Notice of Meeting:

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

 

Date:                                                    Wednesday 2 October 2019

Time:                                                   9.00 am

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

 

Sue Bidrose

Chief Executive Officer

 

Grants Subcommittee

Place-Based Community Grants

PUBLIC AGENDA

 

MEMBERSHIP

 

Chairperson

Cr Aaron Hawkins

 

Deputy Chairperson

Cr Andrew Whiley

 

Members

Carolyn Campbell

Amanda Dyer

 

Cr Christine Garey

Cr Marie Laufiso

 

Hannah Molloy

Lois Scott

 

Desiree Williams

 

 

Senior Officer                                               Joy Gunn, Manager Events and Community Development

 

Governance Support Officer                  Rebecca Murray

 

 

 

Rebecca Murray

Governance Support Officer

 

 

Telephone: 03 477 4000

Rebecca.Murray@dcc.govt.nz

www.dunedin.govt.nz

 

 

 

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

 


Grants Subcommittee

2 October 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             2018-19 Placed-Based Community Grants Report                                                                                    11

5             Place-Based Community Grants August 2019                                                                                             19             

 

 


Grants Subcommittee

2 October 2019

 

 

1          Apologies

At the close of the agenda no apologies had been received.

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

2 October 2019

 

Declaration of Interest

 

  

 

EXECUTIVE SUMMARY

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.

 

RECOMMENDATIONS

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.

 

 

Attachments

 

Title

Page

a

Register of Interests

7

  



Grants Subcommittee

2 October 2019

 

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Grants Subcommittee

2 October 2019

 

Part A Reports

 

2018-19 Placed-Based Community Grants Report

Department: Community Development and Events

 

 

 

 

EXECUTIVE SUMMARY

1          This report provides a summary of grants allocated in the 2018-19 year to seven Place-Based Community Groups (PBCGs).  The Grants Subcommittee is asked to consider the information provided and to make a decision as to whether grant funding not yet utilised by one group can be retained for community activity in the 2019-20 year.

RECOMMENDATIONS

That the Subcommittee:

a)     Decides the portion of the 2018 grant not yet utilised by the Caversham Valley group can be retained by them for place based community activity in the 2019-20 year, or whether some / all of this grant should be returned for re-allocation to other groups.

 

 

BACKGROUND

2          The Place-Based Community Grants scheme was established as part of the Council’s 10 Year Plan in July 2018. The grant scheme is additional to existing Community Grants and was created to invest in place-based groups with an overall goal of establishing thriving and connected communities across Dunedin. It recognises the value of place-based groups generating solutions to local issues in line with the DCC’s strategic city framework. 

3          The Place-Based Community Grant Scheme is an annual grant process available for three years (2018 2021). Seven Place Based Community Groups (PBCGs) received funding in the first year; North East Valley (the Valley Project), South Dunedin Community Network, Caversham Valley Group, Blueskin Resilient Communities Trust (BRCT), Saddle Hill Foundation Trust partnering with Neighbourhood Support (Mosgiel), Progress of Waikouaiti (POWA) and Greater Green Island Community Network (GGICN).

4          North East Valley (the Valley Project) and Saddle Hill Foundation Trust (Mosgiel) were successful in applying for multi-year funding in 2018-2019, meaning they are eligible to receive the level of funding allocated for 2019 and 2020 should the Grants Subcommittee confirm this. The maximum amount these two groups are able to receive in this round (pending their accountability report being satisfactory) is the same amount they received the previous year.

5          A Community Advisor within the Community Development and Events team has been meeting regularly with Place-Based Community Groups across the city; including those allocated grants in 2018, emerging groups and those which didn’t apply.

DISCUSSION

6          Community development work is long-term and relationships / engagement with community can take considerable time and activity. 

7          The table below sets out the position of each group allocated grants in 2018 (as at June 30 2019).  Staff anticipated that by 30 June 2019, around 50 - 60% of DCC grant funding would have been spent by groups. Three groups had spent close to this; North East Valley, BRCT and POWA. It is acknowledged that new groups (Mosgiel and South Dunedin) spent less and this was expected due to them getting established.  Both groups had to recruit staff.

8          The Caversham Valley group had not spent any grant funding by 30 June. It is comprised of volunteers and does not have a paid worker. The group has requested to retain this funding for 2019-20 so that it can continue its projects.  It has not applied for a further Place-Based Community Grant in 2019-20.

Place-Based Community  Group

DCC Grant  2018/2019

Estimated amount of DCC funding spent Oct 2018 – June 2019

Estimated grant remaining at 30 June 2019

What does the PBC Group plan to do next?

North East valley (NEV Project)

$55, 0000

$29, 095 (52.9%)

$14, 800 (47.1%)

·      The group intends to review strategic plans and methods for community engagement and include this in their next community action plan.

·      Continue support to the community and provide resourcing and facilitation solutions as required by the community.

Blueskin Resilient Communities Trust (BRCT)

 

 

 

 

 

 

 

 

 

 

$31, 406

$18, 171.11 (57.4%)

$13, 485.89 (42.6%)

·      Continue to pursue community resilience and engagement and community-based projects.

·      Mihiwaka Walking Track – continue planning with stakeholders with a view to track work starting in the new year.

·      Continue to engage widely community via social media, but also directly via office and at events with plans for a ‘connections’ event to draw together community groups, artists and professionals working on waterways and eco system health.

·      Continue advocating for their community locally, nationally and internationally.

·      Exploring alternative options for home emergency water storage in consultation with local authorities and launching ‘Our place, Our People’ Facebook campaign.

South Dunedin Community Network

 

 

 

 

 

 

$64, 715

$20, 384.91(68.5%)

$44, 329.09 (32.6%)

·      Plan to stabilise the employment of both community development workers.

·      Continue conversations with groups that are not accessible for traditional community consultation such as e.g. young people, Maori, Pasifika, people with disabilities, older people etc.

·      Continuation of the bi annual South Dunedin Community Hui

·      Further connecting people to services and clubs to further engage people with their community.

·      Training community members in communication and facilitation skills.

Caversham Valley Group

$22, 274

$22, 274 (0%)

$22, 274 (100%)

·      Continue on with projects (some have altered course), investigate new opportunities presented to group and to see these projects to fruition in the near future.

·      Caversham Reserve – continue work with the DCC Parks & Reserves on stage 3 of the plan.

·      Caversham communication – through the publication of the community newsletter.

·      Community Event – advance plans to host the “weaving” event at Kew Park in late spring/early summer.  Use the completion of stages at Caversham Reserve as a good time to invite community residents to come along.

·      Community Survey – increase the number of bumping points to host survey questions and gain feedback from the community.

Saddle Hill Foundation Trust partnering with Neighbourhood Support.

$34, 605

$26, 403 (76.3%)

$8, 202 (23.7%)

·      Undertake thorough research to identify community needs or gaps, along with local resources available to meet these needs.

·      Work alongside the DCC Safer Accessways teams.

·      Continue to build neighbourhood support and to enhance neighbourhood events, including ‘Neighbour’s Day’ & ‘Scam Savvy’, summer songs at Chatsford.

·      Upskilling and training of our project leaders.

Progress of Waikouaiti –

POWA

 

 

 

 

$22, 000

$10, 296 (46.8%)

$11, 704 (53.2%)

·      Umbrella group OneCoast will continue with promotion, investigation, education around waste minimisation and development of a transfer station.

·      Community garden has received approval with ‘plan b location’ to erect some raised garden beds at the back of the East Otago Events Centre.

·      POWA is looking for additional resourcing in this current round of PBCG funding.  This will help fund the youth initiative requested from a recent survey.

Greater Green Island Community Network.

GGICN

$70, 000

$46 666 (66.6%)

$23, 333 (33.3%)

·      Continuation of stage two of the Green Island Recreational area including fundraising and installing a community BBQ, stage area and flagpole for the Anzac Day service.

·      The extensive Greater Green Island Survey will take place this year.

·      The Runciman Street Tunnel Mural project is planned for later this year.  Jonathan Waters (Local artist) will work with 21 local youths to redesign the mural.  Approval has been granted by DCC, NZTA and Keep Dunedin Beautiful.

·      A mural at the Emerson Street playgrounds is also planned in 2020 after request from community residents.

·      Advocacy for further road safety improvements and urban design will continue with their communities through partnerships with the DCC Transport team.

·      Continuation of current projects as well as new projects as dictated by the needs of the community through the survey.

 

OPTIONS

9          The Caversham Valley place based group has requested to retain the DCC grant approved in 2018, although unspent.  The group plans to progress projects in the 2019-20 financial year.

Option One – Retention of Place Based Grant for 2019-20

10        Under this option, the Grants Subcommittee would approve retention of all the grant funding allocated to the Caversham Valley group in the 2018 Place-Based Community Grant round.   The grant would be used to progress planned projects. Any grant funding not spent by 30 June 2020 would be returned to the DCC by 15 July for re-allocation.

Advantages

·        The grant was allocated to support community development for this place based area.  Retaining the grant would allow the group to progress its planned work.

Disadvantages

·        There is a significant call of grant funding for the 2019-20 year from other place based groups. The grant funding not spent could contribute to work in other communities. 

Option Two – DCC request any unspent funding be returned by the Caversham Valley group and re-distribute this to other groups.

11        Under this option, the Grants Subcommittee would make an assessment at its October meeting of how this underspend would be re-distributed.

Advantages

·        Other place based groups would be provided additional support in 2019-20. 

Disadvantages

·        The Caversham Valley group would not have the funding required to continue supporting or engaging with its community.

NEXT STEPS

12        Staff will advise the Caversham Valley group of the Grant Subcommittee’s decision and follow through with any actions related to this matter requested by the Subcommittee.

 

Signatories

Author:

Hung Lam - Community Advisor

Authoriser:

Paul Coffey - Community Advisor

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 enables democratic local decision making and action by, and on behalf of communities and promotes the social, economic, environmental and cultural well being of communities in the present and for the future. 

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

 

Grant funds covered within this report reflect the Council’s Social Wellbeing, Ara Toi Arts and Culture and, the Parks and Recreation Strategies. In addition, applications reflect the goals of the Dunedin Festival and Events Plan 2018 – 2023 to support the work carried out by the seven community groups

Māori Impact Statement

A number of the grant recipients support celebration / learning opportunities for and from Maori within the community. There is no identified adverse impact for Maori within the applications.

Sustainability

Accountabilities considered in this report can be considered to contribute positively to the long-term sustainability of the social, economic, cultural and natural environment of Dunedin.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications for levels of service or performance measures.

Financial considerations

There are no financial implications.

Significance

This decision is considered to be of low significance under the Council’s Significance and Engagement Policy.

Engagement – external

There has been considerable engagement with grant applicants (emails, face to face discussions and phone conversations).

Engagement - internal

Work has been undertaken with Governance Support Officers and the Finance Team. Community Development and Events staff.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no identified conflicts of interest

Community Boards

A number of the grant applications were for events and activities within Community Board areas.  It was not a requirement that applicants engage with Community Boards on projects / activities within these areas, but a number do make connections.

 

 


Grants Subcommittee

2 October 2019

 

 

Place-Based Community Grants August 2019

Department: Community Development and Events

 

 

 

 

EXECUTIVE SUMMARY

1          This report summarises applications received for the 2019-20 Place-Based Community Grants round. All five new applications are for multi-year funding.

2          The Grants Subcommittee is requested to decide on the funding allocation for all grant applications received, with the exception of withdrawn applications.

RECOMMENDATIONS

That the Subcommittee:

a)     Confirms the 2019-20 grants for multi-year funding approved in 2018-19 for the North East Valley and Mosgiel Place Based Community Groups (Attachments A & B).

b)     Decides the grants to be allocated to Place-Based Community Groups in the 2019-2020 and 2020-21 years and any criteria to be met.

 

 

BACKGROUND

3          The Place-Based Community Grants Scheme was established as part of the Council’s 10 Year Plan in July 2018. The grant scheme is additional to existing Community Grants and was created to invest in place-based groups with an overall goal of establishing thriving and connected communities across Dunedin. It recognises the value of place-based groups generating solutions to local issues in line with the DCC’s strategic city framework. 

4          The Place-Based Community Grant Scheme is an annual grant process available for three years (2018 2021). Seven Place Based Community Groups (PBCGs) received funding in the first year: North East Valley (NEV Project), South Dunedin Community Network, Caversham Valley Group, Blueskin Resilient Communities Trust (BRCT), Saddle Hill Foundation Trust partnering with Neighbourhood Support (Mosgiel), Progress of Waikouaiti (POWA) and Greater Green Island Community Network (GGICN).

5          North East Valley (the Valley Project) and Saddle Hill Foundation Trust (Mosgiel) were successful in applying for multi-year funding in 2018-201. This means they are eligible to receive the level of funding allocated for 2019 and 2020 should the Grants Subcommittee consider their accountability report to be satisfactory.  The maximum amount these two groups are able to receive in this round (pending the satisfactory report) is the same amount they received in the previous year.  Mosgiel will receive less as the capital purchase of a computer was a one off.

DISCUSSION

6          The Grants Subcommittee has been provided with applications from five PBCGs; the South Dunedin Community Network, Blueskin Resilient Communities Trust (BRCT), Progress of Waikouaiti (POWA), Greater Green Island Community Network (GGICN) and Corstorphine Hub. The Hub did not apply in 2018.

7          The Mosgiel and North East Valley PBCGs were not required to reapply.  However, their grant reports are included (Attachment A and Attachment B). 

8          A summary of applications for the 2019-20 and 2020-21 years is provided (Attachment C).

OPTIONS

9          With all applicants requesting multi-year grant funding, consideration needs to be given to how the DCC supports new / emerging groups in 2020-21. The Community Advisor working with Place-based Community Groups has advised a number of new groups could apply for funding as they become more coordinated.  Staff therefore propose options for allocating funds over the next two years.

10        Additional funding is not provided as an option, as the Grants Subcommittee does not have the delegation to approve an increase in the Place-based Community Grants pool.

11        The Grants Subcommittee has approved, in principle, multi-year grants for the Mosgiel and North East Valley groups for 2019 and 2020. However, the grant pool is already over-subscribed by more than $100,000 this year.  It is anticipated new applicants are likely to apply in 2020.

12        The five new groups seeking multi-year funding could be advised funding for 2020-21 is not available to them.  However, if this was decided, staff would suggest groups were exempt from a reapplication; with staff and the Subcommittee utilising already provided information to make decisions in 2020.  This would reduce the work on applications for the existing groups.  Annual reporting grant funding for 2019 only would be required.

Option One (Recommended) – Grants for 2019 are awarded to the Mosgiel and North East Valley Place-based Groups as per the Subcommittee’s decision in 2018. Remaining funding for 2019 is allocated by the Grants Subcommittee.

13        Decisions on grants to be allocated from the 2020-21 budget for the five applicants newly applying for multi-year funding are considered by the new Grants Subcommittee in October 2020. The five applicants would not have to reapply for funding.

 

Advantages

·        Funding is fully allocated this year, supporting PBCGs.

·        PBCGs do not have to apply for funding in 2020, with this year’s application taken into the new round.  This will reduce work for each group.

·        Applications from new groups can be considered.

Disadvantages

·        Groups do not have enough reassurance with “provisional grant funding” to be able to continue to plan and implement projects.

 

Option Two – Multi-year funding is approved but at a lower level in 2020 than 2019 to allow some funding for new applicants. Confirmation of “provisional multi-year grants” would be confirmed in 2020 following receipt of a satisfactory report on activity prior to the 2020 grant round closing.

Advantages

·        Applicants awarded provisional multi-year funding do not have to reapply.

·        Applicants can plan better beyond one financial year with provisional grant funding.

·        There is some grant funding available for new groups in 2020.

Disadvantages

·        Groups do not have enough reassurance with “provisional grant funding” to be able to continue to plan and implement projects.

·        There may be no new applicants in 2020.  If this is the case, the Grants Subcommittee could confirm higher amounts of funding for multi-year applicants when it makes decisions.

·        Multi-year funding has generally been awarded at the same level each year.  Reducing the level in 2020 to applicants could be perceived as a negative and inconsistent move by Council.

Option Three – All multi-year applicants are allocated “provisional multi-year funding” for the 2019-20 and 2020-21 years.  Confirmation of “provisional multi-year grants” would be made following receipt of a satisfactory report on activity prior to the 2020 grant round closing.

Advantages

·        Current applicants have confidence in relation to funding for the next two years.

Disadvantages

·        New groups emerging within the community and needing financial support will miss out as the fund will already have been fully committed.

NEXT STEPS

14        Following the Subcommittee’s decisions, staff will notify each applicant of the outcome.  Successful applicants will be provided funding by 30 October 2019.  Unsuccessful applicants will be advised by telephone and then in writing.

 

Signatories

Author:

Hung Lam - Community Advisor

Authoriser:

Paul Coffey - Community Advisor

Nicola Pinfold - Group Manager Community and Planning

Attachments

 

Title

Page

a

Place Based Grant 2018/19 Report Back - Saddle Hill Foundation Trust

25

b

Place Based Grant 2018/19 Report Back - The North East Valley Community Project

32

c

Summary of Place Based Grants

77

 

SUMMARY OF CONSIDERATIONS

 

Fit with purpose of Local Government

This decision enables democratic local decision making and action by, and on behalf of communities and promotes the social, economic, environmental and cultural well-being of communities in the present and for the future. 

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

Grant funds covered within this report reflect the Council’s Social Wellbeing, Ara Toi Arts and Culture and, the Parks and Recreation Strategies. In addition, applications reflected the goals of the Dunedin Festival and Events Plan 2018 – 2023 to support the work carried out by the seven community groups.

Māori Impact Statement

A number of grant applications support celebration / learning opportunities for and from Maori within the community. There are no identified adverse impacts within the applications for Maori.

Sustainability

Applications considered in this report contribute positively to the long-term sustainability of the social, economic, cultural and natural environment of Dunedin.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Grant funding is budgeted within the current 10 Year and Annual Plan.

Financial considerations

Grants will be expended from the funds within approved budgets.

Significance

This decision is considered to be of low significance under the Council’s Significance and Engagement Policy.

Engagement – external

There has been considerable engagement with grant applicants (emails, face to face discussions and phone conversations).

Engagement - internal

Work has been undertaken with Governance Support Officers and the Finance Team. Community Development and Events staff have also liaised regarding projects which seek funding for the same projects / events, but from different funding pools, to ensure transparency and reduce any duplication of funding.

Risks: Legal / Health and Safety etc.

There are no known risks to funding of projects / activities applied for.

Conflict of Interest

There are no identified conflicts of interest.

Community Boards

A number of the grant applications are for events and activities within Community Board areas.  It is not a requirement that applicants engage with Community Boards on projects / activities within these areas, but a number do make connections.  It is noted where funds have been provided to the organisation from Community Boards.

 

 


Grants Subcommittee

2 October 2019

 

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2 October 2019

 

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Grants Subcommittee

2 October 2019

 

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