Notice of Meeting:
I hereby give notice that an ordinary meeting of the Grants Subcommittee will be held on:
Date: Wednesday 19 July 2023
Time: 9.30 am
Venue: Council Chamber, Dunedin Public Art Gallery, The Octagon, Dunedin
Sandy Graham
Chief Executive Officer
Grants Subcommittee
City Service City Project
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Cr Marie Laufiso |
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Deputy Chairperson |
Cr Bill Acklin |
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Members |
Cr Sophie Barker |
Adam Keane |
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Cr Cherry Lucas |
Cr Mandy Mayhem |
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Hannah Molloy |
Anna Parker |
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Jonathan Usher |
Cr Andrew Whiley |
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
Governance.support@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
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Grants Subcommittee 19 July 2023 |
ITEM TABLE OF CONTENTS PAGE
1 Karakia Timatanga 4
2 Apologies 4
3 Confirmation of Agenda 4
4 Declaration of Interest 5
5 Confirmation of Minutes 12
5.1 Grants Subcommittee meeting - 10 May 2023 13
Part A Reports (Subcommittee has power to decide these matters)
6 City Service City Project Grants 30
7 Karakia Whakamutunga
The meeting will close with a Karakia Whakamutunga.
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Grants Subcommittee 19 July 2023 |
1 Karakia Timatanga
The meeting will be opened with a karakia timatanga.
Apologies have been received from Cr Mandy Mayhem and Cr Andrew Whiley.
That the Subcommittee:
Accepts the apologies from Cr Mandy Mayhem and Cr Andrew Whiley.
Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.
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Grants Subcommittee 19 July 2023 |
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
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Title |
Page |
⇩a |
Grants Subcommittee Register of Interest |
6 |
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Grants Subcommittee 19 July 2023 |
Grants Subcommittee meeting - 10 May 2023
That the Subcommittee: a) Confirms the public part of the minutes of the Grants Subcommittee meeting held on 10 May 2023 as a correct record.
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Attachments
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Title |
Page |
A⇩ |
Minutes of Grants Subcommittee meeting held on 10 May 2023 |
13 |
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Grants Subcommittee 19 July 2023 |
Grants Subcommittee
Arts, Creative Communities Scheme, Professional Theatre Fund, Community Events, Community, Small Project, Neighbourhood Matching, Waste Minimisation Community Projects and Initiatives, and Dunedin Biodiversity Fund
MINUTES
Minutes of an ordinary meeting of the Grants Subcommittee held in the Council Chamber, Dunedin Public Art Gallery, The Octagon, Dunedin on Wednesday 10 May 2023, commencing at 9.30 am
PRESENT
Chairperson |
Cr Marie Laufiso |
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Deputy Chairperson |
Cr Bill Acklin |
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Members |
Peter Hayden |
Don Hunter |
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Cr Cherry Lucas |
Cr Mandy Mayhem |
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Hannah Molloy |
Anna Parker |
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Jonathan Usher |
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IN ATTENDANCE |
Jeanette Wikaira (Manahautū – General Manager Māori, Partnerships and Policy), Simon Pickford (General Manager Community Services), Wai Piggott (Financial Analyst), Lisa Wilkie (Team Leader Creative Partnerships), Dan Hendra (Team Leader Events), Ohla Viazenko (Events Advisor), Philippa Norton (Events Advisor), Mai Tamimi (Team Leader Community Development), Becks New (Community Advisor), Margo Reid (Community Advisor), Mere Taana-Jouanides (Community Advisor), Elodie Letendre (Waste Minimisation Officer), Karen Gadomski (Waste Minimisation Strategy Officer), and Zoe Lunniss (Biodiversity Advisor) |
Governance Support Officer Rebecca Murray
1 karakia timatanga
Anna Parker opened the meeting with a karakia timatanga.
2 APOLOGIES |
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Apologies were received from Cr Sophie Barker, Adam Keane and Phil Melgren. |
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Moved (Cr Marie Laufiso/Cr Mandy Mayhem): That the Subcommittee:
Accepts the apologies from Cr Sophie Barker, Adam Keane and Phil Melgren.
Motion carried (GS/2023/001) |
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3 CONFIRMATION OF AGENDA |
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Moved (Cr Marie Laufiso/Cr Cherry Lucas): That the Subcommittee:
Confirms the agenda without addition or alteration
Motion carried (GS/2023/002) |
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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.
Hannah updated her register of interest with adding Contractor for Just Atelier Trust and Mentor for a trustee for Pregnancy Help.
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5 Confirmation of Minutes
5.2 Grants Subcommittee meeting - 16 November 2022 |
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Part A Reports
7 DCC Arts, Creative Communities Scheme, Professional Theatre Fund, Community Events, Community, Small Project and Neighbourhood Matching Grants |
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A report summarised applications for Arts, CNZ Creative Communities, Professional Theatre Fund, Community Events and Community Grant funding received in March 2023. The Manahautū – General Manager Māori, Partnerships and Policy (Jeanette Wikaira) spoke to the report responded to members’ questions.
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Arts
The Manahautū – General Manager Māori, Partnerships and Policy (Jeanette Wikaira) and Team Leader Creative Partnerships (Lisa Wilkie) spoke to the applications responded to members’ questions.
Anna Parker declared a conflict of interest with Item 1 - Artsenta Creative Arts Trust (Creative Arts Trust – Artsenta) and withdrew from this item.
Hannah Molloy declared a conflict of interest with Item 4 - Dance Ōtepoti and withdrew from this item. |
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Anna Parker withdrew from this item. |
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Moved (Cr Marie Laufiso/Cr Mandy Mayhem): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/005) |
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Anna Parker returned to the meeting. |
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Hannah Molloy withdrew from this item. |
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Moved (Cr Marie Laufiso/Jonathan Usher): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/006) |
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Hannah Molloy returned to the meeting. |
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Moved (Hannah Molloy/Cr Mandy Mayhem): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/007) |
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Creative Communities Scheme
The Manahautū – General Manager Māori, Partnerships and Policy (Jeanette Wikaira) and Team Leader Creative Partnerships (Lisa Wilkie) spoke to the applications responded to members’ questions.
Cr Marie Laufiso declared a conflict of interest with Item 1 - Ana Teofilo (Miss Ana Saunoa Teofilo) and withdrew from this item.
Jonathan User declared a conflict of interest with Item 4 - Cancer Society of New Zealand, Otago and Southland Division) and withdrew from this item.
Peter Hayden declared a conflict of interest with Item 11 - Lifelogs Ltd and withdrew from this item.
Anna Parker declared a conflict of interest with Item 12 - Metonymic Trust and Item 22 - Sean Norling (Mr S Norling & Ms GM Young) and withdrew from these items. |
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Peter Hayden withdrew from this item. |
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Moved (Cr Marie Laufiso/Cr Bill Acklin): That the Subcommittee:
Declines the funding as follows:
Motion carried (GS/2023/008) |
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Peter Hayden returned to the meeting. |
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Moved (Cr Marie Laufiso/Jonathan Usher): That the Subcommittee:
Declines the funding as follows:
Motion carried (GS/2023/009) |
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Cr Marie Laufiso withdrew from this item and Cr Bill Acklin chaired the meeting. |
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Moved (Hannah Molloy/Cr Mandy Mayhem): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/010) |
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Cr Marie Laufiso returned to the meeting and resumed the Chair. |
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Jonathan Usher withdrew from this item. |
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Moved (Cr Marie Laufiso/Cr Mandy Mayhem): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/011) |
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Jonathan Usher returned to the meeting. |
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Anna Parker withdrew from this item. |
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Moved (Hannah Molloy/Cr Cherry Lucas): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/012) |
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Anna Parker returned to the meeting. |
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Moved (Hannah Molloy/Peter Hayden): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/013) |
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Professional Theatre Fund
The Manahautū – General Manager Māori, Partnerships and Policy (Jeanette Wikaira) and Team Leader Creative Partnerships (Lisa Wilkie) spoke to the applications responded to members’ questions. |
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Moved (Cr Bill Acklin/Don Hunter): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/014) |
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Don Hunter and Peter Hayden left the meeting at 10.55 am. |
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Moved (Cr Marie Laufiso/Cr Bill Acklin): That the Subcommittee:
Adjourns the meeting until 11.10 am.
Motion carried |
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The meeting was adjourned at 10.55 am and reconvened at 11.14 am. |
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Community Events
The General Manager Community Services (Simon Pickford), Team Leader Events (Dan Hendra) and Events Advisors (Olha Viazenko and Philippa Norton) spoke to the applications responded to members’ questions.
Jonathan Usher declared a conflict of interest with Item 7 - Dunedin Tamil Society and withdrew from this item. |
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Moved (Cr Marie Laufiso/Cr Bill Acklin): That the Subcommittee:
Adjourns the meeting until 11.55 am.
Motion carried |
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The meeting adjourned at 11.48 am and reconvened at 11.55 am. |
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Moved (Cr Marie Laufiso/Hannah Molloy): That the Subcommittee:
Declines the funding as follows:
Motion carried (GS/2023/015) |
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Moved (Hannah Molloy/Anna Parker): That the Subcommittee: Approves the funding as follows:
Division The Subcommittee voted by division
For: Cr Cherry Lucas, Cr Mandy Mayhem, Hannah Molloy, Anna Parker, Jonathan Usher and Cr Marie Laufiso (6). Against: Cr Bill Acklin (1). Abstained: Nil
The division was declared CARRIED by 6 votes to 1
Motion carried (GS/2023/016) |
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Moved (Cr Marie Laufiso/Hannah Molloy): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/017) |
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Jonathan Usher withdrew from this item. |
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Moved (Hannah Molloy/Anna Parker): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/018) |
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Jonathan Usher returned to the meeting. |
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Moved (Cr Marie Laufiso/Cr Bill Acklin): That the Subcommittee:
Adjourns the meeting until 12.20 pm.
Motion carried |
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The meeting adjourned at 12.17 pm and reconvened at 12.20 pm. |
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Moved (Hannah Molloy/Cr Mandy Mayhem): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/019) |
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Moved (Cr Cherry Lucas/Cr Mandy Mayhem): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/020) |
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Moved (Cr Marie Laufiso/Cr Bill Acklin): That the Subcommittee:
Adjourns the meeting until 12.50 pm.
Motion carried |
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The meeting adjourned at 12.24 pm and reconvened at 12.53 pm. |
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Community
The Team Leader Community Development (Mai Tamimi), Community Advisors (Becks New, Margo Reid and Mere Taana-Jouanides) spoke to the applications responded to members’ questions.
Cr Marie Laufiso declared a conflict of interest with Item 1 - Aspire Kids Tamariki Matana (Aspire Kids Tamariki Matana Charitable Trust) and withdrew from this item.
Anna Parker declared a conflict of interest with Item 1 - Aspire Kids Tamariki Matana (Aspire Kids Tamariki Matana Charitable Trust) and Item 21 - Pregnancy Help Inc Dunedin Branch and withdrew from these items.
Hannah Molloy declared a conflict of interest with Item 12 - Good Bitches Trust and left the room while this application was considered and Item 21 - Pregnancy Help Inc Dunedin Branch and withdrew from this item.
Jonathan Usher declared a conflict of interest with Item 16 - Life Matters Suicide Prevention Trust, Item 19 - Otago Asthma Society Inc, Item 25 - Royal New Zealand Plunket Trust (Royal New Zealand Plunket Trust Otago Area) and Item 26 - Southern Youth Development (Formerly The Malcam Charitable Trust) (The Southern Youth Development Trust Board) and withdrew from these items. |
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Moved (Cr Marie Laufiso/Jonathan Usher): That the Subcommittee:
Declines the funding as follows:
Motion carried (GS/2023/021) |
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Moved (Hannah Molloy/Cr Cherry Lucas): That the Subcommittee:
Approves the funding as follows:
Division The Subcommittee voted by division
For: Hannah Molloy (1). Against: Cr Bill Acklin, Cr Cherry Lucas, Cr Mandy Mayhem, Anna Parker and Jonathan Usher (5). Abstained: Cr Marie Laufiso (1).
The division was declared LOST by 5 vote to 1
Motion carried (GS/2023/022) |
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Moved (Hannah Molloy/Anna Parker): That the Subcommittee:
Approves the funding as follows:
Division The Subcommittee voted by division
For: Cr Cherry Lucas, Cr Mandy Mayhem, Hannah Molloy, Anna Parker and Jonathan Usher (5). Against: Cr Bill Acklin (1). Abstained: Cr Marie Laufiso (1).
The division was declared CARRIED by 5 votes to 1
Motion carried (GS/2023/023) |
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Moved (Anna Parker/Cr Mandy Mayhem): That the Subcommittee:
Approves the funding as follows:
Division The Subcommittee voted by division
For: Cr Cherry Lucas, Cr Mandy Mayhem, Hannah Molloy, Anna Parker and Jonathan Usher (5). Against: Nil Abstained: Cr Bill Acklin and Cr Marie Laufiso (2).
The division was declared CARRIED by 5 votes to 0
Motion carried (GS/2023/024) |
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Moved (Cr Marie Laufiso/Cr Cherry Lucas): That the Subcommittee:
Adjourns the meeting until 2.35 pm.
Motion carried |
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The meeting adjourned at 1.31 pm and reconvened at 1.36 pm. |
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Anna Parker and Cr Marie Laufiso withdrew from this item. Cr Bill Acklin chaired the meeting. |
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Moved (Cr Cherry Lucas/Jonathan Usher): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/025) |
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Cr Marie Laufiso returned to the meeting and resumed the Chair. |
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Moved (Cr Cherry Lucas/Cr Bill Acklin): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/026) |
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Hannah Molloy and Anna Parker withdrew from this item. |
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Moved (Cr Marie Laufiso/Jonathan Usher): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/027) |
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Anna Parker returned to the meeting. |
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Hannah Molloy withdrew from this item and left the room. |
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Moved (Cr Cherry Lucas/Cr Mandy Mayhem): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/028) |
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Hannah Molloy returned to the meeting. |
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Jonathan Usher withdrew from these items. |
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Moved (Cr Marie Laufiso/Cr Cherry Lucas): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/029) |
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Moved (Cr Marie Laufiso/Hannah Molloy): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/030) |
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Moved (Cr Marie Laufiso/Cr Cherry Lucas): That the Subcommittee:
Notes the funds allocated between 1 October 2022 and 31 March 2023 for Small Project grants and Neighbourhood Matching grants. Motion carried (GS/2023/031) |
8 Waste Minimisation Community Projects/Initiatives and Small Grant Applications |
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A report summarised applications received during March 2023 for Waste Minimisation Community Project/Initiative.
The Waste Minimisation Officer (Elodie Letendre) and Waste Minimisation Strategy Officer (Karen Gadomski) will speak to the applications and respond to members’ questions.
Anna Parker declared a conflict of interest with Items 1 - Com2Tech (Community Communication Technology Trust), Item 2 - Dunedin Midwinter Celebrations, Item 3 - Just Atelier Trust TA Stitch Kitchen (Just Atelier Trust), Item 4 - Logan Park High School, Item 8 - Pregnancy Help Incorporated Dunedin Branch, Item 9 - Sew On Period Care (The Gift Trust) and Item 10 - The Valley Project and withdrew from these items.
Hannah Molloy declared a conflict of interest with Item 3 - Just Atelier Trust TA Stitch Kitchen (Just Atelier Trust) and Item 8 - Pregnancy Help Incorporated Dunedin Branch and withdrew from these items. |
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Anna Parker withdrew from this item. |
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Moved (Hannah Molloy/Cr Cherry Lucas): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/032) |
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Hannah Molloy and Anna Parker withdrew from this item. |
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Moved (Cr Mandy Mayhem/Jonathan Usher): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/033) |
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Hannah Molloy returned to the meeting. |
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Anna Parker withdrew from these items. |
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Moved (Hannah Molloy/Cr Cherry Lucas): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/034) |
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Anna Parker returned to the meeting. |
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Moved (Jonathan Usher/Anna Parker): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/035) |
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Moved (Cr Marie Laufiso/Hannah Molloy): That the Subcommittee:
Notes the approved funding allocated to organisations for Waste Minimisation Small Project Grants. Motion carried (GS/2023/036) |
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Jonathan Usher, Anna Parker and Hannah Molloy left the meeting at 2.14 pm. |
9 Dunedin Biodiversity Fund - Final Reports on Completed Projects |
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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 November 2022. The project completion reports are presented to satisfy the grant conditions and outline how the projects were completed. The Biodiversity Officer (Zoe Lunniss) spoke to the report and respond to members’ questions. |
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Moved (Cr Marie Laufiso/Cr Bill Acklin): That the Subcommittee:
Notes the project completion reports on completed Dunedin Biodiversity Fund projects. Motion carried (GS/2023/037) |
10 Dunedin Biodiversity Fund Applications |
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A report provided an overview of the applications for the March 2023 round of the Dunedin Biodiversity Fund. The Biodiversity Officer (Zoe Lunniss) spoke to the report and respond to members’ questions. |
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Moved (Cr Marie Laufiso/Cr Bill Acklin): That the Subcommittee:
Declines the funding as follows:
Motion carried (GS/2023/038) |
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Moved (Cr Marie Laufiso/Cr Mandy Mayhem): That the Subcommittee:
Approves the funding as follows:
Motion carried (GS/2023/039) |
11 Karakia Whakamutunga |
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Cr Marie Laufiso closed the meeting with a Karakia Whakamutunga. |
The meeting concluded at 2.25 pm.
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CHAIRPERSON
Grants Subcommittee 19 July 2023 |
City Service City Project Grants
Department: Community and Planning and Ara Toi
EXECUTIVE SUMMARY
1 The Grants Subcommittee is requested to allocate City Service, City Project grants for the 2023/24 year, and to note its previous decision regarding a request by one organisation to retain unspent funds.
2 The Grants Subcommittee is delegated (DCC Committee Structure and Delegations) to allocate grants from this Fund within the budget provided ($455,800 in 2023/24).
That the Subcommittee:
a) Decides the City Service and City Project Grants to be allocated in the 2023/24 financial year.
BACKGROUND
3 The City Service, City Project Fund was established in 2015 to provide a mechanism for contestable applications to Council from key groups and peak bodies within the city. Prior to 2015, requests to Council were made through the Annual Plan process, but there was no analysis of requests or their contribution / value to the city.
4 The Fund supports organisations that meet the following criteria:
· Their work in the city significantly contributes to achieving the priorities of one or more of the DCC’s key strategies, and due to this they have a unique service / place within community or are considered a peak body,
· They are deemed critical to Dunedin's community fabric and longer-term sustainability,
· They can show they have community support, collaborate and build partnerships with other organisations,
· They have effective and efficient governance that has a presence in Dunedin.
5 The Fund is split evenly between arts and social well-being allocations ($227,900).
DISCUSSION
City Service, City Project Grant Applications 2023/24
Arts Applications:
6 Thirteen arts applications were received for City Service, City Project funding, requesting $612,705 from the available total of $227,900.
7 Community-based creative organisations do much of the ‘heavy lifting’ when it comes to contributing to the cultural life and creative vibrancy of the city. Like sports clubs and other social groups, they are a public good which provides for the social and cultural well-being of those living in Ōtepoti.
8 The City Service/City Project Grants funding pool was set up in 2015 as a way of providing new organisations with the opportunity to access funding previously tied up in non-contestable Service Level Agreements. Applicants have repeatedly asked that the option of multi-year funding be implemented, as annual funding does not support sustainable operation.
9 With little security about funding year-to-year, organisations are unable to develop sound medium/long-term plans or sustainable models of operating. This places considerable pressure on administrators and boards, most of whom are volunteers. These creative groups are placed in the position of surviving rather than thriving. It is hoped that the upcoming Grants Review will address some of these concerns.
Social Wellbeing Applications:
11 COVID continues to have a significant impact on community organisations supporting the wellbeing of whānau, individuals and neighbourhoods. Increased demand for services and capacity to deliver services remain themes.
12 Dunedin Multi-cultural Council submitted a request for rollover of unspent funds $6,473.18 from 2022-23 granted amount and a request for a top-up of $30,686.82 for 2023-24. It is worth mentioning that a total of $18,526.82 from 2023-24 granted funding was spent on “Operational Costs” while the funding was granted “to help funding a coordinator’s salary”.
OPTIONS
13 There are no options, the Grants Subcommittee is delegated to decide the grants from the City Service, City Project Fund for 2023/24.
NEXT STEPS
14 Staff will advise applicants of the Grants Subcommittee decisions and administer allocated funds.
Signatories
Author: |
Mai Tamimi - Team Leader Community Development Lisa Wilkie - Team Leader Creative Partnerships |
Authoriser: |
Jeanette Wikaira - Manahautū (General Manager Māori Partnerships and Policy) |
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Title |
Page |
⇩a |
City Service City Project Grants 2023/2024 - Summary of Applications Spreadsheet |
35 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision enables democratic local decision making that promotes the social well-being, economic, and cultural well-being of communities in the present and for the future. |
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Fit with strategic framework
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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. |
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Sustainability City Service, City Project grants support the sustainability of key social well-being and arts groups within the city. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy Grants are made within the budgets agreed through the 10-year plan and Annual Plan. |
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Financial considerations The Grants Subcommittee is delegated to decide allocations within the available budget for 2023/24 ($455,800). |
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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 Staff have engaged with applicants throughout the year leading up to the contestable process opening, throughout the process and will follow up with applicants after allocations are made. |
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Engagement - internal Creative Partnerships, Community Development and Waste Minimisation staff have engaged around application requests. |
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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 Both staff and Grants Subcommittee members are required to declare, in writing, any conflicts of interest and to stand aside from any assessments (staff) or decisions (Subcommittee members) where there may be conflicts. |
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Community Boards There are no known impacts for Community Boards. |