Agenda of Community and Culture Committee

Grants Subcommittee

Place Based Community Grants

MINUTES

Unconfirmed minutes of an ordinary meeting of the Grants Subcommittee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Wednesday 26 September 2018, commencing at 9.00 am

PRESENT

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

IN ATTENDANCE

Joy Gunn (Manager Community Development and Events), Paul Coffey (Senior Community Advisor), Nick Orbell (Community Advisor), Wai Piggott (Financial Analyst)

Governance Support Officer Rebecca Murray

1 Public Forum

There was no Public Forum.

2 Apologies

Moved (Cr Aaron Hawkins/Cr Marie Laufiso):

That the Subcommittee:

Accepts the apology from Ms Desiree Williams.

Motion carried (GS/2018/020)

3 Confirmation of agenda

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

Confirms the agenda without addition or alteration.

Motion carried (GS/2018/021)

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 North East Valley Community Development Project.

Hannah Molloy declared an interest in the Otago Museum (employee) and advised that the Fortune Theatre is removed as her previous employer.

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/2018/022)

Part A Reports

5 Grant Applications

The Manager Community Development and Events, the Senior Community Adviser and the Community Advisor provided background information on the Place Based Community Grants applications received, the criteria, and they responded to members questions.

Nick Orbell (DCC Staff) has an interest in the South Dunedin Community therefore Paul Coffey (DCC Staff) will speak to this application.

Lois Scott left the meeting while the Greater Green Island Community Network and Saddle Hill Foundation Trust were discussed at 9.32am and re-entered the meeting at 9.48am.

Lois Scott left the meeting while the North East Valley Community Development Project was discussed at 9.53am and re-entered the meeting at 9.56am.

Moved (Cr Christine Garey/Cr Marie Laufiso):

That the Subcommittee:

a) Approves the funding as follows which includes three year funding for Greater Green Island Community Network Charitable Trust and Saddle Hill Foundation Trust:

App No.	Name	Approved funding
1	Progress of Waikouaiti Area (POWA)	$22,000.00
2	Greater Green Island Community Network Charitable Trust (GGICN)	$70,000.00
3	Saddle Hill Foundation Trust (partnering with Otago Neighbourhood Support Charitable Trust) And $33,405 each year for the next 2 years to 2020/21	$34,605.00
4	South Dunedin Community Network	$64,715.00
5	The North East Valley Community Development Project And $55,000 each year for the next 2 years to 2020/21	$55,000.00
6	Caversham Community Group	$22,274.00
	Total	$268,594.00

All approved grants are subject to an agreement and subsequent year funding will be conditional on performance

Motion carried (GS/2018/023)

Moved (Cr Aaron Hawkins/Cr Marie Laufiso):

That the Subcommittee:

a) Declines the Opera House Trust

b) Recommends that those staff working to address housing issues in the city engage with the Opera House Trust on their social housing project.

Motion carried (GS/2018/024)

Moved (Cr Andrew Whiley/Cr Christine Garey):

That the Subcommittee:

a) Declines the Waikouaiti District Museum Inc

As the application did not meet the Place Based Community Grants criteria

Motion carried (GS/2018/025)

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a) Declines the Blueskin Resilient Communities Trust application. The subcommittee acknowledge the work of the Blueskin Resilient Communities Trust.

b) Recommends that staff engage with the Blueskin area to facilitate a whole of community approach to place based community development with the Runaka and groups within the area.

Motion carried (GS/2018/026)

Moved (Cr Marie Laufiso/Cr Christine Garey):

That the Subcommittee:

a) Thank the Community Development and Events staff for the great work carried out with the community groups.

Motion carried (GS/2018/027)

The meeting concluded at 11.00am.

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CHAIRPERSON

Grants Subcommittee

Biodiversity, Community, Community Events, Community Arts, Professional Theatre, Creative Communities Grants

MINUTES

Minutes of an ordinary meeting of the Grants Subcommittee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Monday 19 November 2018, commencing at 9.00 am

PRESENT

Chairperson	Cr Aaron Hawkins
Deputy Chairperson	Cr Andrew Whiley
Members	Nick Austin	John Barkla
	Carolyn Campbell	Amanda Dyer
	Cr Christine Garey	Peter Hayden
	Hannah Molloy	Lois Scott
	Desiree Williams

IN ATTENDANCE

Joy Gunn (Manager Community Development and Events), Paul Coffey (Senior Community Advisor), Rema Smith (Community Advisor), Wai Piggott (Financial Analyst), Kirsten Glengarry (Relationship Manager – Creative Industries and Strategic), Nick Dixon (Group Manager Ara Toi), Garreth Kyle (Research and Monitoring Officer), Richard Ewans (Biodiversity Advisor) and Marilyn Anderson (Community Events Advisor)

Governance Support Officer Rebecca Murray

Cr Whiley chaired the meeting.

1 Public Forum

There was no Public Forum.

2 Apologies

Moved (Cr Andrew Whiley/Cr Christine Garey):

That the Subcommittee:

Approves the apology received from Cr Laufiso and apology for lateness from Cr Hawkins.

Motion carried

3 Confirmation of agenda

Moved (Cr Christine Garey/Lois Scott):

That the Subcommittee:

Confirms the agenda without addition or alteration.

Motion carried (GS/2018/032)

The new Grants Subcommittee members were welcomed. Carolyn Campbell (Manawhenua Representative) and Peter Hayden (Arts Sector Representative) introduced themselves to the Subcommittee.

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.

Peter Hayden advised an interest in Wild Dunedin (Wife – Administrator/Organiser), John and Anna Caselberg Trust (Trustee/Member) and Stage South (Member).

Nick Austin advised an interest in the University of Otago Hocken Collections – Uare Taoka o Hākena Department (Employee).

Moved (Cr Andrew Whiley/Cr Christine Garey):

That the Subcommittee:

a) Amends the Elected or Independent Members' Interest Register;

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

Motion carried (GS/2018/033)

Part A Reports

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

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

The Research and Monitoring Officer (Garreth Kyle) and Biodiversity Officer (Richard Ewans) spoke to the report. They advised that ten applications had been received, with the total funding amount requested being $30,186, which was less than the $40,000 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.

Peter Hayden declared a conflict of interest in the biodiversity applications as he had made a submission. He left the room at 9.15am.

The meeting adjourned at 10.00am and reconvened at 10.24am.

Moved (Cr Christine Garey/Carolyn Campbell):

That the Subcommittee:

a) Approves the following funding:

Name	Approved funding
2018-07 Braes Farm Ltd	$475.00
2018-09 Orokonui Ecosanctuary	$5,000.00
2018-12 Quarantine Island Community	$2,051.00
2018-14 Peter Hayden MNZM	$1,121.00
2018-16 Katie Barnes with clarification of structure ownership and consents.	$4,750.00
2018-08 Michael and Sacha McNabb for the gorse control	$1,000.00
2018-10 GV & VM Kerr	$5,000.00
2018-15 Araiteruru Marae	$2,340.00
Total	$21,737.00

Motion carried (GS/2018/034)

Moved (Cr Christine Garey/Carolyn Campbell):

That the Subcommittee:

a) Declines the following funding:

Name

2018-11 Dunedin Environment Centre declined as grant is only for labour

2018-13 Brent Smith but encouraged to resubmit with a more appropriate plant list

Motion carried (GS/2018/035)

6 Dunedin Biodiversity Fund - Final Reports on Completed Projects

A report from Community and Planning provided a summary of the grants completed since the April 2018 funding round.

The report noted that three 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 three projects completed since the April 2018 subcommittee meeting.

Moved (Cr Christine Garey/Desiree Williams):

That the Subcommittee:

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

Motion carried (GS/2018/036)

John Barkla left the meeting and Peter Hayden re-entered the meeting at 10.43am.

7 Community and Creative Communiites Grants September 2018

Community Grants

The Manager Community Development and Events (Joy Gunn) took the report as read. The Senior Community Advisor (Paul Coffey) and the Community Advisor (Rema Smith) spoke to the funding applications and responded to members questions.

Cr Christine Garey declared an interest in items No. 2 Curtain Bank and No. 21 Parkinson’s New Zealand, and withdrew from the table while these applications were discussed.

Lois Scott declared an interest in No. 12 Presbyterian Support Otago and withdrew from the table while this application was discussed.

Moved (Cr Christine Garey/Desiree Williams):

That the Subcommittee:

a) Approves the funding as follows:

Name	Approved funding
1 Chai and Chat	$2,000.00
3 Downie Stewart Foundation Moana House Programme	$1,550.00
4 Dunedin Community Transport Trust	$4,200.00
5 English Language Partners Dunedin	$4,200.00
7 Lending Matters Dunedin (Presbyterian Support Otago are the fundholder)	$3,000.00
8 Shakti Ethnic Women’s Support Group Dunedin	$4,200.00
9 Taieri Christian Care Trust	$4,200.00
10 ChatBus	$4,200.00
11 Otago Youth Wellness Trust	$4,200.00
13 The Scout Association of New Zealand	$4,200.00
14 Youthline Otago Inc	$4,200.00
15 SeniorNet Otago Inc	$4,200.00
16 Alzheimer’s Society Otago Inc	$4,200.00
17 Aphasia New Zealand (AphasiaNZ Charitable Trust	$3,000.00
18 CCS Disability Action Otago Inc	$2,500.00
19 Dunedin Community Learning Centre	$4,200.00
20 Otago Multiple Sclerosis Society Inc	$4,200.00
22 The Brain Injury Association (Otago) Inc	$2,800.00
23 The Hearing Association Dunedin Branch Inc	$4,200.00
24 Andersons Bay Community Kindergarten	$860.00
25 Brighton Pony Club	$1,000.00
26 Ignite Consultants	$4,200.00
27 Waikouaiti/Palmerston Toy Library	$1,000.00
28 Garden to Table	$4,000.00
31 The Balmacewen Lions Club Inc condition plan for maintenance	$1,500.00
Total	$82,010.00

Motion carried (GS/2018/037)

Moved (Nick Austin/Peter Hayden):

That the Subcommittee:

a) Approves the funding as follows:

Name	Approved funding
2 Curtain Bank	$4,200.00
12 Presbyterian Support Otago	$3,500.00
21 Parkinson’s New Zealand	$4,200.00
Total	$11,900.00

Motion carried (GS/2018/038)

Moved (Cr Christine Garey/Desiree Williams):

That the Subcommittee:

a) Declines funding requests as follows:

Name

6 Koru Dunedin Migrant Support (also known as the Refugee Support Centre) - The Subcommittee acknowledges the work of this new group but have declined to fund in this instance. Staff are to work with the group on how it will record and evaluate its work and the value and satisfaction with former refugees not already being supported through the Red Cross programme. With this work completed, the Subcommittee encourage an application to the March round.

29 Methodist Mission Southern - The Subcommitteee acknowledged that in the past the Methodist Mission received two grants each year as it took over the operation of Arahina House in Mosgiel. This service no longer exists, therefore the logic of receiving more than one grant no longer applies. The Methodist Mission had received both City Service and City Project grants this year.

30 Blueskin Resilient Communities Trust - The subcommittee noted that the Trust had received a Place Based Community Grants fund (Place based groups can only receive one grant in a 12 month period for community development work). It was also noted that other place based groups are working with Emergency Management Services without additional funding from the Dunedin City Council.

Motion carried (GS/2018/039)

The meeting adjourned at 12.11pm and reconvened at 12.38pm.

Community Art Grants

The Relationship Manager – Creative Industries and Strategic (Kirsten Glengarry) introduced herself to the Subcommittee members. She spoke to the applications and responded to members questions.

Cr Aaron Hawkins entered the meeting at 12.49pm.

Peter Hayden declared an interest in No. 6 Anna and John Caselberg Charitable Trust and Dunedin Wildlife Trust and withdrew from the table while these applications were discussed.

Carolyn Campbell declared an interest in No. 2 Te Roopu Tautoko Ki Te Tonga and withdrew from the table while this application was discussed

Cr Aaron Hawkins declared an interest in No. 7 Trickster and No. 8 Metonymic Trust and withdrew from the table while these applications were discussed.

Moved (Cr Christine Garey/Lois Scott):

That the Subcommittee:

a) Approves the funding as follows:

Name	Approved funding
1 Community Arts and Circus Trust New Zealand	$4,000.00
2 Te Roopu Tautoko Ki Te Tonga	$3,000.00
3 Orokonui Ecosanctuary	$3,000.00
4 Down in Edin Magazine	$4,000.00
5 Taieri Dramatic Society Inc	$1,500.00
6 Anna and John Caselberg Charitable Trust	$1,500.00
7 Trickster	$5,000.00
8 Metonymic Trust	$4,000.00
9 NZ Music Managers Forum	$1,500.00
10 Little Scorpion Productions	$5,000.00
11 Allbell Artist Studios – Erica Sklenars	$2,500.00
Total	$35,000.00

Motion carried (GS/2018/040)

Moved (Cr Christine Garey/Lois Scott):

That the Subcommittee:

a) Declines the following funding application:

Name

Dunedin Wildlife Trust - staff to work with the applicant to research other applicable funding avenues.

Motion carried (GS/2018/041)

Professional Theatre Grants

Cr Aaron Hawkins chaired the meeting from 1.21pm.

Cr Aaron Hawkins acknowledged the passing of dancer and choreographer Douglas Wright and photographer Peter Peryer, two national figures of which the loss would be felt locally.

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a) Congratulates Marilynn Webb for being awarded the Nga Tohu a Ta Kingi Ihaka for her lifetime of achievement in art and leadership as a Māori artist, which was awarded at the Creative New Zealand Te Waka Toi Awards.

Motion carried (GS/2018/042)

Cr Aaron Hawkins declared a conflict of interest in No. 3 Afterburner and No. 4 Ruth Carraway and withdrew from the table while these applications were discussed.

Desiree Williams declared a conflict of interest with No. 4 Ruth Carraway and withdrew from the table while this application was discussed.

Cr Christine Garey declared a conflict of interest in No. 5 Wolfgang Creative and withdrew from the table while this application was discussed.

Cr Aaron Hawkins withdrew from the meeting while Afterburner and Ruth Carraway were discussed and Cr Andrew Whiley chaired the meeting from 1.45pm to 1.50pm.

Cr Aaron Hawkins chaired the meeting from 1.50pm.

Moved (Cr Andrew Whiley/Hannah Molloy):

That the Subcommittee:

a) Approves the funding as follows:

Name	Approved funding
1 The Unity Creative – Charlie, Estelle and the Poppazoid School Tour	$10,000.00
2 WAITI Productions Ltd	$8,000.00
4 Ruth Carraway	$5,500.00
6 University of Otago	$10,000.00
8 Arcade Theatre Company	$17,500.00
Total	$51,000.00

Motion carried (GS/2018/043)

Moved (Peter Hayden/Lois Scott):

That the Subcommittee:

a) Approves the funding as follows:

Name	Approved funding
5 Wolfgang Creative PH, LS / MC Cr G stood aside	$9,500.00

Cr Christine Garey withdrew.

Motion carried (GS/2018/045)

Moved (Peter Hayden/Carolyn Campbell):

That the Subcommittee:

a) Approves the funding as follows:

Name	Approved funding
7 Ruaimoko Charitable Trust PH, CC / MC	$9,500.00

Motion carried (GS/2018/046)

Moved (Cr Aaron Hawkins/Hannah Molloy):

That the Subcommittee:

a) Declines a funding application as follows:

Name

The Unity Creative – New Project’ devising workshop with John Bolton

Motion carried (GS/2018/047)

Creative Communities Grants

The Relationship Manager – Creative Industries and Strategic (Kirsten Glengarry) spoke to the applications and responded to members questions.

Cr Aaron Hawkins declared a conflict of interest with No. 7 Abby Howells, No. 8 The Dangerfield and Vladevescu Steampunk Theatre, No. 10 Form and Compression v3.0, No. 15 The Down Low Theatre Company, No. 17 Lily Jay Ross and Jordan Dickson, No. 19 Holly Aitchison and withdrew from the meeting while these applications were discussed. Cr Whiley chaired the meeting.

The meeting was adjourned at 2.52pm and reconvened at 3.00pm. Cr Aaron Hawkins Chaired the meeting.

It was noted that the meeting would exceed the allowable timeframe of six hours and therefore would need to be extended as set out in standing order 4.2.

Moved (Cr Aaron Hawkins/Cr Andrew Whiley):

That the Subcommittee:

a) Resolved to continue the meeting beyond six hours as set in accordance with Standing Order 4.2.

Motion carried (GS/2018/048)

Moved (Desiree Williams/Hannah Molloy):

That the Subcommittee:

a) Approves the funding as follows:

Name	Approved funding
1 iD Dunedin Fashion Society Inc	$1,000.00
3 Script to Screen	$1,800.00
7 Abby Howells	$1,770.00
14 Dunedin Midwinter Celebrations	$2,000.00
17 Lily Jay Ross and Jordan Dickson	$2,760.00
Rad Dunedin Ltd	$1,500.00
Total	$10,830.00

Cr Aaron Hawkins withdrew

Motion carried (GS/2018/049)

Moved (Hannah Molloy/Cr Christine Garey):

That the Subcommittee:

a) Approves the funding as follows:

Name	Approved funding
2 Dunedin Opera Company (Opera Otago)	$1,000.00
4 East Otago Musical Theatre Inc	$1,200.00
5 Scout Association of NZ Otago Gang Show	$1,000.00
6 Taieri Dramatic Society Inc	$1,500.00
8 The Dangerfield and Vladevescu Steampunk Theatre	$716.00
9 Dunedin Chinese Art/Instrument Association	$1,000.00
10 Form and Compression v3.0	$1,700.00
11 Dunedin Theatre Reviewers’ Collective	$1,000.00
12 Christine Keller	$1,500.00
13 Struck by Lightning Ltd	$2,000.00
15 The Down Low Theatre Company	$800.00
16 Hills Radio Trust/OAR FM Dunedin (Otago Access Radio)	$2,000.00
18 Kaitrin McMullan and Brydee Strang	$2,000.00
19 Holly Aitchison	$1,200.00
20 Sweet Adelines International NZ Region Inc	$1,500.00
21 South Dunedin Business Association	$2,000.00
22 Youthline Otago Inc	$3,000.00
23 Connected Media Trust	$1,000.00
25 New Edinburgh Folk Club	$1,500.00
26 Poems in the Waiting Room (NZ)	$1,000.00
27 Trickster	$1,500.00
28 The Waitati Music Festival Inc	$3,000.00
Total	$33,116.00

Motion carried (GS/2018/050)

Moved (Carolyn Campbell/Peter Hayden):

That the Subcommittee:

a) Approves the funding as follows:

Name

Approved funding

24 Baroque Music Community and Educational Trust of New Zealand

$1,054.00

Motion carried (GS/2018/051)

Moved (Hannah Molloy/Cr Christine Garey):

That the Subcommittee:

a) Declines the funding applications as follows:

Name

Richard Carlos Torr

Fraser Thompson

Motion carried (GS/2018/052)

Nick Austin and Peter Hayden left the meeting at 3.10pm.

Small Projects and Neighbourhood Matching Grants and Landfill Grants

The report noted the applications approved by the Chairperson for grants under $500.00 from 1 April to 28 September 2018 and the Annual Landfill Grants Allocated for Landfill use by Non-Profit Organisations.

Amanda Dyer declared a conflict of interest with the Roslyn Bowling Club and withdrew from the table while this application was discussed.

Moved (Cr Christine Garey/Cr Andrew Whiley):

That the Subcommittee:

a) Notes the funding allocated between 1 April and 28 September 2018 for Small Project, Neighbourhood Matching and Landfill Grants.

Motion carried (GS/2018/053)

Community Event Grants

Cr Aaron Hawkins left the meeting at 3.14pm and Cr Andrew Whiley chaired the meeting.

Lois Scott declared a conflict of interest with the Valley Project and withdrew from the table while this application was discussed.

The Community Events Advisor (Marilyn Anderson) spoke to the applications and responded to members questions.

Moved (Cr Andrew Whiley/Cr Christine Garey):

That the Subcommittee:

a) Approves the funding as follows:

Name	Approved funding
1 Royal New Zealand Pipe Band Association-Otago Centre	$2,000.00
2 Otago University Sri Lankan Students’ Association	$400.00
3 Otago Scout Gang Show	$2,000.00
4 Dunedin Ice Staking Club	$2,100.00
5 The Valley Project	$2,350.00
6 The Waitati Music Festival Inc	$3,000.00
7 Dunedin Poultry, Pigeon & Cage Bird Club Inc	$2,000.00
8 Piping and Dancing Association of New Zealand Inc – Otago Centre	$3,000.00
9 NZ Chinese Association, Otago & Southland Branch Inc	$2,000.00
10 Festival of the Plain Inc	$3,000.00
11 Nook & Cranny Music Festival	$2,500.00
13 Mosgiel Memorial RSA	$925.00
14 Weet-Bix Foundation	$1,400.00
15 Dunedin Burns Club	$3,500.00
16 Otago Rose Society Inc	$600.00
17 Brighton Gala Experience	$1,900.00
18 Otago Cricket Association	$3,000.00
19 Vintage Car Club	$1,500.00
20 New Edinburgh Folk Club	$3,000.00
Total	$40,175.00

Motion carried (GS/2018/054)

Moved (Desiree Williams/Hannah Molloy):

That the Subcommittee:

a) Declines the funding applications as follows:

Name

The Social Experiment

Pioneers Childcare

Motion carried (GS/2018/055)

The meeting concluded at 3.34pm.

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CHAIRPERSON

Toitū Otago Settlers Museum Board

MINUTES

Minutes of an ordinary meeting of the Toitū Otago Settlers Museum Board held in the Otago Settlers Association Board Room, Toitū Otago Settlers Museum, 31 Queens Gardens, Dunedin on Wednesday 01 August 2018, commencing at 9.00 am

PRESENT

Chairperson	Phil Dowsett

Members	Cr Rachel Elder	Cr Doug Hall
	Susan Schweigman	Peter Smith

IN ATTENDANCE

Nick Dixon (Group Manager, Ara Toi), Cam McCracken (Director, Dunedin Public Art Gallery)

Governance Support Officer Rebecca Murray

1 Apologies

Moved (Mr Phil Dowsett/Cr Doug Hall):

That the Board:

Accepts the apology from Cr Aaron Hawkins.

Motion carried (TOSM/2018/022)

2 Confirmation of agenda

Moved (Mr Phil Dowsett/Cr Rachel Elder):

That the Board:

Confirms the agenda with the following addition item, that the Board will to go into non-public to discuss general operations.

Motion carried (TOSM/2018/023)

3 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 (Mr Phil Dowsett/Cr Doug Hall):

That the Board:

a) Notes the Elected or Independent Members' Interest Register

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

Motion carried (TOSM/2018/024)

4 Confirmation of Minutes

4.1 Toitū Otago Settlers Museum Board meeting - 27 June 2018

Moved (Mr Phil Dowsett/Cr Rachel Elder):

That the Board:

Confirms the minutes of the Toitū Otago Settlers Museum Board meeting held on 27 June 2018 as a correct record.

Motion carried (TOSM/2018/025)

Reports

5 Toitū Otago Settlers Museum Activity Report

This report covered the activities of Toitū Otago Settlers Museum for the period of 1 May to 30 June 2018.

Moved (Mr Phil Dowsett/Cr Doug Hall):

That the Board:

a) Notes the Toitū Otago Settlers Museum Report.

Motion carried (TOSM/2018/026)

Resolution to exclude the public

Moved (Mr Phil Dowsett/Mr Peter Smith):

That the Board:

Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:

General subject of the matter to be considered

C1 General Operations

Reasons for passing this resolution in relation to each matter

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

Ground(s) under section 48(1) for the passing of this resolution

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

Reason for Confidentiality

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987, and the particular interest or interests protected by Section 6 or Section 7 of that Act, or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above after each item.

Motion carried (TOSM/2018/027)

The meeting moved into confidential at 9.15am and concluded at 10.00am.

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

CHAIRPERSON

Community and Culture Committee

12 February 2019

Ara Toi Otepoti and City of Literature
Key Activities and Achievements

Department: Arts and Culture

EXECUTIVE SUMMARY

1 The purpose of this report is to update Council on Ara Toi Ōtepoti and City of Literature work in 2018.

RECOMMENDATIONS

That the Committee:

a) Notes the Ara Toi Ōtepoti and City of Literature report July – December 2018.

BACKGROUND

2 Ara Toi Ōtepoti: Our Creative Future: Dunedin’s Arts and Culture Strategy was adopted by Council in May 2015. A fully staffed Ara Toi team was in place in October 2018 with an operations budget of $257,000 provided in the 2018/19 Annual Plan. Ara Toi has strong connections with the 2013-23 Economic Development and Social Wellbeing Strategies.

3 Ara Toi meet quarterly with the Creative Dunedin Partnership who provide community feedback and guidance.

4 Ara Toi provides a framework and a direction for the development of arts and culture within Dunedin to realise the vision that ‘Dunedin is one of the world’s great small cities with arts and culture at its core’.

5 The four key strategic themes of Ara Toi are Identity Pride, Creative Economy, Access and Inclusion, and Inspired Connections. These themes collectively provide a focus for Dunedin to celebrate its creativity, to support the city’s creative sector, to enhance Dunedin’s place as a compelling destination, to include the whole community in creative activity and to connect with creative communities across New Zealand and internationally.

6 The City of Literature designation and the City of Literature activities are aligned with and exemplify the Ara Toi strategic themes of Inspired Connections (Networked Winner, Ambitious partner) and Creative Economy (Promote and Profile, World Class Player).

DISCUSSION

7 The work programmes for Ara Toi and the City of Literature build on the foundations laid from 2015/16. A detailed list of activities and achievements during the period July – December 2018 is presented in Attachment A.

8 A key area of focus for Ara Toi during the period July- December 2018 has been the Performing Arts Feasibility Study and the Professional Theatre Fund. The Fund has been added to the DCC contestable grants pool to ensure professional theatre is still made and shown in Dunedin. On-going work for the Ara Toi team will include implementation of the Public Art framework along with delivery of the Art and Creativity and Infrastructure policy.

9 The Ara Toi work programme has continued to support installations by the Dunedin Dream Brokerage, Boosted crowd funding, Bring it Home which promotes music and film making in Dunedin, the continuation of the Joy and Jeopardy funding hui, Creative Industries projects and the partnership with the Otago Community Trust to offer the Capability Fund to support Dunedin arts and cultural organisations.

10 Council approved a budget of $149,000 in the 2018/19 Annual Plan for the City of Literature work programme.

11 Key areas for the City of Literature during the period July to December 2018 have been the partnership with the Pulse Energy Highlanders rugby team in a new programme, Little Landers Literature, and with theArtDept in its Painted Poems initiative, both for primary schools; the launch of the Dunedin UNESCO City of Literature Wild Writing Competition in partnership with Wild Dunedin New Zealand Festival of Nature; the launch of a free City of Literature app, dtour, with the University of Otago’s Department of English and Linguistics; the Lan Yuan Chinese Garden Essay Competition for tertiary students visiting from Shanghai; and the UNESCO Cities of Literature Communications and Promotions Working Group chaired by Skype by the Director City of Literature.

OPTIONS

12 There are no options.

NEXT STEPS

13 The Ara Toi team will continue work on the Preforming Arts Feasibility Study and will begin to deliver on the Public Art Framework and Art and Creativity in Infrastructure policy in 2019.

14 The UNESCO Cities of Literature Short Play Festival will be hosted by the University of Otago in September 2019. Playwrights, theatre companies, and tertiary Theatre or Drama programmes in other Cities of Literature are invited to send scripts or playwrights and actors, and to participate in the event. The Festival will allow contributors and participants to share their work with a wider international audience.

Signatories

Author:

Kirsten Glengarry - Relationship Manager – Creative Industries and Special Projects

Authoriser:

Nick Dixon - Group Manager Ara Toi

Simon Pickford - General Manager Community Services

Attachments

	Title	Page
⇩a	Key Activities and Achievements 2018	74

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report relates to providing 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	☐	☐	☐

Ara Toi is one of the eight key strategies in the strategic framework and works in synergy with the other city strategies. The initial arts and culture actions can be expected to drive economic success and contribute to better social outcomes for the city.

The City of Literature supports activities that contribute to the four themes of Ara Toi and also supports other key strategies including the: Social Wellbeing Strategy in promoting ‘Connected People’ and ‘Vibrant and Cohesive Communities’ and the Economic Development Strategy by providing activities that support ‘Business Vitality’, ‘Alliances for innovation’ ‘Linkages beyond our borders and ‘A compelling destination’.

Māori Impact Statement

Ara Toi

Kai Tahu has been closely linked to the development of Ara Toi. Kai Tahu views are represented though membership of the Creative Dunedin Partnership.

City of Literature

The fundamental contribution of tangata whenua to the culture of Dunedin is recognised in the designation of the city as a UNESCO City of Literature.

Sustainability

Ara Toi

The implementation of Ara Toi supports more sustainable local economic development.

City of Literature

The City of Literature aims to increase cultural tourism and more sustainable local economic activity.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The 2018/19 Annual Plan included $245,000 funding for Ara Toi and $149,000 for the City of Literature.

Financial considerations

This report is for information only and there are no financial implications.

Significance

This report is for information only and is of low significance.

Engagement – external

There has been no external engagement in the development of this report. The activities undertaken in the implementation of Ara Toi and the City of Literature have involved engagement with a broad range of external stakeholders and partners.

Engagement - internal

Council staff in the Enterprise Dunedin Group, Finance, Ara Toi and City of Literature have provided input for this report.

Risks: Legal / Health and Safety etc.

There are no identified legal or health and safety risks related to the information in this report.

Conflict of Interest

No conflicts of interest have been identified regarding the information in this report.

Community Boards

Community Boards will be involved where Ara Toi and City of Literature projects are implemented in their area.

Community and Culture Committee

12 February 2019

Community and Culture Non-Financial Activity Report for the Quarter Ended 31 December 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 31 December 2018.

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

· Increased community satisfaction with city festivals and events.

· Dunedin being named the ‘Most Beautiful City’ in the Keep New Zealand Beautiful Awards.

RECOMMENDATIONS

That the Committee:

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

b) Notes the Dunedin Youth Council Six Monthly report (Attachment A.)

BACKGROUND

3 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.

4 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

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

6 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

7 A 2% decrease in satisfaction with ‘Sense of community’ was reported as at 31 December 2018.

Satisfaction with Festivals and Events

8 A 4% increase in satisfaction with ‘city festival and events’ was reported as at 31 December 2018. Events of note which occurred during this quarter included the Santa Parade, Lighting of the Christmas Tree and New Year’s Eve.

Satisfaction with Cultural Facilities

9 A 1% decrease in satisfaction with Dunedin Public Libraries was reported as at 31 December 2018.

10 A 1% decrease in satisfaction with Dunedin Public Art Gallery was reported as at 31 December 2018.

11 A 2% decrease in satisfaction with Toitū Otago Settlers Museum was reported as at 31 December 2018.

12 A 5% increase in satisfaction with the Dunedin Chinese Garden was reported as at 31 December 2018.

13 A 2% increase in satisfaction with the with Dunedin Olveston Historic Home was reported as at 31 December 2018.

Visitation Numbers

14 Dunedin Public Libraries – During the period July to December 2018, visitation to the Dunedin Public Libraries increased by 19,444 visits or 3.4% compared to the same period in 2017/18. Total visitation is currently exceeding the pro rata performance target by 37,190 visits or 6.8%. Key contributing factors to increased visitation include popular public programmes as well as relevant collection resources and services, including free wifi in all libraries supporting access to an extensive range of physical and digital resources.

15 Dunedin Public Art Gallery - Visitation to the Art Gallery was 56,416 this reporting period. This is in line with our annual visitation target and largely in keeping with the second quarter last year. The Art Gallery offers a diverse range of exhibitions and associated public programmes which continue to be popular with local audiences and visitors to Dunedin.

16 Toitū Otago Settlers Museum - Just under 80,000 people visited Toitū Otago Settlers Museum between October and December 2018. This figure is slightly down on the same period in 2017 but in line with 2016.

17 Dunedin Chinese Garden - Visitation to Lan Yuan, the Dunedin Chinese Garden was 10,708 this reporting period, which continues a small upward trend and mirrors an increase in satisfaction measured in the latest ROS survey. There will be a spike (experienced annually) in February 2019 which is the time when Chinese New Year is next celebrated.

18 Dunedin Olveston Historic Home - Visitation over this quarter has been up on last year, mostly due to an increase in visitation from cruise ships, with no weather-related ship cancellations. Olveston is now in the peak tourism season of November to March. Visitors arrive on coach tours, on-shore group tours from cruise ships or as independent travellers. Some days, especially on busy cruise ship days, the house is at capacity.

Major Initiatives

Community

19 South Dunedin Future: Community Development staff continued to support initiatives and build engagement within South Dunedin. A place based network has arisen from the South Dunedin Stakeholder Group to lead hui and capacity building work, including a successful application to the Place-based Community Grant Fund to employ a community worker. The worker started in January 2019. The new placed based group and South Dunedin Stakeholder Group are separate groups, but well connected with each other. Staff are liaising with University of Otago academics contributing to various research projects around climate change and low-lying communities.

20 Refugee and Migrant Matters: Community Development staff continued to work with the district health board and other agencies to provide an accessible interpreting service across the city. This will be available from early 2019 to community groups and former refugees needing support from community groups. During the reporting period a civic welcome was held for former refugees who have settled in the city. The DCC and Red Cross partnered on organising a community hui that focused on discussions around the needs and culture of the Afghan community which is expected to begin settling here under the New Zealand Refugee Resettlement Strategy from March 2019.

21 Staff supported community meetings between Immigration New Zealand and former refugees to discuss resettlement and they are assisting the Dunedin Multi Ethnic Council in its plans for Race Relations Week from 15 – 24 March. Staff undertook focus groups with migrants, refugees and people supporting them to examine how accessible DCC web-based information was for new settlers. Staff will work with external organisations and the web team to update information before it is translated.

22 Place Based Community Support: A new Community Advisor was recruited to focus primarily on place based community support. The first grants for Place Based Community Groups were provided in October with all seven successful applicants visited. Staff are supporting activity towards Neighbours Day Aotearoa (March 24). The project to consider longer term options for place based support by Council has begun, and a report will be provided with recommended options in December 2019.

23 Mayor’s Taskforce for Housing: The interim report from the Mayor’s Taskforce for Housing was provided to Council in November. Council staff are organising a Housing Summit for 28 February which will provide information on housing issues and opportunities. It is anticipated the event will bring together developers, funders, social agencies and other groups interested in addressing the city’s housing shortage to develop responses.

24 Youth Development: Thirteen secondary school students have been selected to join the Dunedin Youth Council (DYC) including a new manawhenua representative. Selection was made by two groups; the Youth Council and adult mentors. Four of the Councillors from 2018 will continue their two-year term. A full report, prepared by the DYC, is attached as Appendix A.

25 Ongoing membership of the Youth Action Committee has been harder to maintain, and staff will be approaching youth organisations in 2019 to ascertain if a Youth Action Committee provides the best form of ongoing engagement and consultation, or whether there are better ways to engage.

26 Staff are progressing the implementation of the Otepoti Youth Vision with a formal launch planned for May 2019 during Youth Week.

27 Taskforce Green: During the reporting quarter 45 volunteers worked on over 30 different projects, contributing over 5,500 hours of labour.

28 Enviroschools: Waitati School partnered with their local community to be the first school in Otago to design, fund, and install solar panels large enough to power the whole school. Excess electricity produced by the school is sold back to the community through Blueskin Energy Network. Solar panels were identified as the ‘next step’ during their Enviroschools 2017 Green-Gold Reflection.

29 Enviroschools hosted 14 Dunedin Schools at Araiteuru Marae to explore the theme of fresh water. Students worked with experts from Orokonui Ecosanctuary, DCC 3-Waters, Shetland Street Community Gardens, and Landcare Trust exploring the health of Kaikorai Stream by studying its macroinvertebrates, turbidity and flow.

30 Keep Dunedin Beautiful: Dunedin was named the Most Beautiful City in the Keep New Zealand Beautiful Awards at the end of October. The Beautiful Awards celebrate sustainability, environmental excellence and community beautification, with the judges commenting on the strong sense of community pride, exceptional recycling initiatives and heritage conservation projects shown in Dunedin’s application.

31 Events: The ‘Paint the Town Ed’ festival put together by the DCC is up for an award in the Best Local Government Event category. Also reaching the finals based on the Ed Sheeran concert weekend experience, DVML is in the running for two awards - Best Venue and Best Emerging Event Professional. The NZ International Science Festival is also finalist for the Best Regional Event. The awards will be held in March at a ceremony in Auckland.

32 Staff coordinated a training opportunity on Strategic Planning for event organisers with 26 attendees participating.

33 Armistice Day commemorations were coordinated with the RSA, the annual Christmas Tree lighting event and New Year’s Eve Octagon activities were also organised.

34 Planning for the Masters Games 2020 is underway.

Cultural Initiatives

35 City of Literature: The Dunedin UNESCO City of Literature Wild Writing Competition was launched in late 2018 in partnership with Wild Dunedin New Zealand Festival of Nature. Entrants are invited to write a single great sentence that describes something in nature that has moved them to put pen to paper. Entries are welcomed from writers all over the world aged 18+ with an interest in wildlife. Judging will take place in early 2019 and the best sentence will be turned into a postcard for the Wild Cards series. This competition celebrates the importance of the natural world to healthy communities, and uses literature to draw attention to sustainability as well as Dunedin’s extraordinary natural environment.

36 A new City of Literature app, dtour, was launched with the University of Otago’s Department of English and Linguistics in December 2018. The app will help locals and visitors to explore Dunedin’s rich literary heritage and geography. It links remarkable local writers and their stories to memorable sites in Dunedin and Otago and is intended to increase engagement with both. The app was created in collaboration with Hocken Collections, Music, Theatre, and Performing Arts at Otago University, Otago Museum, and AppLab Ltd. The project received grants from the University of Otago, the Otago Community Trust, and the Athenaeum Library. The app features 50 authors and sites, with another 50 authors in the pipeline for 2019. The app can be used on iPhone, android, and Windows devices and is free to download, and is being showcased in a display at Otago Museum.

37 The City of Literature partnered with the Otago Daily Times on a series of fictional short stories printed in the newspaper in December 2018.

38 Winners of the Lan Yuan Chinese Garden Essay Competition, open to young Shanghai tertiary students who were coming to Dunedin to take part in the two-week educational scholarship programme organised by the Mayor’s Office, received their prizes at a ceremony at the Chinese Garden.

39 The Director City of Literature began chairing the Cities of Literature Communications and Promotions Working Group by Skype with representation from the Cities of Literature Offices in Kraków, Óbidos, Seattle, and Ulyanovsk. The working group is looking to increase visibility for the Network and its regular shared projects and to leverage literary tourism opportunities, as well as showcasing work from the individual cities.

40 Public Libraries: Key activities for the Dunedin Public Libraries during this quarter included the Latin America and Spain Film Festival, the Ignition Kids Book Festival and the Pizza Wheel Reading Challenge. The 2018/19 City of Readers Summer Reading Challenge was also launched in December 2018 to promote reading by school aged children over the summer school holidays. Entries in the Youth and Adult sections of the 2019 Robert Burns Poetry Competition also closed during the period with winners to be announced on the bard’s birthday on 25 January 2019.

41 In addition, the Libraries continued to offer its regular public programmes including preschool Storytime sessions in all libraries, book clubs, Lego Club, Homework Club, Children’s Craft Club, Wriggle & Rhyme, Stepping Up digital literacy training programme, author talks, school visits, school holiday programmes in community libraries, Once Upon a Sunday children’s programme and the Continued Sense of Wonder children book group.

42 The Gig Space on the ground floor of the City Library enables the presentation of a variety of content selected to support the wider Library operations, the work of Ara Toi and the City of Literature, high profile events such as the Olympics and Rugby world cup and live streams of local interest (for example albatross hatching).

43 Recent presentations have included videos on breast feeding, problem gambling, Statistics NZ, sharks and mental health.

44 Dunedin Public Art Gallery: The Art Gallery opened a very popular suite of contemporary Chinese Art exhibitions, New Networks: Contemporary Chinese Art and Artificial Wonderland by internationally renowned Shanghai artist Yang Yongliang. Yang spent time in Dunedin earlier in 2018 as part of the Gallery’s international artist residency programme.

45 The Gallery’s major exhibition Gordon Walters: New Vision is touring New Zealand and opened at the Christchurch Art Gallery in November 2018. The show prominently carries the Art Gallery brand and helps reinforce position Dunedin as a significant producer of cultural capital.

46 Toitū Otago Settlers Museum: Toitū experienced its usual busy December with Christmas programming for families including the ever-popular Pixietown display. In November, the 125^th anniversary of Women’s suffrage was celebrated in the final official event held across the country to mark the 125^th anniversary of women’s suffrage in New Zealand.

47 Staff at the Museum continue to focus significant time and energy on working through a work programme to address long standing Collections issues. Significant progress is being made on these projects.

48 Dunedin Chinese Garden: September was the month when we celebrated the 10 year anniversary of the opening of Lan Yuan and welcomed an official delegation from the Yu Garden in Shanghai. Other celebratory events will include an exhibition by King Tong Ho called 'Object – Affection', and a combined Moon Festival and Ten-Year Anniversary Celebration Day at the Dunedin Chinese Garden. As well as these, there will be a series of scholars in residence at the Garden starting from September 2018, including teaching and demonstrating calligraphy, painting, literature, art, and music.

49 Dunedin Olveston Historic Home: This is a popular time of year for venue bookings for weddings, family celebrations and small group get togethers. Olveston also gets an increase in local visitors as residents act as ambassadors to the city showing their friends and family highlights and visitor attractions.

OPTIONS

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

NEXT STEPS

51 A further update report will be provided after the conclusion of the next quarter. Key areas of focus in terms of Community Development are: the Housing Summit, place based community support, and continuing to support the community dimension of South Dunedin Future.

Signatories

Author:

Nicola Pinfold - Group Manager Community and Planning

Authoriser:

Nick Dixon - Group Manager Ara Toi

Sandy Graham - General Manager City Services

Attachments

	Title	Page
⇩a	Dunedin Youth Council Six monthly report (June - December 2018)	91

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 Annual Plan or Financial Strategies.

Financial considerations

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

Significance

This update report is assessed as 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.

	Title	Page
A ⇩	Minutes of Grants Subcommittee meeting held on 26 September 2018	16

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