Agenda of Grants Subcommittee - Wednesday, 10 May 2023

Grants Subcommittee

10 May 2023

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

MINUTES

Minutes of an ordinary meeting of the Grants Subcommittee held in the Council Conference Room, Dunedin Public Art Gallery, The Octagon, Dunedin on Wednesday 16 November 2022, commencing at 9.30 am

PRESENT

Chairperson	Cr Marie Laufiso
Deputy Chairperson	Cr Bill Acklin
Members	Cr Sophie Barker	Teresa Chan
	Peter Hayden	Cr Cherry Lucas
	Cr Mandy Mayhem	Hannah Molloy
	Anna Parker	Jonathan Usher
	Craig Wilson

IN ATTENDANCE

Jeanette Wikaira (Manahautū – General Manager Māori, Partnerships and Policy), Kat McNamara (Financial Analyst), Amie Taua (Ara Toi Advisor), Mere Taana-Jouanides (Community Advisor), Becks New (Community Advisor), Margo Reid (Community Advisor), Dan Hendra (Team Leader Events), Tammy Jackman (Events Special Projects Coordinator), Amanda Dyer (Major and Premier Event Coordinator), Ohla Viazenko (Events Advisor – Civic and Community), Catherine Gledhill (Supervisor Waste Minimisation), Elodie Letendre (Waste Minimisation Officer), Karen Gadomski (Waste Minimisation Strategy Officer), Mark Mawdsley (Team Leader Advisory Services) and Zoe Lunniss (Biodiversity Advisor)

Governance Support Officer Rebecca Murray

1 KARAKIA TIMATAKA

Anna Parker opened the meeting with a karakia timataka.

2 Apologies

Apologies were received from Don Hunter, Cr Andrew Whiley and Adam Keane.

Moved (Cr Marie Laufiso/Cr Mandy Mayhem):

That the Subcommittee:

Accepts the apologies from Don Hunter, Cr Andrew Whiley and Adam Keane.

Motion carried (GS/2022/050)

3 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.

Teresa Chan updated her register of interest, adding Director – Sun Gum Saan Ltd.

Cr Mandy Mayhem updated her register of interest, adding Deputy Chair – Keep New Zealand Beautiful and Member - Coastal Community Cycleway Network.

Moved (Cr Marie Laufiso/Cr Bill Acklin):

That the Subcommittee:

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

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

Motion carried (GS/2022/051)

Part A Reports

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

A report summarised applications for Community Arts, Professional Theatre, CNZ Creative Communities, Community Events and Community Grant funding received in September 2022.

The Manahautū – General Manager Māori, Partnerships and Policy (Jeanette Wikaira) and Ara Toi Advisor (Amie Taua) spoke to the report responded to members’ questions.

Arts

The Manahautū – General Manager Māori, Partnerships and Policy (Jeanette Wikaira) and Ara Toi Advisor (Amie Taua) spoke to the report responded to members’ questions.

Moved (Cr Marie Laufiso/Cr Bill Acklin):

That the Subcommittee:

Approves the funding as follows:

1	Dunedin Jazz Foundation	$5,000.00
2	Wave Project Space (The Blue Oyster Arts Trust)	$5,000.00
3	WEKA Club Inc (Dunedin Fringe Arts Trust)	$5,000.00

Motion carried (GS/2022/052)

Professional Theatre

The Manahautū – General Manager Māori, Partnerships and Policy (Jeanette Wikaira) and Ara Toi Advisor (Amie Taua) spoke to the report responded to members’ questions.

Cr Marie Laufiso declared a conflict of interest with Item 2 – Prospect Park Productions and left the room while this application was considered.

Moved (Cr Marie Laufiso/Cr Mandy Mayhem):

That the Subcommittee:

Approves the funding as follows:

Dunedin Summer Shakespeare (Stage South Charitable Trust)

$13,700.00

Motion carried (GS/2022/053)

Cr Marie Laufiso left the room while this item was considered at 10.25 am and Cr Acklin chaired the meeting.

Moved (Cr Bill Acklin/Jonathan Usher):

That the Subcommittee:

Approves the funding as follows:

Prospect Park Productions

$11,360.00

Motion carried (GS/2022/054)

Cr Marie Laufiso returned to the meeting at 10.35 am and resumed the Chair.

Creative Communities Scheme

The Manahautū – General Manager Māori, Partnerships and Policy (Jeanette Wikaira) and Ara Toi Advisor (Amie Taua) spoke to the report responded to members’ questions.

Cr Bill Acklin left the meeting at 10.36 am and returned to the meeting at 10.42 am.

Anna Parker declared a conflict of interest with Item 2 - Christine Keller (Christine Keller T/A A Weaving on Hillingdon) and withdrew from this item.

The Ara Toi Advisor (Amie Staff) declared a conflict of interest with Item 10 – Improsaurus Inc and advised the subcommittee that she did not assess this application.

Anna Parker withdrew from this item.

Moved (Cr Marie Laufiso/Cr Sophie Barker):

That the Subcommittee:

Approves the funding as follows:

Christine Keller (Christine Keller T/A A Weaving on Hillingdon)

$10,000.00

Motion carried (GS/2022/055) with Jonathan Usher abstaining.

Anna Parker returned to the meeting.

Moved (Cr Marie Laufiso/Cr Bill Acklin):

That the Subcommittee:

Adjourns the meeting.

Motion carried

The meeting adjourned at 10.54 am and reconvened at 11.15 am.

Moved (Peter Hayden/Cr Bill Acklin):

That the Subcommittee:

Approves the funding as follows:

Plan D Productions (Ms Joanna Mary Harford)

$8,663.87

Motion carried (GS/2022/056) with Jonathan Usher abstaining.

Moved (Hannah Molloy/Peter Hayden):

That the Subcommittee:

Approves the funding as follows:

Dunedin Midwinter Celebrations (Dunedin Midwinter Celebrations Trust)

$8,000.00

Motion carried (GS/2022/057) with Jonathan Usher abstaining.

Moved (Cr Sophie Barker/Hannah Molloy):

That the Subcommittee:

Approves the funding as follows:

Dunedin Youth Writers Association (DYWA) (S Jack)

$7,000.00

Motion carried (GS/2022/058) with Cr Bill Acklin recording his vote against and Jonathan Usher abstaining.

Moved (Hannah Molloy/Cr Mandy Mayhem):

That the Subcommittee:

Approves the funding as follows:

9	Friends of the Globe Theatre Inc	$3,000.00
11	James Risbey (Mr J D Risbey)	$5,900.00

Motion carried (GS/2022/059) with Cr Bill Acklin and Teresa Chan recording their vote against and Jonathan Usher abstaining.

Moved (Cr Sophie Barker/Cr Bill Acklin):

That the Subcommittee:

Adjourns the meeting.

Motion carried

The meeting adjourned at 11.49 am and 11.55 am.

Moved (Hannah Molloy/Cr Sophie Barker):

That the Subcommittee:

Approves the funding as follows:

10	Improsaurus Inc	$8,000.00
17	The StarJam Charitable Trust	$7,000.00

Division

The Subcommittee voted by division

For: Cr Mandy Mayhem, Hannah Molloy and Cr Marie Laufiso (3).

Against: Cr Bill Acklin, Cr Sophie Barker, Teresa Chan, Peter Hayden, Cr Cherry Lucas and Anna Parker (6).

Abstained: Jonathan Usher (1).

The division was declared LOST by 6 votes to 3

Moved (Cr Marie Laufiso/Cr Bill Acklin):

That the Subcommittee:

Approves the funding as follows:

1	A Mulled Whine Productions	$1,272.07
3	Dunedin Chinese Art/Instrument Association	$1,758.50
4	Dunedin Concerto Competition Incorporated	$3,000.00
6	Dunedin Opera Company Inc (Opera Otago Dunedin Opera Company Inc)	$6,000.00
8	Every Body Is a Treasure Charitable Trust (Every Body is a Treasure	$2,780.00
10	Improsaurus Inc	$10,000.00
12	Miranda Bellay and Amanda Fauteux (A J Fauteux)	$2,000.00
14	Robert Fugah (Robert Koffie Fugah)	$2,938.10
15	Strath Taieri Historical Society Inc	$6,000.00
16	The Barden Party (Fenceswing Ltd)	$2,410.00
17	The StarJam Charitable Trust	$5,000.00

Motion carried (GS/2022/060)

Peter Hayden left the meeting at 12.07 pm.

Community Events

The Team Leader Events (Dan Hendra), Events Special Projects Coordinator (Tammy Jackman), Events Advisor (Civic and Community) (Olha Viazenko) and Major and Premier Event Coordinator (Amanda Dyer) will speak to the applications and respond to members’ questions.

Jonathan Usher declared a conflict of interest with Item 1 - Brighton Gala Experience and withdrew from this item.

Hannah Molloy declared a conflict of interest with Item 4 - Dunedin Folk Club (New Edinburgh Folk Club Inc) and withdrew from this item.

Cr Cherry Lucas left the meeting at 12.25 pm.

Moved (Cr Marie Laufiso/Cr Sophie Barker):

That the Subcommittee:

Adjourns the meeting.

Motion carried

The meeting adjourned at 12.30 pm and reconvened at 12.57 pm.

Cr Cherry Lucas returned to the meeting at 1.07 pm.

Jonathan Usher withdrew from this item.

Moved (Cr Marie Laufiso/Hannah Molloy):

That the Subcommittee:

Approves the funding as follows:

Brighton Gala Experience

$1,500.00

Motion carried (GS/2022/061)

Jonathan Usher returned to the meeting.

Hannah Molloy withdrew from this item.

Moved (Cr Marie Laufiso/Cr Bill Acklin):

That the Subcommittee:

Approves the funding as follows:

Dunedin Folk Club (New Edinburgh Folk Club Inc)

$6,500.00

Motion carried (GS/2022/062)

Hannah Molloy returned to the meeting.

Moved (Cr Bill Acklin/Cr Mandy Mayhem):

That the Subcommittee:

Approves the funding as follows:

2	Dunedin BMX Club Inc	$4,101.39
3	Dunedin Concerto Competition Incorporated	$7,300.00
4	Dunedin Folk Club (New Edinburgh Folk Club Inc)	$6,500.00
5	Dunedin Ice Skating Club Inc	$2,516.73
6	Dunedin Poultry, Pigeon and Cage Bird Club	$1,160.00
7	Royal NZ Pipe Band Association – Otago Centre	$5,680.00
8	Swing Riot Dunedin Inc	$2,000.00
9	Taieri Network	$5,453.00
10	The Green Island Competitions Society Inc	$1,248.00
11	The Peace Club	$4,049.38
12	Vintage Car Club of New Zealand Otago Branch Inc	$2,441.50

Motion carried (GS/2022/063)

Community

The Community Advisors (Margo Reid, Mere Taana-Jouanides and Becks New) will speak to the applications and respond to members’ questions.

Hannah Molloy declared a conflict of interest with Item 3 - Cancer Society of NZ Otago and Southland Division and withdrew from this item.

Jonathan Usher declared a conflict of interest with Item 3 - Cancer Society of NZ Otago and Southland Division and Item 19 - The Brain Injury Association (Otago) Inc and withdrew from these items.

Cr Marie Laufiso declared a conflict of interest with Item 18 - Te Hou Ora Whānau Services (Te Hou Ora Otepoti Inc) and withdrew from this item.

Cr Mandy Mayhem declared a conflict of interest with Item 23 - WEKA Wellness Empathy Kindness Aotearoa and withdrew from this item.

Moved (Cr Marie Laufiso/Cr Mandy Mayhem):

That the Subcommittee:

Adjourns the meeting.

Motion carried

The meeting adjourned at 1.35 pm and reconvened at 1.39 pm.

Moved (Cr Marie Laufiso/Jonathan Usher):

That the Subcommittee:

Declines the funding as follows:

10	East Otago Catchment Group
22	United Care Trust

Motion carried (GS/2022/064)

Cr Marie Laufiso withdrew from this item. Cr Bill Acklin chaired the meeting while this item was passed.

Moved (Cr Bill Acklin/Hannah Molloy):

That the Subcommittee:

Approves the funding as follows:

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

$5,000.00

Motion carried (GS/2022/065)

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

Hannah Molloy withdrew from this item.

Jonathan Usher withdrew from Items 3 and 19.

Moved (Cr Marie Laufiso/Cr Mandy Mayhem):

That the Subcommittee:

Approves the funding as follows:

Cancer Society of NZ Otago and Southland Division

$3,700.00

Motion carried (GS/2022/066)

Hannah Molloy returned to the meeting.

Moved (Cr Marie Laufiso/Hannah Molloy):

That the Subcommittee:

Approves the funding as follows:

The Brain Injury Association (Otago) Inc

$3,700.00

Motion carried (GS/2022/067)

Jonathan Usher returned to the meeting.

Cr Mandy Mayhem withdrew from this item.

Moved (Cr Marie Laufiso/Cr Sophie Barker):

That the Subcommittee:

Approves the funding as follows:

WEKA Wellness Empathy Kindness Aotearoa

$5,000.00

Motion carried (GS/2022/068)

Cr Mandy Mayhem returned to the meeting.

Moved (Anna Parker/Teresa Chan):

That the Subcommittee:

Approves the funding as follows:

1	Alzheimers Otago	$3,700.00
2	Anglican Family Care Centre (Inc)	$3,700.00
4	Diabetes New Zealand	$3,700.00
5	Disability Information Services Inc	$3,700.00
12	MDA Southern Regions now MDA South Island (Muscular Dystrophy Association of New Zealand Incorporated)	$3,700.00
13	Otago Multiple Sclerosis Society Inc	$3,700.00
15	People First New Zealand Inc	$3,700.00

Motion carried (GS/2022/069)

Moved (Hannah Molloy/Jonathan Usher):

That the Subcommittee:

Approves the funding as follows:

6	Dunedin Community Transport Trust	$5,000.00
7	Dunedin Curtain Bank Trust	$5,000.00
8	Dunedin Korean Language & Culture Society	$4,500.00
9	Dunedin South Community Patrol Inc	$5,000.00
11	Ignite Consultants (Ignite – Dunedin Branch)	$3,500.00
14	Otago Youth Wellness Trust	$5,000.00
16	Saddle Hill Foundation Trust	$5,000.00
17	Taieri Christian Care Trust	$5,000.00
20	The Canlnspire Charitable Trust	$2,000.00
21	The Work Opportunities Trust	$5,000.00

Motion carried (GS/2022/070)

Moved (Cr Marie Laufiso/Cr Mandy Mayhem):

That the Subcommittee:

Notes the funds allocated between 1 April 2022 and 30 September 2022 for Small Project and Neighbourhood Matching grants.

Motion carried (GS/2022/071)

5 Waste Minimisation Community Projects/Initiatives, Innovation and Development (Commercial) and Small Grant Applications

A report summarised applications received during September 2022 for Waste Minimisation Community Project/Initiative and Waste Minimisation Innovation and Development (Commercial) funding.

Waste Minimisation Community Projects/Initiatives

The Waste Minimisation Supervisor (Catherine Gledhill), Waste Minimisation Officer (Elodie Letendre) and Waste Minimisation (Karen Gadomski) will speak to the applications and respond to members’ questions.

Moved (Cr Sophie Barker/Hannah Molloy):

That the Subcommittee:

Approves the funding as follows:

1	Aurora Tamariki Early Years Care and Kindergarten (Southern Stars Waldorf Trust)	$5,000.00
2	Dunedin Curtain Bank Trust	$5,000.00
3	Recycle A Device (Code Club Charitable Trust)	$4,992.00
4	South Dunedin Street Festival Organising Committee (The South Dunedin Community Network Inc)	$3,275.00

Motion carried (GS/2022/072)

Waste Minimisation Innovation and Development (Commercial)

Hannah Molloy declared a conflict of interest with Item 1 - Dunedin Craft Distillers (Dunedin Craft Distillers Ltd) and withdrew from this item.

Cr Cherry Lucas declared a conflict of interest with Item 7 - Taste Nature (Taste Nature Ltd) and withdrew from this item.

Moved (Cr Marie Laufiso/Cr Sophie Barker):

That the Subcommittee:

Declines the funding as follows:

3	Infinite Clothing (Infinite Clothing Ltd)
6	Prime Campus Ltd

Motion carried (GS/2022/073)

Hannah Molloy withdrew from this item.

Moved (Cr Marie Laufiso/Cr Bill Acklin):

That the Subcommittee:

Approves the funding as follows:

Dunedin Craft Distillers (Dunedin Craft Distillers Ltd)

$5,132.00

Motion carried (GS/2022/074)

Hannah Molloy returned to the meeting.

Cr Cherry Lucas withdrew from this item.

Moved (Cr Marie Laufiso/Teresa Chan):

That the Subcommittee:

Approves the funding as follows:

Taste Nature (Taste Nature Ltd)

$16,029.50

Motion carried (GS/2022/075)

Cr Cherry Lucas returned to the meeting.

Moved (Cr Marie Laufiso/Cr Mandy Mayhem):

That the Subcommittee:

Approves the funding as follows:

2	Holy Cow (Mr M & Ms AS MacNeille)	$20,059.00
4	Live Sign (Live Sign NZ Ltd)	$10,000.00
5	Luni Limited (Luni (NZ) Limited)	$14,029.50
8	The Dunedin Bowling Club Ltd	$4,750.00

Motion carried (GS/2022/076)

Moved (Cr Marie Laufiso/Cr Bill Acklin):

That the Subcommittee:

a) 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.

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.

Motion carried (GS/2022/077)

Hannah Molloy, Anna Parker, Jonathan Usher, Teresa Chan and Cr Cherry Lucas left the meeting at 2.31 pm.

Craig Wilson entered the meeting at 2.31 pm.

6 Dunedin Biodiversity Fund - Final reports on completed projects
	A report provided 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. The Team Leader Advisory Services (Mark Mawdsley) and Biodiversity Officer (Zoe Lunniss) will speak to the report and respond to members’ questions.

	Moved (Cr Bill Acklin/Cr Sophie Barker): That the Subcommittee: a) Notes the project completion reports on Dunedin Biodiversity Fund projects. b) Approves reallocating $8,230.10 of unclaimed grant monies to the March 2023 round of the Biodiversity Fund. Motion carried (GS/2022/078)

7 Dunedin Biodiversity Fund Applications

A report provided an overview of the applications for the September 2022 round of the Dunedin Biodiversity Fund.

The Team Leader Advisory Services (Mark Mawdsley) and Biodiversity Officer (Zoe Lunniss) will speak to the report and respond to members’ questions.

Cr Sophie Barker declared a conflict of interest with Item BIO-2022-25 - Pukekura Trust and withdrew from this item.

Moved (Cr Marie Laufiso/Cr Sophie Barker):

That the Subcommittee:

Declines the funding as follows:

BIO-2022-23	Fergus, J
BIO-2022-29	Fiala, J.F.
BIO-2022-32	Smith, Z
BIO-2022-38	Heimann, A
BIO-2022-39	Dunedin City Baptist Church

Motion carried (GS/2022/079)

Cr Sophie Barker withdrew from this item.

Moved (Cr Marie Laufiso/Cr Mandy Mayhem):

That the Subcommittee:

Approves the funding as follows:

BIO-2022-25

Pukekura Trust

$4,111.00

Motion carried (GS/2022/080)

Cr Sophie Barker returned to the meeting.

Moved (Cr Marie Laufiso/Cr Bill Acklin):

That the Subcommittee:

Approves the funding as follows:

BIO-2022-24	Ritchie, T	$4,912.36
BIO-2022-26	Wing, L	$2,000.00
BIO-2022-27	Kyle, E	$3,360.21
BIO-2022-28	Yellow Eyed Penguin Trust	$700.00
BIO-2022-30	Halo Project – Craigs Creek Restoration	$5,000.00
BIO-2022-31	Ludwig, K	$5,000.00
BIO-2022-33	Scott, S	$2,000.00
BIO-2022-34	Milliken, A	$5,000.00
BIO-2022-35	Orokonui Ecosanctuary	$1,000.00
BIO-2022-36	Halo Project – Butters Creek & Stockyard Creek	$1,916.43
BIO-2022-37	Halo Project – Waikouaiti River Estuary Bank	$5,000.00

Motion carried (GS/2022/081)

8 Karakia Whakamutuka

Cr Laufiso closed the meeting with a karakia whakamutuka.

The meeting concluded at 2.46 pm.

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

CHAIRPERSON

Grants Subcommittee

10 May 2023

Part A Reports

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

Department: Community and Planning and Ara Toi

EXECUTIVE SUMMARY

1 Contestable grant applications received in March 2023 are summarised for the Grants Subcommittee (Attachments A – E). The Subcommittee is delegated by Council to allocate grants from the DCC Arts, Creative Communities Scheme, Professional Theatre, Community Events and Community Grant Funds.

2 Small Project and Neighbourhood Matching grants approved between 1 October 2022 and
31 March 2023 are also summarised (Attachment F).

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 – E).

b) Notes the funds allocated between 1 October 2022 and 31 March 2023 for Small Project grants and Neighbourhood Matching grants (Attachment F).

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.

4 The Professional Theatre Fund opens for applications in September. An additional funding round opened in March 2023 due to carry-over of unallocated funding from the September 2022 round.

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

6 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

7 The table below sets out the number of applications received for each grant fund in March 2022 compared with March 2023. The number of applications made and withdrawn, funding requested and available funds in the March 2023 round are detailed.

Grant Applications Received in the March 2022 and March 2023 Grants Rounds

Grant Fund Name	No of Applications Received March 2022	No of Applications Received March 2023	Total Requested 2023	Total Available (March 2023 Round)
DCC Arts	8	17	$64,335.22	$62,900.00
Creative Communities Scheme	17	25	$102,049.64	$47,324.00
Professional Theatre	na	4	$75,449.75	$71,540.00
Community Events	16	18	$96,936.81	$43,950.00
Community	29	33	$149,130.00	$111,565.95

Creative Partnerships

8 This round sees one of the largest number of arts grants – 46 in total – ever received in a single grants round. After the significant undersubscription across both rounds in 2022, which saw 44 applications for the entire year, it is very pleasing to see the diverse range of projects planned for the city.

9

After analysing arts grants data from 2018 – 2021, staff identified significant under-representation in funding applications for dance, Toi Māori, and Pāsifika arts. Creative Partnerships has worked to improve outreach, communication, and support for potential applicants, and it is good to see positive changes starting to register in this round, albeit starting from a low baseline. Staff hope to build upon this success.

DCC Arts Grants

10 A carry-over of $20,650 and over $6,000 of returned funds have been added to the funding pool for March 2023. This has meant that most projects have been recommended full funding for their projects.

CNZ Creative Communities Scheme Grants

11 This funding pool is heavily over-subscribed. The popularity of the CCS grants is largely due to the fact that, unlike DCC Arts grants, applicants do not need to be a formally constituted organisation in order to apply.

Professional Theatre Fund

12 The funding in this round is entirely due to the carry-over of unallocated funding from September 2022. The applications all note concerns about the loss of regular audiences over the past five years, as well as the need to work with found and adapted spaces in lieu of a suitable performance venue.

Community Events

13 This funding round received 18 applications, an increase of two from the 16 applications received in the March 2022 round. Out of the 18 applications received, 14 are from local organisations while five are from organisations that are supported by their national body. Within this a further breakdown of sectors show that there were two ethnic communities, three sporting, seven arts and six community applications. No applications were received from Pāsifika or Māori communities.

Community Development

14 This funding received more applications compared to the March 2022 round of funding. Out of the 33 applications we received, 16 are from grassroots organisations while 17 are from organisations that are supported by their national body. Only one application was received from a Pāsifika group; no applications were received from across the Māori communities or Ethnic communities within Ōtepoti Dunedin. The graph below shows the number of applications received grouped into sector representation.

OPTIONS

15 There are no options.

NEXT STEPS

16 Staff will communicate the Grants Subcommittee decisions to all applicants within two weeks of the Grants Subcommittee meeting. Where grants have been approved, payments will be arranged for all applicants.

17 The next funding round will be in September 2023.

Signatories

Author:

Mai Tamimi - Team Leader Community Development

Lisa Wilkie - Team Leader Creative Partnerships

Authoriser:

Jeanette Wikaira - Manahautū General Manager Māori Partnerships and Policy

Attachments

	Title	Page
⇩a	DCC Arts Grants March 2023 - Summary of Applications	38
⇩b	Creative Communities Scheme Grants March 2023 - Summary of Applications	39
⇩c	Professional Theatre Fund Grants March 2023 - Summary of Applications	41
⇩d	Community Events Grants March 2023 - Summary of Applications	42
⇩e	Community Grants March 2023 - Summary of Applications	44
⇩f	Neighbourhood Matching and Small Project Grants up to April 2023	46

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision enables democratic local decision making and promotes the social, economic, cultural, and environmental wellbeing of communities in the present and for the future.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	X	☐	☐
Economic Development Strategy	X	☐	☐
Environment Strategy	X	☐	☐
Arts and Culture Strategy	X	☐	☐
3 Waters Strategy	☐	☐	X
Spatial Plan	☐	☐	X
Integrated Transport Strategy	☐	☐	X
Parks and Recreation Strategy	X	☐	☐
Other strategic projects/policies/plans	X	☐	☐

Festivals and Events Plan 2018 - 2023

Māori Impact Statement

Mana whenua are represented on the Grants Subcommittee and provide guidance and advice on allocations of funding. Staff are working to develop relationships with the Māori community and ensure DCC grants are accessible and supportive of the needs of the Māori community.

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. Allocations must be made within the available budget. Unspent DCC grant funds cannot be rolled 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

DCC grants are of interest to all areas of the city and Community Boards are made aware of DCC grant opportunities for the broader community.

Grants Subcommittee

10 May 2023

Waste Minimisation Community Projects/Initiatives and Small Grant Applications

Department: Waste and Environmental Solutions

EXECUTIVE SUMMARY

1 This report summarises applications received during March 2023 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 and the total amount available allocation this round.

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 Grants on 1 March 2023 and closed at 5pm, 31 March 2023 (Attachment A).

5 For this round of funding, $41,733.00 is available for Waste Minimisation Community Project/Initiative Grants. This is the normal allocation of $30,000.00 plus an under spend of $11,733.00 from the Waste Minimisation Community Project/Initiative Grants carried over from the November 2022 subcommittee meeting.

6 Four Waste Minimisation Small Project Grants have been approved under delegated authority since November 2022. Thus far in the 2022/23 financial year, grants of $2,297.96 have been approved, with $7,702.04 remaining for allocation.

7 The Waste Minimisation Small Project Grants are summarised in (Attachment B).

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. 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 Applicants who had submitted project start dates before the receipt of funding have been contacted to confirm revised project start dates (1 June 2023 or later). This is to avoid the funding of projects retrospectively.

10 Applications that were submitted after the close off date have not been assessed. One application was submitted a second time after 5pm, 31 March 2023 by an applicant who had submitted their application by the deadline.

11 Another application was submitted via the online form on 4 April 2023. In this instance, the applicant had sent their application via email prior to the deadline, because of ongoing issues with the webform.

Accountability Reports

12 Over the six months from October 2022 to the end of March 2023, staff have received 13 accountability reports for previous waste minimisation funding. Of the recipients to date, there are 22 accountability reports that are not yet due, having been awarded within the last 12 months or having been granted an extension under exceptional circumstances (Covid-19 disruption).

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

14 Two previous successful applicants have refunded part of the grant that remained unspent after completion of their project. These are:

a) Nova Partnership (Fraser Worm Farm), due to donated materials reducing the amount of grant funding required.

b) Resilient Dunedin, due to consenting constraints for composting operations on the site identified.

15 The total refund amount is $4,279.33. This money has been returned to the Waste Disposal Levy fund.

DISCUSSION

Summary of Applications

16 Twelve applications for the Waste Minimisation Community Project/Initiative Grants fund have been received. Out of these 12 applications, two were withdrawn. The total funding requested from the ten applications was $45,899.52.

17 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 2023 round)

Waste Minimisation Community Project/Initiative Grants

$45,899.52

$41,733.00

Funding Criteria

18 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.

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

OPTIONS

20 There are no options.

NEXT STEPS

21 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.

22 The next funding round will in September 2023.

Signatories

Author:	Elodie Letendre - Waste Minimisation Officer
Authoriser:	Chris Henderson - Group Manager Waste and Environmental Solutions

Attachments

	Title	Page
⇩a	Waste Minimisation Commnunity Project Initative Grants March 2023 - Summary of Applications	53
⇩b	Small Waste Minimisation Projects to March 2023	55

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision promotes the social well-being, economic well-being, environmental well-being and the cultural well-being of communities in the present and for the future.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☒	☐	☐
Environment Strategy	☒	☐	☐
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☐	☐	☒
Other strategic projects/policies/plans	☒	☐	☐

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

Māori Impact Statement

Sustainability

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

10 May 2023

Dunedin Biodiversity Fund - Final Reports on Completed Projects

Department: City Development

EXECUTIVE SUMMARY

1 This report provides a summary of the grants claimed for biodiversity projects that have been completed since the last project completion report to the Grants Subcommittee in November 2022. The project completion reports are presented to satisfy the grant conditions and outline how the projects were completed.

2 Since the last report in November 2022, nine project completion reports have been submitted by recipients of previous funding rounds. Three grants were forfeited.

3 Staff continue to follow up on unclaimed grants from earlier rounds. There are 37 approved grants from the September 2019 to September 2022 rounds yet to be claimed.

RECOMMENDATIONS

That the Subcommittee:

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

BACKGROUND

4 In August 2007, the Dunedin Biodiversity Fund was established with a specific aim: 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 Grant recipients of the Dunedin Biodiversity Fund must sign a formal agreement with the Dunedin City Council, which includes conditions that must be met to receive the funds. One such condition is the submission of a project completion report before the grant monies are released. This report demonstrates that the biodiversity project was completed as proposed and details its results.

6 Nine approved grants have been claimed since the last ‘Completed Projects Report’ to the Subcommittee in November 2022. All grants that were approved before April 2019 have been completed, and recipients of current grants have a specific timeframe, typically 24 months from approval, to claim their approved grant.

DISCUSSION

7 Attachment A contains project completion summaries for the nine claimed and three forfeited grants since the November 2022 Subcommittee meeting. See Table 1 below for a summary of these grants.

Table 1. Summary of grants from the Biodiversity Fund settled since the November 2022 Subcommittee meeting. Nine grants were claimed, and three were forfeited.

Application ID	Grant recipient	Project type	Amount available	Amount claimed	Balance
BIO-2019-27	Willie Lawson *	Fencing contractor costs	$ 5,000.00	$ -	$ 5,000.00
BIO-2020-15	Justine Ragg *	Plant purchase	$ 4,254.00	$ -	$ 4,254.00
BIO-2020-27	Sophia Gunther *	Plant purchase & weed control	$ 2,500.00	$ -	$ 2,500.00
BIO-2021-03	Alex Yarnall	Trap purchase (pest control)	$ 1,379.03	$ 1,201.58	$ 177.45
BIO-2021-06	Jill McIlraith	Plant purchase & contractor cost contribution	$ 2,000.00	$ 2,000.00	$ -
BIO-2021-12	Andrew McCurdy	Plant purchase, contractor costs and fencing materials	$ 3,000.00	$ 2,953.66	$ 46.34
BIO-2021-23	Hereweka Harbour Cone Trust	Fencing contractor costs	$ 2,500.00	$ 2,500.00	$ -
BIO-2022-01	Ray Parker	Plant purchase & contractor cost contribution	$ 2,500.00	$ 2,500.00	$ -
BIO-2022-02	Steven Nichol	Plant purchase & contractor cost contribution	$ 5,000.00	$ 4,517.10	$ 482.90
BIO-2022-09	Ryan Fitzgerald	Plant purchase	$ 2,500.00	$ 2,500.00	$ -
BIO-2022-11	Paula Cross	Plant purchase	$ 2,650.00	$ 2,650.00	$ -
BIO-2022-20	Jean Grace	Plant purchase	$ 1,000.00	$ 884.29	$ 115.71
		Total	$ 34,283.03	$ 21,706.63	$ 12,576.40

* Grant forfeited by the applicant

8 The grant recipients have provided documentation indicating that all projects have been completed successfully and in accordance with their applications, effectively contributing to the protection and enhancement of indigenous biodiversity in Dunedin as intended by the Dunedin Biodiversity Fund. The invoices presented for the projects are consistent with the granted funding amounts, with some being less than the approved grant amounts.

9 The three forfeited grants were a result of time constraints and material shortages that hindered the start of their projects. Discussions were held with the applicants before the grants were forfeited.

10 The balance of monies left over from claimed grants since the November 2022 Subcommittee meeting is $12,576.40. This comprises $11,754.00 from the three forfeited grants and $822.40 remaining from grants only partially uplifted. This money has been reallocated to the March 2023 funding round.

11 There are 37 approved grants totalling $108,660.95 yet to be claimed. No grants are outstanding from funding rounds prior to April 2019.

OPTIONS

12 There are no options.

NEXT STEPS

13 Staff will continue to administer the Dunedin 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

Attachments

	Title	Page
⇩a	Project Completion Summaries - November 2022 - April 2023	61

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 Dunedin 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

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

No implications

Financial considerations

The funding suggested is within the allocated budget.

Significance

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

Engagement – external

There has been no external engagement on the project completion reports.

Engagement - internal

There has been no internal engagement on the project completion reports.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no conflicts of interest.

Community Boards

A number of the projects were carried out in Community Board areas – i.e. Otago Peninsula, Waikouaiti Coast, West Harbour and Mosgiel-Taieri.

Grants Subcommittee

10 May 2023

Dunedin Biodiversity Fund Applications

Department: City Development

EXECUTIVE SUMMARY

1 Applications for the March 2023 round of the Dunedin Biodiversity Fund opened on 1 March 2023 with applications closing on 31 March 2023.

2 To aid in the allocation of funding for the March 2023 Biodiversity Fund applications, this report provides a summary of the applications for the Subcommittee's consideration.

3 The total amount available for allocation in this funding round is $62,133.59. This amount includes the round funding of $41,300 that is typically available and an additional $20,833.59. This additional funding comprises forfeited/cancelled grants and the balance of partially uplifted grants that has been returned to the funding allocation within this financial year. This is summarised in (Attachment D).

4 Twenty applications were received, eleven were from first-time applicants. The applicants have requested a total of $81,533.42 in funding, which exceeds the available funding of $62,133.59 for the current funding round.

5 The recommended allocation for funding is $62,133.59.

RECOMMENDATIONS

That the Subcommittee:

a) Decides on the allocation of the grants among the applications received for the March 2023 round of the Dunedin Biodiversity Fund.

BACKGROUND

6 In August 2007, the Dunedin Biodiversity Fund was established, with minor amendments to the eligibility and prioritisation criteria, and terms and conditions being approved by the Planning and Environment Committee in February 2019.

7 The purpose of the Dunedin Biodiversity Fund is: To enhance the condition and extent of indigenous biodiversity across Dunedin City by encouraging and supporting landowners and communities who are committed to protecting, enhancing and managing indigenous biodiversity.

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

Funding guidance

9 The Dunedin Biodiversity Fund follows a 50:50 cost sharing arrangement, with the Council funding up to 50% of the project cost and the applicant contributing to the remaining costs. The maximum grant amount available is $5,000, while the minimum is $500.

10 To be eligible for funding under the Biodiversity Fund, projects must either:

a) Aim to maintain or enhance the state of indigenous biodiversity e.g. fencing, plant and animal pest control, and/or

b) Aim to increase the extent of indigenous biodiversity e.g. revegetation projects.

11 The objective of the Dunedin Biodiversity Fund is to provide financial support for ‘on-the-ground’ activities that benefit indigenous biodiversity. The Council’s contribution to the funding is intended for tangible goods such as plants, traps, and herbicides, while the applicant's contribution may cover labour and vehicle expenses. For additional information on eligible project types, refer to Attachment B, and for eligible grant costs, refer to (Attachment C).

Eligibility Criteria

12 Eligibility criteria refer to the minimum requirements that a project application must meet to be considered for funding. Projects that do not meet the eligibility criteria, or cannot be made eligible through grant conditions, should not receive funding. A list of eligibility criteria can be found in (Attachment B).

Prioritisation Criteria

13 Prioritisation criteria are used to rank projects for funding if the Dunedin Biodiversity Fund is oversubscribed. These criteria are designed to ensure that projects, particularly those on protected land, with the greatest potential for desirable biodiversity outcomes are given priority. Prioritisation criteria are listed in (Attachment B).

Conditions of Grants

14 All approved project applications will be subject to standard terms and conditions, which will form part of an agreement between the applicant and the Council. The Subcommittee reserves the right to impose additional conditions if deemed necessary. For further information on fund terms and conditions, please refer to (Attachment C).

discussion

15 Attachment A provides a summary of each application. The complete applications and assessments were submitted separately to the Subcommittee.

OPTIONS

16 There are no options.

NEXT STEPS

17 Staff will communicate the Grants Subcommittee’s decisions to all applicants and provide payment once the Terms and Conditions of the Dunedin Biodiversity Grant Funding have been fulfilled.

18 The next funding round will be in September 2023.

Signatories

Author:

Zoe Lunniss - Biodiversity Advisor

Authoriser:

Mark Mawdsley – Team Leader Advisory Services

Simon Drew - General Manager Infrastructure and Development

Attachments

	Title	Page
⇩a	Dunedin Biodiversity Fund March 2023 - Summary of Applications	87
⇩b	Biodiversity Fund Eligibility & Prioritisation Criteria	89
⇩c	BIodiversity Fund Terms & Conditions	91
⇩d	Biodiversity Fund Summary of Additional Funds	95

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report relates to providing a public service and it is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☐	☐	☒
Economic Development Strategy	☐	☐	☒
Environment Strategy	☒	☐	☐
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☒	☐	☐
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☒	☐	☐
Other strategic projects/policies/plans	☐	☐	☒

The Dunedin Biodiversity Fund aligns with the goals and outcomes of Te Ao Tūroa – Dunedin’s Environment Strategy and the Spatial Plan and supports the Parks and Recreation Strategy.

Māori Impact Statement

Sustainability

The projects considered in this report will contribute positively to the long-term sustainability of the natural environment of Dunedin.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications. The recommended allocation is within budget.

Financial considerations

A total of $62,133.59 is recommended to be granted to applicants.

Significance

This decision is considered to have low significance based on the Council’s Significance and Engagement Policy.

Engagement – external

The Department of Conservation was involved in the assessment of projects and provided recommendations for budget allocation.

Engagement - internal

There has been no internal engagement on the project applications.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no identified conflicts of interest.

Community Boards

A number of the grants relate to Community Board areas – i.e. Otago Peninsula, Mosgiel-Taieri, Saddle Hill, West Harbour and Waikouaiti Coast.

	Title	Page
A ⇩	Minutes of Grants Subcommittee meeting held on 29 September 2022	13

Chairperson	Cr Christine Garey

Members	Cr Sophie Barker	Teresa Chan
	Cr Rachel Elder	Adam Keane

7 Karakia Whakamutuka
	Adam Keane closed the meeting with a karakia whakamutuka.