Agenda of Grants Subcommittee

Grants Subcommittee

13 November 2019

Part A Reports

Rates Relief Grants Expenditure 2018/19

Department: Community and Planning

EXECUTIVE SUMMARY

1 This report updates the Grants Subcommittee on the administration of the DCC’s Rates Relief Grant Scheme for the 2018/19 financial year (Attachment A).

2 The Grants Subcommittee has previously delegated the authority to assess and approve Rates Relief Grant applications to the relevant Community Advisor within the Community Development and Events team, who administers this fund according to the Grants Management Policy 2019.

RECOMMENDATIONS

That the Subcommittee:

a) Notes the Rates Relief Grant expenditure of $516,307.84 to 151 organisations in 2018/19.

BACKGROUND

3 With the confirmation of the Local Government (Rating) Act 2002, Rates Relief Grants were instigated to provide relief to ‘not for profit’ organisations that provide public good.

4 Rates Relief Grants are for non-government and not-for-profit groups or organisations, which serve the social, educational, recreational, cultural and environmental wellbeing of the community. They are not intended for government or government agencies or organisations established directly or indirectly by government and/or to deliver government initiatives, such as Boards of Trustees, Public Health Organisations or similar. Under the Council’s Grants Management Policy, applications for Rates Relief Grants will not be accepted from organisations that hold betting or gaming licences. These include horse racing (galloping and harness) clubs and greyhound racing societies, and organisations licensed as gaming machine venues.

5 Eligible organisations can apply for a grant to pay a percentage of their rates payable in accordance with the goals of the Grants Management Policy 2019. Applications are for a three-year period.

6 To be eligible for Rates Relief a group or organisation must;

· Benefit primarily Dunedin residents

· Make their facility available for wider community use (either through attendance of programmes/services or by hireage)

· Provide verification of their year’s rating obligations

7 If an organisation or group is deemed to be fully non-rateable under the Local Government (Rating) Act 2002, then it is ineligible to receive Rates Relief.

8 The percentage of Rates Relief granted per annum will include any non-rateable amount that is applicable to the title and will reflect the contribution the group or organisation makes to Dunedin community residents. Grant amounts may vary between 25%-75% based on the following assessment scale;

Percentage of grant Assessment

75% grant Essential

65% grant Very important

45% grant Partly important

25% grant Has value

9 If the occupier is not the land titleholder, the grant will be calculated on the annual rates portion charged to the applicant organisation.

10 Groups or organisations can apply for a Rates Relief Grant without it affecting their ability to apply to other Council funding schemes listed within the Grants Management Policy.

DISCUSSION

11 Attachment A lists the groups that were allocated Rates Relief Grants in the 2018/19 financial year.

12 Every three years, groups are notified that they can re-apply for Rates Relief. Staff have begun this process for the 2019/20 year, with 141 applicants already seeking continued Rates Relief.

13 In May 2020 a report will be provided to the Grants Subcommittee detailing the organisations applying for Rates Relief in 2019/20 and staff recommendations. The Subcommittee will be asked to approve staff recommendations before Rates Relief payments are made.

OPTIONS

14 There are no options. The report is for noting only.

NEXT STEPS

15 Staff will be promoting the Rates Relief Scheme to organisations that have not previously had grants and will include new applications in the May 2020 report to the Grants Subcommittee.

Signatories

Author:

Paul Coffey - Community Advisor

Authoriser:

Joy Gunn - Manager Events and Community Development

Nicola Pinfold - Group Manager Community and Planning

Attachments

	Title	Page
⇩a	Rates Relief Grants Allocated 2018/19	16

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision promotes the social well-being, cultural well-being and environmental 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	☐	☐	☒

Assistance through the Rates Relief Grants Scheme contributes to building better communities at a geographic and communities of interest level. This funding supports delivery of outcomes within the Social Wellbeing, Ara Toi, Te Ao Turoa and Parks and Recreation Strategies.

Māori Impact Statement

Maori freehold land is liable for rates in the same manner as if it were general land, except where Part 4 of the Local Government (Rating) Act 2002 otherwise provides. Schedule 1 parts 10(b) to part 14 inclusive of the Act sets out the categories of Maori land that is to be treated as fully non-rateable. In addition, Council administers a rates remission policy for Maori freehold land that allows for the full or part remission of the rates on Maori freehold land in certain circumstances.

Sustainability

Around 150 organisations receive Rates Relief, which assists them financially as they deliver and enhance social wellbeing, arts and culture, environmental and recreational activity for Dunedin and its people.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no known issues in relation to Council’s LTP / Annual Plan or Finance or Infrastructure Strategies.

Financial considerations

Rates Relief Grants are an ongoing budget item. Expenditure in the 2018/19 year is within the budget allocated $515,700.00.

Significance

The decision to provide Rates Relief Grants has been assessed as having low significance under the Council’s Significance and Engagement Policy.

Engagement – external

Communication has been made with the recipients and any group seeking a grant.

Engagement - internal

Finance for payment of the grants, and other departments, as appropriate, for particular organisation applications.

Risks: Legal / Health and Safety etc.

There are no known legal risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no specific implications for community boards. Receiving a Rates Relief Grant does not affect the receipt of other Council Grants.

Grants Subcommittee

13 November 2019

DCC Community Arts,Creative Communities, Professional Theatre, Community Events and Community Grant Applications

Department: Community and Planning

EXECUTIVE SUMMARY

1 This report summarises the applications received during the September 2019 grants round for DCC Community Arts, Creative Communities, Professional Theatre, Community Events and Community grant funding.

2 The Grants Subcommittee is requested to decide on the funding allocation for applications received within the budget allocated. The budget is detailed in the table below. Withdrawn applications are not allocated funding.

3 This report notes the funding allocated between 1 April 2019 and 30 September 2019 for Small Project and Neighbourhood Matching Grants (Attachment A). Funding applications for Small Project and Neighbourhood Matching Grants (under $500) are assessed by staff and decided upon by the Grants Subcommittee Chair or another delegated Subcommittee member.

4 The Grants Subcommittee is delegated to allocate funds as outlined within the Grants Management Policy 2019 and specific grants criteria, therefore there are no options presented in this report.

RECOMMENDATIONS

That the Subcommittee:

a). Decides the grants to be allocated to applicants from the following funds; DCC Community Arts, Creative Communities, Professional Theatre, Community Events and Community.

b). Notes the funds allocated between 1 April and 30 September 2019 for Small Project and Neighbourhood Matching grants.

BACKGROUND

5 Applications opened for the DCC Community Arts, Creative Communities, Professional Theatre, Community Events and Community Funds on 2 September and closed on 27 September.

6 Prior to, and during the application period, email notifications and funding sessions were provided by Council staff to raise awareness of the grants available and the criteria. Funding sessions were held in six locations across the city as a means of drawing in applicants who had not applied previously. New potential projects and groups were identified through this process. All potential applicants were encouraged to communicate with staff before applying so that additional advice and information could be given.

7 A higher number of Community Events grant applications was received in this round; 40 compared with 22 in March 2019. A number are applications to support participation by groups in the New Zealand Otago Community Trust Masters Games 2020 being held in Dunedin in February. There are also other new events within the application pool.

8 The table below sets out the grant applications received during the September round, applications withdrawn, the total requested under each fund and total available under each fund.

Grant Fund Name	Number of Applications Received	Number Withdrawn	Total Requested	Total Available (September 2019 Round)
DCC Community Arts	16	2	$60,303.43	$38,000.00
Professional Theatre	7	0	$74,669.00	$89,450.00
Creative Communities	35	0	$100,140.51	$49.734.88
Community Events	40	0	$133,453.00	$40,000.00
Community Grants	34	0	$143,624.80	$94,000.00

DISCUSSION

9 The Grants Subcommittee has been provided with the full applications from each grant applicant along with Assessment Comments from staff.

10 A high-level summary of applications is provided in the attachments to this report (Appendices B through F).

OPTIONS

11 There are no options for this report as the Grant Subcommittee is delegated to allocate grants on behalf of the DCC, in line with the DCC Grants Management Policy 2019 and specific grant criteria.

NEXT STEPS

12 Staff will communicate the Grants Subcommittee’s decisions to all applicants in writing within two weeks of the Grants Subcommittee meeting. Where grants have been approved, payments will be arranged for the applicants.

Signatories

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

Attachments

	Title	Page
⇩a	Appendix A - Small Project and Neighbourhood Matching Grants April - October 2019	26
⇩b	Appendix B - DCC Arts Grants Applications September 2019	27
⇩c	Appendix C - Creative Communities Applications Setpember 2019	29
⇩d	Appendix D - Professional Theatre Applications September 2019	32
⇩e	Appendix E - Community Events Application September 2019	33
⇩f	Appendix F - Community Grants Applications September 2019	35

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision promotes the social well-being of communities in the present and for the future.

This decision promotes the economic well-being of communities in the present and for the future.

This decision promotes the environmental well-being of communities in the present and for the future.

This decision promotes the 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	☒	☐	☐

DCC Festivals and Events Plan 2018 -2023

Māori Impact Statement

Where there have been applications from tangata whenua or groups working with / for Maori, staff have considered these within the Grants Management Policy and specific grants criteria. There are a range of programmes which support or are targeted at Maori along with the wider community.

Sustainability

Community organisations, arts practitioners and event organisers contribute to many of the DCC’s strategic outcomes; and the maintaining of a vibrant small city. The allocation of DCC grants directly supports the sustainability of a number of these organisations and the work they do to enhance social, economic, cultural and environmental wellbeing across the city.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Allocation of DCC grants is outlined within the 10 Year Plan and Annual Plan.

Financial considerations

Requests for funding continue to exceed the amount allocated by Council. However, there is allocation within the 2019-20 financial year to support grant applicants.

Significance

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

Engagement – external

Staff administering and assessing grants undertook funding sessions (for groups) and, where needed, one on one coaching to support people to apply. In addition, staff continue to work with a wide variety of groups and organisations within the city; enabling a sense of what is working well.

Engagement - internal

Community Development and Events and Ara Toi team members discussed the applications received, to ensure there was no duplication of request and that requests were considered by the most appropriate Council staff.

Risks: Legal / Health and Safety etc.

There are no known legal or health and safety risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There may be opportunities for Community Boards to be engaged with a number of projects or events. No negative implications have been identified.

Grants Subcommittee

13 November 2019

Waste Minimisation Grants - Applications to the September 2019 Funding Round

Department: Waste and Environmental Solutions

EXECUTIVE SUMMARY

1 The purpose of this report is to assist the Grants Subcommittee in considering the applications and allocation of funding for Waste Minimisation Grants by providing an assessment of the applications against the fund criteria.

2 This report summarises applications received during September 2019 for the Waste Minimisation Community Project/Initiative, and Innovation and Development (Commercial) Grant funding. The Grants Subcommittee is requested to decide the funding allocation for all grants received. A summary of the Waste Minimisation Small Project Grants approved by the Grants Subcommittee Chair or another delegated Subcommittee member is also included.

3 For this round of funding, a total of seven applications were received for the Waste Minimisation Community Project/Initiative Grants, and seven applications for the Innovation and Development (Commercial) Grants.

RECOMMENDATIONS

That the Subcommittee:

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

b) Decides to allocate remaining funds from the Waste Minimisation Community Project/Initiative Grants to the Waste Minimisation Innovation and Development (Commercial) Grants

c) Decides on the allocation of the grants funding across the applications received to the September 2019 round of the Waste Minimisation Grants

d) Notes the funding allocated to organisations for Waste Minimisation Small Project Grants

BACKGROUND

4 These grants are funded by the Ministry for Environment from Waste Levy funding, they are not DCC rates funded.

5 There is $30,000 available for the Waste Minimisation Community Project/Initiative Grants in this round, increased from $15,000 in the initial funding round. The Waste Minimisation Innovation and development (Commercial) Grants have $70,000 available for this funding round, increased from $40,000 in the initial funding round.

6 Applications opened for the Waste Minimisation Community Project/Initiative Grants and Waste Minimisation Innovation and development (Commercial) Grants at the close of the previous funding round (29 March 2019) and closed 27 September 2019. This is the second and final round of funding for these grants this financial year.

7 The Dunedin Curtain Bank Trust, SuperGrans Dunedin Charitable Trust, The Waitati Music Festival Incorporated Society, and Kiwi Harvest all received grants from the Dunedin City Council in the financial year 2018/2019. The grants received in the financial year 2018/2019 by these organisations included Small Waste Minimisation Grants, Community Waste Minimisation Grants, DCC Community Grants, Creative Community Grants, and Community Event Grants. Each of the required report backs have been completed successfully, making them eligible for the Waste Minimisation Community Project/Initiative Grants funding that they have applied for in this round. More information on this is given on the assessment comments included with the grant applications.

8 Applicants considered unsuitable according to the grant criteria were received from:

a) The Hellions which is an individual who wanted to start up a business but is unregistered

b) Recycled 3D Plastics which is also an unregistered start-up business

9 Both applicants have been advised to become registered and return to apply for funding in the next Innovation and Development (Commercial) Grant funding round (September 2020).

10 The two applicants, which were unregistered organisations, were seeking funding for small amounts, e.g. $500 for supporting their start-up business in waste minimisation. As these were unregistered, they could not be funded as they did not fit the funding criteria. Altering the grant criteria in future will hopefully make it easier to enable start-up businesses to test their waste minimisation ideas.

11 Grant funding criteria for the Innovation and Development (Commercial) Grant would also benefit from being altered to be more fit for purpose in assessing applicants in the commercial realm. Proposed alternative criteria will be developed in consultation with other appropriate groups such as StartUp Dunedin and Enterprise Dunedin and submitted to the Grant Subcommittee Chair for review.

12 To gain more participation in the Innovation and Development (Commercial) Grant funding, a ‘Waste Jam’ event was held in collaboration with the Otago Polytechnic and StartUp Dunedin on 6 and 7 July 2019. The goal of this event was to support and encourage waste minimisation start-ups to progress an idea into a business plan. Enterprise Dunedin and the Chamber of Commerce were also involved to provide guidance and support. The success of this event has resulted in more grant applications being received than the amount of funding available.

13 Waste Minimisation Small Project Grants have already been approved this financial year, with a total value of $2,000 allocated in this financial year when this report was written, allocated to four organisations.

Summary of Applications

Grant Fund Name	Number of Applications received	Number Withdrawn	Total requested	Total available (September Round 2019)
Waste Minimisation Community Project Initiative Grants	7	0	$29,400.00	$30,000.00
Waste Minimistaion Innovation and Development (Commercial) grants	7	0	$236,106.44	$70,000.00

Funding Criteria

Funding Criteria for Waste MInimisation Community Project/Initative Grants

14 Grants are given to not-for-profit schools, charitable and voluntary community groups or organisations only, not to individuals. The fund provides grants for projects that take place within the Dunedin region. Grants are not awarded retrospectively. The funding also adheres to the DCC Grant Funding Policy.

15 Applicants are most likely to receive funding if the application is for a project or initiative that:

· Clearly and directly benefits the wider community

· Aligns with the vision and goals in the Waste Minimisation and Management Plan (2013)

· Builds local resource recovery capability

· Minimises or diverts targeted waste streams

· Promotes zero waste education

· Research, development, and design for future waste minimisation initiatives.

16 What type of activities cannot be applied for?

· Subsidising the cost of waste to landfill

· Individuals working on private projects

· Debt servicing

· Activities which duplicate other demonstration projects or pilot studies

17 Applicants must contribute 30% of the total project costs.

Funding Criteria for Waste MInimisation Innovation/development (Commercial) grants

18 Grants are given to business organisations for initiatives that take place within the Dunedin City District. Grants are not awarded retrospectively. The funding also adheres to the DCC Grant Funding Policy.

19 Applicants are most likely to receive funding if the application is for a project or initiative that:

· Clearly and directly benefits the wider community

· Aligns with the vision and goals in the Waste Minimisation and Management Plan (2013)

· Builds local resource recovery capability

· Minimises or diverts targeted waste streams

· Promotes zero waste education

· Research, development, and design for future waste minimisation initiatives

20 Applicants must contribute 30% of the total project cost.

21 What type of activities can’t be applied for?

· Subsidising the cost of waste to landfill

· Individuals working on private projects

· Debt servicing

· Activities which duplicate other demonstration projects or pilot studies

· Research and development in support of gaining a qualification

DISCUSSION

22 The grants Subcommittee has been provided the full applications from each grant applicant.

23 A total of $29,400 was applied for in this funding round of the Waste Minimisation Community Project/Initiative Grants, some of these applicants do not fit the assessment criteria, leaving $23,220.00 recommended for distribution, and $6,780.00 left to be distributed elsewhere. This report recommends allocating any remaining funds to the Waste Minimisation Innovation and development (Commercial) fund to distribute as they have insufficient funds for those who applied.

OPTIONS

24 The option for this report is whether to allocate remaining funding from the Waste Minimisation Community Project/Initiative Grants to be distributed to and Innovation and Development (Commercial) Grant applicants as this fund is over subscribed.

Option One – Recommended Option

25 Allocate remaining funds from the Waste Minimisation Community Project/Initiative Grants to be distributed to the and Innovation and Development (Commercial) Grant Applicants.

Advantages

· Allocating remaining funding from the Waste Minimisation Community Project/Initiative Grant to the oversubscribed Innovation and Development (Commercial) Grant would enable more applicants to advance their proposals

Disadvantages

· Intended funds for supporting community initiatives are shifted to supporting commercial initiatives

Option Two – Status Quo

26 Unallocated funds from the Waste Minimisation Community Project/Initiative Grants are rolled over to the next round of Waste Minimisation Community Project/Initiative funding (March 2020).

Advantages

· Funds remain allocated to community groups

Disadvantages

· No more commercial initiatives are enabled to advance their proposals

NEXT STEPS

27 A decision is made by the Grants Subcommittee, and grants for applicants are decided.

28 Following the Committee’s decision related to the above grant applications, staff will notify each applicant of the outcomes. Successful applicants will be provided funding by 1 December 2019.

29 The next funding round will be advertised in February 2019.

Signatories

Author:

Leigh McKenzie - Waste Minimisation Officer, Waste and Environmental Solutions

Authoriser:

Chris Henderson - Group Manager Waste and Environmental Solutions

Simon Drew - General Manager Infrastructure Services

Attachments

	Title	Page
⇩a	Waste Minimisation Small Projects Grants Spreadsheet	45
⇩b	Waste Minimisation Community Grants Spreadsheet	47
⇩c	Waste Minimisation Innovation and Development (Commercial) Grants Spreadsheet	49

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

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

· This decision promotes the social well-being of communities in the present and for the future.

· This decision promotes the economic well-being of communities in the present and for the future.

· This decision promotes the environmental 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	☒	☐	☐

The funds covered in this report reflect the council’s Waste Minimisation and Management Plan, Social Wellbeing Strategy, Te Ao Tūroa, and the Economic Development Strategy.

Māori Impact Statement

There is no identified adverse impact within the grant applications for Maori.

Sustainability

Applications 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

Grant funding is budgeted within the current 10 year and Annual Plans.

Financial considerations

Grants will be expended from the Waste Minimisation 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). A Waste Jam event was arranged with Start Up Dunedin and the Otago Polytechnic to support commercial start-ups for the Innovation and Development (Commercial) Grant. Public education sessions were held which promoted the grants available to apply for. Additionally, community stakeholders were notified about the Waste Minimisation Community Project/Initiative grants, Otago Access Radio was used to promotes these, as well as a variety of community newsletters.

Engagement - internal

Internal engagement was carried out by the Senior Strategy and Policy Officer and Waste Minimisation Officer with the Education and Promotions Officer on 11.10.2019 and Waste and Environmental Solutions Group Manager on 14.10.2019 to cross check assessments. Work has also been undertaken with Government Support Officers. Community Development, Events and Policy staff have also engaged on 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 grant application is for an event 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.

Grants Subcommittee

13 November 2019

Dunedin Biodiversity Fund - Final reports on completed projects

Department: City Development

EXECUTIVE SUMMARY

1 This report provides a summary of the grants claimed since the April 2019 funding round for biodiversity projects that have been completed.

2 All grant recipients with grants from the April 2016 funding round and older were contacted in July 2019 and advised to claim or forfeit their grants by 31 October 2019.

3 Fifteen project completion reports have been received from recipients of previous funding rounds of the Dunedin Biodiversity Fund since the last completed projects report to the Subcommittee in May 2019. The project completion reports were presented to satisfy the grant conditions and outline how the projects were completed. A further 12 grants were forgone during this period.

4 As of 1 November 2019, only grants from the September 2016 funding round and more recent rounds will be available for claim.

.RECOMMENDATIONS

That the Subcommittee:

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

b) Decides whether or not to reallocate unclaimed grant monies to the April 2020 round of the Biodiversity Fund.

BACKGROUND

5 The Dunedin Biodiversity Fund was established in August 2007 and has the following purpose: To enhance the condition and extent of indigenous biodiversity across Dunedin City by encouraging and supporting landowners and communities who are committed to protecting, enhancing and managing indigenous biodiversity.

6 All successful applicants to the Dunedin Biodiversity Fund are required to enter into a formal agreement with the Dunedin City Council upon approval of the grant which specifies conditions that must be met in accepting the grant. The conditions require applicants to provide a project completion report prior to the release of grant monies.

7 Prior to the April 2019 funding round, grant conditions did not include an explicit timeframe within which the grant was to be claimed. This led to a backlog of unclaimed grants, with 23 unclaimed grants older than 3 years (at mid-2019), going back as far as 2009.

8 All grant recipients with unclaimed grants from the April 2016 funding round and older were contacted by Council in July 2019 and advised to claim or forfeit their grants by 31 October 2019. All grant recipients with unclaimed grants from the September 2016 and April 2017 funding rounds were contacted and advised to claim or forfeit their grants within 3 years of the grant being approved.

DISCUSSION

9 Twenty-seven approved grants have been claimed or forgone since the last completed projects report to the Subcommittee in May 2019.

10 Fifteen grants were claimed. Table 1 below provides a brief summary of the project grant monies claimed. Project completion summaries are provided in Attachment A.

Table 1. Summary of completed projects from the Dunedin Biodiversity Fund with grants claimed since the May 2019 Subcommittee meeting.

Application ID	Grant recipient	Project type	Amount available	Amount claimed
BIO-092011-1	Hurst, J	Riparian fencing and native revegetation	$2,800.00	$2,717.50
BIO-042012-2	Botting, K	Native forest revegetation planting	$2,500.00	$2,500.00
BIO-042012-6	Madden, L & Dallimore, J	Fencing and native revegetation	$958.25	$958.25
BIO-092012-3	Leunissen, M	Weed control and rubbish removal from native forest	$255.00	$255.00
BIO-092012-7	Wing, L & S	Fencing and native revegetation	$4,000.00	$3,283.48
BIO-2014-15	Landscape Connections Trust	Native fauna (bird) monitoring	$5,000.00	$5,000.00
BIO-2014-20	Ritchie, T & Passau, S	Native coastal revegetation planting	$5,000.00	$5,000.00
BIO-2015-9	Savage, C	Weed removal and native revegetation	$747.50	$747.50
BIO-2016-20	Young, A & Dent, M	Native forest revegetation planting	$1,154.89	$991.62
BIO-2017-5	Yellow-eyed Penguin Trust	Native fauna (penguin) habitat enhancement	$2,711.00	$2,020.55
BIO-2018-3	Otago Peninsula Biodiversity Trust	Native fauna (lizard) monitoring	$5,000.00	$5,000.00
BIO-2018-7	Scott, N & S (Braes Farm Ltd)	Weed control around QEII covenant	$475.00	$445.00
BIO-2018-9	Orokonui Ecosanctuary	Volunteer infrastructure	$5,000.00	$5,000.00
BIO-2019-1	Parker, D	Weed removal	$810.00	$810.00
BIO-2019-3	Williamson, M	Fencing and native revegetation	$5,000.00	$5,000.00
TOTAL			$41,411.64	$39,723.90

11 The documents received indicate that all the completed projects above have been successfully completed and are consistent with their applications, thereby contributing to the purpose of the Dunedin Biodiversity Fund via the protection, enhancement and management of indigenous biodiversity in Dunedin. Invoices presented for the projects are within the funding amounts requested and granted, with some less than the grant amount.

12 Twelve grants were forgone due to recipients forfeiting the grant, or the grant being invalid due to the recipients not returning signed grant conditions. Table 2 below lists the project grants forgone.

Table 2. List of approved grants forgone since the May 2019 Subcommittee meeting.

Application ID	Grant recipient	Explanation	Amount granted
BIO-042009-5	Forest & Bird	Residual from previous claim, no expectation of further claim	$2,210.15
BIO-092011-6	Kammlein, B & Cutler, S	Forfeited by agreement (2015)	$2,570.00
BIO-042012-3	Kavanagh College (Turner, L)	Forfeited by agreement	$345.00
BIO-042012-5	Bradfield, M	Forfeited by agreement	$5,000.00
BIO-092012-8	Bulow, J & K	Grant invalid	$4,000.00
BIO-092012-10	Thomson, M & Keating M	Forfeited by agreement	$4,000.00
BIO-2014-29	Transition Valley	Forfeited by agreement	$150.00
BIO-2015-2	Orokonui Ecosanctuary	Forfeited by agreement	$5,000.00
BIO-2015-17	Waitati School	Forfeited by agreement	$5,000.00
BIO-2015-10	Scott, N & S (Braes Farm Ltd)	Residual from previous claim, no expectation of further claim	$75.00
BIO-2016-12	Ray, R	Forfeited by agreement	$4,000.00
BIO-2018-7	Scott, N & S (Braes Farm Ltd)	Residual from previous claim, no expectation of further claim	$30.00
TOTAL			$32,380.15

13 Four grants totalling $14,389.00 from the April 2016 funding round and older remained unresolved at 25 October 2019, but will be forgone or claimed by 31 October 2019:

a) BIO-042012-14 (Davison, H) - $3,750.00

b) BIO-092012-12 (Kaikorai Valley College/McMillan, S) - $1,900.00

c) BIO-2015-5 (Kammlein, B & Cutler, S) - $3,739.00

d) BIO-2015-13 (Anderson, B) - $5,000.00

Between $32,380.15 and $46,769.15 of unclaimed Biodiversity Fund grant monies can be reallocated to the next Biodiversity Fund round in April 2020 as a result of the forgone grants.

14 There remain 28 approved grants totalling $94,286.93 from the September 2016 to April 2019 rounds yet to be claimed.

15 Approved grants from the April 2019 funding round onwards have a 24-month project completion and grant claim period as a standard condition of the agreement with Council.

OPTIONS

16 The Subcommittee can reallocate the unclaimed monies to the April 2020 funding round, or not, as it sees fit.

NEXT STEPS

17 Once all approved grants from the April 2016 funding round and older are resolved, staff will calculate the final amount of unclaimed Biodiversity Fund grant monies of between $32,380.15 and $46,769.15 to be reallocated to the April 2020 funding round.

18 Staff will continue to administer the Biodiversity Fund and provide oversight of projects.

Signatories

Author:

Richard Ewans - Biodiversity Advisor

Authoriser:

Anna Johnson - City Development Manager

Nicola Pinfold - Group Manager Community and Planning

Attachments

	Title	Page
⇩a	Biodiversity Fund project completion summaries	56

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	☐	☐	☒

The Biodiversity Fund directly supports the objectives and outcomes of Te Ao Tūroa – Dunedin’s Environment Strategy and the Spatial Plan. It also contributes to the Parks and Recreation Strategy.

Māori Impact Statement

There are no known implications for tangata whenua.

Sustainability

The projects considered in this report will contribute positively to the long-term sustainability of the natural environment of Dunedin.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

Between $32,380.15 and $46,769.15 of unclaimed Biodiversity Fund grant monies could potentially be reallocated to the April 2020 funding round.

Significance

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

Engagement – external

There has been no external engagement on the project completion reports.

Engagement - internal

There has been no internal engagement on the project completion reports.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no conflicts of interest.

Community Boards

A number of the projects were carried out in Community Board areas – i.e. Otago Peninsula, Mosgiel-Taieri, West Harbour and Waikouaiti Coast.

Grants Subcommittee

13 November 2019

Dunedin Biodiversity Fund - Applications to the September 2019 funding round

Department: City Development

EXECUTIVE SUMMARY

1 The September 2019 round of the Dunedin Biodiversity Fund opened on the 1^st September 2019 with applications closing on the 30^th September 2019.

2 The purpose of this report is to assist the Subcommittee in considering the applications and allocation of funding by providing an assessment of the applications against the fund criteria.

3 Twelve applications were received. Four of the applications were from first-time applicants. The total funding amount that has been requested by the applicants ($48,582) is more than the funding available for the funding round ($40,000).

4 The total recommended allocation is $40,000, the maximum available under this round.

RECOMMENDATIONS

That the Subcommittee:

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

b) Decides on the allocation of the grants across the applications received to the April 2019 round of the Biodiversity Fund.

BACKGROUND

5 The Dunedin Biodiversity Fund was established in August 2007. Minor changes to the eligibility and prioritisation criteria, and terms and conditions were approved by the Planning and Environment Committee at the meeting of 12^th February 2019.

6 The purpose of the Dunedin Biodiversity Fund is: To enhance the condition and extent of indigenous biodiversity across Dunedin City by encouraging and supporting landowners and communities who are committed to protecting, enhancing and managing indigenous biodiversity.

7 The September 2019 round of the Dunedin Biodiversity Fund opened on the 1^st September 2019 with applications closing on the 30^th September 2019. For this round of funding, $40,000 is available for allocation. Twelve applications were received, with four from first-time applicants. Summary assessments for each application are provided in Attachment C. Full copies of the applications (including the summary assessments) are available via the DCC’s Fund Consult software.

Funding Guidance

8 Funding is to be allocated on a cost sharing arrangement of 50:50, with the Council funding up to half of the project cost and the applicant contributing to the costs. The maximum total grant that can be allocated under the fund is $5,000, and the minimum grant is $500. Projects must be aimed at:

a) Maintaining or improving the state of indigenous biodiversity e.g. fencing, plant and animal pest control projects, and/or

b) Increasing the extent of indigenous biodiversity e.g. revegetation projects.

9 The objective of the Biodiversity Fund is to support ‘on the ground’ activities directly benefitting indigenous biodiversity. The DCC contributions are for funding tangible goods e.g. plants, traps, herbicide etc. The applicant’s contribution can include labour and vehicle expenses. Further guidance on eligible grant costs and other fund terms and conditions are provided in Attachment B.

Eligibility Criteria

10 Eligibility criteria are defined as the minimum requirements a project application must meet to be funded. Eligibility criteria settings are placed so that if the Fund is undersubscribed, all eligible applications can be approved. Projects that are not eligible, or cannot be made eligible through grant conditions, should not be funded. Eligibility criteria are listed in Attachment A.

Prioritisation Criteria

11 Prioritisation criteria are defined as the criteria by which projects are ranked for funding. Prioritisation criteria are only necessary if the Fund is oversubscribed and the settings are placed so that the projects that contribute the most to biodiversity outcomes consistently rank the highest. Prioritisation criteria are listed in Attachment A, and a list of the criteria met by each application is provided in the summary assessments in Attachment C.

Conditions of Grants

12 All successful applications will be subject to standard terms and conditions, which will form part of an agreement between the landowner and the Council. It is noted that the Subcommittee may impose additional conditions, where considered appropriate. Fund terms and conditions are listed in Attachment B.

DISCUSSION

13 Table 1 below provides a brief summary of each of the applications including recommendations on funding allocation. No ranking of applications is required should the Subcommittee agree with the recommended allocation. Therefore, the Subcommittee can approve all applications without discussion of their relative merits, should it wish to.

14 One of the applications (BIO-2019-18) requested funding but currently has an unclaimed grant from the April 2018 round. The new eligibility criteria introduced in February 2019 states that applicants with unclaimed grants are not eligible for funding. In addition, the proposed trapping project in this application is unlikely to be effective in maintaining or improving biodiversity condition. The proposed fencing project in application BIO-2019-24 is also likely to be of minimal benefit to indigenous biodiversity. Therefore, it is recommended both applications are declined funding.

15 Two of the applications (BIO-2019-21 & BIO-2019-26) are from community groups that have had repeated funding in previous rounds but are up to date with grant claims. It is recommended that slightly reduced funding is granted to these applications to fit the overall allocation into the $40,000 available.

16 The recommended allocation is to grant the full amount requested to 8 of the applications and to decline 2 of the applications. Small adjustments are recommended for the allocation to the 2 remaining applications (both from repeat previous applicants) to meet the $40,000 allocation available. The total recommended allocation is $40,000.

Table 1. Summary of applications to the Dunedin Biodiversity Fund September 2019 funding round.

Application ID	Applicant	Project type	Amount requested	Recommended grant
BIO-2019-16	Blueskin Youth and Community Amenities Association Incorporated	Native revegetation in wetland	$4,020.00	$4,000.00
BIO-2019-17	Dunedin City Baptist Church	Native riparian forest revegetation planting	$2,499.00	$2,499.00
BIO-2019-18	Otago Tramping and Mountaineering Club	Animal pest control in native forest	$3,500.00	$0.00
BIO-2019-19	Campbell, G	Native forest revegetation planting	$1,101.46	$1,101.00
BIO-2019-20	Chain Hills Restoration Project	Animal pest control in native forest	$4,961.50	$4,900.00
BIO-2019-21	Orokonui Ecosanctuary	Native fauna captive breeding facility	$5,000.00	$4,000.00
BIO-2019-22	Young, A	Native forest revegetation planting	$4,000.00	$4,000.00
BIO-2019-23	Murray, G	Fencing of salt marsh and wetland area	$5,000.00	$5,000.00
BIO-2019-24	Cross, P	Fencing of creek	$3,500.00	$0.00
BIO-2019-25	Ritchie, T	Native forest revegetation planting	$5,000.00	$5,000.00
BIO-2019-26	Save The Otago Peninsula	Native forest revegetation planting	$5,000.00	$4,500.00
BIO-2019-27	Lawson, W	Fencing of QEII covenant - native forest	$5,000.00	$5,000.00
TOTAL			$48,581.96	$40,000.00

OPTIONS

17 The Subcommittee could choose to fund the above projects to the recommended allocation, an alternative allocation, or choose not to fund them, as it sees fit.

NEXT STEPS

18 Following the Subcommittee’s decision related to the above projects the applicants will be notified of the outcomes.

19 The next funding round will be advertised in April 2020.

Signatories

Author:

Richard Ewans - Biodiversity Advisor

Authoriser:

Anna Johnson - City Development Manager

Nicola Pinfold - Group Manager Community and Planning

Sandy Graham - General Manager City Services

Attachments

	Title	Page
⇩a	Biodiversity Fund eligibility and prioritisation criteria	92
⇩b	Biodiversity Fund terms and conditions	94
⇩c	Biodiversity Fund application summaries	98

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	☐	☐	☒

Māori Impact Statement

There are no known implications for tangata whenua.

Sustainability

The projects considered in this report will contribute positively to the long-term sustainability of the natural environment of Dunedin.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications. The recommended allocation is within budget.

Financial considerations

A total of $40,000 is recommended to be granted to applicants.

Significance

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

Engagement – external

There has been no external engagement on the project applications.

Engagement - internal

There has been no internal engagement on the project applications.

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 grants relate to Community Board areas – i.e. Otago Peninsula, Saddle Hill and Waikouaiti Coast.

Chairperson	Cr Christine Garey
Members	Nick Austin	Cr Sophie Barker
	John Barkla	Carolyn Campbell
	Amanda Dyer	Cr Rachel Elder
	Peter Hayden	Cr Marie Laufiso
	Hannah Molloy	Lois Scott
	Cr Steve Walker	Desiree Williams