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Grants
Subcommittee
29 September 2022
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Grants Subcommittee
City Service, City Project
MINUTES
Minutes of an ordinary
meeting of the Grants Subcommittee held in the Edinburgh Room, Municipal
Chambers, The Octagon, Dunedin on Monday 04 July 2022, commencing at 9.30 am
PRESENT
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Chairperson
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Cr Christine Garey
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Deputy Chairperson
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Cr Marie Laufiso
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Members
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Cr Sophie Barker
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Teresa Chan
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Cr Rachel Elder
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Hannah Molloy
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Jonathan Usher
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Cr Steve Walker
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IN ATTENDANCE
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Joy Lanini (Manager Community
Development and Events), Kat McNamara (Financial Analyst), Marty Pritchard
(Team Leader Community Development), Paul Coffey (Senior Community Advisor),
Kirsten Glengarry (Manager Creative Partnerships), Lisa Wilkie (Relationship
Advisor Council Initiatives), Margo Reid (Community Advisor) and Mere
Taane-Jounides (Community Advisor)
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Governance Support Officer Rebecca
Murray
1 karakia
timataka
Cr Marie Laufiso opened the meeting with a karakia timataka.
Cr Christine Garey welcomed, staff and acknowledged Senior
Community Advisor, Paul Coffey’s, service to the community and Council.
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2 Apologies
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Apologies were received from
Adam Keane and Anna Parker.
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Moved (Cr Christine Garey/Cr
Marie Laufiso):
That the
Subcommittee:
Accepts the apologies from Adam Keane and Anna Parker.
Motion carried
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3 Confirmation
of agenda
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Moved (Cr Christine Garey/Cr Marie Laufiso):
That the Subcommittee:
Confirms the agenda
without addition or alteration.
Motion
carried
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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.
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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
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5 Confirmation
of Minutes
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5.1 Grants
Subcommittee meeting - 18 May 2022
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Moved (Cr Christine Garey/Cr Rachel Elder):
That the Subcommittee:
Confirms the minutes of the Grants Subcommittee
meeting held on 18 May 2022 as a correct record.
Motion carried
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Part
A Reports
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6 Summary
of Reporting for the Hapori Māori Innovation and Development and
Pāsifika Communities Innovation and Development Funds 2020/21
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A report provided an update
on the Hapori Māori Innovation and Development Fund, and Pāsifika
Communities Innovation and Development Fund, both established in 2020 in
response to COVID-19.
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Moved (Cr Christine Garey/Cr Marie Laufiso):
That the Subcommittee:
Notes
the update on the
Hapori Māori Innovation and Development and Pāsifika Communities
Innovation and Development Funds 2020/21.
Motion carried (GS/2022/031)
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7 City
Service, City Project Grants
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The report presented the applications
received for City Service, City Project Grants 2022-23.
ARTS AND CULTURE
The Manager Creative Partnerships (Kirsten Glengarry) and
Relationship Advisor Council Initiatives (Lisa Wilkie) spoke to the Arts and
Culture applications and responded to members’ questions.
SOCIAL WELLBEING
The Manager Community Development and Events (Joy Lanini)
and Senior Community Advisor (Paul Coffey) spoke to the Social Wellbeing
applications and responded to members’ questions.
Cr Steve Walker declared a
conflict of interest with Items 2 - Dunedin Choral Society (performing as
City Choir Dunedin) (Dunedin Choral Society t/a City Choir Dunedin), Item 3 -
Dunedin Civic Orchestra Inc. trading as Dunedin Symphony Orchestra and Item 8
- Mayfair Theatre Charitable Trust and withdrew from these items.
Cr Sophie Barker declared a
conflict of interest with Items 2 - Dunedin Choral Society (performing as
City Choir Dunedin) (Dunedin Choral Society t/a City Choir Dunedin) and Item
3 - Dunedin Civic Orchestra Inc. trading as Dunedin Symphony Orchestra and
withdrew from these items.
Cr Marie Laufiso declared a conflict
of interest with Item 3 - Dunedin Civic Orchestra Inc. trading as Dunedin
Symphony Orchestra, Item 8 - Mayfair Theatre Charitable Trust, Item 12
- Age Concern Otago, Item 20 - Otago Neighbourhood Support Charitable
Trust, and Item 21 - The Hills Radio Trust and withdrew from these items.
Cr Christine Garey declared a
conflict of interest with Item 3 - Dunedin Civic Orchestra Inc. trading as
Dunedin Symphony Orchestra and withdrew from this item.
Teresa Chan declared a
conflict of interest with Item 21 - The Hills Radio Trust and withdrew from
this item
The following adjournments occurred during discussion of
the applications.
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Moved (Cr Christine Garey/Cr Steve Walker):
That the Subcommittee:
Adjourns
the meeting.
Motion carried
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The meeting
adjourned at 9.53 am and reconvened at 9.55 am.
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Moved (Cr Christine Garey/Cr Marie Laufiso):
That the Subcommittee:
Adjourns the meeting
Motion carried
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The meeting was adjourned at 10.10 am and reconvened at
10.30 am.
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Moved (Cr Christine Garey/Cr Marie Laufiso):
That the Subcommittee:
Adjourns the meeting.
Motion carried
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The meeting was adjourned at 11.08 am and reconvened at
11.10 am.
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Moved (Cr Christine Garey/Cr Steve Walker):
That the Subcommittee:
Adjourns the meeting.
Motion carried
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The meeting adjourned at 11.18 am and reconvened at 11.27
am.
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Moved (Cr Christine Garey/Cr Marie Laufiso):
That the Subcommittee:
Adjourns the meeting.
Motion
carried
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The meeting adjourned at 11.44 am and reconvened at 11.50
am.
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Moved (Cr Christine Garey/Cr Rachel Elder):
That the Subcommittee:
Declines the following
funding application:
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5
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Dunedin Designed Inc (DDI)
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Motion carried (GS/2022/032)
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Moved (Cr Christine Garey/Cr Rachel Elder):
That the Subcommittee:
Declines the following
funding application:
Motion carried (GS/2022/033)
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Moved (Cr Christine Garey/Cr Rachel Elder):
That the Subcommittee:
Declines the following
funding application:
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6
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Dunedin Fringe Arts Trust
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Division
The Subcommittee
voted by division
For: Cr
Christine Garey, Cr Steve Walker, Teresa Chan and Jonathan Usher (4).
Against: Cr
Marie Laufiso and Hannah Molloy (2).
Abstained: Cr Sophie Barker and Cr Rachel
Elder (2).
The
division was declared CARRIED by 4 votes to 2
Motion carried (GS/2022/034)
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Moved (Cr Christine Garey/Cr Steve Walker):
That the Subcommittee:
Adjourns the meeting.
Motion carried
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The meeting was adjourned at 12.13 pm and reconvened at
12. 39 pm
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Cr Sophie Barker left the meeting at 12.39 pm.
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Cr Steve Walker withdrew from items 2, 3 and 8.
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Moved (Cr Christine Garey/Jonathan Usher):
That the Subcommittee:
Approves the funding as
follows:
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2
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Dunedin Choral Society (performing as City Choir
Dunedin) (Dunedin Choral Society t/a City Choir Dunedin)
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$13,850.00
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Motion carried (GS/2022/035)
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Cr Christine Garey withdrew from this item. Cr
Rachel Elder chaired the meeting while this item was considered.
Cr Marie Laufiso withdrew from items 3, 8, 12, 20 and 21
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Moved (Cr Rachel Elder/Jonathan Usher):
That the Subcommittee:
Approves the funding as
follows:
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3
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Dunedin Civic Orchestra Inc. trading as Dunedin Symphony
Orchestra
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$95,000.00
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Motion carried (GS/2022/036)
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Cr Christine Garey returned to the meeting and resumed the
Chair.
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Moved (Cr Christine Garey/Cr Rachel Elder):
That the Subcommittee:
Approves the funding as
follows:
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8
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Mayfair Theatre Charitable Trust
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$30,000.00
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Motion carried (GS/2022/037)
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Cr Steve Walker returned to the meeting.
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Moved (Cr Christine Garey/Cr Steve Walker):
That the Subcommittee:
Approves the funding as
follows:
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12
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Age Concern Otago
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$27,900.00
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20
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Otago Neighbourhood Support Charitable Trust
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$15,000.00
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Motion carried (GS/2022/038)
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Teresa Chan withdrew from this item.
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Moved (Cr Christine Garey/Cr Rachel Elder):
That the Subcommittee:
Approves the funding as
follows:
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21
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The Hills Radio Trust
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$22,000.00
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Motion carried (GS/2022/039)
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Cr Marie Laufiso and Teresa Chan returned to the meeting.
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Moved (Cr Christine Garey/Cr Rachel Elder):
That the Subcommittee:
Approves the funding as
follows:
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1
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Blue Oyster Arts Trust
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$17,472.00
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4
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Dunedin Collaborative Theatre Trust
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$27,578.00
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9
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Opera Otago (The Dunedin Opera Company Inc)
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$8,000.00
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10
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Prospect Park Productions
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$26,000.00
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11
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Studio2 (Connections Studio Account)
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$10,000.00
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13
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Araiteuru Marae (Arai Te Uru Marae Council)
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$29,000.00
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14
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Citizens Advice Bureau Dunedin
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$25,000.00
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15
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Dunedin Community Accounting (DCA) (Weave Together)
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$7,000.00
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16
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Dunedin Multi-Ethnic Council (DMEC)
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$25,000.00
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17
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Dunedin Night Shelter Trust (Dunedin Night Shelter)
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$13,000.00
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18
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KiwiHarvest Ltd
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$13,000.00
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19
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Methodist Mission Southern
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$13,000.00
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22
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Victim Support Dunedin (NZ Council of Victim Support
Groups Inc)
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$13,000.00
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23
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Volunteer South Trust/Kaituao o te Taitonga
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$25,000.00
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Motion carried (GS/2022/040)
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Moved (Cr Christine Garey/Cr Marie Laufiso):
That the Subcommittee:
Notes the Grants
Subcommittee approval in April 2022 to all Ko Ngā Rourou Manaaki to
retain the grant received in 2020-21 to hold three pōwhiri, delayed due
to COVID-19.
Motion carried (GS/2022/041)
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Moved (Cr Christine Garey/Cr Steve Walker):
That the Subcommittee:
Requests that staff
provide a report to the November Grants Subcommittee meeting that details the
advantages and disadvantages of separating the City Service, City Project
Fund into a major arts and a major social well-being fund.
Motion carried (GS/2022/042)
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Moved (Cr Christine Garey/Cr Steve Walker):
That the Subcommittee:
Acknowledge
Paul Coffey’s service to the community and Council and wished him well
for his retirement.
Motion carried (GS/2022/043)
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8 Karakia
Whakamutuka
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Cr Marie Laufiso closed
the meeting with a karakia whakamutuka.
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The meeting concluded at 1.04 pm.
..............................................
CHAIRPERSON
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Grants Subcommittee
29 September 2022
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Part
A Reports
2022/2023 Place-Based Community Grants
Department: Community and Planning
EXECUTIVE SUMMARY
1 The
Grants Subcommittee is asked to allocate Place-based Community Grants for the
2022/23 year on behalf of Council, as per its delegations.
2 A
total of $442,130 is available for allocation, the annual budget of $430,000
and returned funds ($12,130) from the Blueskin Resilient Communities Trust
(BRCT).
3 The
Subcommittee is requested to decide if unspent funds from previous allocation
rounds can be retained by two groups, the Caversham Community Group and
Brockville Charitable Trust (previously the Brockville Improvement and
Amenities Society).
4 Four
place-based community groups have applied for new funding in 2022/23, and two
groups and seeking confirmation of the second year of multi-year funding.
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RECOMMENDATIONS
That the Subcommittee:
a) Decides if the Brockville
Improvement and Amenities Society can retain $65,721.76 in previously
allocated Place-based Community Grant funding to support activities and
operational costs in 2022/23.
b) Decides if the
Caversham Community Group can retain $17,344.72 in previously allocated
Place-based Community Grant funding to support activities and operational
costs in 2022/23.
c) Decides the 2022/23 Place-based Community Grants
to be allocated, including two applications for continued multi-year funding
(Greater Green Island Community Network and the North East Valley Community
Development Project).
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BACKGROUND
5 Place-based
community undertake community-led development in communities and suburbs, with
the purpose of improving the lives of residents. There are nine “formal”
place-based community groups working within the city. Each group is
structured in a manner that reflects them and the geographical area in which
they work.
6 The
DCC’s Place-Based Community Grants Fund was first approved at the 10 year
plan 2018 – 2021 deliberations, with $300,000 budgeted annually as a
means of supporting community well-being. The Fund was increased to
$400,000 in the 2021 – 2031 10 year plan deliberations. Additional
annual increases of $30,000 are budgeted from 2022/23 with the fund reaching a
maximum of $550,000 in 2026/27.
7 Minute
extract from the Council 10 Year Plan Deliberations meeting held 31 May 2021:
Place-Based
Funding
Moved (Cr
Steve Walker/Cr Christine Garey):
That the
Council:
Increases the current Place-Based
funding pool from $300,000 per annum to $550,000 per annum by year 2026/27
noting:
i) This would be undertaken as a one-off $100,000
increase in year 2021/22 followed by five $30,000 increases each year from
2022/23 – 2026/27.
ii)That the funding pool would remain at $550,000 per
annum from year 2026/27 until the end of the 10 year plan in 2030/31.
Division
The Council voted by division:
For: Crs David Benson-Pope,
Rachel Elder, Christine Garey, Doug Hall, Carmen Houlahan, Mike Lord, Jules Radich,
Chris Staynes, Steve Walker, Andrew Whiley and Mayor Aaron Hawkins (12).
Against: Crs
Sophie Barker, Jim O'Malley and Lee Vandervis (3).
Withdrawn: Cr Marie Laufiso
The division was declared CARRIED by 11 votes to 3
Motion
carried (CNL/2021/121)
DISCUSSION
8 Collectively
the place-based groups have achieved some significant activities and outcomes
including; deepening of relationships and connections with community members
and a large number of diverse community groups, provision of community pantries,
food parcels and/or community meals, safe and comfortable spaces to gather
together, use wifi, have a cup of tea and/or exercise, huis to assess community
need/vision, community newsletters, community education, community gardens and
many volunteer opportunities. COVID support has been consistent across
all groups and included supply and delivery of PEP/Rapid Antigen Tests and
foodbank/meal support. Some groups have also strengthened governance
mechanisms and financial management systems/literacy.
9 DCC
staff and other groups within the city support place-based community groups
with advice and information. COVID has impacted the level of face-to-face
engagement with groups since the last Place-based Community Grants Subcommittee
meeting in September 2021. There have been changes within the Community
Development Team also, so the past six months has been a time of creating new
relationships between staff and groups.
10 Since
March 2022 bi-monthly meetings have been held between the DCC’s Community
Development Team and place-based community groups. These provide the
opportunity for groups to share information, issues, and opportunities for
connected work. Additionally, Community Development staff meet regularly
with key members of groups, most often the co-ordinators, or identified
governance members.
Requests to Retain
Funds
11 Two
groups (Caversham Community Group and Brockville Improvement and Amenities
Society (BIAS) have requested to retain previously allocated funds. BIAS
is in the process of a name change to the Brockville Charitable Trust.
The group has been impacted by changes in key volunteers, and governance
members and delays in establishing the new group formally.
12 The
Caversham Community Group was impacted by COVID restrictions in achieving its
intended goals and activities. Only part of one planned activity was able
to be carried through late in the year, when covid guidelines enabled the
seniors’ lunches to begin again.
Confirmation of
multi-year funding
13 In
2021/22 the Greater Green Island Community Network and the North East Valley
Community Development Project were granted $62,500 each, with the Subcommittee
provisionally approving the same level of funding in 2022/23, pending a
satisfactory report outlining the groups’ activities. Reports have
been received and the Subcommittee will be asked to confirm funding for the
2022/23 year.
OPTIONS
14 There
are no options as the Grants Subcommittee has the delegation to allocate grant
funds and approve retention of previously allocated funds.
NEXT STEPS
15 Staff
will notify applicants of Grants Subcommittee decisions and administer the
funds in line with the DCC Grants Management Policy and processes.
Signatories
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Author:
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Joy Lanini - Manager Community Development and Events
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Authoriser:
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Simon Pickford - General Manager Community Services
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Attachments
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Title
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Page
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⇩a
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Place Based Community
Grant Applications 2022/23
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24
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SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government
This decision
promotes the social, economic, cultural and environmental well-being of
communities in the present and for the future.
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Fit with strategic framework
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Contributes
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Detracts
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Not applicable
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Social Wellbeing Strategy
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☒
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☐
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☐
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Economic Development
Strategy
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☒
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☐
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☐
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Environment Strategy
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☒
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☐
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☐
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Arts and Culture Strategy
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☒
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☐
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☐
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3 Waters Strategy
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☐
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☐
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☒
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Spatial Plan
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☐
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☐
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☒
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Integrated Transport
Strategy
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☐
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☐
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☒
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Parks and Recreation
Strategy
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☒
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☐
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☐
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Other strategic
projects/policies/plans
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☐
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☐
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☐
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Māori Impact Statement
Place-based community
groups work to develop community resilience, connection and identity that
supports all residents, with some communities having higher numbers of
Māori living within them, it’s expected place-based communities
will engage with mana whenua and mataawaka living locally.
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Sustainability
Place-based community
grants assist local communities to support social, economic, environmental
and cultural sustainability of their local neighbourhoods and geographical
areas.
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LTP/Annual Plan / Financial Strategy /Infrastructure
Strategy
There are no implications,
funding is available for this fund in the 10 year plan.
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Financial considerations
There has been $430,000
allocated for Place-based Community Grants in 2022/23. Returned funds
from one group have been added to this, with a total of $442,130 available
for distribution.
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Significance
The decision is considered
low in terms of the Council’s Significance and Engagement Policy.
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Engagement – external
Community Development staff
engaged with all place-based groups, groups considering applying for funding
and other funders.
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Engagement - internal
In assessing place-based
grants staff did not engage with other departments within the DCC but do so
regularly to support and assist place-based groups in working with Council on
topics or issues i.e. Transport, Parks, Waste and Environmental Services, and
Ara Toi.
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Risks: Legal / Health and Safety etc.
There are no known legal or
health and safety risks.
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Conflict of Interest
There are no known
conflicts of interest by staff assessing the applications of each group.
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Community Boards
Place-based groups are
encouraged to build relationships with Community Boards where they exist in
the same geographical area.
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