Agenda of Grants Subcommittee

Grants Subcommittee

5 November 2020

Part A Reports

Community Arts, Performance Underwriting, Creative Communities Scheme, Community Events and Community and Small Grant Applications

Department: Community and Planning

EXECUTIVE SUMMARY

1 This report summarises the applications received during the September 2020 grants round for Community Arts, Performance Underwriting, Professional Theatre, Creative Communities, Community Events and Community grant funding. It also outlines the environment in which these were received.

2 The Grants Subcommittee is requested to decide on the funding allocation for applications received within the budget allocated. The total funding requested for each grant fund is detailed in the table below.

3 Attachment G of this report details the funding allocated for Small Project and Neighbourhood Matching Grants between 1 April and 30 September 2020. 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.

RECOMMENDATIONS

That the Subcommittee:

a) Decides the grants to be allocated to applicants from the following funds; Community Arts, Performance Underwriting, Professional Theatre, Creative Communities, Community Events and Community. (Attachments A-F)

b) Notes the funds allocated between 1 April 2020 and 30 September 2020 for Small Project and Neighbourhood Matching grants. (Attachment G)

c) Notes the previously approved change of scope for grants received in March 2019 for Heart Kids Otago; the Green Island Singing Competition Inc; Prospect Park Productions and the Caversham Community Group

BACKGROUND

4 Applications opened for the DCC Community Arts, Performance Underwriting, Professional Theatre, Creative Communities, Community Events and Community Grants funds on 2 September and closed on 25 September 2020.

5 Prior to and during the application period email notifications and workshops in six community locations were provided by Council staff to raise awareness of the grants available and the criteria. Public notices in newspapers and radio advertising were also undertaken. Potential applicants were encouraged to communicate with staff before applying so additional advice and information could be given.

Performance Underwriting

6 Performance Underwriting applications are infrequent. Applications are considered once a year in September and must fit the DCC Community Arts criteria. Applications must be new initiatives, provide economic gain to the city or raise the national profile of Dunedin, and be a special celebration of Dunedin events or qualities. A full detailed project plan, including information on all confirmed sponsors and a detailed schedule/programme, is required in order to qualify for a grant that underwrites or guarantees a performance in case of loss. The Subcommittee has been provided separate background material on the Performance Underwriting application.

Requests for Change of Grant Scope

7 Following the Government announcement of Covid-19 Levels, the elected members of the Grants Subcommittee approved a change of scope for a small number of grants which had previously received grant funding but were impacted by COVID-19. The Subcommittee approved requests for change of scope from: Heart Kids Otago; Green Island Singing Competition Inc; and Prospect Park Productions with the Caversham Community Group being noted at the recent Place Based Community Grants meeting on 7 October 2020.

Funding Environment

8 COVID-19 has had an impact on many groups within the city; with some arts and events organisers forced to delay activities. This has resulted in a loss of income for them. At the same time many community providers continued to work throughout Level 4 and 3 and into Level 2 to address the essential welfare and pyscho-social needs of Dunedin’s residents. It’s noted that pressures on many social service groups have continued as they try to support individuals and family / whānau to cope with the financial, psychological, and social impacts of COVID-19.

9 Staff continue to work closely with all event organisers to ensure they are aware of public health guidelines when running events and the possibility of changes in COVID levels. While staff are encouraging event organisers to consider modifications to plans to allow events to be held under Level 2, this isn’t always possible. Staff will continue to work closely with event organisers due to the uncertainty of the environment at this time.

DISCUSSION

The table below sets out the grant applications received during the September 2020 round, applications withdrawn, the total requested under each fund and total available under each fund.

The total for distribution for Community Events grants is higher in this round as some events approved in previous funding rounds were cancelled as a result of the COVID-19 national lock down. Funds returned totalled $6,311.03 which has been added to the funding pool for this round of Community Events Grants.

Grant Fund Name	Number of Applications Received	Number Withdrawn	Total Requested	Total Available (September 2019 Round)
Community Arts	9	0	$40,345.00	$33,884.00
Performance Underwriting	1	0	$20,000.00	$20,000.00
Creative Communities Scheme	23	2	$88,414.20	$53,130.70
Professional Theatre	9	2	$113,856.00	$95,000.00
Community Events	21	0	$114,701.06	$46,561.03
Community Grants	25	0	$121,853.54	$95,000.00

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

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

OPTIONS

12 The Grant Subcommittee is delegated to decide grants on behalf of the DCC, in line with the DCC Grants Management Policy 2019 and specific grant criteria.

NEXT STEPS

13 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:

Paul Coffey - Community Advisor

Authoriser:

Joy Gunn - Manager Community Development and Events

Nicola Pinfold - Group Manager Community and Planning

Attachments

	Title	Page
⇩a	Community Arts Grants September 2020 Summary of Applications	19
⇩b	Performance Underwriting September 2020 Summary of Applications	20
⇩c	Creative Communities Scheme Grants September 2020 Summary of Applications	21
⇩d	Professional Theatre Grants September 2020 Summary of Applications	23
⇩e	Community Events Grants September 2020 Summary of Applications	24
⇩f	Community Grants September 2020 Summary of Applications	26
⇩g	Small Project Community, Small Project Arts and Neighbourhood Matching Grants Approved by the Chair to September 2020 Summary	29

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 Grants Management Policy 2019

Festivals and Events Plan 2018 - 2023

Māori Impact Statement

Where there have been applications from tangata whenua or groups working with / for Māori, 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, Māori along with the wider community.

Sustainability

Community organisations, arts practitioners and event organisers contribute to many of the DCC’s strategic outcomes; and maintaining 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. Current COVID-19 and Government initiatives to eliminate the disease, have had a financial impact on non-profit groups within the city, as well as the business sector.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Allocation of DCC grants is outlined and budgeted for 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 2020-21 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.

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

5 November 2020

COVID-19 Community Response Fund Applications

Department: Community and Planning

EXECUTIVE SUMMARY

1 The Grants Subcommittee is asked to allocate grants from the Council’s COVID-19 Community Response Fund 2020/21.

2 In the 2020/21 financial year Council approved an increase to Community Grants of $100,000 to support community organisations impacted by COVID-19. A total of 19 requests totalling $89,877.63 were received during the Fund’s first application round in September 2020. Staff have assessed each request, and the Grants Subcommittee is asked to allocate grants from the Fund.

RECOMMENDATIONS

That the Subcommittee:

a) Decides the grants to be allocated from the COVID-19 Community Response Fund to community groups within Dunedin.

BACKGROUND

3 During the 2020/21 Annual Plan Deliberations the Council approved the allocation of $950,000 to a COVID-19 Response Fund to support social well-being and economic development.

4 A report was provided on proposed allocation of the Fund at the 30 June 2020 Council meeting and the following resolution was passed:

Moved (Cr Chris Staynes/Cr Marie Laufiso):

That the Council:

a) Approves the allocation of up to $435,000 of the COVID-19 support fund as follows:

· $100,000 Increase to Community Grants

· $75,000 to Reconnecting Ōtepoti Events

· $60,000 to the Maori Innovation and Development Fund

· $50,000 Increase to Consumer Electricity Fund

· $50,000 to the Sports Fund

· $35,000 Increase to Dunedin Dream Brokerage

· $30,000 to the Pasifika Innovation and Development Fund

· $25,000 Increase to Boosted Fund

· $10,000 Increase to Neighbourhood Matching Grants

b) Notes that an update on the uptake from the fund would be provided to Council in September 2020.

Motion carried (CNL/2020/061) with Cr Vandervis recording his vote against.”

5 Following approval of the additional $100,000 for Community Grants, a specific grant for community groups was established requesting that groups evidence how they would meet the following criteria –

A. An increase in the target group / groups accessing services as a direct result of COVID;

B. An increase in complexity of needs experienced by people using services as a direct result of COVID; and

C. Direct loss of funding or reduction in income between March and September as a direct result of COVID.

6 Up to $50,000 was set aside for the first application round of the COVID-19 Community Response Fund which opened on 2 September 2020 and closed on 25 September 2020. The round coincided with the Council’s biannual Biodiversity, Community, Community Events, Community Arts, Creative Communities Scheme, Professional Theatre and Waste Minimisation grant application round.

7 The remaining $50,000 of the $100,000 approved by Council is set aside for allocation by the Grants Subcommittee in May, with the second application round opening on 1 March and closing on 26 March 2021.

DISCUSSION

8 Between 2 September and 25 September 2020, 19 funding applications were received for the COVID-19 Community Response Fund, with a total of $89,877.63 requested. Total project / organisational costs from all applicants combined were $1,897,848.85.

9 Some applicants noted that they had been advised there would be reduced funding from philanthropic trusts, as well as the reduced ability to fundraise due to national and regional COVID-19 levels.

10 Applicants highlighted the increased need for services or costs required in order for them to provide additional support within the city during Covid-19 Levels 4, 3 and 2 and the impact on families / whānau and individuals from the pandemic.

11 The Otago Community Trust has a COVID-19 fund open for application, with differing criteria from the DCC. The Ministry of Social Development has recently launched a Community Resilience Fund aimed at priority groups within communities and the Lotteries Commission Community Well-being Fund will open in late October 2020. All these funds offer higher amounts of support than the DCC’s COVID-19 Response Community Grants, but some have more specific criteria to be met.

12 The criteria for the DCC COVID-19 Community Response Fund was intentionally broad to assist local groups to apply at a time when many were under pressure to deliver more services with current capacity, and there was noted fatigue within the community sector as organisations and individuals coped with a rapidly changing economic and social landscape.

13 The mental health impacts of COVID-19 are noted in applications from some organisations. While there are national plans from the Ministry of Health to see additional mental health support provided within communities, many Dunedin-based organisations are struggling to meet current demand in this area. Grants allocated could assist these groups in being able to meet current demand for help.

OPTIONS

14 There are no options as the Grants Subcommittee is delegated to allocate grants from the COVID-19 Community Response Fund.

NEXT STEPS

15 Staff will communicate the Grants Subcommittee decisions to all applicants within two weeks of the Grants Subcommittee meeting and arrange for payment to all successful applicants. Grants allocated will be publicised. Staff will promote the upcoming March 2021 application round to community groups within the city from December 2020.

Signatories

Author:

Joy Gunn - Manager Community Development and Events

Authoriser:

Nicola Pinfold - Group Manager Community and Planning

Robert West - Acting General Manager City Services

Attachments

	Title	Page
⇩a	Covid-19 Response Grants September 2020 Summary of Applications	37

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.

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

Māori have not contributed to the criteria for the COVID-19 Community Response Fund, however, the Council has worked with iwi on an upcoming fund specifically to support hapori Māori within Ōtepoti Dunedin. That fund is due to open for application in November and is a partnership with Otago Community Trust.

Sustainability

Support of the community sector through grants assists Dunedin people to access services, information and help they need to address social and economic challenges resulting from COVID-19.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Funding for the COVID-19 Community Response Fund was approved by Council in the 2020/21 Annual Plan.

Financial considerations

An increase of $100,000 was approved by Council for the 2020/21 year only for Community Grants. This was additional to the $201,000 currently allocated to the DCC’s Community Development operational budget for allocation through the Community Grants Fund. The COVID-19 Community Response Fund has been allocated in two rounds; with up to $50,000 available in the September 2020 round and up to $50,000 available in the March 2021 round.

Significance

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

Engagement – internal

Staff have engaged with Communications, web and Ara Toi teams around this grant fund.

Engagement - external

Staff have engaged with the Department of Internal Affairs Ministry of Social Development, and Otago Community Trust. Staff have publicised the fund at workshops, via the weekly pānui that is distributed by the Community Development team and through community networks.

Risks: Legal / Health and Safety etc.

There are no known legal or health and safety risks in the allocation of these grants.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no known implications for Community Boards.

Grants Subcommittee

5 November 2020

Rates Relief Grants Expenditure 2019/20

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 2019/20 financial year (Attachment A).

2 The budget allocated for Rates Relief in the 2019/2020 financial year was $531,200. The Grants Subcommittee has 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 $508,743 to 140 organisations in 2019/20.

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.

5 Under the Council’s Grants Management Policy 2019, 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.

6 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.

7 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); and

· Provide verification of their year’s rating obligations.

8 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.

9 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

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

11 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 2019.

DISCUSSION

12 Attachment A lists the groups that were allocated Rates Relief Grants in the 2019/20 financial year.

13 Every three years, groups are notified that they can re-apply for Rates Relief, staff completed this process in the 2019/20 year.

OPTIONS

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

NEXT STEPS

15 During November 2020 staff will promote the Rates Relief Scheme to organisations that have not previously had grants.

Signatories

Author:

Paul Coffey - Community Advisor

Authoriser:

Joy Gunn - Manager Community Development and Events

Nicola Pinfold - Group Manager Community and Planning

Simon Pickford - General Manager Community Services

Attachments

	Title	Page
⇩a	Rates Relief Grants Allocated for the Financial Year 2019/20	44

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 2019/20 year is within the budget allocated $531,200.

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

5 November 2020

Waste Minimisation Community Project/Initiative, Innovation and Development (Commercial) and Small Grants Applications

Department: Waste and Environmental Solutions

EXECUTIVE SUMMARY

1 This report summarises applications received during September 2020 for the Waste Minimisation Community Project/Initiative and Waste Minimisation Innovation and Development (Commercial) Funding. The Grant Subcommittee is requested to decide the funding allocation for all grants received.

2 The purpose of this report is to assist the Subcommittee in considering applications and allocation of funding by providing a summary of the funding criteria, applications received, amount of funding requested, amount available, and amount recommended.

3 A summary of the Waste Minimisation Small Project Grants already approved by the Grants Subcommittee Chair or another delegated Subcommittee member is also included as Attachment C.

RECOMMENDATIONS

That the Subcommittee:

a) Decides the grants funding to be allocated to applicants from the Waste Minimisation Community Project/Initiative Grants and Waste Minimisation Innovation and Development (Commercial) funds.

b) Approves the extension of time for previous grants recipients whose project time-frames have been impacted by Covid-19 restrictions

c) Approves an extraordinary March 2021 Funding round for the remaining $51,000 of unallocated Waste Minimisation Innovation and Development (Commercial) funding

d) Notes that Waste Minimisation grants are funded by Waste Disposal Levy funds provided by the Ministry for the Environment and are not rates funded.

e) Notes the approved funding allocated to organisations for Waste Minimisation Small Project Grants.

BACKGROUND

4 Applications opened for the Waste Minimisation Community Project/Initiative Grant and the Waste Minimisation Innovation and Development (Commercial) Grant on 2September 2020 and closed on 25 September 2020.

5 For this round of funding, $30,000 is available for Waste Minimisation Community Project/Initiative Grants. There is $70,000 available for Waste Minimisation Innovation and Development (Commercial) funding.

6 Several Waste Minimisation Small Project Grants have already been approved under delegated authority this financial year, with a total value of $1,500. Green Island School also applied but has put their application on hold due to previous funding and report back requirements.

7 Both prior to and during the application period email notifications and workshops were provided by Council staff to raise awareness of the grants available and the application criteria. Public notices in newspapers and radio advertising were also undertaken. Potential applicants were encouraged to communicate with staff before applying so additional advice and information could be given.

8 These grants are funded by Waste Disposal Levy funding received from the Ministry for the Environment. They are not DCC rates funded.

Detail on applications not eligible for funding

9 Doubt Not Compost submitted a Waste Minimisation Commercial Grant application having missed out on funding in the 2019 funding round due to their current composting activity being non-compliant with District Plan rules. A further application was presented in 2020, but the issue remains as to finding a suitable site for Doubt Not Compost. DCC staff have undertaken to assist Doubt Not to find an appropriate site for their composting operation outside of the 2020 waste minimisation grant process.

10 Clean Start Consultancy This Wanaka based company has applied for a grant to do a feasibility study on a one bin collection of all waste, organics, and recyclables. The applicant is proposing this feasibility study be in partnership with Dunedin City Council. The company has been referred to the procurement team as the more appropriate avenue for a consultancy services proposal.

11 Applicants who had submitted project start dates prior to the receipt of funding have been contacted to confirm revised project start dates (1^st of December 2020 or later).

Covid 19 implications

12 Covid-19 has impacted on some previous grant recipient’s ability to fulfil their original project plans outlined in their applications. To accommodate the set back of Covid-19, it is recommended that applicants are allowed an extension of time as follows:

· Our Food Network – Received approval for a Waste Minimisation Community Grant in September 2019; however, they have been unable to carry out their community harvest work due to Covid-19 restrictions. For this applicant, it is recommended they retain their funding through to the end of June 2021, so that they are able to use it for the next harvest season.

· SuperGrans – Received approval for a Waste Minimisation Community Grant in September 2019; however, they have been unable to carry out their community events as planned due to Covid-19 restrictions. For this applicant, it is recommended they retain their funding through to the end of June 2021, to allow them time to reorganise the workshops, promote them, run them, and create the videos as per their original grant application.

· Spout Alternatives – Received approval for a Waste Minimisation Community Grant in September 2019 for purchase of the equipment they needed to expand their business model to more hospitality outlets. With the onset of lockdown affecting hospitality Spout could not deliver on their original grant proposal. Business is starting to pick up again and for this applicant, it is recommended they retain their funding through to the end of June 2021.

· Less Limited – Received approval for a Waste Minimisation Community Grant in September 2019. There has been no progress on this project with the onset of COVID-19 lockdown and noting that there was a similar competitors patent pending. Less Limited would like to pick up the project and move forward with an IP strategy, patient lookups and brand protection, which is information that can be provided to investors and manufactures and for this applicant, it is recommended they retain their funding through to the end of June 2021.

· URBN VINO - Received approval for a Waste Minimisation Community Grant in September 2019 and have purchased the equipment and materials to implement the project. With the onset of COVID-19 the Farmer Market closed, and the applicant was not able to sell his product. He has since signed up at teacher’s college and is on school placement at the moment. For this applicant, it is recommended they retain their funding through to the end of June 2021. He has unsuccessfully tried to lodge his accountability form, and staff will continue to work with him on this.

Outcomes from Waste Minimisation Funding

13 Adding to the outcomes summarised with the March 2020 funding round, a brief summary of the outcomes of the $211,543.00 in waste minimisation funding granted to 37 recipients to date, based on accountability reports received, show:

· Waste minimisation workshops and events attended by over 2,940 people (along with volunteers);

· Worm farms, compost bins, and other waste minimisation projects for 11 schools;

· A reported 6.2 Tonnes of recyclables diverted from landfill from sports clubs per year (ongoing);

· 135 items of e-waste and 13.5 Kg of batteries diverted from landfill;

· Over 300 people have received repaired bicycles which were destined for landfill;

· 3,700 Kg of textiles (equated to 6,660 Kg of carbon emissions) diverted from landfill;

· 1,200 L of organic waste from the OUSA International Food Festival diverted from landfill;

· 668 pairs of curtains and 48 single curtains upcycled for warmer homes, and 258 healthy homes packs on how to reduce humidity and how to kill mould in your home; and

· Feasibility study for Kiwi Harvest (food rescue) to expand their service to primary producers.

14 Note that the accountability reports summarised above do not represent the full amount of work achieved by the funding granted to date, as not all accountability reports are yet due.

15 Most recipients whose accountability reports were due, have submitted their reports as required. Outstanding reports are; one report from a recipient of a Waste Minimisation Community/Initiative grant in the September 2019 funding round, and three Small Waste Minimisation Project grants. These recipients have been contacted requesting their accountability reports as soon as possible.

DISCUSSION

Summary of Applications

16 Six applications to the Waste Minimisation Community Project/Initiative Grants fund were received. The total funding requested was $25,826.00 of the $30,000 available.

17 Three applications were received by the Waste Minimisation Innovation and Development (Commercial) fund. The total funding requested was $129,359 of the $70,000 available. Two applicants in this funding round will not proceed through the grants process. This is due to there being more appropriate avenues in which to progress i.e. in the case of Doubt Not Composting it is an investigative process to see if an appropriate site for their activity can be found. In regard to Clean Start Consulting a competitive procurement process for consultancy services would be more appropriate, details in items 9 and 10 of this report.

18 Staff recommend that the remaining $51,000 be referred to an extraordinary March 2021 Funding round, which would be supported by a commercially focused Waste Jam event.

19 Copies of the applications have been provided to the Subcommittee. These are summarised in Attachment B together with an assessment of the Community Benefits and the type of waste involved.

Grant Fund Name	Number of Applications Received	Number Withdrawn	Total Requested	Total Available (March 2020 Round)
Waste Minimisation Community Project/Initiative Grants	6	0	$25,826.00	$30,000
Waste Minimisation Innovation and Development (Commercial) Grants	3	0	$129,359	$70,000

Funding Criteria

20 The funding criteria are set out below to assist the Subcommittee in determining the funding allocations:

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

o Clearly and directly benefits the wider community;

o Aligns with the vision and goals in the WMMP;

o Builds local resource recovery capability;

o Minimises or diverts targeted waste streams;

o Promotes zero waste education;

o Research, development, and design for future waste minimisation initiatives; and

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

· Activities which can’t be applied for:

o Subsidising the cost of waste to landfill;

o Individuals working on private projects;

o Debt servicing; and

o Activities which duplicate other demonstration projects or pilot studies.

OPTIONS

21 The Grants Subcommittee is delegated to decide grants on behalf of the DCC, in line with the DCC Grants Management Policy 2019 and specific grant criteria.

NEXT STEPS

22 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.

23 The next funding round will be advertised in March 2021.

Signatories

Author:

Leigh McKenzie - Waste Minimisation Officer, Waste and Environmental Solutions

Catherine Irvine - Solid Waste Manager

Authoriser:

Chris Henderson - Group Manager Waste and Environmental Solutions

Attachments

	Title	Page
⇩a	Waste Minimisation Community Project/Initiative Grants September 2020 Summary of Applications	57
⇩b	Waste Minimisation Innovation and Development (Commercial) Grants September 2020 Summary of Applications	58
⇩c	Waste Minimisation Small Projects Grants Approved by the Chair to September 2020	59

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	☒	☐	☐

Waste Minimisation and Management Plan (2020).

Māori Impact Statement

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

Sustainability

Waste Minimisation Grants provide community organisations with a funding opportunity for new waste minimisation projects and initiatives.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Budget is set aside from the waste levy for waste minimisation grants. This money has been

approved to use for grants funding.

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

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 and Waste Minimisation Innovation and Development (Commercial) Grants. Otago Access Radio was used to promotes these, as well as a variety of community newsletters. Community organisations were met with and communicated with by staff to explain the application process and criteria.

Engagement - internal

Internal engagement was carried out with other grant funding departments to check applicants were not doubling up on applications, and with departments relevant to the organisations applying for funding.

Risks: Legal / Health and Safety etc.

Each applicant has confirmed they are willing to comply with COVID-19 restrictions.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

Funded Waste Minimisation projects may develop in community board areas.

Grants Subcommittee

5 November 2020

Dunedin Biodiversity Fund - Final reports on completed projects

Department: City Development

EXECUTIVE SUMMARY

1 This report provides a summary of the grants claimed for biodiversity projects that have been completed since the last project completion reports to the Grants Subcommittee in June 2020. The project completion reports are presented to satisfy the grant conditions and outline how the projects were completed.

2 Nine 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 June 2020. There are no grants outstanding from prior to September 2017.

RECOMMENDATIONS

That the Subcommittee:

a) Notes the project completion reports on Dunedin Biodiversity Fund projects.

b) Decides whether or not to reallocate $2,26.81 of unclaimed grant monies to the April 2021 round of the Biodiversity Fund.

BACKGROUND

3 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.

4 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.

5 Nine approved grants have been claimed since the last completed projects report to the Subcommittee in June 2020. All grants made prior to September 2017 have been completed, and all current grant recipients have an explicit timeframe (usually 24 months from approval) within which to claim their approved grant.

DISCUSSION

6 Table 1 below provides a brief summary of the 9 project grants claimed since the June 2020 Subcommittee meeting. Project completion summaries are provided in Attachment A.

Table 1. Summary of completed projects from the Dunedin Biodiversity Fund with grants claimed since the June 2020 Subcommittee meeting.

Application ID	Grant recipient	Project type	Amount available	Amount claimed	Balance
BIO-2017-8	Landscape Connections Trust	Animal pest control	$4,577.00	$4,577.00	$0.00
BIO-2017-13	Orokonui Ecosanctuary	Creation of fauna nesting habitat	$5,000.00	$4,054.45	$945.55
BIO-2018-10	Kerr, G & V	Native forest revegetation	$5,000.00	$5,000.00	$0.00
BIO-2019-4	Guest, R	Animal pest control	$2,904.05	$2,566.89	$337.16
BIO-2019-15	Gunther, S	Native forest revegetation	$4,294.00	$3,573.30	$720.70
BIO-2019-16	Blueskin Youth and Community Amenities Association (BYCAA)	Estuary wetland revegetation	$4,000.00	$3,882.35	$117.65
BIO-2019-23	Murray, G	Fencing to protect wetlands	$5,000.00	$5,000.00	$0.00
BIO-2020-5	McIlraith, J	Native forest revegetation	$5,000.00	$5,000.00	$0.00
BIO-2020-6	Parker, J	Animal pest control	$1,022.60	$1,016.85	$5.75
TOTAL			$36,797.65	$34,670.84	$2,126.81

7 The documents received indicate that all the projects above have been successfully completed and were 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 granted, with some less than the grant amount.

8 The balance of monies left over from claimed grants since the June 2020 Subcommittee meeting is $2,126.81.

9 There are 39 approved grants totalling $141,425.13 from the September 2017 to April 2020 rounds yet to be claimed.

OPTIONS

10 The Grants Subcommittee reallocates the unclaimed monies of $2,126.81 to the April 2021 funding round, or not, as it sees fit.

NEXT STEPS

11 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 - September 2020 round	66

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

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

The funding suggested is within the allocated budget.

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, Waikouaiti Coast, West Harbour and Mosgiel-Taieri.

Grants Subcommittee

5 November 2020

Dunedin Biodiversity Fund Applications

Department: City Development

EXECUTIVE SUMMARY

1 The September 2020 round of the Dunedin Biodiversity Fund opened on the 1^st September 2020 with applications closing on the 30^th September 2020.

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

3 Twenty-one applications were received. Thirteen of the applications were from first-time applicants. The total funding amount requested by the applicants ($73,416) is more than the funding available for the funding round ($40,000).

4 The total recommended allocation is $40,000. First-time applicants with projects on private land were prioritised for full funding.

RECOMMENDATIONS

That the Subcommittee:

a) Decides on the allocation of the grants across the applications received to the September 2020 round of the Dunedin 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 2020 round of the Dunedin Biodiversity Fund opened on the 1^st September 2020 with applications closing on the 30^th September 2020. For this round of funding, $40,000 is available for allocation. Twenty-one applications were received, with 13 from first-time applicants. Summary assessments for each application are provided in Attachment A. Full applications were provided to the Subcommittee separately.

8 The Dunedin Biodiversity Fund operates on a ‘pay first - claim after’ basis and successful applicants have a standard term of 24 months to complete projects and claim the approved grant.

Funding Guidance

9 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.

10 The objective of the Dunedin 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

11 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 B.

Prioritisation Criteria

12 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 B.

Conditions of Grants

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

DISCUSSION

14 Attachment A provides a brief summary of each of the applications including recommendations on funding allocation.

OPTIONS

15 The Grants Subcommittee is delegated to decide grants on behalf of the DCC, in line with the Terms and Conditions of the Dunedin Biodiversity Grant Funding.

NEXT STEPS

16 Staff will communicate the Grants Subcommittee’s decisions to all applicants and provide payment when the Terms and Conditions of the Dunedin Biodiversity Grant Funding has been met.

17 The next funding round will be advertised in April 2021.

Signatories

Author:

Richard Ewans - Biodiversity Advisor

Authoriser:

Anna Johnson - City Development Manager

Nicola Pinfold - Group Manager Community and Planning

Attachments

	Title	Page
⇩a	Dunedin Biodiversity Fund September 2020 Summary of Applications	89
⇩b	Dunedin Biodiversity Fund eligibility and prioritisation criteria	91
⇩c	Dunedin Biodiversity Fund terms and conditions	93

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, Mosgiel-Taieri, Saddle Hill, West Harbour and Waikouaiti Coast.

Chairperson	Cr Christine Garey
Deputy Chairperson	Cr Marie Laufiso
Members	Cr Sophie Barker	Sarah Davie-Nitis
	Cr Rachel Elder	Peter Hayden
	Dan Hendra	Don Hunter
	Adam Keane	Hannah Molloy
	Anna Parker	Cr Steve Walker
	Craig Wilson