Notice of Meeting:

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


Date:                                                    Thursday 25 June 2020

Time:                                                   9.30 am

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


Sue Bidrose

Chief Executive Officer


Grants Subcommittee

City Service, City Project Grants






Cr Christine Garey


Deputy Chairperson

Cr Marie Laufiso




Cr Sophie Barker

Sarah Davie-Nitis


Cr Rachel Elder

Dan Hendra


Hannah Molloy

Anna Parker


Cr Steve Walker



Senior Officer                                               Joy Gunn, Manager Events and Community Development


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

25 June 2020



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 Grant Applications 2020-21                                                                             11             



Grants Subcommittee

25 June 2020



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

25 June 2020


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.








Grants Subcommittee Register of Interest



Grants Subcommittee

25 June 2020


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Grants Subcommittee

25 June 2020


Part A Reports


CIty Service, City Project Grant Applications 2020-21

Department: Community and Planning






1          This report provides information on the criteria for City Service, City Project Grants, and summarises the applications received for this funding for 2020-21. The Grants Subcommittee is requested to allocate the funds available as per its delegation outlined within the DCC Committee Structure and Delegations Manual. 


That the Subcommittee:

a)     Decides the allocation of City Service, City Project Grants for the 2020-21 financial year.



2          City Service, City Project Grants have been made annually since 2015 to groups within the city that meet the funding criteria, replacing the previous Civic Grants. Groups applying must be able to demonstrate how they contribute to the city’s Social Well-being and Ara Toi Arts and Culture Strategy outcomes.

3          City Service, City Project funding supports organisational costs, but is never the primary funding for organisations.  The DCC remains a supplementary funder of groups through its various grant funds.

4          To be eligible for this Fund groups must demonstrate that they are:

·        Organisations whose work in the city significantly contributes to achieving the priorities of one or more of our key strategies.

·        Organisations which are critical to Dunedin's community fabric and longer-term sustainability.

·        Organisations which can show they have community support and which collaborate and build partnerships with other organisations.

·        Organisations with effective and efficient governance that have a presence in Dunedin.

5          In 2018, with the closure of the Fortune Theatre, a Professional Theatre Fund (PTF) was established by the DCC to support the arts and culture sector. Funding of $95,000 was ring-fenced from the City Service, City Project Fund to establish the PTF.  The PTF is a three-year fund, with the allocation to be made in 2021-22. 

6          The ring-fencing of the PTF monies has resulted in a lower amount available within the City Service, City Project Fund for the past two years. 


7          The City Service, City Project funding allocation is divided evenly between the Community Development and Ara Toi areas, with staff assessing grants on behalf of the DCC. Sports and recreation group requests are responded to separately through the Parks and Recreation Service.  Environmental projects are responded to through the Te Ao Tūroa fund.

8          In the current application round, 13 applications were received from arts and culture groups, and 11 from social service and community groups (Attachment A). Total funds of $408,100.00 are available for distribution for the 2020-21 financial year.

9          The total amount requested by all grant applicants is $798,877.70.

10        Both the Community Development and Ara Toi teams note the impact of COVID-19 on social sector, community and arts and culture organisations. Whilst many social sector and community groups have faced additional pressures as they have supported immediate needs of whanau and individuals, many arts groups have been faced with additional sustainability challenges through the lockdown period.  Meeting operational costs such as salaries, rental and utilities remain an issue for many organisations working within the community and arts and cultures sectors.

11        To support groups through the lockdown period, staff offered applicants the opportunity to re-submit an application if they had been a recipient of City Service, City Project funding in 2019-20 and did not wish to make any changes to their previous application. Re-submitted applications were received from eight community organisations and eight arts and culture groups.


12        There are no options as the Grants Subcommittee is delegated to allocate the DCC’s City Service, City Project Grants.





13        Staff will ensure all grant recipients are advised of the Grants Subcommittee decisions and will administer grant payments for successful applicants.  Staff will work alongside organisations where required and evaluate required reporting due in May 2021.




Joy Gunn - Manager Events and Community Development


Nicola Pinfold - Group Manager Community and Planning






City Service, City Project Grant Applications 2020-21





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.

This decision promotes the cultural 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

The Subcommittee membership includes a mana whenua representative.  This member has yet to be confirmed by local runaka.  Staff do not currently request information from applicants about the number of Maori supported by a group, or who may benefit from the application.  However, staff are aware a number of groups support or cooperate with Maori in providing services or developing arts and culture experiences within the city.


COVID-19 has had an economic impact on many groups (including most applying for funding in this round). This impact includes additional pressures on services, as well as reductions in funding from some sectors.  The Government has provided some additional funding for the arts and culture sector through Creative New Zealand, and some support for specific social service agencies.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The City Service, City Project grants funding is included within annual budgets and the 10 Year Plan.

Financial considerations

$408,100.00 is available for allocation by the Grants Subcommittee.  This funding is within annual budgets. No additional funding is available for this grant pool in 2020-21.


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

Engagement – external

Staff recommend discussions are held with them prior to applications being made to all contestable funding rounds.  Staff promoted the Fund through existing networks, reaching approximately 500 organisations through email. 

Engagement - internal

Community Development and Ara Toi staff work together in assessing grants. Finance staff support the grants process. 

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

A register of interest is maintained and updated, and Subcommittee members stand back from any discussions or decision making on applications where a conflict of interest is identified by them.

Community Boards

There are no known implications for Community Boards.



Grants Subcommittee

25 June 2020


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