Agenda of Grants Subcommittee

Notice of Meeting:

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

Date: Wednesday 17 November 2021

Time: 9.30 am

Venue: Via Zoom Audio Visual Link

The meeting will be live streamed on the Council’s YouTube page: https://youtu.be/tDbZUz55ITY

Sandy Graham

Chief Executive Officer

Grants Subcommittee

Arts, Professional Theatre, Creative Communities Scheme, Community Events, Community, Waste Minimisation, Dunedin Biodiversity

PUBLIC AGENDA

MEMBERSHIP

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

Senior Officer Joy Lanini, Manager Community Development and Events

Governance Support Officer Rebecca Murray

Rebecca Murray

Governance Support Officer

Telephone: 03 477 4000

Rebecca.Murray@dcc.govt.nz

www.dunedin.govt.nz

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

Grants Subcommittee

17 November 2021

Grants Subcommittee

Place-Based Community Grants

MINUTES

Minutes of an ordinary meeting of the Grants Subcommittee held in the Via Zoom Audio Visual Link on Wednesday 29 September 2021, commencing at 9.30 am

PRESENT

Chairperson	Cr Christine Garey
Deputy Chairperson	Cr Marie Laufiso
Members	Cr Sophie Barker	Cr Rachel Elder
	Hannah Molloy	Anna Parker

IN ATTENDANCE

Joy Lanini (Manager Community Development and Events), Dr Mai Tamimi (Team Leader Community Development), Paul Coffey (Senior Community Advisor) and Ruth Harrison (Community Advisor)

Governance Support Officer Rebecca Murray

1 Opening

Cr Marie Laufiso opened the meeting with a karakia timataka.

Cr Christine Garey paid tribute with the passing of Mānea Te Ki’i and Rev’d Robert Pomare who were both community leaders in Brockville.

2 Apologies

Apologies were received from Cr Steve Walker, Adam Keane and Sarah Davie-Nitis.

Moved (Cr Christine Garey/Cr Marie Laufiso):

That the Subcommittee:

Accepts the apologies from Cr Steve Walker, Adam Keane and Sarah Davie-Nitis.

Motion Carried

3 Confirmation of agenda

Moved (Cr Christine Garey/Cr Sophie Barker):

That the Subcommittee:

Confirms the agenda without addition or alteration.

Motion Carried

4 Declarations of interest

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

Moved (Cr Christine Garey/Cr Marie Laufiso):

That the Subcommittee:

a) Notes the Elected or Independent Members' Interest Register; and

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

Motion Carried

5 Confirmation of Minutes

5 Grants Subcommittee - 28 June 2021

Moved (Cr Christine Garey/Cr Rachel Elder):

That the Subcommittee:

Confirms the minutes of the Grants Subcommittee meeting held on 28 June 2021 as a correct record.

Motion Carried

Part A Reports

6 Place-Based Community Grants 2021/22

In a report from Community Development and Events the Grants Subcommittee was requested to allocate the Place-Based Community Grants 2020-21 on behalf of the DCC, as per the delegations set out within the Council’s Committee Structure and Delegations Manual.

The Subcommittee had a total of $400,000.00 to distribute to eight Place-Based Community Groups seeking nearly $457,000 in funding.

The Manager Community Development and Events (Joy Lanini), Team Leader Community Development (Dr Mai Tamimi), Senior Community Advisor (Paul Coffey) and Community Advisor (Ruth Harrison) spoke to the report and responded to members’ questions.

Anna Parker declared a conflict of interest with Item 1 - Brockville Improvement & Amenities Society (B.I.A.S.), Item 2 – Caversham Community Group, Item 4 - Greater Taieri Community Network, Item 6 - South Dunedin Community Network and under multi-year funding Item 2 - North East Valley Community Development Project and withdrew from these items.

Cr Marie Laufiso declared a conflict of interest with Item 1 - Brockville Improvement & Amenities Society (B.I.A.S.) and Item 2 – Caversham Community Group and withdrew from these items.

Moved (Cr Christine Garey/Cr Marie Laufiso):

That the Subcommittee:

Adjourns the meeting.

Motion Carried

The meeting was adjourned at 10.17 am and reconvened at 10.30 am.

Cr Marie Laufiso and Anna Parker withdrew from these items at 10.41 am.

Moved (Cr Christine Garey/Cr Rachel Elder):

That the Subcommittee:

Approves the funding as follows:

App No.	Name	Approved funding
1	Brockville Improvement & Amenities Society (B.I.A.S.) (Brockville Improvements & Amenities Society)	$44,000.00
2	Caversham Community Group	$13,657.00

Motion carried (GS/2021/088)

Cr Marie Laufiso returned to the meeting at 10.42 am.

Anna Parker withdrew from this item at 10.42 am.

Moved (Cr Christine Garey/Cr Sophie Barker):

That the Subcommittee:

Approves the funding as follows:

App No.	Name	Approved funding
4	Greater Taieri Community Network (Otago Neighbourhood Support Charitable Trust)	$62,861.00
6	South Dunedin Community Network (The South Dunedin Community Network Incorporated)	$55,000.00
	Multi Year Funding
2	North East Valley Community Development Project (North East Valley Community Development Project Inc)	$62,500.00

Motion carried (GS/2021/089)

Anna Parker returned to the meeting 10.43 am.

Moved (Cr Christine Garey/Cr Marie Laufiso):

That the Subcommittee:

Approves the funding as follows:

App No.	Name	Approved funding
3	Corstorphine Community Hub	$60,000.00
5	Progress of Waikouaiti Area (POWA) (Progress of Waikouaiti Area)	$39,482.00
	Multi Year Funding
1	Greater Green Island Community Network Charitable Trust (GGICN) (Greater Green Island Community)	$62,500.00

Motion carried (GS/2021/090)

Moved (Cr Christine Garey/Cr Rachel Elder):

That the Subcommittee:

Notes the report.

Motion carried

7 Karakia Whakamutuka
	Cr Marie Laufiso closed the meeting with a karakia whakamutuka.

The meeting concluded at 10.48 am.

..............................................

CHAIRPERSON

Grants Subcommittee

17 November 2021

Part A Reports

Managing Unspent Grant Funding

Department: Community and Planning

EXECUTIVE SUMMARY

1 This report clarifies how unspent grant funds should be managed. It notes that Clause 4.4e of the DCC Grants Management Policy 2019 must be applied to all unspent grant funds, including those for events postponed or cancelled due COVID-19.

2 COVID-19 continues to impact event and arts groups within the city. Restrictions have led to cancellations and postponements, resulting in some event organisers experiencing financial loss.

3 Although the Council previously approved discretion to the Grants Subcommittee around funding timeframes for expenditure to assist event organisers and arts groups, this approval ended on 31 October 2020.

4 Clause 4.4e of the Grants Management Policy therefore applies in all situations.

RECOMMENDATIONS

That the Subcommittee:

Notes Clause 4.4e of the DCC Grants Management Policy should be applied in managing the return of unspent grant funds.

BACKGROUND

5 Clause 4.4e of the DCC Grants Management Policy states, “Any unspent funds must be returned to Council within one year of receipt unless there is prior agreement with the Council to carry over such funds.”

6 At the 4 May 2020 Council meeting, the following was resolved:

“Moved (Mayor Aaron Hawkins/Cr Chris Staynes):

That the Council:

a) Approves that the Grants Management Policy requirements for any unspent funds within one year of receipt of the funds, be suspended due to the COVID-19.

b) Approves that the Grants Subcommittee be given the delegated authority to determine the appropriate time periods for spending allocated funds until 31 October 2020 and amends the Committee Structure and Delegations Manual accordingly.

Division

The Council then voted by division:

For: Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Doug Hall, Carmen Houlahan, Marie Laufiso, Mike Lord, Jim O'Malley, Jules Radich, Chris Staynes, Lee Vandervis, Steve Walker, Andrew Whiley and Aaron Hawkins (15).

Against: Nil

Abstained: Nil

The division was declared CARRIED by 15 votes to 0

Motion carried (CNL/2020/001)”

DISCUSSION

7 The Grants Subcommittee and staff put in place processes to manage requests around retention of part or full funding for postponed events following the Council resolution.

8 The Dunedin events and arts sectors rallied in the final quarter of 2020, and events were held in Dunedin during the first six months of 2021, with few cancellations and postponements.

9 However, between August (when the country entered lockdown) and November 2021, there has been another wave of event cancellations and postponements.

10 Event postponements and cancellations are likely to decrease once more information is released on the Government’s COVID-19 Protection Framework. Staff anticipate events will be run with less disruption from February 2022.

11 In the meantime, as no extension was requested to the May Council resolution, the Grants Management Policy must be applied to all postponed arts activities or events.

OPTIONS

12 There are no options as the report is for noting only.

NEXT STEPS

13 Staff will administer grants as set out in the DCC Grants Management Policy 2019.

Signatories

Author:	Joy Lanini - Manager Community Development and Events
Authoriser:	Simon Pickford - General Manager Community Services

Attachments

There are no attachments for this report.

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

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

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, DCC Grants Management Policy 2019

Māori Impact Statement

There are no known implications for Māori.

Sustainability

Events that have to postpone and return funding within 12 months of allocation could be impacted economically.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no known implications.

Financial considerations

There are no known financial implications. However, funding returned in a different financial year than allocated is considered a saving and cannot be reallocated.

Significance

The decision to note Clause 4.4e is considered low in terms of the Council’s Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

Discussion has been held with Finance and Ara Toi.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no known implications for Community Boards.

Grants Subcommittee

17 November 2021

Arts, Professional Theatre, Creative Communities Scheme, Community Events and Community and Small Grant Applications

Department: Community and Planning

EXECUTIVE SUMMARY

1 The report summarises applications for Community Arts, Professional Theatre, Creative Communities, Community Events and Community Grant funding received in September 2021, and includes information on the current funding environment.

2 The Grants Subcommittee is delegated to allocate grants within the approved budget for each fund. The total funding requested and available is detailed below, with application information included in Attachments A – E.

3 The details of funding approved for Small Project and Neighbourhood Matching Grants between 1 April 2021 and 30 September 2021 are attached as Attachment F. Staff assess these grants and the Subcommittee Chair, or their delegate make the funding decision.

RECOMMENDATIONS

That the Subcommittee:

a) Decides the grants to be allocated to applicants from the following funds: Community Arts, Professional Theatre, Creative Communities, Community Events and Community (Attachments A – E).

b) Notes the funds allocated between 1 April 2021 and 30 September 2021 for Small Project and Neighbourhood Matching grants (Attachment F).

BACKGROUND

4 Applications opened for the DCC Community Arts, Professional Theatre, Creative Communities, Community Events and Community Grants funds on 6 September and closed on 24 September 2021.

5 A funding workshop was held for potential applicants in August 2021, covering how to apply for funds, and marketing projects and events. Around 120 people attended the workshop, which will be repeated in February 2022. During September Facebook posts, newspaper notices and newsletters were used to promote available grants.

6 Potential applicants were encouraged to communicate with staff before applying so additional advice and information could be given.

Requests for Support

7 Some community events previously granted funds were cancelled or postponed due to COVID‑19, resulting in requests for funding to be continued, or clarification sought on the return of funds. The Grants Subcommittee approved the retention of funds for the Otago Indoor Tennis Open, Ukelele Kids’ Jam, the Fringe Arts Festival Young Writer’s Festival and St Andrew’s Day.

8 The Subcommittee approved the return of funds for the Night Garden event, which is proposed to be held in September 2022, returned monies will be allocated in this round.

Funding Environment

9 COVID‑19 has continued to impact many groups within the arts and events’ sectors, leading to loss of income for some. At the same time many community providers continued to work throughout Level 4 and Level 2 to address the essential welfare and psycho-social needs of Dunedin’s residents. It is 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.

10 Staff continue to work closely with event organisers to ensure they are aware of public health guidelines. While staff are encouraging event organisers to consider modifications to plans to allow events to be held under Level 2, this is not always possible. Staff will continue to work closely with event organisers during the coming months as government mandates for event organisers become clearer.

DISCUSSION

Number of Applications and Grant Funding Available – September 2021

Grant Fund Name	Number of Applications Received	Number Withdrawn	Total Requested	Total Available (September 2021 Round)
Arts	11	0	$41,025.00	$35,050.00
Creative Communities Scheme	18	1	$69,890.01	$46,710.00
Professional Theatre	7	0	$91,194.21	$95,000.00
Community Events	21	3	$88,744.58	$45,250.00
Community Grants	34	4	$161,716.83	$95,000.00

OPTIONS

11 There are no options.

NEXT STEPS

12 Staff will advise applicants of the Subcommittee’s decisions and administer the payment of grants.

Signatories

Author:	Joy Lanini - Manager Community Development and Events
Authoriser:	Simon Pickford - General Manager Community Services

Attachments

	Title	Page
⇩a	Arts Grants - September 2021 - Summary of Applications	25
⇩b	Professional Theatre Grants - September 2021 - Summary of Applications	26
⇩c	Creative Communities Scheme Fund - September 2021 - Summary of Applications	27
⇩d	Community Events Grants - Sepetember 2021 - Summary of Applications	29
⇩e	Community Grants - September 2021 - Summary of Applications	31
⇩f	Small Projects and Neighbourhood Match Grants to September 2021	33

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision enables democratic local decision making and action by, and on behalf of communities to promote social, economic, cultural and environmental well-being.

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

There are no known implications for Māori.

Sustainability

There are no known implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no known implications.

Financial considerations

There are no known financial implications.

Significance

The decisions are considered low in terms of the Council’s Significant and Engagement Policy.

Engagement – external

There has been engagement with potential applicants.

Engagement - internal

There has been engagement between the Ara Toi and Community Development and Events Teams.

Risks: Legal / Health and Safety etc.

There are no identified legal or health and safety risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no known implications for Community Boards.

Grants Subcommittee

17 November 2021

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

Department: Water and Waste

EXECUTIVE SUMMARY

1 This report summarises applications received during September 2021 for the Waste Minimisation Innovation and Development (Commercial) and Waste Minimisation Community Project/Initiative funding.

2 The purpose of this report is to assist the Subcommittee in considering applications and allocating funding by providing a summary of the funding criteria, applications received, amount of funding requested, the amount available, and the 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 Innovation and Development (Commercial) Grants fund.

b) Decides the grants funding to be allocated to applicants from the Waste Minimisation Community Project/Initiative Grants fund.

c) Approves any remaining unallocated grant funding from both the Waste Minimisation Innovation and Development (Commercial) and the Waste Minimisation Community Project/Initiative Grants be attributed to the next Waste Minimisation Community Project/Initiative Grants funding round in March 2022.

d) Notes that the 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 Innovation and Development (Commercial) Grant and the Waste Minimisation Community Project/Initiative Grant on 1 September 2021 and closed on 24 September 2021.

5 For this round of funding, $70,000.00 is available for Waste Minimisation Innovation and Development (Commercial) Grants, and $30,000 is available for Waste Minimisation Community Project/Initiative Grants.

6 Five Waste Minimisation Small Project Grants have already been approved under delegated authority last financial year, with a total value of $2,499.96 allocated and $3,576.06 unspent in 2020/21.

7 Both before 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. Advertising in community newsletters, public notices, local newspapers, radio, and social media was undertaken. Potential applicants were encouraged to communicate with staff before applying so additional advice and information could be provided.

8 Applicants who had submitted project start dates before the receipt of funding have been contacted to confirm revised project start dates (1 December 2021 or later). This is to avoid the funding projects retrospectively.

Detail on Applicants Not Eligible for Funding

9 During assessment of the application from Dunedin Craft Distillery, staff referred to the Dunedin City Council Grants Management Policy 2019. The Policy states that no DCC grants funding shall be awarded for;

a) An activity that may be deemed unethical, infringes the rights of an individual or group, or that is considered detrimental to the social, economic, environmental, and cultural wellbeing of the community.

b) An activity that is undertaken by, and for the benefit of a commercial or profit-orientated organisation, unless it can demonstrate a significant contribution to the social, cultural, and economic wellbeing of the local community, and its natural and built environment in line with Council Strategic Framework and 10 year plan.

Accountability Reports

10 Over the 7 months from April to October 2021, staff have received 12 accountability reports for previous waste minimisation grants funding. There are a further 29 accountability reports that are not yet due, having been awarded within the last 12 months.

11 Any overdue accountability reports are being pursued by Council staff.

DISCUSSION

Summary of Applications

12 Seven applications were received for the Waste Minimisation Innovation and Development (Commercial) fund. The total funding requested was $80,712.80 and there is $70,000.00 available.

13 Ten applications for the Waste Minimisation Community Project/Initiative Grants fund were received. The total funding requested was $45,609.19 and there is $30,000.00 available.

14 Access to the applications has been provided to the Subcommittee. These are summarised in Attachments A and B, with an assessment of the community benefits and the type(s) of waste involved.

Grant Fund Name	Number of Applications Received	Number Withdrawn	Total Requested	Total Available (September 2021 round)
Waste Minimisation Innovation and Development (Commercial) Grants	7	0	$80,712.80	$70,000.00
Waste Minimisation Community Project/Initiative Grants	10	0	$45,609.19	$30,000.00

Funding Criteria

15 The funding criteria are set out below to assist the Subcommittee to determine the funding allocations:

· Applicants are 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;

o Applicants must contribute 30% of the total project cost; and

o Encourages, promotes, or administers waste minimisation activities in the Dunedin region.

· 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 that duplicate other demonstration projects or pilot studies.

16 Waste minimisation grants are now also available to fund consenting costs e.g., permitted composting processing, to enable regulated waste minimisation activities.

OPTIONS

17 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

18 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.

19 The next funding round will be advertised in September 2021.

Signatories

Author:	Catherine Gledhill - Waste Minimisation Supervisor
Authoriser:	Chris Henderson - Group Manager Waste and Environmental Solutions

Attachments

	Title	Page
⇩a	Waste Minimisation Commercial Grants - September 2021 - Summary of Applications	40
⇩b	Waste Minimisation Community Grants - September 2021 - Summary of Applications	41
⇩c	Waste Minimisation Small Project Grants - September 2021.pdf	43

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

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

This report supports the Council’s Waste Minimisation and Management Plan 2020

Māori Impact Statement

There is no identified adverse impact for Māori.

Sustainability

Waste Minimisation Grants provide community and commercial 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 is received from the Ministry for Environment and 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 in terms of Council’s Significance and Engagement Policy.

Engagement – external

Public education sessions were held to promote the grants available to apply for. Additionally, community stakeholders were notified about the Waste Minimisation Project/Initiative grants and Waste Minimisation Innovation and Development (Commercial) Grants. A variety of newsletters, social media, Otago Access Radio, as well as advertising in local media were used to promote these grants.

Engagement - internal

Internal engagement was carried out with other grant funding departments to check applicants were not doubling up on applications. Departments relevant to the organisations applying for funding were also engaged to check on the best fits in funding criteria for applicants.

Risks: Legal / Health and Safety etc.

By funding consenting costs for applicants, the risk of funding non-compliant activity can be managed.

Conflict of Interest

No conflict of interests have been identified.

Community Boards

Funded waste minimisation projects may develop in community board areas.

Grants Subcommittee

17 November 2021

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 May 2021. The project completion reports are presented to satisfy the grant conditions and outline how the projects were completed.

2 Ten 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 2021. One grant was forfeited. There are no grants outstanding from prior to September 2018.

RECOMMENDATIONS

That the Subcommittee:

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

b) Decides whether or not to reallocate $1,879.42 of unclaimed grant monies to the March 2022 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 The Dunedin Biodiversity Fund operates on a ‘pay first - claim after’ basis. 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 Eleven approved grants have been settled since the last completed projects report to the Subcommittee in May 2021. Ten grants for completed projects were claimed and one grant was forfeited at the applicant’s request. All grants made prior to September 2018 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 eleven project grants settled since the May 2021 Subcommittee meeting. Project completion summaries are provided in Attachment A.

Table 1. Summary of project grants settled from the Dunedin Biodiversity Fund with ten grants claimed and one grant forfeited since the May 2021 Subcommittee meeting.

Application ID	Grant recipient	Project type	Amount available	Amount claimed	Balance
BIO-2018-4	Otago Tramping and Mountaineering Club – Ben Rudd’s Management Trust	Plant pest control	$3,000.00	$1,255.66	$1,744.34
BIO-2018-15	Araiteuru Marae	Revegetation	$2,340.00	$0.00*	$2,340.00
BIO-2019-13	Zainey, A	Revegetation	$942.00	$772.00	$170.00
BIO-2019-14	Penno, R - Merryhill	Revegetation	$5,000.00	$5,000.00	$0.00
BIO-2019-21	Orokonui Ecosanctuary	Fauna habitat/enclosure	$4,000.00	$4,000.00	$0.00
BIO-2020-10	Otago Peninsula Trust	Plant pest control	$3,306.00	$1,959.00	$1,347.00
BIO-2020-11	Stewart, C	Revegetation	$5,000.00	4,821.13	$178.87
BIO-2020-14	Quarantine Island Kamau Taurua Community Inc	Plant and animal pest control	$3,378.00	$3,378.00	$0.00
BIO-2020-17	Murphy, S	Plant pest control	$900.00	$900.00	$0.00
BIO-2020-21	Baillie, P	Revegetation	$2,500.00	$2,146.45	$353.55
BIO-2021-2	Stephenson, I	Revegetation	$2,500.00	$2,500.00	$0.00
TOTAL			$32,866.00	$26,732.24	$6,133.76

* Grant forfeited.

7 The documents received indicate that all the projects above (other than the one forfeited grant) 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 grants claimed can be reallocated to the fund if within the same financial year. The balance of monies left over from grants claimed since the start of the 2021/22 financial year is $1,879.42. This balance can be made available to the March 2022 round of the Biodiversity Fund.

9 There are 40 approved grants totalling $130,974.81 from the September 2018 to March 2021 rounds yet to be claimed. Eight of these grants expire on 30 November 2021.

OPTIONS

Option One - The Grants Subcommittee reallocates the unclaimed monies of $1,879.42 to the March 2022 funding round.

Advantages

· More funding available to the next round of the Biodiversity Fund

· Project savings are available to be reallocated to other projects within the Biodiversity Fund budgeted allocation

Disadvantages

· Reallocated monies remain as accruals

Option Two - The Grants Subcommittee does not reallocate the unclaimed monies of $1,879.42 to the March 2022 funding round.

Advantages

· Project savings are returned to DCC

Disadvantages

· The Biodiversity Fund does not fully allocate budgeted funds for the purpose intended

NEXT STEPS

10 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

Simon Drew - General Manager Infrastructure and Development

Attachments

	Title	Page
⇩a	Biodiversity Fund project completion summaries - September 2021 round	48

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 Māori.

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

17 November 2021

Dunedin Biodiversity Fund Applications

Department: City Development

EXECUTIVE SUMMARY

1 The September 2021 round of the Dunedin Biodiversity Fund opened on the 1 September 2021 and closed on the 31 September 2021.

2 The purpose of this report is to assist the Grants Subcommittee in considering the applications and determining the allocation of funding by providing a summary of the applications.

3 Twenty applications were received. Thirteen of the applications were from first-time applicants. The total funding amount requested by the applicants ($77,971) is more than the funding available for the funding round ($40,000).

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

RECOMMENDATIONS

That the Subcommittee:

Decides on the allocation of the grants across the applications received to the September 2021 round of the Dunedin Biodiversity Fund.

BACKGROUND

5 The Dunedin Biodiversity Fund was established in August 2007.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.

6 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

7 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 contribute to:

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.

8 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 project types is provided in Attachment B. Further guidance on eligible grant costs is provided in Attachment C.

Eligibility Criteria

9 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

10 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

11 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

12 Attachment A provides a summary of each of the applications. Full applications and assessments were provided to the Subcommittee separately.

OPTIONS

13 No options are presented. 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

14 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 have been met.

15 The next funding round will be advertised in March 2022.

Signatories

Author:

Richard Ewans - Biodiversity Advisor

Authoriser:

Anna Johnson - City Development Manager

Simon Drew - General Manager Infrastructure and Development

Attachments

	Title	Page
⇩a	Dunedin Biodiversity Fund September 2021 Summary of Applications	73
⇩b	Dunedin Biodiversity Fund eligibility and prioritisation criteria	75
⇩c	Dunedin Biodiversity Fund terms and conditions	77

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	☐	☐	☒