Agenda of Grants Subcommittee - Wednesday, 15 November 2023

Grants Subcommittee

15 November 2023

Part A Reports

DCC Arts, Professional Theatre, Creative Communities Scheme, CNZ Festival, Community Events, Community and Small Grants Application

Department: Ara Toi, Community and Planning and Events and Community Development

EXECUTIVE SUMMARY

1 The report summarises applications for DCC Arts, Professional Theatre, CNZ Creative Communities, CNZ Festival, Community Events and Community Grant funding received in September 2023 round 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 – F).

3 The details of funding approved for Small Project and Neighbourhood Matching Grants between 1 April 2023 and 31 October 2023 are attached as (Attachment G). Staff assess these grants and the Subcommittee Chair, or their delegate make the funding decision.

RECOMMENDATIONS

That the Subcommittee:

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

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

BACKGROUND

4 Applications opened for the DCC Arts, Professional Theatre, CNZ Creative Communities, CNZ Festival, Community Events and Community Grant funds on 4 September and closed on 29 September 2023.

5 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 2023

Grant Fund Name	Number of Applications Received	Number Withdrawn	Total Requested	Total Available (September 2023 Round)
DCC Arts	9	0	$42,308.55	$36,200.00
Professional Theatre	5	1	$92,640.00	$98,200.00
Creative Communities Scheme	15	0	$71,859.60	$46,710.00
CNZ Festival	4	1	$23,000.00	$29,043.61
Community Events	22	0	$103,742.40	$39,355.00
Community Grants	36	3	$166,297.80	$98,950.00

DCC Arts Grants

6 The number of arts grants for consideration in this round suggests that the volume of September applications is evening out after noticeable dips over 2021-22.

	S23	S22	S21	S20
CNZ Creative Communities Scheme (including 2023 CNZ Festival)	15 4	14	15	21
DCC Arts Grants	9	3	11	9
DCC Professional Theatre Fund	5	2	7	7
TOTAL APPLICATIONS	33	19	33	37

7 Across all grant pools, first-time applicants account for 15 separate submissions (45%), many of whom got in touch with Ara Toi staff early to discuss their projects.

DCC Arts

8 This funding pool consistently receives 50-60% fewer applications than the Creative Communities Scheme funding. Similar activities can be funded across both grant pools, which suggests that it is the application criteria rather than the project that pose significant barriers for creative practitioners accessing these grants.

9 Most Ōtepoti creative practitioners work as individuals or in informal groups and the criterion that an application must be submitted by a formal organisation can be especially problematic. The fact that six of nine applications have been submitted under umbrella organisations rather than by the artists themselves is evidence of this.

10 While an umbrella organisation can be used, there are limited number of arts not-for-profit organisations that have the will and wherewithal to auspice applications. Emerging or early career artists can find it especially difficult to find an umbrella for their applications, and the process adds extra work to an already complicated process.

DCC Professional Theatre Fund

11 There are five strong applications to the PTF this round and all have been recommended full funding. The grant pool is in the unusual position of having money left over.

12 There are three options with regards to this extra funding:

i. Left over funding is disbursed to successful DCC Arts grant recipients who have not received the full amount requested.

ii. Left over funding is carried over to March 2024 and is added to the general DCC Arts grant pool.

iii. Left over funding is carried over to March 2024 for an extra PTF round.

13 Staff recommend either option (i) or option (ii).

14 Option (iii) would provide a very small amount of funding in a pool where single requests are usually over $10,000.00 and is likely to mean that applicants put a lot of work into an application for little benefit.

Creative New Zealand Creative Communities Scheme

15 There is a broad spread of creative activities in this suite of applications with the notable exception of music-specific projects, which usually account for approximately 25% of all CCS applications. That said, musical elements combine with dance, visual arts, and theatre in seven of the proposed events.

Creative New Zealand Festival Fund

16 Creative Partnerships staff were in direct contact with all festival organisers who regularly apply for arts funding and also promoted this one-off fund through its social media. Despite this, this funding pool is undersubscribed: the total request was $23,000.00 and the total available $29,043.61.

17 There are two options with regards to this extra funding:

i. The extra funding is disbursed to applicants in this round as “top-ups” to their requests. CNZ criteria allow applicants to be allocated more funding than requested and staff have made their funding recommendations based on this.

ii. Any extra funding is carried over to March 2024 and a second festival round is held.

18 Staff recommend option (i). The additional financial security will further support the resilience and sustainability of these festivals – CNZ’s main objective for this funding.

19 Option (ii) could see applicants put time and effort into competing for a small amount of money with potentially little likelihood of success. Rather than increasing resilience and sustainability, this situation would be more likely to create stress – the opposite of what CNZ hopes to achieve.

Community Events

20 This funding round received 22 applications, an increase of four from the 18 applications received in the March 2023 round. This is the largest number received since pre-COVID. Out of the 22 applications received, 15 are from local organisations while seven are from organisations that are supported by their national body. Within this a further breakdown of sectors show that there is one ethnic community, 12 sporting, five arts, and four community applications. The reason for the higher than usual sporting applicants is due to the upcoming New Zealand Masters Games that is happening in Dunedin in February 2023. No applications were received from Pāsifika or Māori communities. Staff have recommended declining four applications due to the high demand on the round and that they are national organisations in good financial situations.

Profile:

21 Disc Golf Dunedin have successfully run their tournament at Waiora Scout Camp for several years attracting as many as 140 players. This year their event is being held at the Port Chalmers Golf Club which it is hoped will attract more competitors and their families from around New Zealand. The competition is open to all ages over 10 and so supports inter- generational team sport.

22 The tournament will take place from 26 – 28 January 2024 at Port Chalmers Golf Club and is part of the national disc golf NZ tour. There is one day of practice and two days of the competition. There are competitions for u15s, u18s, over 40s, over 50s and over 60s both pro and amateur. The organisers work closely with local businesses to run and create the tournament. As the tournament is being held at the golf course local accommodation provides will benefit. It is organised by volunteers, and it is free for spectators to watch.

23 This event has been run with an aim to break even and is growing year on year across the country.

Community Grants

24 This funding round received 36 applications, an increase of four from the March round of funding. Out of the total applications, 22 are from grassroots organisations/ groups and 14 from either regionally or nationally supported organisations/ groups. Over the years, the number of applications for community grants have increased while the available funds for distribution are not meeting the requested amounts.

25 In this round, we received new applications especially from ethnic communities and clubs. In term of a breakdown of the sectors the applications cover, please refer to the table below. These applications show how stretched community organisations have been and how much they struggle to sustain the work they do to support the wider community in the different sectors.

Sector	Number of applications
Culture	2
Disability	4
Education	2
Environment	2
Health including Mental wellbeing	11
Social- general	5
Social services	7
Sports	3
Total	36

OPTIONS

26 There are no options as the subcommittee have delegation to make the decisions.

NEXT STEPS

27 Staff will advise applicants of the Subcommittee’s decisions and administer the payment of grants.

Signatories

Author:

Lisa Wilkie - Team Leader Creative Partnerships

Mai Tamimi - Team Leader Community Development

Dan Hendra - Team Leader - Events

Authoriser:

Nicola Morand - Manahautū (General Manager Māori Partnerships and Policy)(Acting)

Attachments

	Title	Page
⇩a	DCC Arts Grants September 2023 - Summary of Applications	25
⇩b	Professional Theatre Grants September 2023 - Summary of Applications	26
⇩c	Creative Communities Scheme Grants September 2023 - Summary of Applications	27
⇩d	CNZ Festival Grants September 2023 - Summary of Applications	28
⇩e	Community Events Grants September 2023 - Summary of Applications	29
⇩f	Community Grants September 2023 - Summary of Applications	31
⇩g	Neighbourhood Matching and Small Project Grants up to October 2023	33

SUMMARY OF CONSIDERATIONS

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.

Fit with strategic framework

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

Festivals and Events Plan 2018 – 2023

Māori Impact Statement

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

Mana whenua are represented on the Grants Subcommittee and provide guidance and advice on allocations of funding. Community Development and Creative Partnerships are working to understand this.

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. Unspent DCC grant funds can be rolled over to the March 2024 round.

Significance

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

Engagement – external

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

Engagement - internal

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

Risks: Legal / Health and Safety etc.

There are no identified risks.

Conflict of Interest

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

Community Boards

There are no known implications for Community Boards.

Grants Subcommittee

15 November 2023

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 2023 for the Waste Minimisation Community Project/Initiative and Waste Minimisation Innovation and Development (Commercial) funding round.

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 amount available.

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.

RECOMMENDATIONS

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) Grand fund.

c) 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.

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

BACKGROUND

4 A summary of applications received for the Waste Minimisation Community Project/Initiative Grants which closed at 5pm, 29 September 2023 (Attachment A).

5 A summary of applications for the Waste Minimisation Innovation and Development (Commercial) Grants which closed at 5pm, 29 September 2023 (Attachment B).

6 For this round of funding, $30,000.00 is available for the Waste Minimisation Community Project/Initiative Grants and $70,000.00 is available for the Waste Minimisation Innovation and Development (Commercial) Grants.

7 Three Waste Minimisation Small Project Grants have been approved under delegated authority since May 2023, of which one was within the 2022/23 financial year. During the 2022/23 financial year a total value of $2,492.81 was allocated, with the remainder being returned to the Waste Levy fund reserve. Thus far in the current financial year, two grants totalling $1,000.00 have been approved with $9,000 remaining for allocation. The Waste Minimisation Small Project Grants are summarised in Attachment C.

8 Both before and during the September grant 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 that additional advice and information could be provided.

9 Staff engaged with Start Up Dunedin to advertise for expressions of interest for new local waste minimisation small business to present to a panel. Five applicants were selected to present. The panel consisted of DCC Waste Minimisation team members, Start Up coaching team members and a sustainability advisor. Two of the applicants have applied in the September 2023 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 2023 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 as per the Grants Management Policy 2019.

Accountability Reports

12 Over the six months from May 2023 to the end of October 2023, staff have received 19 accountability reports from previous waste minimisation funding. Of the recipients to date, there are 18 accountability reports that are not yet due, having been awarded within the last 12 months.

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

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

a) Res.Awesome, due to the amended project not being able to be fully delivered.

b) The Dunedin Bowling Club, due to staffing capacity issues compromising delivery of the project.

c) Te Hou Ora Whanau Services, due to the project not being fully delivered.

15 The total refund amount is $14,246.57. This money is returned to the Waste Levy fund reserve.

DISCUSSION

Summary of Applications

16 Seven applications for the Waste Minimisation Community Project/Initiative Grants fund have been received. Out of these 7 applications, 1 was withdrawn. The total funding requested from the six applications was $30,000.00.

17 Eleven applications for the Waste Minimisation Innovation and Development (Commercial) Grants fund have been received. Out of these 11 applications, 2 were withdrawn. The total funding requested from the nine applications was $141,994.13.

18 Access to the Waste Minimisation Community Project/Initiative Grants applications has been provided to the Subcommittee. These are summarised in (Attachment A).

19 Access to the Waste Minimisation Community Project/Initiative Grants applications has been provided to the Subcommittee. These are summarised in (Attachment B).

Grant Fund Name

Number of Applications Received

Number Withdrawn

Total Requested

Total Available (September 2023 round)

Waste Minimisation Community Project/Initiative Grants

$30,000.00

(to an application maximum of $5,000)

$30,000.00

Waste Minimisation Innovation and Development (Commercial)

$141,994.13

$70,000.00

Funding Criteria

20 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 Waste Minimisation Management Plan 2020;

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.

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

22 Further to Waste Minimisation contestable grants the waste levy also annually provides grants or funds determined from Tender Board decisions or are a non-standard procurement (single source) service. The services provide recycling, reuse, repurposing of materials and education. These include but are not limited to; tyre recycling, bicycle refurbishment for donation back into the community, e-waste and battery recycling, polystyrene recycling, plasterboard offcuts recycling, surplus food waste collection for distribution, as well as a variety of waste reduction education workshops and programmes.

OPTIONS 23 There are no options as the Grants Subcommittee have delegations.

NEXT STEPS

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

25 The next funding round will be in March 2024.

Signatories

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

Attachments

	Title	Page
⇩a	Waste Minimisation Community Project/Initiative Grants September 2023 - Summary of applications	43
⇩b	Waste Minimisation Innovation and Development (Commercial) Grants September 2023 - Summary of applications	44
⇩c	Small Waste Minimisation Projects Grants	46

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

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

Waste Minimisation Grants provide community with a funding opportunity for new waste minimisation projects and initiatives.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Budget is set aside from the Waste Levy for waste minimisation grants in accordance with the Dunedin City Council Waste Minimisation and Management Plan 2020. This money is received from the Ministry for the Environment and has been approved to use for grants funding in accordance with section 47 of the Waste Minimisation Act.

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

15 November 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 May 2023. The project completion reports are required to satisfy grant conditions and outline how the projects were completed.

2 Since the last report in May 2023, 18 project completion reports have been submitted, and two grants were forfeited.

3 Staff continue to follow up on unclaimed grants from earlier rounds. There are 36 approved grants from the September 2020 to May 2023 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 Eighteen approved grants have been claimed since the last ‘Completed Projects Report’ to the Subcommittee in May 2023. All grants that were approved prior to September 2020 have been completed. 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 18 claimed grants since the May 2023 Subcommittee meeting. Confirmation of the two forfeited grants is also included here. See Table 1 below for a summary of these completed grants.

Table 1. Summary of grants from the Biodiversity Fund settled since the May 2023 Subcommittee meeting.

Application ID	Grant recipient	Project type	Amount allocated	Amount claimed	Balance
BIO-2019-09	C. Cox	Revegetation	$5,000.00	$1,560.00	$3,440.00
BIO-2021-04	D. Swete-Kelly /*	Revegetation	$2,500.00	$ -	$2,500.00
BIO-2021-14	S. Wing – Marine Sciences University of Otago	Revegetation	$4,500.00	$4,500.00	$ -
BIO-2021-15	K. Wilson	Pest plant control	$4,900.00	$4,900.00	$ -
BIO-2021-17	A. Covey /*	Revegetation	$3,281.82	$ -	$3,281.82
BIO-2021-21	F. Jakobs	Fencing	$2,500.00	$2,500.00	$ -
BIO-2021-22	H. Farr	Pest plant control	$2,400.00	$2,400.00	$ -
BIO-2021-24	C. Hall	Pest plant control and revegetation	$1,500.00	$1,351.20	$148.80
BIO-2021-28	K. Sidaway	Revegetation	$3,900.00	$3,900.00	$ -
BIO-2021-29	R. Van Turnhout	Fencing and revegetation	$2,500.00	$2,500.00	$ -
BIO-2022-04	A. Young	Revegetation	$1,623.00	$1,607.32	$15.68
BIO-2022-18	B. Lee**	Revegetation	$4,289.11	$3,992.25	$296.25
BIO-2022-30	Halo Project	Fencing and revegetation	$5,000.00	$5,000.00	$ -
BIO-2022-34	A. Milliken	Revegetation	$5,000.00	$4,028.27	$971.73
BIO-2022-37	Halo Project	Revegetation	$5,000.00	$5,000.00	$ -
BIO-2023-02	J. Fergus	Revegetation	$4,000.00	$4,000.00	$ -
BIO-2023-03	Spring Water Ag Ltd.	Pest animal control	$2,000.00	$2,000.00	$ -
BIO-2023-06	Dunedin City Baptist Church	Revegetation	$1,088.19	$1,088.19	$ -
BIO-2023-09	J. Tweedie	Fencing	$2,000.00	$2,000.00	$ -
BIO-2023-12	Saint Clair Golf Club	Revegetation	$4,000.00	$4,000.00	$ -
		Total	$66,982.12	$56,327.23	$10,654.28

* Grant forfeited by the applicant

** Forfeited or partially uplifted grants as per Paragraph 11

8 The grant recipients have successfully completed all projects in accordance with their applications, effectively contributing to the protection and enhancement of indigenous biodiversity in Dunedin, as intended by the fund. The invoices provided to Council for the completion of these projects are consistent with the granted funding amounts, including those for projects that were only partially claimed.

9 The two forfeited grants were due to time constraints and material shortages that delayed the start of the projects. Discussions were held with the applicants before the grants were forfeited.

10 The balance of monies left over from claimed grants since the May 2023 Subcommittee meeting is $10,654.28. This includes $5,781.82 from the two forfeited grants and $4,872.46 remaining from grants that were partially uplifted.

11 Grants that have been forfeited or partially uplifted between the previous Completion Report submitted to the Grant Subcommittee in May 2023 and the end of the 2022/2023 financial year do not carry through to the current financial year and therefore cannot be reallocated in the September 2023 funding round.

12 An additional $7,724.27, is allocated for redistribution in the September 2023 funding round. This comprises $4,724.27, from forfeited or partially uplifted grants after the beginning of the 2022/2023 financial year and $3,000.00 from a duplicate accrual.

13 Thirty-six approved grants totalling $103,412.42 remain unclaimed, with no grants outstanding from funding rounds prior to September 2020.

OPTIONS

14 There are no options.

NEXT STEPS

15 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

Dr Anna Johnson - City Development Manager

David Ward - Acting General Manager Infrastructure and Development

Attachments

	Title	Page
⇩a	Project Completion Summaries - May 2023 - October 2023	52

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, the DCC Biodiversity Strategy, and the Spatial Plan. It also contributes to the Parks and Recreation Strategy.

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

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

None identified

Significance

This report is for noting only and does not include any decisions.

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

15 November 2023

Dunedin Biodiversity Fund Applications

Department: City Development

EXECUTIVE SUMMARY

1 Applications for the September 2023 round of the Dunedin Biodiversity Fund opened on 1 September 2023, and closed on 30 September 2023.

2 This report provides a summary of the applications to assist the Subcommittee with the allocation of funding for the September 2023 Dunedin Biodiversity Fund round.

3 These applications have been assessed by staff members of the Dunedin City Council and the Department of Conservation (DOC).

4 The total amount available for allocation in this funding round is $48,374.27, comprising $40,650.00 in assigned round funding and an additional $7,724.27 that has been returned to the fund for reallocation. This additional funding is the remainder from partial payment of grants uplifted in the past financial year and is summarised in Attachment A.

5 Seventeen applications were received, including seven from first-time applicants. The applicants have requested a total of $65,144.66 in funding, which exceeds the available funding of $48,374.27 for the current funding round.

RECOMMENDATIONS

That the Subcommittee:

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

BACKGROUND

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

7 Planning and Environment Committee minute extract from the meeting held 12 February 2019.

Moved (Cr Aaron Hawkins/Deputy Chairperson Damian Newell):

That the Committee:

a) Notes the summary of the Biodiversity Fund provided in Attachment A and the proposed methods for greater community outreach of the Fund (as listed in Paragraph 34).

b) Approves the proposed criteria and conditions/rules of the Biodiversity Fund (as set out in Attachment B).

Motion carried (PLA/2019/008)

8 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.

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

Funding guidance

10 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, and the minimum is $500.

11 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.

12 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

13 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. See Attachment B for a list of eligibility criteria.

Prioritisation Criteria

14 Prioritisation criteria are used to rank projects for funding when the Biodiversity Fund is oversubscribed. These criteria are designed to ensure that projects, particularly those on protected land, that are most likely to achieve desirable biodiversity outcomes are given priority. See Attachment B for the prioritisation criteria.

Conditions of Grants

15 All approved project applications will be subject to standard terms and conditions that 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, refer to Attachment C.

discussion

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

OPTIONS

17 There are no options.

NEXT STEPS

18 Staff will communicate the Grants Subcommittee’s decisions to all applicants and provide payment once the Dunedin Biodiversity Grant funding terms and conditions have been fulfilled.

19 The next funding round will be in March 2024.

Signatories

Author:

Zoe Lunniss - Biodiversity Advisor

Authoriser:

Mark Mawdsley - Team Leader Advisory Services

Dr Anna Johnson - City Development Manager

David Ward - Acting General Manager Infrastructure and Development

Attachments

	Title	Page
⇩a	Dunedin Biodiversity Fund September 2023 - Summary of applications	97
⇩b	Summary of Addional Funds - September 2023	99
⇩c	Biodiversity Fund Eligibility and Prioritisation Criteria	100
⇩d	Biodiversity Fund Terms and Conditions	102

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 $48,374.27 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.

Chairperson	Cr Marie Laufiso
Deputy Chairperson	Cr Bill Acklin
Members	Cr Sophie Barker	Emma Burns
	Peter Hayden	Don Hunter
	Adam Keane	Cr Cherry Lucas
	Cr Mandy Mayhem	Hannah Molloy
	Anna Parker	Jonathan Usher
	Cr Andrew Whiley

	Title	Page
A ⇩	Minutes of Grants Subcommittee meeting held on 20 September 2023	13