Notice of Meeting:

I hereby give notice that an ordinary meeting of the Grants Subcommittee will be held on:


Date:                                                    Wednesday 3 July 2019

Time:                                                   9.00 am

Venue:                                                Edinburgh Room, Municipal Chambers, The Octagon, Dunedin


Sue Bidrose

Chief Executive Officer


Grants Subcommittee

City Service City Project Grants






Cr Aaron Hawkins


Deputy Chairperson

Cr Andrew Whiley



Carolyn Campbell

Amanda Dyer


Cr Christine Garey

Cr Marie Laufiso


Hannah Molloy

Lois Scott


Desiree Williams



Senior Officer                                               Joy Gunn, Manager Community Development and Events


Governance Support Officer                  Rebecca Murray




Rebecca Murray

Governance Support Officer



Telephone: 03 477 4000







Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.


Grants Subcommittee

3 July 2019



ITEM TABLE OF CONTENTS                                                                                                                                         PAGE


1             Apologies                                                                                                                                                                    4

2             Confirmation of Agenda                                                                                                                                        4

3             Declaration of Interest                                                                                                                                           5      

Part A Reports (Subcommittee  has power to decide these matters)

4             City Service, City Project Grants 2019/20                                                                                                     11             



Grants Subcommittee

3 July 2019



1     Apologies

Apologies have been received from Cr Andrew Whiley.


That the Subcommittee:


Accepts the apologies from Cr Andrew Whiley.

2     Confirmation of agenda

Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.

Grants Subcommittee

3 July 2019


Declaration of Interest





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

2.         Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.



That the Subcommittee:

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

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








Declaration of Interest Register



Grants Subcommittee

3 July 2019


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Grants Subcommittee

3 July 2019


Part A Reports


City Service, City Project Grants 2019/20

Department: Community and Planning and Arts and Culture






1          The Grants Subcommittee is asked to allocate funding from the City Service, City Project grants fund to applicants.

2          Twelve applications requesting a total of $403,659.20 were received from arts and culture organisations, and 12 applications requesting a total of $273,937.00 were received from social sector organisations.

3          The Grants Subcommittee has $408,100.00 to allocate to organisations and projects.


That the Subcommittee:

a)     Decides the City Service, City Project grants to be allocated for 2019/20.



4          City Service grants provide financial support to social, arts, sports and recreation, environmental and heritage organisations that take a key and unique role in supporting the city to achieve its strategic goals and ultimately ensure Dunedin is one of the world’s great small cities.

5          As well as meeting the DCC’s general grants criteria, applications must meet the following criteria;

·        Their work in the city significantly contributes to achieving the priorities of one or more of the Council’s key strategies.

·        As an organisation they are critical to Dunedin’s community fabric and longer-term sustainability.

·        They can demonstrate evidence of community support, collaboration and building partnerships with other organisations.

·        The organisation has governance that is recognised as able to operate effectively and efficiently with a presence in Dunedin.

·        The funding is for core operating costs.

·        Grants are paid annually for a specified period of up to three consecutive years. At the end of each year successful applicants will be required to provide accountability reports.

·        Organisations have the opportunity to reapply for consideration for further funding at the completion of their funding arrangement.

6          City Project grants of more than $5,000 are for key projects that directly contribute to the achievement of the Council’s priorities as outlined in its strategic documents. Preference will be given to initiatives that meet the goals of more than one DCC strategy.

·        Funding requests must align with the DCC’s Community and Arts grants criteria.

·        Funds will only be granted on an annual basis.  However, groups can reapply.

·        Events projects are not eligible for funding under this grants scheme.

·        Organisations can be eligible for both a City Service Grant and a City Project Grant if the Grants Subcommittee deems the project as significantly outside the organisation’s usual work and could not be funded adequately by other grants.


Both City Service and City Project grants are allocated once annually.


7          The application period for City Service, City Project grants opened on 29 April 2019 and closed on 27 May 2019.  Face to face meetings, phone calls and emails were exchanged with various groups during the application period to assist them. Information related to the technical aspects of completing the application, the grants criteria and supporting documentation, was provided.

8          Staff have provided assessments to the Grants Subcommittee.



9          There are no options as the Grants Subcommittee is delegated to allocate grants that meet City Service, City Project criteria, with the budget allocated for 2019/20.


10        Following the Grants Subcommittee meeting staff will advise applicants of funding decisions, will manage grant agreements, payments and media advice.




Joy Gunn - Manager Events and Community Development

Kirsten Glengarry - Relationship Manager – Creative Industries and Special Projects


Nicola Pinfold - Group Manager Community and Planning






Appendix A City Service City Project Grant Applications 2019/20





Fit with purpose of Local Government

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

It also promotes the social well-being of communities in the present and for the future.


Fit with strategic framework




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



Māori Impact Statement

Maori have access to social supports and services, access to information and to cultural activities within the community.


Council’s support of community and arts and culture activities contributes to long-term community and economic wellbeing.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Grant funding is included within the 10 Year and Annual Plan.

Financial considerations

Funding requests exceed the allocated funding. However, this occurs in all grant areas. The Subcommittee has the delegation to allocate funding within the budget as it deems appropriate to applicants meeting the criteria. This year $408,100.00 is budgeted.


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

Engagement – external

Prior to, and during, the application process information was sent to a wide range of community and arts and culture stakeholders.  Staff provided further information to individual applicants on request.

Engagement - internal

Staff from Community Development and Events, Ara Toi, Communications and Marketing and Governance supported the grants process.

Risks: Legal / Health and Safety etc.

There are no known legal or health and safety risks associated with the applications received.

Conflict of Interest

One staff member had involvement with a grant applicant and the conflict was managed with another Advisor assessing the application.

Community Boards

There are no known implications for Community Boards.



Grants Subcommittee

3 July 2019


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