Agenda of Grants Subcommittee

Grants Subcommittee

18 May 2022

Grants Subcommittee

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

MINUTES

Minutes of an ordinary meeting of the Grants Subcommittee held via Zoom Audio Visual Link on Wednesday 17 November 2021, commencing at 9.30 am

PRESENT

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

IN ATTENDANCE

Joy Lanini (Manager Community Development and Events), Wai Piggott (Financial Analyst), Kirsten Glengarry (Manager Creative Partnerships), Lisa Wilkie (Relationship Advisor Council Initiatives), Paul Coffey (Senior Community Advisor), Dan Hendra (Team Leader Events), Vicki Lenihan (Community Events Advisor – Cultural), Allison Wallace (Events Coordinator), Olha Viazenko (Events Advisor – Civic and Community), Tammy Jackman (Events Special Projects Coordinator), Cath Gledhill (Supervisor Waste Minimisation), Leigh McKenzie (Waste Minimisation Officer) and Richard Ewans (Biodiversity Advisor)

Governance Support Officer Rebecca Murray

1 Opening

Adam Keane opened the meeting with a karakia timataka.

With the absence of the Chair, Cr Christine Garey, the Deputy Chair, Cr Marie Laufiso, Chaired the meeting and advised that when a conflict arose and Cr Marie Laufiso would withdraw from that funding application Cr Sophie Barker would chair the meeting.

2 Apologies

Apologies were received from Cr Christine Garey and Anna Parker.

Moved (Cr Marie Laufiso/Cr Sophie Barker):

That the Subcommittee:

Accepts the apologies from Cr Christine Garey and Anna Parker.

Motion carried

3 Confirmation of agenda

Moved (Cr Marie Laufiso/Cr Rachel Elder):

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 Marie Laufiso/Cr Steve Walker):

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

5.1 Grants Subcommittee - 29 September 2021

Moved (Cr Marie Laufiso/Cr Sophie Barker):

That the Subcommittee:

Confirms the minutes of the Grants Subcommittee meeting held on 29 September 2021 as a correct record.

Motion carried

Part A Reports

6 Managing Unspent Grant Funding
	A report clarified how unspent grant funds should be managed. It noted 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 to COVID-19. The Manager Community Development and Events (Joy Lanini) responded to members’ questions. Cr Steve Walker declared a conflict of interest with the Dunedin-Edinburgh Sister City Society and withdrew from this item.
	Moved (Cr Marie Laufiso/Cr Steve Walker): That the Subcommittee: Notes that staff will apply Clause 4.4e of the Council’s Grants Management Policy regarding the return of unspent grant funds. Motion carried (GS/2021/091)

	Cr Steve Walker withdrew from this item.

	Moved (Cr Rachel Elder/Cr Sophie Barker): That the Subcommittee: Requests the unspent approved funding for the cancelled St Andrews Day event of $2,898.00 be returned from the Dunedin-Edinburgh Sister City Society as per Clause 4.4e of the Council’s Grants Management Policy. Motion carried (GS/2021/092)

	Cr Steve Walker returned to the meeting.

	Moved (Cr Rachel Elder/Cr Sophie Barker): That the Subcommittee: Requests the unspent approved funding for the cancelled Dunedin Ukelele Kids Jam 2021 event of $660.00 be returned from the Otago Society for Music Education as per Clause 4.4e of the Council’s Grants Management Policy. Motion carried (GS/2021/093)

	Moved (Cr Rachel Elder/Cr Sophie Barker): That the Subcommittee: Ratifies the unspent approved funding for the cancelled Glenfelloch Night in Wonderland event of $5,000.00 be returned from the Otago Peninsula Trust as per Clause 4.4e of the Council’s Grants Management Policy retrospectively. Motion carried (GS/2021/094)

	Moved (Hannah Molloy/Adam Keane): That the Subcommittee: Requests the unspent approved funding for the cancelled Ignition Children’s Book Festival event of $729.27 be returned from the University Book Shop as per Clause 4.4e of the Council’s Grants Management Policy. Motion carried (GS/2021/095)

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

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

Arts Grants

The Relationship Advisor Council Initiatives – Ara Toi (Lisa Wilkie) and the Manager Creative Partnerships (Kirsten Glengarry) spoke to the applications and responded to members’ questions.

Adam Keane declared a conflict of interest with Item 9 - Te Hou Ora Whanau Services (Te Hou Ora Otepoti Inc) and withdrew from discussion from this item.

Moved (Cr Steve Walker/Cr Rachel Elder):

That the Subcommittee:

Declines the funding as follows:

7	Every Body is a Treasure CT (Every Body is a Treasure Trust)

Motion carried (GS/2021/096)

Adam Keane withdrew from this item.

Moved (Peter Hayden/Cr Rachel Elder):

That the Subcommittee:

Approves the funding as follows:

Te Hou Ora Whanau Services (Te Hou Ora Otepoti Inc)

$2,040.00

Motion carried (GS/2021/097)

Adam Keane returned to the meeting.

Moved (Hannah Molloy/Cr Rachel Elder):

That the Subcommittee:

Approves the funding as follows:

Weka Club Inc (J D M Covell)

$4,775.00

Motion carried (GS/2021/098)

Moved (Cr Rachel Elder/Cr Steve Walker):

That the Subcommittee:

Approves the funding as follows:

1	Broad Bay School (Broad Bay School Board of Trustees	$1,375.00
2	Connected Media Trust	$2,000.00
3	Dunedin Jazz Foundation (Dunedin Youth Jazz Orchestra)	$5,000.00
4	Dunedin Jazz, Cabaret & Performing Arts Trust (Dunedin Jazz Cabaret & Performing Arts)	$3,500.00
5	Dunedin Repertory Society Incorporated	$5,000.00
6	Dunedin School of Art – Pam McKinlay (Council of the Otago Polytechnic)	$4,750.00
8	Late Bloomers (Improsaurus Ref: Late Bloomers)	$3,110.00
10	The Wanda Foundation	$3,500.00

Motion carried (GS/2021/099)

Professional Theatre Grants

The Relationship Advisor Council Initiatives – Ara Toi (Lisa Wilkie) and the Manager Creative Partnerships (Kirsten Glengarry) spoke to the applications and responded to members’ questions.

Moved (Cr Sophie Barker/Cr Rachel Elder):

That the Subcommittee:

Approves the funding as follows:

Mayfair Theatre Charitable Trust

$8,805.79

Motion carried (GS/2021/100) with Cr Steve Walker and Don Hunter recording their votes against.

Moved (Cr Rachel Elder/Peter Hayden):

That the Subcommittee:

Approves the funding as follows:

1	Afterburner (Martyn Roberts – afterburner)	$16,258.00
2	Ake Ake Theatre Company Ltd	$15,000.00
3	Happy You…!!	$7,030.21
4	HarleQueen Productions (A M Howells)	$14,796.00
6	Prospect Park Productions (Prosp)	$19,890.00
7	The Unity Creative	$13,220.00

Motion carried (GS/2021/101)

Moved (Cr Marie Laufiso/Cr Rachel Elder):

That the Subcommittee:

Adjourned the meeting.

Motion carried

The meeting adjourned at 11.15 am and reconvened at 11.20 am.

Creative Communities Scheme Grants

The Relationship Advisor Council Initiatives – Ara Toi (Lisa Wilkie), Creative Advisor (Amie Toa) and the Manager Creative Partnerships (Kirsten Glengarry) spoke to the applications and responded to members’ questions.

Adam Keane declared a conflict of interest with Item 6 - Jenny Beatrix Victoria Kendrick (Jenny Kendrick) and Item 8 - New Zealand International Science Festival (International Festival of Environment, Science & Technology Dunedin New Zealand Incorporated) and withdrew from these items.

Hannah Molloy declared a conflict of interest with Item 3 - Dunedin Midwinter Celebrations and withdrew from this item.

Adam Keane withdrew from this item.

Moved (Cr Marie Laufiso/Hannah Molloy):

That the Subcommittee:

Declines the funding as follows:

6	Jenny Beatrix Victoria Kendrick (Jenny Kendrick)

Motion carried (GS/2021/102)

Adam Keane returned to the meeting.

Moved (Cr Marie Laufiso/Hannah Molloy):

That the Subcommittee:

Declines the funding as follows:

1	Baroque Music Community and Educational Trust of New Zealand (Baroque Music Trust)
5	Every Body is a Treasure Trust
9	Otago Museum (Otago Museum Trust Board)
16	The Wanda Foundation

Motion carried (GS/2021/103)

Adam Keane withdrew from this item.

Moved (Cr Steve Walker/Cr Rachel Elder):

That the Subcommittee:

Approves the funding as follows:

New Zealand International Science Festival (International Festival of Environment, Science & Technology Dunedin New Zealand Incorporated)

$3,000.00

Motion carried (GS/2021/104)

Adam Keane returned to the meeting.

Hannah Molloy withdrew from this item.

Moved (Cr Steve Walker/Cr Rachel Elder):

That the Subcommittee:

Approves the funding as follows:

Dunedin Midwinter Celebrations

$4,000.00

Motion carried (GS/2021/105)

Hannah Molloy returned to the meeting.

Moved (Hannah Molloy/Cr Rachel Elder):

That the Subcommittee:

Approves the funding as follows:

Weka Club Inc (Jess Covell – J E Covell)

$2,511.30

Motion carried (GS/2021/106)

Moved (Cr Steve Walker/Cr Rachel Elder):

That the Subcommittee:

Approves the funding as follows:

2	Christine Keller (Christine Keller t/a Weaving on Hillingdon)	$3,000.00
4	East Otago Musical Theatre Inc	$4,000.00
7	Nathaniel Otley	$2,305.70
10	Otepoti Youth Space Collective (Creative Arts Trust)	$4,900.00
11	Pacific Trust Otago	$8,100.00
12	Robert Fugah	$2,500.00
13	Rainbow Rosalind (Rosalind Manowitz)	$2,500.00
14	Sergio Biggemann (SA & AV Biggemann)	$2,643.00
15	The Opera House Trust	$2,250.00
17	VSP Charitable Trust	$5,000.00

Motion carried (GS/2021/107)

Peter Hayden and Don Hunter left the meeting at 11.41 am.

Community Events Grants

The Manager Community Development and Events (Joy Lanini), Team Leader Events (Dan Hendra), Events Advisor – Civic and Community (Olha Viazenko), Events Coordinator (Allison Wallace) and Events Special Projects Coordinator (Tammy Jackman) spoke to the applications and responded to members’ questions.

Moved (Cr Marie Laufiso/Hannah Molloy):

That the Subcommittee:

Declines the funding as follows:

11	St Leonards School (St Leonards School Board of Trustees)

Motion carried (GS/2021/108)

Moved (Cr Marie Laufiso/Cr Sophie Barker):

That the Subcommittee:

Adjourns the meeting.

Motion carried

The meeting adjourned at 12.02 pm and reconvened at 12.05 pm.

Moved (Hannah Molloy/Cr Sophie Barker):

That the Subcommittee:

Approves the funding as follows:

Dunedin Multi-Ethnic Council (DMEC)

$10,000.00

Motion carried (GS/2021/109)

Moved (Adam Keane/Cr Rachel Elder):

That the Subcommittee:

Approves the funding as follows:

Brighton Gala Experience

$1,500.00

Motion carried (GS/2021/110)

Moved (Cr Rachel Elder/Hannah Molloy):

That the Subcommittee:

Approves the funding as follows:

3	Disc Golf Dunedin Inc (Disc Golf Dunedin)	$2,000.00
4	Dunedin Curling Club Inc	$1,500.00
6	Dunedin Ice Skating Club	$2,000.00
8	Dunedin Poultry, Pigeon & Cage Bird Club Inc (Dunedin Poultry, Pigeon & Cage Bird Club)	$1,300.00
9	Green Island Competitions Society Inc	$905.58
10	Royal New Zealand Pipe Band Association – Otago Centre (Royal New Zealand Pipe Band Assn Otago Centre)	$3,800.00
12	Swing Riot Dunedin Incorporated	$2,000.00
13	Tennis Otago Incorporated	$1,000.00
14	The Auckland Diving Community Trust (ADCT)	$1,000.00
15	The Peace Club at University of Otago (The Peace Club)	$2,160.00
17	Vintage Car Club of New Zealand Otago Branch Inc	$2,781.00
18	VSP Charitable Trust	$6,500.00

Motion carried (GS/2021/111)

Moved (Cr Marie Laufiso/Cr Rachel Elder):

That the Subcommittee:

Adjourns the meeting.

Motion carried (GS/2021/112)

The meeting adjourned at 12.12 pm and reconvened at 1.01 pm.

Moved (Cr Steve Walker/Cr Sophie Barker):

That the Subcommittee:

Approves the unspent funds from this round be rolled over to the next Community Events Funding Round of $6,803.42

Motion carried (GS/2021/113)

Community Grants

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

Cr Marie Laufiso declared a conflict of interest with Item 16 - Opera House Trust and withdrew from this item.

Adam Keane declared a conflict of interest with Item 6 - Dunedin Curtain Bank Trust and Item 28 - The Work Opportunities Trust (Work Opportunities Trust) and withdrew from these items.

Moved (Cr Marie Laufiso/Cr Steve Walker):

That the Subcommittee:

Declines the funding as follows:

4	Carisbrook School
12	Garden To Table Trust
19	Otago Water Polo Club Incorporated

Motion carried (GS/2021/114)

Cr Marie Laufiso withdrew from this item. Cr Sophie Barker Chaired the meeting.

Moved (Cr Steve Walker/Hannah Molloy):

That the Subcommittee:

Approves the funding as follows:

Opera House Trust

$3,408.00

Motion carried (GS/2021/115)

Cr Marie Laufiso returned to the meeting and resumed the Chair.

Adam Keane withdrew from these items.

Moved (Cr Rachel Elder/Cr Sophie Barker):

That the Subcommittee:

Approves the funding as follows:

6	Dunedin Curtain Bank Trust	$4,500.00
28	The Work Opportunities Trust (Work Opportunities Trust)	$4,500.00

Motion carried (GS/2021/116)

Adam Keane returned to the meeting.

Moved (Cr Steve Walker/Cr Rachel Elder):

That the Subcommittee:

Approves the funding as follows:

21	Senior-Link	$4,782.00
23	Taieri Christian Care Trust (Trudie Clearwater) (Taieri Christian Care)	$5,000.00

Motion carried (GS/2021/117)

Moved (Cr Marie Laufiso/Cr Steve Walker):

That the Subcommittee:

Approves the funding as follows:

1	Alzheimers Otago (Andrea Vaughan) (ADARDS Otago Inc)	$3,500.00
2	Blue Light Ventures Inc (NZ Blue Light Ventures Inc	$2,660.00
3	Cancer Society of New Zealand – Otago and Southland Division	$3,500.00
5	Dunedin Community Transport Trust	$3,000.00
7	Dunedin Environment Centre Trust	$2,000.00
8	Dunedin Korean Society	$4,000.00
9	Dunedin Multi-Ethnic Council (DMEC)	$4,500.00
10	Dunedin Jazz Foundation (formerly The Dunedin Youth Jazz Orchestra Charitable Trust) (Dunedin Youth Jazz Orchestra)	$1,500.00
11	Eastern Junior Rugby Club	$2,000.00
13	Ignite Consultants (Ignite – Dunedin Branch)	$3,500.00
14	Mosgiel Memorial RSA Trustees Trust Fund	$2,500.00
15	Muscular Dystrophy Assn of NZ (Anonymous) (Southern Regions branch of the Muscular Dystrophy Association of NZ Inc)	$3,500.00
17	Otago Heritage Bus Society	$1,150.00
18	Otago Multiple Sclerosis Society Inc	$3,500.00
20	Saddle Hill Foundation Trust	$4,500.00
22	Stem Communication Trust	$4,500.00
24	The Brain Injury Association (Otago) Inc	$3,500.00
25	The Order of St John Dunedin Area Committee (Order of St John Dunedin Area)	$2,500.00
26	The Parkinson’s New Zealand Charitable Trust (Parkinson’s New Zealand)	$3,500.00
27	The Rothesay News	$4,500.00
29	Threading Whare Charitable Trust (Work Opportunities Trust)	$4,500.00
30	WEKA Wellness Empathy Kindness Aotearoa	$4,500.00

Motion carried (GS/2021/118)

Neighbourhood Matching and Small Project Grants

The Manager Community Development and Events (Joy Lanini) and Senior Community Advisor (Paul Coffey) spoke to the report and responded to members’ questions.

Moved (Cr Marie Laufiso/Cr Rachel Elder):

That the Subcommittee:

Notes the funds allocated between 1 April 2021 and 30 September 2021 for Small Project and Neighbourhood Matching grants.

Motion carried

Moved (Cr Marie Laufiso/Cr Rachel Elder):

That the Subcommittee:

Adjourns the meeting.

Motion carried

The meeting adjourned at 1.28 pm and reconvened at 1.32 pm.

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

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

Waste Minimisation Development (Commercial) Grants

The Supervisor Waste Minimisation (Cath Gledhill) and Waste Minimisation Officer (Leigh McKenzie) spoke to the report and responded to members’ questions.

Moved (Hannah Molloy/Cr Steve Walker):

That the Subcommittee:

Declines the funding as follows:

3	Naylor Love Enterprises Limited

Motion carried (GS/2021/119)

Moved (Hannah Molloy/Cr Rachel Elder):

That the Subcommittee:

Declines the funding as follows:

4	Prime Campus Limited

Motion carried (GS/2021/120)

Moved (Hannah Molloy/Cr Sophie Barker):

That the Subcommittee:

Declines the funding as follows:

5	SpireNZ Limited

Motion carried (GS/2021/121)

Moved (Cr Rachel Elder/Cr Sophie Barker):

That the Subcommittee:

Approves the funding as follows:

2	Mutu Limited	$9,675.00
6	Waewae Permaculture (Waewae Permaculture Limited)	$11,000.00
7	Weaving on Hillingdon	$16,071.80

Motion carried (GS/2021/122)

Moved (Hannah Molloy/Cr Steve Walker):

That the Subcommittee:

Approves the funding as follows:

Dunedin Craft Distillers (Dunedin Craft Distillers Limited)

$7,000.00

Motion carried (GS/2021/123)

Moved (Cr Marie Laufiso/Cr Sophie Barker):

That the Subcommittee:

Approves the unspent funds from this round be rolled over to the next Waste Minimisation Community Project/Initiative Funding Round of $26,253.20

Motion carried (GS/2021/124)

Waste Minimisation Community Projects/Initiatives Grants

The Supervisor Waste Minimisation (Cath Gledhill) and Waste Minimisation Officer (Leigh McKenzie) spoke to the report and responded to members’ questions.

Adam Keane declared a conflict of interest with Item 2 - Dunedin Curtain Bank Trust and Item 8 - Te Hou Ora Otepoti Inc (operating as Te Hou Ora Whanau Services) and withdrew from these items.

Moved (Cr Marie Laufiso/Cr Sophie Barker):

That the Subcommittee:

Adjourns the meeting.

Motion carried

The meeting was adjourned at 2.28 pm and reconvened at 2.35 pm

Moved (Cr Marie Laufiso/Hannah Molloy):

That the Subcommittee:

Declines the funding as follows:

7	Tahuna Normal Intermediate School

Motion carried (GS/2021/125)

Adam Keane withdrew from these items.

Moved (Cr Rachel Elder/Cr Steve Walker):

That the Subcommittee:

Approves the funding as follows:

2	Dunedin Curtain Bank Trust	$3,275.00
8	Te Hou Ora Otepoti Inc (operating as Te Hou Ora Whanau Services)	$3,275.00

Motion carried (GS/2021/126)

Moved (Hannah Molloy/Cr Sophie Barker):

That the Subcommittee:

Approves the funding as follows:

1	Bathgate Park School	$2,100.00
3	Edgar Centre (Dunedin Indoor Sports Venues Trust Board)	$3,000.00
4	Malcam Charitable Trust	$3,275.00
5	OneCoast	$5,000.00
6	South Dunedin Street Festival Organising Committee (South Dunedin Street Festival)	$3,401.00
9	The Wanda Foundation	$3,274.00
10	Waitati Music Festival Incorporated Society (Waitati E)	$3,400.00

Motion carried (GS/2021/127)

Waste Minimisation Small Project Grants

The Supervisor Waste Minimisation (Cath Gledhill) and Waste Minimisation Officer (Leigh McKenzie) spoke to the report and responded to members’ questions.

Hannah Molloy declared a conflict of interest with Item 4 – Dunedin Midwinter Carnival Trust and withdrew from this item.

Moved (Cr Marie Laufiso/Cr Rachel Elder):

That the Subcommittee:

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

Motion carried

Hannah Molloy returned to the meeting.

Hannah Molloy left the meeting at 2.46 pm.

Craig Wilson entered the meeting at 2.46 pm.

9 Dunedin Biodiversity Fund - Final reports on completed projects
	The report provided 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. The Biodiversity Officer (Richard Ewans) spoke to the report and responded to members’ questions.

	Moved (Cr Sophie Barker/Cr Steve Walker): That the Subcommittee: a) Notes the project completion reports on Dunedin Biodiversity Fund projects. b) Approves reallocating $1,879.42 of unclaimed grant monies to the March 2022 round of the Biodiversity Fund. Motion carried (GS/2021/128)

10 Dunedin Biodiversity Fund Applications

The report provided an overview of the applications for the September 2021 round of the Dunedin Biodiversity Fund.

The Biodiversity Officer (Richard Ewans) spoke to the report and responded to members’ questions.

Steve Walker declared a conflict of interest with Item BIO-2021-24 - Hall, C and withdrew from this item.

Craig Wilson declared a conflict of interest with Item BIO-2021-28 - Sidaway, K and withdrew from this item.

Adam Keane declared a conflict of interest with Item BIO-2021-33 - Araiteuru Marae and Item BIO-2021-38 - Kati Huirapa Runaka ki Puketeraki and withdrew from these items.

Cr Marie Laufiso declared a conflict of interest with Item BIO-2021-33 - Araiteuru Marae and withdrew from this item.

Moved (Cr Marie Laufiso/Cr Sophie Barker):

That the Subcommittee:

Declines the funding as follows:

BIO-2021-19	Escea Ltd – Garth Milmine
BIO-2021-27	Tweedie, J
BIO-2021-32	Quaratine Island Kamau Taurua Community Inc

Motion carried (GS/2021/129)

Cr Steve Walker withdrew from this item.

Moved (Cr Rachel Elder/Cr Marie Laufiso):

That the Subcommittee:

Approves the funding as follows:

BIO-2021-24

Hall, C

$1,500.00

Motion carried (GS/2021/130)

Cr Steve Walker returned to the meeting.

Craig Wilson withdrew from this item.

Moved (Cr Marie Laufiso/Cr Steve Walker):

That the Subcommittee:

Approves the funding as follows:

BIO-2021-28

Sidaway, K

$3,900.00

Motion carried (GS/2021/131)

Craig Wilson returned to the meeting.

Adam Keane withdrew from this item.

Moved (Cr Marie Laufiso/Cr Rachel Elder):

That the Subcommittee:

Approves the funding as follows:

BIO-2021-38

Kati Huirapa Runaka ki Puketeraki

$4,994.00

Motion carried (GS/2021/132)

Adam Keane and Cr Marie Laufiso withdrew from this item. Cr Sophie Barker Chaired the meeting.

Moved (Cr Sophie Barker/Cr Steve Walker):

That the Subcommittee:

Approves the funding as follows:

BIO-2021-33

Araiteuru Marae

$1,800.00

Motion carried (GS/2021/133)

Adam Keane and Cr Marie Laufiso returned to the meeting. Cr Marie Laufiso resumed the Chair.

Moved (Cr Marie Laufiso/Cr Steve Walker):

That the Subcommittee:

Approves the funding as follows:

BIO-2021-20	Parker, M & J	$2,456.00
BIO-2021-21	Jakobs, F	$2,500.00
BIO-2021-22	Farr, H	$2,400.00
BIO-2021-23	Hereweka – Harbour Cone Trust	$2,500.00
BIO-2021-25	Parker, D	$600.00
BIO-2021-26	Jones, J	$2,500.00
BIO-2021-29	Van Turnhout, R	$2,500.00
BIO-2021-30	Otokia Creek and Marsh Habitat Trust	$5,000.00
BIO-2021-31	Edwards, P	$750.00
BIO-2021-34	Landscape Connections Trust – Halo Project	$2,000.00
BIO-2021-35	Forrester, J	$1,300.00
BIO-2021-36	Brownlie, T	$2,500.00
BIO-2021-37	Chambers, C	$800.00

Motion carried (GS/2021/134)

11 Karakia Whakamutuka

Adam Keane closed the meeting with a karakia whakamutuka.

The meeting concluded at 3.05 pm.

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

CHAIRPERSON

Part A Reports

DCC Arts, Creative Communities Scheme, Community Events, Community, Small Project and Neighbourhood Matching Grants

Department: Community and Planning and Arts and Culture

EXECUTIVE SUMMARY

1 Contestable grant applications received in March 2022 are summarised for the Grants Subcommittee (Attachments A – D). The Subcommittee is delegated by Council to allocate grants from the DCC Arts, Creative Communities Scheme, Community Events, and Community Grant Funds on its behalf.

2 Small Project and Neighbourhood Matching grants approved between 1 October 2021 and 31 March 2022 are also summarised.

RECOMMENDATIONS

That the Subcommittee:

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

b) Notes the funds allocated between 1 October 2021 and 31 March 2022 for Small Project grants and Neighbourhood Matching grants (Attachment E).

BACKGROUND

3 The DCC has two contestable grant rounds annually for DCC Arts, the Creative Communities Scheme (CCS), Community Events and Community grants. Grant application rounds open on the first Monday in March and September each year, closing on the last Friday of March and September. The Professional Theatre Fund opens for applications in September.

4 Grants are allocated by the DCC Grants Subcommittee, in line with the Fund criteria, and within the available budget.

5 Small Project Fund and Neighbourhood Matching Fund applications are open from July to May. Staff assess applications, with the Subcommittee Chair, or a Subcommittee member delegated by the Chair, deciding allocations. Decisions are made within 10 working days of receipt of an application.

DISCUSSION

6 The table below sets out the number of applications received for each grant fund in March 2021 compared with March 2022. The number of applications made and withdrawn, funding requested and available funds in the March 2022 round are detailed.

Grant Applications Received in the March 2021 and March 2022 Grants Rounds

Grant Fund Name	No of Applications Received March 2021	No of Applications Received March 2022	Number Withdrawn	Total Requested	Total Available (March 2022 Round)
DCC Arts	12	8	0	$31,228.66	$35,050.00
Creative Communities Scheme	27	17	0	$44,159.91	$77,671.45
Community Events	22	17	1	$66,118.90	$74,680.97
Community Grants	39	29	0	$140,840.00	$103,008.70

7 The lower number of applications in March 2022 is likely due to COVID-19, which has severely impacted the arts and events sector. COVID has also caused pressure on community organisations. This pressure, along with some groups accessing central government funds, are likely reasons for the decline in applications.

8 Due to funds being returned for five Community Events allocated funds in September 2021, and subsequently cancelled due to COVID restrictions, there is a higher than usual budget for Community Events grants this round. However, grant applications are lower (17 compared with 22 in March 2021).

9 With the country’s move in April to Orange (COVID-19 Protection Framework) allowing for unlimited numbers of attendees at both indoor and outdoor events, it’s expected applications for events grants will increase in September 2022.

10 In this round there is an increased budget for Creative Community Scheme (CCS) grants, with Creative New Zealand (CNZ) providing an additional $23,818.45 in the 2021/22 financial year. Fewer applications have been submitted to the March 2022 round, again due to the impact of COVID-19. CNZ provides full funding for CCS grants, and any unspent funds can be rolled over to the next financial year. This is not the case for DCC grant funds.

OPTIONS

11 There are no options as the Grants Subcommittee is delegated to make decisions on applications received.

NEXT STEPS

12 Staff will advise applicants of the Grants Subcommittee decisions.

Signatories

Author:

Joy Lanini - Manager Community Development and Events

Kirsten Glengarry - Manager Creative Partnerships

Authoriser:

Simon Pickford - General Manager Community Services

Jeanette Wikaira - Manahautū (General Manager Māori Partnerships and Policy)

Attachments

	Title	Page
⇩a	Arts Grants - March 2022 - Summary of Applications	35
⇩b	Creative Communities Scheme Grants - March 2022 - Summary of Applications	36
⇩c	Community Events Grants - March 2022 - Summary of Applications	38
⇩d	Community Grants - March 2022 - Summary of Applications	40
⇩e	Neighbourhood Matching and Small Project Grants up to March 2022	42

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision enables democratic local decision making and promotes the social, economic, cultural, 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	☒	☐	☐

Festivals and Events Plan 2018 – 2023

Māori Impact Statement

Mana whenua are represented on the Grants Subcommittee, providing into and advice on allocations.

Sustainability

Contestable grants support the sustainability of community, arts and events sector applicants within the city.

LTP/Annual Plan / Financial Strategy / Infrastructure Strategy

There are no implications.

Financial considerations

Budgets for contestable grants are set at the Annual and 10-Year Plans. The budget available for CCS, and Community Events grants is higher than usual for the March round. This is due to additional funding from CNZ for CCS grants and returned funds from events cancelled between November 2021 and March 2022. Allocations must be made within the available budget. Unspent DCC grant funds cannot be roll over into the new financial year. CCS grant funding can be rolled over.

Significance

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

Engagement – external

Staff have engaged with applicants and other funders in making recommendations.

Engagement - internal

Staff from Community Development, Events, Ara Toi and the Waste and Environmental Solutions teams engage around applications.

Risks: Legal / Health and Safety etc.

There are no identified risks.

Conflict of Interest

Staff conflicts of interest have been managed, with identified staff removed from assessing or reviewing specific grant applications.

Community Boards

There are no known implications for Community Boards.

Grants Subcommittee

18 May 2022

Waste Minimisation Community Projects and Initiatives Grant March 2022 Applications

Department: Waste and Environmental Solutions

EXECUTIVE SUMMARY

1 This report summarises applications received during March 2022 for 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 B.

RECOMMENDATIONS

That the Subcommittee:

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

b) 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.

c) 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 on 1 March 2022 and closed at 5pm, 25 March 2022.

5 For this round of funding, $56,253.20 is available for Waste Minimisation Community Project/Initiative Grants. This is the normal allocation of $30,000 plus an under spend of $26,253.20 from the Waste Minimisation Innovation and Development (Commercial) Grants carried over from the November 2021 Subcommittee meeting.

6 Four Waste Minimisation Small Project Grants have been approved under delegated authority. During the 2021/22 financial year a total value of $1,783.70 has been allocated, leaving $8,216.30 of available funding remaining.

7 Both before and during the application period, email notifications were provided by Council staff. Due to Covid-19 gathering restrictions the funders workshop evening event was unable to take place. Instead, advertisements encouraged prospective applicants to book a time to ‘Talk to the Funders’. 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 June 2022 or later). This is to avoid the funding of projects retrospectively.

Accountability Reports

9 Over the 5 months from November to the end of March 2022, staff have received 14 accountability reports for previous waste minimisation grants funding. There are a further 16 accountability reports that are not yet due having been awarded within the last 12 months.

10 Any overdue accountability reports are being actively pursued by Council staff.

11 Two previous successful applicants are to refund their grants. These are:

a) Toosh and Co. due to no interest from early childhood centres to trial their cloth nappy washing service, and

b) Less Limited due to Covid 19 disruption

12 The total refund amount is $10,574.78. This money will be returned to the Waste Disposal Levy fund.

DISCUSSION

Summary of Applications

13 Seven applications for the Waste Minimisation Community Project/Initiative Grants fund have been received. In addition, one application was withdrawn by the applicant due to illness. The total funding requested from the seven applications was $34,934.80. Taking into account the maximum application amount is $5,000 for this grant, the total applicable amount requested is $34,226.00.

14 Access to the applications has been provided to the Subcommittee. These are summarised in Attachment A, 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

(to an application maximum of $5,000)

Total Available (March 2022 round)

Waste Minimisation Community Project/Initiative Grants

$34,226.00

$56,253.20

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 2022.

Signatories

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

Attachments

	Title	Page
⇩a	Waste Minimisation Community Grants - March 2022 - Summary of Appications	49
⇩b	Small Waste Minimisation Project Grants to March 2022	50

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	☒	☐	☐

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 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

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

18 May 2022

Dunedin Biodiversity Fund - Final reports on completed projects

Department: Community and Planning

EXECUTIVE SUMMARY

1 This report provides a summary of the grants claimed for biodiversity projects that have been completed since the last project completion report to the Grants Subcommittee in November 2021. The project completion reports are presented to satisfy the grant conditions and outline how the projects were completed.

2 Eighteen project completion reports have been received from recipients of previous funding rounds of the Dunedin Biodiversity Fund since the last report in November 2021.

3 Staff continue to follow up on unclaimed grants from earlier rounds. There are 59 approved grants from the April 2019 to September 2021 rounds yet to be claimed.

RECOMMENDATIONS

That the Subcommittee:

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

BACKGROUND

4 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.

5 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.

6 Eighteen approved grants have been claimed since the last completed projects report to the Subcommittee in November 2021. All grants made prior to April 2019 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

7 Table 1 below provides a summary of the 18 grants claimed since the November 2021 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 November 2021 Subcommittee meeting.

Application ID	Grant recipient	Project type	Amount available	Amount claimed	Balance
BIO-2018-14	Peter John Hayden	Pest animal control	$ 1,121.00	$ 1,121.00	$ -
BIO-2019-01	Catherine Cox	Purchase plants	$ 5,000.00	$ 1,595.00	$ 3,405.00
BIO-2019-17	Dunedin City Baptist Church	Purchase plants	$ 2,499.00	$ 1,303.92	$ 1,195.08
BIO-2019-19	Grant Campbell	Purchase fencing materials	$ 1,101.00	$ 1,006.41	$ 94.59
BIO-2019-22	Alister Young	Purchase plants	$ 4,000.00	$ 3,081.32	$ 918.68
BIO-2019-25	Tim Richie	Purchase plants	$ 5,000.00	$ 4,368.68	$ 631.32
BIO-2020-13	Pacific View ltd	Purchase plants	$ 5,000.00	$ 5,000.00	$ -
BIO-2020-16	Jean Grace	Pest plant and animal control	$ 1,063.00	$ 1,063.00	$ -
BIO-2020-24	Ryan Fitzgerald	Purchase plants and fencing materials	$ 4,900.00	$ 4,892.87	$ 7.13
BIO-2020-25	Paula Cross	Pest plant control	$ 700.00	$ 700.00	$ -
BIO-2020-7	Jindrich Fiala	Purchase plants	$ 2,362.50	$ 2,362.50	$ -
BIO-2021-01	Ray Parker	Purchase plants and employ contractor	$ 2,500.00	$ 2,500.00	$ -
BIO-2021-05	Hilary Lennox	Pest plant control	$ 5,000.00	$ 3,191.60	$ 1,808.40
BIO-2021-09	Ponne and van der Meulen Trust	Purchase of plants	$ 5,000.00	$ 5,000.00	$ -
BIO-2021-10	Rod Eales	Purchase plants and employ contractor	$ 775.00	$ 775.00	$ -
BIO-2021-13	Angelina Young	Purchase fencing material and fertiliser	$ 3,590.96	$ 1,178.44	$ 2,412.52
BIO-2021-25	David Parker	Employ contractor for pest plant control and fencing	$ 600.00	$ 600.00	$ -
BIO-2021-26	Jackie Jones	Pest plant control	$ 2,500.00	$ 2,430.00	$ 70.00
TOTAL			$52,712.46	$ 42,169.74	$ 10,542.72

8 The documents received from grant recipients 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 and enhancement of indigenous biodiversity in Dunedin. Invoices presented for the projects are within the funding amounts granted, with some less than the grant amount.

9 The balance of monies left over from claimed grants since the November 2021 Subcommittee meeting is $10,542.72.

10 There are 59 approved grants totalling $112,512.35 from the April 2019 to September 2021 rounds yet to be claimed. There are no grants outstanding from funding rounds prior to April 2019.

OPTIONS

11 No options are presented as this report is for noting.

NEXT STEPS

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

Signatories

Author:

Garreth Kyle - Research and Monitoring Officer

Authoriser:

Paul Freeland - Principal Policy Advisor

Simon Drew - General Manager Infrastructure and Development

Attachments

	Title	Page
⇩a	Dunedin Biodiversity Fund - Project Completion Summaries - March 2022 round	56

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.

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

	Title	Page
A ⇩	Minutes of Grants Subcommittee meeting held on 17 November 2021	13