Notice of Meeting:
I hereby give notice that an ordinary meeting of the Grants Subcommittee will be held on:
Date: Wednesday 16 November 2022
Time: 9.30 am
Venue: Council Conference Room, Dunedin Public Art Gallery, The Octagon, Dunedin
Sandy Graham
Chief Executive Officer
Grants Subcommittee
Arts, Professional Theatre, Creative Communities Scheme, Community Events, Community, Small Project, Neighbourhood Matching, Waste Minimisation Community Projects and Initiatives, Waste Minimisation Innovation and Development (Commercial) and Dunedin Biodiversity Fund
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Cr Marie Laufiso |
|
Deputy Chairperson |
Cr Bill Acklin |
|
Members |
Cr Sophie Barker |
Teresa Chan |
|
Peter Hayden |
Don Hunter |
|
Adam Keane |
Cr Cherry Lucas |
|
Cr Mandy Mayhem |
Hannah Molloy |
|
Anna Parker |
Jonathan Usher |
|
Cr Andrew Whiley |
Craig Wilson |
Senior Officer Jeanette Wikaira - Manahautū - General Manager Māori, Partnerships and Policy
Governance Support Officer Rebecca Murray
Rebecca Murray
Governance Support Officer
Telephone: 03 477 4000
Rebecca.Murray@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
Grants Subcommittee 16 November 2022 |
ITEM TABLE OF CONTENTS PAGE
1 Karakia Timataka 4
2 Apologies 4
3 Declaration of Interest 5
Part A Reports (Subcommittee has power to decide these matters)
4 Arts, Professional Theatre, Creative Communities Scheme, Community Events, Community and Small Grant Applications 10
5 Waste Minimisation Community Projects/Initiatives, Innovation and Development (Commercial) and Small Grant Applications 25
6 Dunedin Biodiversity Fund - Final reports on completed projects 37
7 Dunedin Biodiversity Fund Applications – To be seperately circulated
8 Karakia Whakamutuka 73
Grants Subcommittee 16 November 2022 |
1 karakia timataka
The meeting will be opened with a karakia timataka.
An apology has been received from Don Hunter.
That the Subcommittee:
Accepts the apology from Don Hunter.
Grants Subcommittee 16 November 2022 |
EXECUTIVE SUMMARY
1. Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected or independent representative and any private or other external interest they might have.
2. Elected or independent members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.
That the Subcommittee: a) Notes/Amends if necessary the Elected or Independent Members' Interest Register attached as Attachment A; and b) Confirms/Amends the proposed management plan for Elected or Independent Members' Interests. |
Attachments
|
Title |
Page |
⇩a |
Grants Subcommittee Register of Interest as at November 2022 |
6 |
|
Grants Subcommittee 16 November 2022 |
Arts, Professional Theatre, Creative Communities Scheme, Community Events, Community and Small Grant Applications
Department: Community and Planning and Ara Toi
EXECUTIVE SUMMARY
1 The report summarises applications for Community Arts, Professional Theatre, CNZ Creative Communities, Community Events and Community Grant funding received in September 2022, 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 2022 and 30 September 2022 are attached as (Attachment F). Staff assess these grants and the Subcommittee Chair, or their delegate make the funding decision.
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 2022 and 30 September 2022 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 5 September and closed on 30 September 2022.
5 A funding workshop was held for potential applicants in September 2022, covering telling your story to the funder, budgets and reporting. Around 120 people attended the workshop. 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.
DISCUSSION
Number of Applications and Grant Funding Available – September 2022
Number of Applications Received |
Number Withdrawn |
Total Requested |
Total Available (September 2022 Round) |
|
Community Arts |
3 |
|
$15,000.00 |
$36,650.00 |
Creative Communities Scheme |
17 |
|
$69,965.67 |
$85,722.54 |
Professional Theatre |
2 |
|
$25,060.00 |
$96,600.00 |
Community Events |
12 |
|
$54,504.77 |
$43,950.00 |
Community Grants |
23 |
|
$129,443.28 |
$97,300.00 |
DCC Arts Grants: Community Arts, Professional Theatre
7 These two funding pools are significantly undersubscribed. There are a range of factors that are likely to have contributed to this.
8 Throughout the country, high levels of burn-out are reported amongst arts practitioners. Over the past 2 years, repeated cancellations, apprehensive audiences, job and funding insecurity have increased stress and exhaustion for those working in the creative community.
9 In Ōtepoti, this is especially marked in performing arts communities, from which a high proportion of DCC Community Arts and Professional Theatre applications are historically sourced.
10 The shrinking funding landscape contributes to the stress felt in creative circles. DCC policy is to fund no more than 50% of a project’s costs; applicants must show that they have other forms of support. There is seldom sufficient funding available to provide financial remuneration for all those involved in a project and levels of donated time are usually very high, exacerbating burn-out.
11 When these factors are combined, the project-based nature of the funding becomes problematic. Lack of support for ongoing operational costs (such as studio rent or support for tutors’ wages) means that energies need to be focussed on meeting basic needs rather than developing new work.
12 The DCC grants policy is currently under review; it is expected that any changes made will help mitigate these and other barriers that communities face when accessing DCC arts grants.
13 DCC does not allow applicants to be allocated more funding than requested. Unallocated funding can be held over to the March 2023 funding round.
Creative New Zealand Creative Communities Scheme
14 This funding pool is also undersubscribed; many of the reasons outlined above are relevant in this case.
15 This round includes CCS funding that has been held over from March 2022; CNZ recommends that funding held over be disbursed in the following round.
16 CNZ does allow applicants to be allocated more funding than requested and staff have made their funding recommendations based on this.
Community Events
17 Community Event applications are down compared to this time last year by 40%. A range of factors that are likely to have contributed to this are similar to those discussed above.
18 Nationally the events industry has gone through an uncertain time, and it is increasing costs including for freight and now facing production increases, as well as job uncertainty, the industry is facing exhaustion.
19 DCC does not allow applicants to be allocated more funding than requested. Unallocated funding can be held over to the March 2023 funding round.
Community Grants
20 Community Grant applications are down on this time last year by just over 20%. Some previous recipients have struggled to use their funding for a range of reasons including COVID 19 restrictions.
21 Social service organisations are relying on community funding to meet a growing client need. While acknowledging that the Community Grant allocation limit is $5,000.00 per application a number of applicants have chosen to ask for more reflecting their increasing needs.
22 DCC does not allow applicants to be allocated more funding than requested. Unallocated funding can be held over to the March 2023 funding round.
OPTIONS
23 There are no options.
NEXT STEPS
24 Staff will advise applicants of the Subcommittee’s decisions and administer the payment of grants.
Signatories
Author: |
Janine Hunt-Ross - Project Support Coordinator Lisa Wilkie - Creative Advisor, Ara Toi Māori, Partnerships & Policy |
Authoriser: |
Jeanette Wikaira - Manahautū (General Manager Māori Partnerships and Policy |
|
Title |
Page |
⇩a |
DCC Community Arts Grants September 2022 - Summary of Applications |
17 |
⇩b |
Creative Communities Scheme Grants September 2022 - Summary of Applications |
18 |
⇩c |
Professional Theatre Grants - September 2022 Summary of Applications |
20 |
⇩d |
Community Events Grants September 2022 - Summary of Applications |
21 |
⇩e |
Community Grants September 2022 - Summary of Applications |
23 |
⇩f |
Neighbourhood Matching and Small Project Grants up to October 2022 |
24 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision enables democratic local decision making and action by, and on behalf of communities. This decision promotes the social well-being of communities in the present and for the future. This decision promotes the economic well-being of communities in the present and for the future. This decision promotes the environmental well-being of communities in the present and for the future. This decision promotes the cultural well-being of communities in the present and for the future. |
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Fit with strategic framework
Festivals and Events Plan 2018 – 2023 |
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Māori Impact Statement Mana whenua are represented on the Grants Subcommittee, providing into and advice on allocations. |
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Sustainability Contestable grants support the sustainability of community, arts and events sector applicants within the city. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations Budgets for contestable grants are set at the Annual and 10-Year Plans. The budget available for CCS grants is higher than usual for the September round. This is due to the rollover of funding from the March 2022 round. CNZ recommends that rolled over funding be allocated in the following round. Allocations must be made within the available budget. Unspent DCC grant funds can be rolled over to the March 2023 round. |
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Significance This decision is considered low in terms of the Council’s Significance and Engagement Policy. |
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Engagement – external Staff have engaged with applicants and other funders in making recommendations. |
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Engagement - internal Staff from Community Development, Events, Ara Toi and the Waste and Environmental Solutions teams engage around applications. |
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Risks: Legal / Health and Safety etc. There are no identified risks. |
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Conflict of Interest Staff conflicts of interest have been managed, with identified staff removed from assessing or reviewing specific grant applications |
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Community Boards There are no known implications for Community Boards. |
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Grants Subcommittee 16 November 2022 |
Waste Minimisation Community Projects/Initiatives, Innovation and Development (Commercial) and Small Grant Applications
Department: Waste and Environmental Solutions
EXECUTIVE SUMMARY
1 This report summarises applications received during September 2022 for Waste Minimisation Community Project/Initiative and Waste Minimisation Innovation and Development (Commercial) 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.
That the Subcommittee:
a) Decides the grants funding to be allocated to applicants from the Waste Minimisation Community Project/Initiative Grants fund. b) Decides the grants funding to be allocated to applicants from the Waste Minimisation Innovation and Development (Commercial) Grants fund. c) Approves the remaining unallocated grant funding from the Waste Minimisation Community Project/Initiative Grants fund be attributed to the next Waste Minimisation Community Project/Initiative Grants funding round in March 2023. 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 Community Project/Initiative and Waste Minimisation Innovation and Development (Commercial) Grants on 1 September 2022 and closed at 5pm, 30 September 2022 (Attachment A).
5 For this round of funding, $30,000 is available for Waste Minimisation Community Project/Initiative Grant and $70,000 for the Waste Minimisation Innovation and Development (Commercial) Grant (Attachment B).
7 The Waste Minimisation Small Project Grants are summarised in Attachment C.
8 Both before and during the application period, email notifications were provided by Council staff to raise awareness of the grants available and the application criteria. A funders workshop evening event was held for prospective applicants to talk with 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.
9 Staff engaged with Start Up Dunedin to develop and advertise for expressions of interests for new local waste minimisation business innovations to present to a panel. Four applicants were selected to present at the panel session. The reviewing panel consisted of waste minimisation and sustainability advisors and Start Up business coaching staff. Some of the presenters have applied in the September 2022 round for a Waste Minimisation Innovation and Development (Commercial) Grant.
10 Applicants who had submitted project start dates before the receipt of funding have been contacted to confirm revised project start dates (1 December 2022 or later). This is to avoid the funding of projects retrospectively.
11 Applications that were submitted after the close off date have not been assessed. Despite staff efforts to communicate application stipulations, one application for the Waste Minimisation Community Project/Initiative grant was submitted 4 days after the close off. This has not been included for assessment and instead the applicant has been advised and will likely submit in the March 2023 round.
Accountability Reports
13 Any overdue accountability reports are being actively pursued by Council staff.
14 Two previous successful applicants have refunded their grants. These are:
a) South Dunedin Street Festival: due to Covid 19 disruption the event had to be cancelled.
b) MUTU: due to Covid 19 disruption the promotion and scale-up of the MUTU model in Dunedin had struggled. MUTU decided to close-down the marketplace website and App.
15 The total refund amount is $6,244.84. This money will be returned to the Waste Disposal Levy fund.
16 Due to Covid 19 disruption, report back period four extension requested were asked to be considered. The Grants Sub-Committee approved the request to the four recipients; Resilient Dunedin to the end of October 2022, Nova Partnership to the end of October 2022, Res.Awesome Limited to the end of April 2023, and Weaving on Hillingdon to the end May 2023.
DISCUSSION
Summary of Applications
17 Four applications for the Waste Minimisation Community Project/Initiative Grants fund have been received. The total funding requested from the four applications was $18,501.19.
18 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.
19 Eight applications for the Waste Minimisation Innovation and Development (Commercial) Grants fund have been received. The total funding requested from the four applications was $137,813.52.
20 Access to the applications has been provided to the Subcommittee. These are summarised in Attachment 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 (to an application maximum of $5,000) |
Total Available (September 2022 round) |
Waste Minimisation Community Project/Initiative Grants |
4 |
0 |
$18,501.19 |
$30,000.00 |
Waste Minimisation Innovation and Development (Commercial) Grants |
8 |
0 |
$137,813.52 |
$70,000.00 |
Funding Criteria
· 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.
22 Waste minimisation grants are now also available to fund consenting costs e.g., permitted composting processing, to enable regulated waste minimisation activities.
OPTIONS
Option One – Recommended Option
23 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
24 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.
25 The next funding round will be advertised in March 2023.
Signatories
Author: |
Catherine Gledhill - Waste Minimisation Supervisor |
Authoriser: |
Chris Henderson - Group Manager Waste and Environmental Solutions |
|
Title |
Page |
⇩a |
Waste Minimisation Community Project Initiative Grants September 2022 - Summary of Applications |
33 |
⇩b |
Waste Minimisation Innovation and Development Commercial Grants September 2022 - Summary of Applications |
34 |
⇩c |
Small Waste Minimisation Projects to September 2022 |
35 |
SUMMARY OF CONSIDERATIONS
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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. |
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Fit with strategic framework
This report supports the Council’s Waste Minimisation and Management Plan 2020 |
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Māori Impact Statement There is no identified adverse impact for Māori. |
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Sustainability Waste Minimisation Grants provide community with a funding opportunity for new waste minimisation projects and initiatives. |
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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. |
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Financial considerations Grants will be expended from the Waste Minimisation Funds within approved budgets. |
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Significance This decision is considered to be of low significance in terms of Council’s Significance and Engagement Policy. |
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Engagement – external A variety of newsletters, social media, Otago Access Radio, as well as advertising in local media were used to promote these grants. |
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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. |
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Risks: Legal / Health and Safety etc. By funding consenting costs for applicants, the risk of funding non-compliant activity can be managed. |
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Conflict of Interest No conflict of interests have been identified. |
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Community Boards Funded waste minimisation projects may develop in community board areas.
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Grants Subcommittee 16 November 2022 |
Dunedin Biodiversity Fund - Final reports on completed projects
Department: City Development
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 May 2022. The project completion reports are presented to satisfy the grant conditions and outline how the projects were completed.
2 Thirteen project completion reports have been received from recipients of previous funding rounds of the Dunedin Biodiversity Fund since the last report in November 2021. Three grants were forfeited.
That the Subcommittee: a) Notes the project completion reports on Dunedin Biodiversity Fund projects. b) Decides whether to reallocate $8,230.10 of unclaimed grant monies to the March 2023 round of the Biodiversity Fund. |
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 Thirteen approved grants have been claimed since the last completed projects report to the Subcommittee in May 2022. All grants made prior to September 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 thirteen grants claimed and three grants fortified since the May 2022 Subcommittee meeting. Project completion summaries are provided in Attachment A.
Application ID |
Grant recipient |
Project type |
Amount available |
Amount claimed |
Balance |
BIO-2019-12 |
Rust, R. * |
Revegetation |
$ 5,000.00 |
* |
$ 5,000.00 |
BIO-2019-26 |
Save the Otago Penninsula Inc. |
Revegetation |
$ 4,500.00 |
$ 4,500.00 |
$ - |
BIO-2020-03 |
Wing, L. |
Revegetation & pest plant control |
$ 5,000.00 |
$ 4,297.50 |
$ 702.50 |
BIO-2020-08 |
Aramoana Conservation Charitable Trust |
Revegetation |
$ 4,297.50 |
$ 4,297.50 |
$ - |
BIO-2020-23 |
Pūrākanui Block Inc. |
Revegetation |
$ 1,300.00 |
$ 1,300.00 |
$ - |
BIO-2020-26 |
Brownstein, G. |
Fencing |
$ 3,600.00 |
$ 3,572.40 |
$ 27.60 |
BIO-2020-29 |
Knox, B. |
Fencing & pest plant control |
$ 4,400.00 |
$ 4,400.00 |
$ - |
BIO-2020-34 |
Lord, J. |
Animal pest control |
$ 1,700.00 |
$ 1,700.00 |
$ - |
BIO-2021-20 |
Parker, J. |
Rabbit control |
$ 2,456.00 |
$ 2,456.00 |
$ - |
BIO-2021-30 |
Newman, P. |
Revegetation |
$ 5,000.00 |
$ 5,000.00 |
$ - |
BIO-2021-34 |
Halo Project * |
Pest plant control |
$ 2,000.00 |
* |
$ 2,000.00 |
BIO-2022-03 |
Fergus, J. |
Revegetation |
$ 2,500.00 |
$ 2,500.00 |
$ - |
BIO-2022-05 |
Fiala, H. |
Revegetation |
$ 1,000.00 |
$ 1,000.00 |
$ - |
BIO-2022-06 |
Eckoff, S. |
Revegetation |
$ 1,000.00 |
$ 1,000.00 |
$ - |
BIO-2022-13 |
Noone, Z. |
Fencing |
$ 5,000.00 |
$ 5,000.00 |
$ - |
BIO-2022-15 |
Heimann, A.* |
Pest plant control |
$ 500.00 |
* |
$ 500.00 |
TOTAL |
$ 49,280.59 |
$ 41,023.40 |
$ 8,230.10 |
* Grant forfeited
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 May 2022 Subcommittee meeting is $8,230.10.
10 There are 40 approved grants totalling $107,605.98 from the September 2019 to March 2022 rounds yet to be claimed. There are no grants outstanding from funding rounds prior to September 2019.
OPTIONS
Option One – The Grants Subcommittee reallocates the unclaimed monies of $8,230.10 to the March 2023 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 $8,230.10 to the March 2023 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
11 Staff will continue to administer the Biodiversity Fund and provide oversight of projects.
Signatories
Author: |
Zoe Lunniss - Biodiversity Advisor |
Authoriser: |
Mark Mawdsley – Team Leader Advisory Services Simon Drew - General Manager Infrastructure and Development |
|
Title |
Page |
⇩a |
Project Completion Summaries May-September 2022 |
42 |
SUMMARY OF CONSIDERATIONS
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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. |
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Fit with strategic framework
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. |
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Māori Impact Statement There are no known implications for tangata whenua. |
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Sustainability The projects considered in this report will contribute positively to the long-term sustainability of the natural environment of Dunedin. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations The funding suggested is within the allocated budget. |
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Significance This decision is considered to be of low significance in terms of the Council’s Significance and Engagement Policy. |
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Engagement – external There has been no external engagement on the project completion reports. |
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Engagement - internal There has been no internal engagement on the project completion reports. |
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Risks: Legal / Health and Safety etc. There are no known risks. |
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Conflict of Interest There are no conflicts of interest. |
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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. |