion carried (GS/2017/048)

The meeting concluded at 12.44 pm.

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

CHAIRPERSON

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)

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

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.

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

CHAIRPERSON

Grants Subcommittee

City Service and City Project Grants

MINUTES

Minutes of an ordinary meeting of the Grants Subcommittee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Wednesday 04 July 2018, commencing at 9.00 am

PRESENT

Chairperson	Cr Aaron Hawkins
Deputy Chairperson	Cr Andrew Whiley
Members	Amanda Dyer	Cr Christine Garey
	Lois Scott	Hannah Molloy
	Desiree Williams

IN ATTENDANCE

Paul Coffey (Senior Community Advisor), Nick Orbell (Community Advisor), Cara Paterson (Community Advisor – Arts), Wai Piggott (Financial Analyst) and Grant Redman (Manager Commercial and Projects, Parks and Recreation)

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 apologies from Leeanne Phillips and Cr Marie Laufiso.

Motion carried (GS/2018/019)

3 Confirmation of agenda

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

Confirms the agenda without addition or alteration.

Motion carried (GS/2018/020)

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.

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a) Notes the Elected or Independent Members' Interest Register and

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

Motion carried (GS/2018/021)

Part A Reports

5 Consideration of Applications

SOCIAL WELLBEING

The Senior Community Advisor (Paul Coffey) and the Community Advisor (Nick Orbell) spoke to the Social Wellbeing applications and responded to members questions which included clarifying the criteria of the different grants and if applicants were able to apply for more than one.

Desiree Williams declared a conflict of interest with The Malcam Trust and left the room while the application was discussed.

Lois Scott declared a conflict of interest and left the room while the Otago Neighbourhood Support Charitable Trust was discussed.

Cr Whiley declared a conflict of interest and left the room while the Volunteering Otago application was discussed.

Amanda Dyer declared a conflict of interest and left the room while the Weave Together application was discussed.

ARA TOI ART AND CULTURE

The Community Advisor – Arts (Cara Paterson) discussed the ring fenced $95k and the process for distributing this is being presented in a short report that is due to Council at the end of July or August.

The Community Advisor – Arts (Cara Paterson) spoke to the Ara Toi Art and Culture applications and responded questions from members.

Cr Hawkins declared a conflict of interest and left the room while the Fringe Festival application was discussed.

PARKS AND RECREATION

The Manager Commercial and Projects, Parks and Recreation (Grant Redman) spoke to the Parks and Recreation funding applications and responded to members questions.

Moved (Cr Aaron Hawkins/Ms Desiree Williams):

That the Subcommittee:

a) Approves the funding for the rent of the building as follows:

Methodist Mission Southern (NEW) – To help with the operating costs required to operate the core functions of the Early Years Hub

$26,000.00

Motion carried (GS/2018/022)

Moved (Cr Aaron Hawkins/Desiree Williams):

That the Subcommittee:

a) Declines the following funding as follows:

Ignite Consultants

Age Concern Otago Inc – Develop an assessment tool to quantify the accessibility of the city for older people

Lotus Enterprise School Ltd

The Cathedral Church of Saint Paul

The Regent Theatre Trust of Otago

SPCA Dunedin Centre

Dunedin Midwinter Celebrations Trust (DMCT) – Council staff to work the organisation

Motion carried (GS/2018/023)

Moved (Desiree Williams/Lois Scott):

That the Subcommittee:

a) Approves the following funding:

Age Concern Otago Inc – To help fund with the costs of running the hub and Community Social Work

$14,150.00

Motion carried (GS/2018/024)

Moved (Cr Aaron Hawkins/Member Hannah Molloy):

That the Subcommittee:

a) Approves the following funding:

28	Dunedin Collaborative Theatre Trust – To help with rent and overhead costs and wages	$25,000.00
29	Prospect Park Productions – To help with research and development	$10,000.00

Motion carried (GS/2018/025)

Moved (Cr Aaron Hawkins/Lois Scott):

That the Subcommittee:

a) Approves the following funding:

Weave Together, Dunedin Community Accounting – To cover operating costs of the Dunedin Community Accounting (DCA)

$12,000.00

Motion carried (GS/2018/026)

Moved (Cr Christine Garey/Hannah Molloy):

That the Subcommittee:

a) Approves the funding as follows:

App No.	Name	Approved funding
1	The Malcam Trust – To help support Dunedin based services	$11,800.00
3	Dunedin Night Shelter Trust – To help fund the salaries of the night time supervisor	$15,000.00
4	Otago Neighbourhood Support Charitable Trust – To contribute to the Regional Coordinators salary	$14,500.00
5	Citizens Advice Bureau Dunedin – To help pay the Managers wages	$25,000.00
6	Victim Support – To help with the salary of the Service Coordinator	$10,000.00
7	Methodist Mission Southern – To help with the wages of the Independent Information Worker with the condition to work with council staff to promote this service to the community and to report on the outcomes next year	$10,000.00
9	Hills Radio Trust/Otago Access Radio – To help with the wages of the General Manager	$11,000.00
10	Volunteering Otago – To help with general operating costs	$11,500.00
14	Dunedin Multi Ethnic Council – To help with costs of workshops and powhiris	$10,000.00
16	Dunedin Opera Company Inc t/a Opera Otago – Core administration costs	$8,000.00
17	Blue Oyster Arts Trust – Core costs for the Gallery Manager post	$12,300.00
18	City Choir Dunedin – Core administration and production costs for City Choir’s annual programme	$16,450.00
19	Dunedin Civic Orchestra Inc. t/a Dunedin Symphony Orchestra – Core administration, production and artistic costs towards DSO’s annual programme	$100,000.00
20	Mayfair Theatre Charitable Trust – Core costs to employ a Theatre Manager	$35,000.00
21	Connections Education and Development Trust – Support towards salary costs for the programme facilitators at Studio 2	$15,000.00
22	Just Atelier Trust – Support for a part time Coordinator	$6,000.00
24	Dunedin Designed Incorporated (DDI) t/a Guild – Core costs to pay a part time Coordinator, and a part time Curator	$6,000.00
26	The Dunedin Fringe Arts Trust – To help expand activities relating to the Hub and improve the outcomes of the existing programmes	$15,000.00

Cr Whiley left the meeting at 11.30am

30	Landscape Connections Trust (LCT) – To help with the salary of the Project Communications Officer	$10,000.00
31	Coastguard Dunedin Incorporated – To contact an independent feasibility investigation – Phase two	$7,000.00
	Provision of Professional Theatre	$60,000.00

Motion carried (GS/2018/027)

The meeting concluded at 12.15pm

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

CHAIRPERSON

Community and Culture Committee

14 August 2018

Cosy Homes Charitable Trust Otago Funding Update

Department: Community and Planning

EXECUTIVE SUMMARY

1 This report provides an update on the operation and funding of the Cosy Homes Charitable Trust Otago (the Trust) and seeks approval to release $25,000 of budgeted funding to the Trust. Funding would support the Trust’s mission of “making every home in Dunedin warm and cosy by 2025”.

2 In 2016 Council approved $45,000 for operational costs for the Trust in the 2017/18 year, comprised of $25,000 from annual rates revenue and $20,000 from the Consumer Electricity Fund (CEF). Funding was approved with the proviso an updated report on the Cosy Homes Trust was received before any further funds were allocated from rates revenue, in addition, annual grants are made by Council to the Trust for insulation costs.

3 A separate report has been provided to the Committee recommending an ongoing grant of $20,000 from the Consumer Electricity Fund to the Trust for home insulation within the city.

RECOMMENDATIONS

That the Committee:

a) Approves the allocation of $25,000 from rates revenue in the 2018/19 financial year to the Cosy Homes Charitable Trust Otago for operational costs.

BACKGROUND

Cosy Homes Charitable Trust

4 The Trust was established following a community symposium on developing healthier housing held in September 2013.

5 The role of the Trust is to:

· Improve connection between households and all current insulation and heating providers, and subsidies.

· Educate householders about good energy practices to achieve warm, dry and energy efficient homes.

· Communicate with, and encourage collaboration amongst residents, landlords, insulation providers and organisations within the community to achieve more warm and healthy homes.

· Advocate to increase the numbers of warm and healthy homes within Otago.

6 A coordinator (0.8 FTE) and project officer (0.2 FTE) are employed by the Trust to undertake the work outlined above.

7 The Trust reports the following outputs have been achieved in the 2017/18 year:

· 400 attendees at Cosy Homes workshops, presentations and expos

· 700 direct public inquiries to Cosy Homes regarding home insulation, heating and energy efficiency

· 450 referrals made by Cosy Homes to the national Warm Up New Zealand subsidized insulation programme

· 52 stakeholder engagements/meetings

· 18 community clinics, expos, presentations, workshops and talks attended

· Six submissions to local and regional governments regarding healthy homes issues; and a proactive submission to MBIE on standards for the Healthy Homes Guarantee Act.

Wider funding supporting home insultation

8 Central government and community organisations provide wider support for direct home insulation, additional to funding provided to the Trust. Since 2013 the Otago Community Trust (OCT) has worked with the Energy Efficiency Conservation Agency (EECA) to fund free insulation into qualifying households in Otago. In the 2017/18-year OCT contributed $612,000, with a further $1.2 million from EECA to insulate homes in Otago, insulating more than 400 homes in Dunedin.

9 In the 2018/19 year OCT has committed to use the Trust as the funding conduit and supervisor of contracts in the Otago region. OCT will contribute to administration costs of the Trust as it will need additional staffing resource to meet the objectives of the agreement between both parties.

DISCUSSION

10 The Council supports the Trust’s mission through provision of an annual Healthy Homes Grant ($62,800 in 2018/19) towards insulation of 80 homes per year in Dunedin.

11 Separately, Council supports home insulation for rate payers through the Warm Dunedin targeted rate scheme.

12 OCT provides additional home insulation funding within the city, with between 300 and 400 homes insulated each year.

13 The Trust estimates a minimum of 13,500 homes have been insulated since 2009, when EECA began funding home insulation subsidies. Council has had more than 1,465 applications for its Warm Homes Dunedin scheme since 2013. However, accurate home insulation figures are difficult to obtain as some residents undertake insulation work without subsidies. Overall, the Trust estimates fewer than half the homes in the city are sufficiently insulated.

14 A priority under Dunedin’s Social Wellbeing Strategy is that Dunedin people live in warm and healthy homes. The Trust is seen as an important agency in supporting the achievement of this priority through its current and planned work.

Funding Request

15 In 2017/18 the Trust received $63,000 of direct funding or in-kind support from sources other than the Council. Details of the Trust’s last three years of income and areas of expenditure are provided below.

16 Approval to release $25,000 to the Trust from the Community Development and Events operational budget is sought in 2018/19. The funding is from rates revenue and provisionally tagged to support the Trust’s operational work. The funding is additional to the budgeted Healthy Homes Grant ($62,800) which is budgeted in 2018/19 for direct insulation of homes.

Table One: Cosy Homes Charitable Trust Otago income 2015/16

2015/16 Funding Source	Amount	Applied to
Dunedin City Council New budget 2 years	$25,000	Operational costs
Dunedin City Council, Consumer Electricity Fund	$50,000	Operational costs
Southern District Health Board	$10,000	Operational costs
WellSouth Primary Health Organisation	$ 5,000	Operational costs
Otago Community Trust	$15,000	Home Energy Awareness training for social service workers
Total	$105,000
New Zealand Oil & Gas	$20,000	Insulation of houses
Dunedin City Council	$62,500	Insulation of houses
Total	$82,500

Table two: Cosy Homes Charitable Trust Otago income 2016/17

2016/17 Funding Source	Amount	Applied to
Kai Tahu Ki Otago Ltd	$20,000	In-kind office space, administration support, access to vehicle and IT
Community Organisations Grants scheme (COGS)	$500	Operational costs
Lotteries Commission	$10,000	Operational costs
Dunedin City Council	$50,000	Operational costs
Total	$80,500
New Zealand Oil & Gas	$20,000	Insulation of houses
Dunedin City Council	$62,500	Insulation of houses
Total	$82,500

Table three: Cosy Homes Charitable Trust Otago income 2017/18

2017/18 Funding Source	Amount	Applied to
Aukaha Ltd	$20,000	In-kind office space, administration support, access to vehicle and IT
Lotteries Commission	$11,000	Operational costs
Otago Regional Council	$12,985	Project Operational costs
Dunedin City Council	$45,000	Operational costs (including $20,000 from Consumer Electricity Fund)
Total	$88,985
New Zealand Oil & Gas	$20,000	Insulation of houses
Dunedin City Council	$62,500	Insulation of houses
Total	$82,500

OPTIONS

Option One – Release $25,000 of budgeted 2018/19 funds from rates revenue to the Cosy Homes Trust Otago.

17 Operational budget of $25,000 from within the Community Development and Events budget is made available for the Cosy Homes Charitable Trust Otago.

Advantages

· Dunedin residents are supported to access funding for improved heating and insulation through the Cosy Homes coordination work.

· Activities that support an increase in warm and healthy homes within the city are well co-ordinated and promoted to residents.

Disadvantages

· No known disadvantages as budget has already been provisionally allocated for this purpose.

Option Two – Do not release the budgeted 2018/19 rates funds to the Cosy Homes Charitable Trust

18 Council decides not to release the rates funding allocated in the 2018/19 financial year to the Trust.

Advantages:

· $25,000 within the Community Development and Events budget is available for other uses.

Disadvantages:

· Dunedin residents are not as well supported to access funding for improved heating and insulation, and opportunities to improve the health of housing stock in the city is directly affected.

· Coordination and promotion of schemes / activities that support the outcome of increased warm and healthy homes within the city may be impacted.

· The insulation of fewer homes due to lack of coordination, information or promotion which could lead to health and other associated problems for people / whanau living in cold, damp housing.

NEXT STEPS

19 If funding is approved, staff will coordinate payment to the Trust by 31 September 2018.

20 If not approved, staff will advise the Trust of the decision.

Signatories

Author:	Joy Gunn - Manager Events and Community Development
Authoriser:	Nicola Pinfold - Group Manager Community and Planning

Attachments

There are no attachments for this report.

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision relates to providing a regulatory function and it is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☒	☐	☐
Environment Strategy	☒	☐	☐
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☒	☐	☐
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☐	☐	☒
Other strategic projects/policies/plans	☒	☐	☐

The Trust’s vision and objectives align strongly with Council’s strategic framework;

· The Social Wellbeing Strategy strategic direction of ‘Affordable and Healthy Homes’ with Dunedin people living in warm and healthy homes.

· Cosy Homes is an action within the Energy Plan.

· The Spatial Plan’s strategic direction of a ‘Liveable City’ where all citizens have a wide choice of affordable housing types that are warm and energy efficient and all Dunedin housing stock is warm and inexpensive to heat.

· The Social Housing Strategy 2010, which aims to improve the quality of social housing accommodation in Dunedin with the Council playing a lead role in facilitating a partnership approach amongst all social housing providers and other key agencies in addressing social housing issues.

Māori Impact Statement

Mana whenua were represented in the original symposium and governance group. The Trust is supported by KTKO Limited, which provides it free office space and administrative assistance; forming strong links to mana whenua.

Sustainability

The Trust’s outcomes have an economic benefit in contributing to employment for insulators. It achieves social sustainability by improving the health of the residents and environmental sustainability by using the energy to heat a home more efficiently. There is also research which equates cold, damp housing with health issues. Warm and cosy homes can help reduce health issues which may impact people’s ability to participate in education or work.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Funding for the Trust of $25,000 already exists in the 10 Year Plan.

Financial considerations

As above.

Significance

The significance is low, although the Cosy Homes Trust’s work is assessed as important to Dunedin delivering on its key strategic objectives.

Engagement – external

Discussions have been held with representatives from: Cosy Homes Charitable Trust, Cosy Home Governance Group, Otago Community Trust, Dunedin Budget Advice, CEF administrators who are aware of this transfer.

Engagement - internal

Discussions have been held with Finance.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no known conflicts of interest

Community Boards

There are no specific implications for Community Boards although if funding is approved Community Boards may be an avenue to reach more communities and residents with insulation information and education.

Community and Culture Committee

14 August 2018

Consumer Electricity Fund

Department: Community and Planning

EXECUTIVE SUMMARY

1 In December 2016 Council approved contributions of $25,000 (in 2016/17) and $20,000 (in 2017/18) from the Consumer Electricity Fund to Cosy Homes Charitable Trust Otago for the purposes of supporting home insulation within the city.

2 This report seeks a decision from Council on an ongoing grant of $20,000 from the Consumer Electricity Fund (CEF) to the Cosy Homes Charitable Trust Otago (the Trust). The report also seeks approval of a rule change to the CEF to allow applicants to access the Fund twice during a five-year period.

3 A separate report has been provided to Council outlining the outputs of the Trust during the 2017/18 financial year and its current income streams. The report also requests funding of $25,000 from rates to support the Trust.

4 This report specifically requests funding be allocated from the CEF to the Trust, for the purposes of supporting its vision that "Everyone lives in a warm and healthy home." The Trust’s mission is "Making every home in Dunedin warm and cosy by 2025". The Trust’s vision and mission align with the Council’s Social Wellbeing Strategy.

RECOMMENDATIONS

That the Committee:

a) Approves an ongoing, annual grant of $20,000 from the Consumer Electricity Fund to the Cosy Homes Charitable Trust Otago to support home insulation within the city.

b) Approves an amendment to the Consumer Electricity Fund rules, that "Clients may access the Fund twice in a five-year period if the distributing agency determines there are circumstances special enough to warrant an additional payment."

BACKGROUND

Consumer Electricity Fund

5 The CEF is used currently to pay the power accounts of people who are struggling financially and unable to pay their power accounts.

6 Through the CEF Council has assisted an average of 686 individuals/families per year with electricity costs during the past five years. Approximately 75% of recipients received Work & Income benefits, 19% were wage earners and 6% were receiving income from other sources or advised they have no income when applying.

7 The CEF was originally established following the sale of the Waipori power generation capability. Council resolved in the 1998/99 Annual Plan that $200,000 of the revenue from the Dunedin City Holdings dividend would be made available in the form of a fund to provide relief to residents who required financial assistance to meet electricity costs, establishing the Consumer Electricity Fund.

8 Since then the CEF has been funded via rates. The Council resolved that the Fund would be distributed by six social service agencies with overall coordination provided by an administration organisation (Anglican Family Care). With changes to central government funding for budgeting services nationwide, Anglican Family Care no longer provides this service. Dunedin Budgeting Advice Service has been administering the grant since February 2017.

9 The administration organisation is paid an annual fee of $15,000 to complete its work, and distributing agencies are funded $25 per client to assess eligibility for the CEF, which covers staff time and overheads.

10 The distributing agencies report that the CEF provides financial relief and the opportunity for them to engage with people who may require other assistance and longer-term support, including referrals to other services.

11 The CEF annual budget of $200,000 has not been fully spent since the 2013/14 year. The table below provides information on the number of individuals/families supported from 2013/14–2017/18.

Year	DCC Grant received	Number of applications	Grants paid	Administration Fees	Client Contact Fees	Total
	$		$	$	$	$
2013/14	200,000	790	165,464	15,000	11,850	192,314
2014/15	175,000	694	139,653	15,000	10,410	165,063
2015/16	150,000	666	133,746	15,000	9,990	158,739
2016/17	175,000	594	119,829	15,000	11,100	145,929
2017/18	180,000	685	137,823	15,000	17,125	169,948

The CEF and Cosy Homes

12 In 2015 Council adopted a new Grants Policy and at that time the criteria for the CEF distribution was retained with a caveat that: "Longer term, the focus of which activities are supported by this funding is to be determined as part of the Cosy Homes Steering Group strategy development process and a recommendation brought back to Council for approval".

13 In the 2015/16 Annual Plan, Council granted $50,000 from the CEF to the Trust. This was to support the Trust in its first year of establishment. In December 2016 Council granted $25,000 in 2016/17 and $20,000 in 2017/18 from the CEF to the Trust for the purposes of supporting home insulation within the city.

14 Council staff have been working closely with the Trust and see the work undertaken by the Trust as contributing to delivery on the Social Wellbeing Strategy priority that Dunedin people will live in warm and healthy homes. Longer term, the Trust’s focus on home insulation may reduce the demand for the CEF, with more homes being energy‑efficient and power bills lower. However, with less than half the city’s homes estimated to have adequate insulation, this impact is some years away.

The Cosy Homes Trust

15 The Trust operates with financial or in-kind contributions from the following organisations; the DCC; Otago Community Trust; Otago Regional Council (Clean Heat Clean Air Programme); Energy Efficiency Conservation Authority (EECA); Blueskin Resilient Communities Trust and University of Otago (Energy Cultures); Aukaha Ltd (formerly Kai Tahu Ki Otago Ltd (KTKO) and NZ Oil and Gas.

16 In 2017/18 the Council provided $25,000 to the Trust from the rates allocation within the Community Development and Events budget and $20,000 from the CEF.

17 The Trust’s ability to employ a project officer has provided ratepayers with a source of accurate information and advice on improving the quality of housing within the city. It has also directly increased promotion of insulation schemes to Dunedin residents and landlords.

18 The Council also provided and continues to provide a Healthy Homes grant ($62,800 in 2018/19) as a part subsidy for direct insulation. This is paid to EECA certified installers via the Trust. The Council’s contribution to direct installation costs is approximately 25% of the overall cost for 80 homes. EECA funds around 50% of the installation cost, with the remainder paid by landlords and other philanthropic organisations such as Otago Community Trust.

19 In the past year, progress has been made in increasing the number of homes within Otago with insulation through collaboration with Otago Community Trust (OCT) and Otago Regional Council. The Trust is developing a MOU with the OCT to also administer its funds for insulation.

20 The Eligibility Criteria for the EECA 2018/19 scheme has changed from subsidies for landlords to home owners. The new criteria is as below.

The homeowner:

· Holds a Community Services Card or SuperGold Card with a Community Services Card Endorsement; or

· Lives in a home located in a Deprivation 9 or 10 area as designated by EECA.

The home itself is:

· Not insulated or inadequately insulated according to EECA’s Warmer Kiwi Homes guidelines; and

· Pre-2008 in construction; and

· Can be safely insulated.

DISCUSSION

21 A new payment, the Winter Energy Payment, has been introduced by the Ministry of Social Development (MSD) to help with the cost of heating homes over the winter months. This came into effect 1 July 2018. For single people, this equates to approximately $286 of additional support per year. For couples and people with dependent children, it equates to approximately $445 per year.

22 With this new payment so recently began, it is unclear yet what impact it will have on the local demand for assistance with power costs. Budgeting agencies report an increased number of clients with bills higher than in previous years due to a colder than usual snap earlier in the season. Agencies also surmise that the new payment from MSD may be used on other essentials such as food.

23 The amount paid to individuals through the CEF for power accounts has not changed since the inception of the fund - $200 for clients on a regular budgeting programme, or $350 for those already receiving budget advice over a six-week period. Although applications are fewer in number, agencies report the total amount of debt to power companies has increased.

24 The distributing agencies adhere strictly to the Council rules in allocating grants. The agreement states "Clients may only access the fund once in a five-year period. If the distributing agency determines there are circumstances special enough to warrant an additional payment this can be extended to twice (in a five-year period). The agency must detail the circumstances on the application form. It is important to note that this is an exception to the rule."

25 Staff suggest that Council consider changing the CEF rules and agreement to read: "Clients may access the fund twice in a five-year period if the distributing agency determines there are circumstances special enough to warrant an additional payment." This would allow help to go to those most in need.

Supporting the Cosy Homes Trust

26 In recommending that funding is allocated from the CEF to the Cosy Homes Charitable Trust Otago, staff have considered the Social Wellbeing Strategy priority that Dunedin people live in warm and healthy homes, and the role which the Trust currently undertakes to achieve this.

27 The annual budget of $200,000 for the CEF has not been fully allocated since 2013/14. There have been reduced numbers of qualifying applications, particularly last year due to a warmer winter. The new Winter Energy payment from MSD may provide needed support to individuals and families.

28 It is surmised that on-going programmes to insulate homes have started to show cost benefits in power savings.

29 A separate report has been provided to Council, outlining the Trust’s vision, mission and outputs for the 2017/18 year.

OPTIONS

Option One – Recommended Option: The Council approves annual, ongoing funding of $20,000 from the Consumer Electricity Fund to the Cosy Homes Trust Otago

30 Insulation can directly reduce people’s electricity costs and meets broader social wellbeing goals.

Advantages

· The CEF continues to support people most at need with power costs.

· The CEF is likely be to fully utilised.

· More homes in the city are likely to be insulated, supporting the priority of people living in warm and healthy homes.

Disadvantages

· Reduces the pool of funding from the CEF allocated to support the payment of electricity costs for individuals and families on low incomes. However, central government funding is now also supporting these costs through the Winter Energy Payment.

· The demand for payments may increase to the point where the CEF cannot meet the need. This can be managed through regular communication with staff and the distributing agencies and the use of other funding such as the Winter Energy Payment.

Option Two – Amend the Consumer Electricity Fund rules to allow people to be allocated funding for power costs twice within a five-year period.

31 The amended rule would read "Clients may access the fund twice in a five-year period if the distributing agency determines there are circumstances special enough to warrant an additional payment."

Advantages

· The CEF continues to support people most at need with power costs.

· The CEF is likely be to fully utilised.

Disadvantages

· The demand for payments may increase to the point the CEF cannot meet the need. This can be managed through regular communication with staff and the distributing agencies, and use of other funding such as the Winter Energy Payment.

Option Three – No additional funding is provided to the Cosy Homes Trust and the proposed change to the Consumer Electricity Fund rules is not approved.

Advantages

· The CEF annual budget of $200,000 remains and is used solely to support the payment of electricity costs for individuals and families on low incomes.

Disadvantages

· Limits the progress that the Cosy Homes Charitable Trust can achieve to meet its and Council’s objectives in relation to the provision of warm and healthy homes within Dunedin.

· The CEF may be underspent while at the same time there could be community demand for assistance which can’t be met through the current rules.

NEXT STEPS

32 If the funding recommendation is approved, staff will coordinate payment of $20,000 to the Cosy Homes Charitable Trust Otago by 31 August 2018.

33 If the change of rules is approved staff will inform the distributing agencies, alter this year’s agreement for signing and coordinate payment by 31 August 2018.

Signatories

Author:

Joy Gunn - Manager Events and Community Development

Authoriser:

Nicola Pinfold - Group Manager Community and Planning

Sandy Graham - General Manager Strategy and Governance

Attachments

There are no attachments for this report.

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This proposal enables democratic local decision making and action by, and on behalf of communities.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☒	☐	☐
Environment Strategy	☒	☐	☐
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☐	☐	☒
Other strategic projects/policies/plans	☒	☐	☐

The Trust’s vision and objectives align strongly with Council’s strategic framework, in particular the Social Wellbeing and Economic Development strategies. The Trust’s work also supports the outcomes of the Energy Plan, Spatial Plan and Social Housing Strategy

Māori Impact Statement

Manawhenua were represented in the original symposium and governance group which established the Cosy Homes Trust. The Trust is supported by Aukaha Limited, which provides the Trust with free office space and administrative assistance, forming strong links to manawhenua. Data was not requested on the ethnicity of people accessing the CEF.

Sustainability

The Trust’s outcomes have an economic benefit in providing jobs and making Dunedin a compelling destination by improving the number of warm, health homes within the city. It achieves social sustainability by improving the health of the residents and environmental sustainability by using the energy to heat a home more efficiently.

The CEF has supported Dunedin people to pay power bills since it was established in 2013.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The recommendation is in line with the Council’s Financial Strategy.

Financial considerations

$20,000 is requested from the $200,000 CEF on an ongoing basis to support the Cosy Homes Trust work to insulate homes.

Significance

This request is considered low in terms of the Council’s Significance and Community Engagement Policy.

Engagement – external

The agencies that distribute funds from the CEF have been informed of the proposed request to provide some funding to the Cosy Homes Trust. They understand and support the rationale.

Engagement - internal

There has been no internal engagement around this request.

Risks: Legal / Health and Safety etc.

The proposed change to the rules governing the CEF could result in more applications for assistance for power bills during a five-year period. Staff meet regularly with the distributing agencies and would expect to highlight any such change to Council in a timely manner. This change could also be offset by the new MSD Winter Energy payment and an increase in homes being insulated.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no specific issues for Community Boards. However, Boards may wish to support the Cosy Homes Trust in engaging with people in local communities to promote insulation.

Community and Culture Committee

14 August 2018

Community and Culture Non-Financial Activity Report for the Quarter Ended 30 June 2018

Department: Community and Planning

EXECUTIVE SUMMARY

1 This report updates the Committee on key city, community, arts and culture outcomes for the quarter ended 30 June 2018.

2 There have been small percentage increases in satisfaction with community and cultural facilities across all measures, with a 9% increase in satisfaction with city festivals and event. This increase in satisfaction is likely to be reflective of the successful All Black Rugby test hosted by the city in June.

3 Visitation numbers for most facilities have been steady with visitation to Dunedin Public Libraries increasing significantly, due to the establishment of the South Dunedin Pop up facility.

4 Some highlights for the quarter from the various community and cultural initiatives detailed in the report include:

· Holding a community hui in South Dunedin in May to discuss progress 1 year on from the floods

· Achieving an end of year surplus for the NZ Master Games 2018, due in part to securing the Otago Community Trust as naming partner.

· Working with Aukaha to develop Whitiwhiti Ora (a ‘cultural app’) to empower staff and elect members to use te reo Māori.

RECOMMENDATIONS

That the Committee:

a) Notes the Community and Culture Non-Financial Activity Report for the Quarter Ended 30 June 2018.

BACKGROUND

5 The Community and Planning group of activities works with other agencies to set the direction for managing Dunedin’s built and natural environment. It also works to enable a strong sense of community and social inclusion through the provision of advice and support to community groups and social agencies, and provides events for the enjoyment of residents and visitors.

6 The Arts and Culture group of activities operates Dunedin Public Libraries, the Dunedin Public Art Gallery, the Toitū Otago Settlers Museum, the Dunedin Chinese Garden and the Olveston historic home.

DISCUSSION

7 The Residents’ Opinion Survey (ROS) is the principal mechanism by which the Council measures resident satisfaction with a wide range of its activities.

8 From July 2016 the ROS has been conducted on a continuous monthly basis, aiming to obtain around 100 responses each month, to replicate the average annual sample size of around 1,200 obtained in previous years. The quarterly results in the graphs below generally reflect the responses of around 300 residents. A sample of 300 has an expected 95% confidence interval (margin of error) of +/- 5.7%, whereas the annual result for 2015/16 had a margin of error of +/- 2.5%. Results for the year will continue to be published in the annual ROS report at year end. Notable measures are listed in the balance of this report.

Satisfaction with Community

9 There is no change in satisfaction with ‘sense of community’. It remains as reported at the end of last quarter.

Satisfaction with Festivals and Events

10 A 9% increase in satisfaction with ‘city festival and events’ was reported as at 30 June 2018.

Satisfaction with Cultural Facilities

11 Satisfaction with Dunedin Public Libraries reported at 30 June 2018 was 93%, the same as in June 2017 and exceeding the target of 90%.

12 There is no change in satisfaction with the Dunedin Public Art Gallery as at 30 June 2018.

13 A 3% increase in satisfaction with Toitū Otago Settlers Museum was reported as at 30 June 2018.

14 A 2% increase in satisfaction with the Dunedin Chinese Gardens was reported as at 30 June 2018.

15 A 5% increase in satisfaction with the Dunedin Olveston Historic Home was reported as at 30 June 2018.

Visitation Numbers

16 Dunedin Public Libraries – The number of physical visits to the Dunedin Public Libraries during 2017/18 increased by 11,198 visits or 1%, compared to 2016/17. Key factors contributing to this increase were the opening of the South Dunedin Community Pop Up Library in September 2017, with a total of 31,659 visits recorded to 30 June 2018.

17 Dunedin Public Art Gallery – Art Gallery visitation was slightly down on the comparable period in 2016/2017. This is not traditionally a busy period. The year-end visitation result was 202,235 against a target of 195,000.

18 Toitū Otago Settlers Museum – Visitation figures for April were down on 2017, with 30,733 visitors. May was a steady month but down on last year, with 26,494 visitors. June is traditionally the quietest month of the year, but the year ended with the biggest figures since redevelopment, achieving 316,538 visitors (58% above target.)

19 Dunedin Chinese Garden – April tracked very similar to the previous year at 3,597 visitors. This month also finished off the cruise season. Numbers in May (traditionally the start of the quieter winter period) were down, with 2,505 visitors. This June was the largest month since DCC took over operating the garden.

20 Dunedin Olveston Historic Home - Visitation over the quarter is almost the same as last year. Total visitation for the year is up on previous years thanks to a busy cruise season with minimal weather-related cancellations. Olveston is close to the full year target. Total admissions are up on the last 7 years. This trend is predicted to continue over the next few years with the increase in cruise ship visits to Dunedin.

Major Initiatives

Community

21 South Dunedin Future – Staff assisted in the public drop-in session in July, alonside a number of DCC teams. A community-led hui was held in May and another is planned for September. The Council’s Place-Based Community Adviser continued to support community development initiatives and build community engagement in South Dunedin.

22 Refugee and Migrant Matters - Community Development staff continued involvement at all levels; from the strategic Dunedin Refugee Steering Group, and Dunedin Migrant Sector Partnership to the community-based Settlement Network, and various grass roots initiatives to make newcomers welcome. A City Project grant has recently been allocated to support a cultural exchange programme at Araiteuru Marae. Council staff consulted with groups around proposed priorities for operational funding.

23 Place Based Community Support - Following Council approval of the Place Based Community Grant, staff communicated with place based groups on the inaugural funding round. The round is open from 6 – 30 August. The Grants Subcommittee will meet in late September to allocate grants.

24 Mayor’s Taskforce for Housing - The Taskforce has met twice and is currently focusing on scoping emergency and social housing needs and opportunities; including central government funding and initiatives to address housing shortages.

25 Youth Development - The Dunedin Youth Committee held an alcohol-free quiz night event for under 18s in late May, attended by more than 70 young people. Both groups will be focusing on recruitment of new members in the coming semester as current members move beyond school and university. During the reporting period the DCC was approved as the “umbrella” organisation for the Otepoti Youth Vision in partnership with the Youth Advisory Committee and Dunedin Youth Committee. Implementation of this will begin in the 2018-19 financial year.

26 The DCC and Otago Community Trust selected three students to support to the Aspiring Leaders Forum in Wellington in July. Participants will be asked to present on their experience to Council.

27 Taskforce Green - Taskforce Green volunteers provided approximately 5,000 hours of voluntary work to the Council and community groups in the reporting quarter. More than 2,000 graffiti tags were removed, and four key projects completed. Projects included completion of a Harbour Cycleway clean up and beautification project in partnership with Rotary. Volunteers also delivered 6,000 letters to South Dunedin residents with the latest flood mitigation update from the DCC, and completed a trapping programme on the Peninsula for the Yellow Eyed Penguin Trust.

28 Enviroschools - The Rubbish Trip duo (zero waste advocates) visited Dunedin Enviroschools in Term Two and shared their experiences living zero waste with 350 students, 40 teachers and 15 parents. On 17 May two students and one teacher from Carisbrook School presented to the Environment Select Committee on banning single use plastic bags. Twenty-four teachers attended a Teacher Workshop on 1 June focused on waste minimisation. Several Enviroschools have since adopted waste reduction methods.

29 Keep Dunedin Beautiful - The new Keep Dunedin Beautiful Coordinator and Graffiti Coordinator started on 25 June. Her first role has been coordination of the annual Keep Dunedin Beautiful Awards on 30 July.

30 Events - The Festivals and Events Plan 2018 – 2023 was adopted by Council in April. The Plan came into effect on 1 July 2018. An implementation plan will be developed around the adopted plan.

31 Dunedin hosted a near capacity audience at the All Blacks v France test on 23 June. Community initiatives included team welcomes, lighting the Railway Station and enhancing the walking route experience with entertainment and city host volunteers.

32 Planning was undertaken to mark the Kendrick Lamar Damn. tour with two community initiatives, a hip hop dance workshop in the Octagon, and a performance in the Fringe Festival Hub by some of Dunedin’s up and coming young lyricists.

33 2018 New Zealand Masters Games - The 2018 New Zealand Masters Games was the fifth Games operating fully under the umbrella of the Dunedin (New Zealand) Masters Games Trust. Revenue at year end from registration fees achieved the forecast budget ($309,600). Securing the Otago Community Trust as the new naming partner for the New Zealand Masters Games 2018, careful budgeting and planning resulted in a surplus of $10,500.

Cultural Initiatives

34 Cultural app - Staff have been working with Aukaha (formerly KTkO) and Kiwa Digital to develop Whitiwhiti Ora (a ‘cultural app’) that will encourage and empower staff and elected members on te reo Māori and tikanga Māori through digital mechanisms. This is intended to be rolled out by the end the year and provides localised content.

Cultural Facilities

35 Public Libraries –The Book Sale Bunker took place in the City Library car park over the weekend of 6-8 April. Four events associated with Dunedin Pride Week were hosted at the City Library, as were several associated with the Wild Dunedin Festival, including a talk on zero waste. With the school holidays falling in April, all sites were busy.

36 May is New Zealand Music Month, and a range of events were organised across the network, including Nook'n Cranny. Events were also associated with iD Fashion Week, Tech Week and Sign Language week.

37 Events that attracted visitors during June included the monthly "Once Upon a Sunday" storytime; a Law for Tea talk; a meeting of the Continued Sense of Wonder bookclub; the launch of OAR's Radio Play; and the National Flash Fiction Award evening. Total visitation to the Dunedin Public Libraries in 2017/18 was 1,154,238 making it the most heavily visited and used cultural facility in the city.

38 Dunedin Public Art Gallery - Exhibitions opening to the public during this reporting period have included: Freedom and Structure: Cubism and NZ Art 1930-1960, The Freedom of the Migrant by Mathew Galloway, Not Neutral by the Wellington Media Collective, Performing Textiles by Kawita Vatanajyankur and Galari Bargan, a light work in the Art Gallery foyer by Australian artist Jonathan Jones. In addition, a full schedule of weekend and holiday public programmes were offered to complement the exhibition programme.

39 Toitū Otago Settlers Museum - The Scottish colours flags were lowered on 7 May 2018 and replaced with the French and New Zealand flags on 11 May 2018. (The Scottish colours have regularly been hung in the Call to Arms Gallery to coincide with ANZAC commemorations.)

40 The Sketched in Stone exhibition closed to the public on 13 May 2018. The exhibition was drawn from the Toitu art collection and included many examples of lithography from the Victorian and Edwardian eras.

41 Vogel and Bond is a new update of the Creative Dunedin gallery envisaged by guest curator Michael Findlay, which focusses on the nearby heritage warehouse precinct and looks at how neglected parts of the city are becoming revitalised. The new display opened on May 22, 2018.

42 No.1 Field Punishment, a video artwork by Pirate & Queen productions was installed on 22 May 2018 near the southern entrance to the Special Exhibitions Gallery, in close proximity to The Women’s War Exhibition.

43 Toitu te Whare Taoka, the display of photographs and audio-visual material showcasing Kai Tahu whanui’s ongoing relationship with the Museum closed on 23 May 2018. The display received support from local and visiting Ngāi Tahu rūnaka.

44 The Women’s War: Patriotism, Service & Dissent closed in the Special Exhibitions Gallery on 24 June 2018. Preparation is now underway for the Museum’s next major temporary exhibition, Suffrage & Beyond – 1893-2018 which marks the 125^th anniversary of women’s suffrage in New Zealand. Suffrage & Beyond opens in the Special Exhibitions Gallery on 7 September 2018.

45 What If? Dunedin’s Waterfront Vision display of the architectural models for the proposed long-term Waterfront development created by Architecture van Brandenburg continues in the NZR Bullnose area of the Museum until the end of August 2018. The feedback tree received thousands of responses from visitors which fed directly into the DCC’s 10 Year Plan.

46 Dunedin Chinese Garden - The Legend of Qu Yuan (Dragon Boat Festival) a day filled with workshops for people of all ages was held at the Garden. This proved to be very popular with most sessions being booked out well in advance.

47 Dunedin Olveston Historic Home – April to June were spent preparing for the coming season. Information for suppliers for the forthcoming season was updated, staff training programmes developed and risk assessment and H&S reviewed. In addition, the house was cleaned and polished and the grounds tidied up and packed down to await spring.

In winter the focus changes from tourists to locals. Olveston plans and presents programmes to reach a varied audience. The first of these events was at the end of June with the Southern Consort choir singing in the Grand Hall to a “full house”.

OPTIONS

48 As this is an update report, there are no options.

NEXT STEPS

49 A further update report will be provided after the conclusion of the next quarter. Key areas of focus for Ara Toi for the next period are: embedding the restructured Ara Toi team and initiating strategic planning and initiating the study into performing arts.

Signatories

Author:

Nicola Pinfold - Group Manager Community and Planning

Authoriser:

Nick Dixon - Group Manager Ara Toi

Sandy Graham - General Manager Strategy and Governance

Attachments

There are no attachments for this report.

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report relates to a public service and it is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☒	☐	☐
Environment Strategy	☒	☐	☐
Arts and Culture Strategy	☒	☐	☐
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☒	☐	☐
Other strategic projects/policies/plans	☒	☐	☐

The Community and Culture portfolio of activities support the outcomes of a number of strategies.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

As an update report, there are no specific implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

As an update report, there are no specific implications for sustainability.

Financial considerations

As this is an administrative report, there are no financial considerations.

Significance

This update report is considered of low significance under the Significance and Engagement Policy.

Engagement – external

As this is an update report, no external engagement has been undertaken.

Engagement - internal

As this is an update report, no internal engagement has been undertaken.

Risks: Legal / Health and Safety etc.

There are no identified risks.

Conflict of Interest

There is no conflict of interest identified in respect to this report.

Community Boards

The updates in this report do not relate specifically to Community Boards but are likely to be of general interest to them.

Chairperson	Aaron Hawkins
Deputy Chairperson	Rachel Elder	Marie Laufiso
Members	David Benson-Pope	Dave Cull
	Christine Garey	Doug Hall
	Mike Lord	Damian Newell
	Jim O'Malley	Chris Staynes
	Conrad Stedman	Lee Vandervis
	Andrew Whiley	Kate Wilson

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a	Minutes of Grants Subcommittee meeting held on 5 July 2017	16

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a	Minutes of Grants Subcommittee meeting held on 8 August 2017	28

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a	Minutes of Grants Subcommittee meeting held on 20 November 2017	32

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a	Minutes of Grants Subcommittee meeting held on 21 May 2018	43

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a	Minutes of Toitū Otago Settlers Museum Board held on 21 February 2018	60

Chairperson	Phil Dowsett
Members	Cr Doug Hall	Cr Aaron Hawkins
	Susan Schweigman	Peter Smith

2 INTRODUCTION OF THE NEW GROUP MANAGER ARA TOI and new senior staff representative - NICK DIXON
	Nick Dixon, the new Group Manager Ara Toi and new senior staff representative for this Board, introduced himself and answered members' questions.

6 Introduction of the new toitū Otago Settlers Museum board Representative
	Peter Smith, the new OSA representative on the Toitū Otago Settlers Museum Board, introduced himself and answered members' questions.

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a	Otago Museum Report to Contributing Local Authorities - May/June 2018	74