Agenda of Grants Subcommittee - Wednesday, 13 November 2024

Grants Subcommittee

13 November 2024

Grants Subcommittee

Place-Based Community

MINUTES

Minutes of an ordinary meeting of the Grants Subcommittee held in the Council Chamber, Dunedin Public Art Gallery, The Octagon, Dunedin on Thursday 19 September 2024, commencing at 9.30 am.

PRESENT

Chairperson	Cr Marie Laufiso
Deputy Chairperson	Cr Bill Acklin
Members	Cr Sophie Barker
	Cr Cherry Lucas
	Hannah Molloy
	Cr Andrew Whiley

IN ATTENDANCE

Nicola Morand (Manahautū – General Manager Policy and Partnerships), Gina Hu’akau (Manager Community Partnerships), Wai Piggott (Financial Analyst), Mai Tamimi (Team Leader Community Development), Jay Phillips (Community Advisor), Mere Taana-Jouanides (Community Advisor) and Margo Reid (Community Advisor – via Zoom)

Governance Support Officer Rebecca Murray

1 karakia timatanga

The Chair opened the meeting with a Karakia Timatanga.

2 Apologies
	Apologies were received from Cr Mandy Mayhem, Anna Parker, Adam Keane and Jonathan Usher. An apology for lateness was received from Cr Andrew Whiley.

	Moved (Cr Marie Laufiso/Cr Bill Acklin): That the Subcommittee: Accepts the apologies from Cr Mandy Mayhem, Anna Parker, Adam Keane and Jonathan Usher and the apology for lateness for Cr Andrew Whiley. Motion carried (GS/2024/052)

3 Confirmation of agenda

Moved (Cr Marie Laufiso/Cr Cherry Lucas):

That the Subcommittee:

Confirms the agenda with the addition of going into non-public.

Motion carried (GS/2024/053)

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.

Moved (Cr Marie Laufiso/Cr Bill Acklin):

That the Subcommittee:

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

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

Motion carried (GS/2024/054)

5 Confirmation of Minutes

5.1 Grants Subcommittee meeting - 27 June 2024

Moved (Cr Marie Laufiso/Cr Sophie Barker):

That the Subcommittee:

Confirms the minutes of the Grants Subcommittee meeting held on 27 June 2024 as a correct record.

Motion carried (GS/2024/055)

Part A Reports

Resolution to Exclude the Public

Moved (Cr Marie Laufiso/Cr Bill Acklin):

That the Subcommittee:

Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:

Grounds: S48(1)(a) - The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

Reason: S7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987, and the particular interest or interests protected by Section 6 or Section 7 of that Act, or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above after each item.

Motion carried (GS/2024/056)

The meeting went into non-public at 9.37 am and returned to public at 10.18 am.

While the meeting was in non-public Cr Andrew Whiley entered the meeting at 9.44 am

6 2024/2025 Place-Based Community Grant Applications

A report from Community Partnerships the Grants Subcommittee was requested to allocate the Place-Based Community Grants 2024-25 on behalf of the DCC, as per the delegations set out within the Council’s Committee Structure and Delegations Manual.

The Manahautū – General Manager Policy and Partnerships (Nicola Morand), Community Partnerships Manager (Gina Hu’akau) and Team Leader Community Development (Mai Tamimi), Community Advisors (Jay Phillips and Mere Taana-Jouanides) and Community Advisor (Margo Reid via Zoom) spoke to the report and responded to questions.

Cr Marie Laufiso declared a conflict of interest with Item 2 - BIAS Charitable Trust and withdrew from this item.

Moved (Cr Marie Laufiso/Cr Cherry Lucas):

That the Subcommittee:

Adjourns the meeting for two minutes.

Motion carried

The meeting adjourned at 11.13 am and reconvened at 11.20 am.

Cr Marie Laufiso withdrew from this item and Cr Bill Acklin Chaired the meeting while this application was considered.

Moved (Cr Andrew Whiley/Cr Sophie Barker):

That the Subcommittee:

Approves the Place-Based Community Fund application as follows:

BIAS Charitable Trust

$70,000.00

Motion carried (GS/2024/057)

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

Moved (Cr Bill Acklin/Hannah Molloy):

That the Subcommittee:

a) Approves the Place-Based Community Fund application as follows:

Āraiteuru Marae Council Incorporated

$30,000.00

b) Instructs staff to report back to the Subcommittee at the November 2024 meeting on the conditions for their Service Level Agreement taking into consideration the previous Service Level Agreement from 2023/24 where the conditions were not fully achieved.

Motion carried (GS/2024/058)

Moved (Hannah Molloy/Cr Marie Laufiso):

That the Subcommittee:

a) Approves the Place-Based Community Fund application as follows:

Corstorphine Community Hub Trust

$52,000.00

b) Instructs staff to report back to the Subcommittee at the November 2024 meeting on the conditions for their Service Level Agreements taking into consideration the previous Service Level Agreement from 2023/24 where the condition were not fully achieved.

c) Instructs staff to release funding in three tranches (60%, 20% and 20%) on satisfaction of the SLA conditions being met.

Motion carried (GS/2024/059)

Moved (Cr Andrew Whiley/Cr Bill Acklin):

That the Subcommittee:

Approves the Place-Based Community Fund applications as follows:

3	Caversham Community Group	$7,807.30
5	Greater Green Island Community Network Charitable Trust (Greater Green Island Community Network)	$43,871.35
6	North East Valley Community Development (the Valley Project) Trust (The Valley Project)	$49,671.35
7	Progress of Waikouaiti Area (POWA) – Incorporated Society	$39,150.00
8	South Dunedin Community Network Incorporated (The South Dunedin Community Network Inc)	$75,000.00
9	Strath Taieri Connect Charitable Trust	$40,500.00
10	Taieri Network Charitable Trust (Taieri Network)	$52,000.00

Motion carried (GS/2024/060)

7 Karakia Whakamutunga
	The Chair closed the meeting with a Karakia Whakamutunga.

The meeting concluded at 11.38 am.

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

CHAIRPERSON

Grants Subcommittee

13 November 2024

Part A Reports

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

Department: Community Services, Ara Toi and Events

EXECUTIVE SUMMARY

1 This report summarises funding applications received for the Dunedin City Council’s (DCC) Arts, Professional Theatre Fund, Creative New Zealand (CNZ) Creative Communities Scheme, Community Events and Community Grants in September 2024. This report 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 information related to applicants is included in (Attachments A – E).

3 A summary report of funding approved for Small Project and Neighbourhood Matching Grants during 1 April 2024 and 31 October 2024 is attached (Attachment F). The Grants Subcommittee Chair, or their delegate, is delegated to make the funding decision on these grants, following an assessment by staff.

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 – E).

b) Notes the funds granted between 1 April 2024 and 31 October 2024 for Small Project and Neighbourhood Matching grants (Attachment F).

BACKGROUND

4 Applications opened for the DCC Arts, Professional Theatre, CNZ Creative Communities, Community Events and Community Grant funds on 4 September and closed on 29 September 2024.

5 Applicants are encouraged to communicate with staff before applying so advice and information could be given.

6 The number of Applications and Grant Funding for the September round is detailed in the table below.

Grant Fund Name	Number of Applications Received	Total Requested	Total Available (September 2024 Round)
DCC Arts	15	$66,087.80	$36,200.00
Professional Theatre	6	$109,928.25	$98,200.00
Creative Communities Scheme	24	$105,481.36	$49,210.00*
Community Events	26	$147,531.88	$41,605.00
Community Grants	47	$231,582.00	$98,950.00
			*includes refund of $2,500

Table 1: Number of applications received and total funding requested.

DISCUSSION

Community Grants

7 For the September 2024 Community Grants round, the DCC received 46 applications. This is an increase of 15 applicants compared with the Community Grants March 2023 round, as detailed in Table 2 below.

Community Grants – September Round	Number of applications
Sept 2024	46
Sept 2023	31
Sept 2022	23
Sept 2021	27

Table 2: Number of applications received over the past 4 September rounds.

8 In reviewing the 46 applications, 35 were received from grassroots organisations/ groups and 11 were received from regional or national supported organisations/ groups. The highest amount applied for was $12,710 with the lowest amount being $1,000. The DCC clearly advertises that the Community Grant is for projects under $5,000.

9 In total there were 21 applications from new applicants who either have never applied to the DCC’s community grants or have not applied in three years or more.

Staff assessments

10 As part of the assessment process staff ensured that all applications met the DCC’s eligibility criteria for Community Grants (as detailed in the DCC’s Grant Management Policy), and that the relevant documents were supplied by each applicant. Only one application has been recommended by staff to be declined as the application did not meet the DCC’s community grant’s funding criteria.

11 Staff assessed all 46 applications, and summarised their findings in an excel sheet that has been provided to the Grants Subcommittee. Staff only completed further comments on ‘new’ applications (N=21), to support the Subcommittee’s decision making. Staff did not include further narrative if there was no further information compared with the summary data already in the excel sheet.

12 The sectors that the grant applications are connected with are summarised in Table 3 below. The results suggests that the Community Grant pool continues to attract a wide range of applicants from across different sectors. Of note, were the large number of applications (N=39), from the Disability, Health and Social Service sectors suggesting that these cohorts are facing funding challenges.

Sector	Number of applications
Culture	2
Disability	9
Education	1
Youth	1
Health including Mental wellbeing	10
Social- Environment	1
Social services	19
Sports	0
Animals	2
Medical	1
Total	46

Table 3: Number of applications received and total funding requested.

Arts grants – DCC Arts, CNZ Creative Communities Scheme, Professional Theatre Fund

	S24	M24	S23
CNZ Creative Communities Scheme	24	23	19
DCC Arts Grants	15	15	9
*SUBTOTAL*	39	38	28
DCC Professional Theatre Fund	6	na	5
TOTAL APPLICATIONS	45	38	33

13 Creative Partnerships received 46 applications submitted by the deadline. One of these was withdrawn as it was ineligible. This tracks with the volume received in March 2024, but is 25% higher than this time last year.

14 Due to the high volume of DCC Arts and CCS applications, and the discrepancy between the amount requested and the amount available in each fund, applications that met the following parameters were prioritised:

· First-time applicants,

· Creative activities designed by and/or for under-served communities, including former refugee Māori, and Pāsifika communities,

· Locally developed projects by local practitioners,

· Activities with the potential to reach broad or new audiences.

Trends and Issues

15

Staff continue to do a lot of kanohi ki te kanohi engagement with creative practitioners and cultural groups. A direct result of this has been the receipt of funding requests from first-time applicants representing a range of under-served communities. Some of these proposed projects include creative activities by and for former refugees, older people with dementia, and school age rangatahi.

16 In the DCC Arts and CCS funding pools, applications for Dance projects continue to rise while Theatre continues its downwards trend. This may be related to the continued lack of a central performing arts hub and associated soft infrastructure: theatre applications for these grants have historically been for small, community focussed productions which drew upon the support provided by an established professional company like the Fortune Theatre Company.

17 The Creative Capability Workshops held from February onwards have been a useful pathway for some first-time applicants. Early contact with staff, confident use of resources such as budget templates, and well-planned, detailed project descriptions have been positive outcomes of this activity.

18 It was very pleasing to see the strong suite of applications for the Professional Theatre Fund, despite the barriers that continue to make it difficult to stage professional, high-quality productions on a regular basis.

19 Of some concern to the Creative Partnerships team is the increased CCS funding ask from major community festivals, which appears to be related to lower or static allocations through the Major Community Events funding pool. These projects are eligible for support through the CCS fund, but do have an impact on the general availability of funding across all CCS projects.

Community Events

20 This funding round received 28 applications, an increase of 12 from the 16 applications received in the March 2024 round. This is easily the largest request received since before COVID19, requesting $164,599 with $41,605 available.

21 The possible reasons of why there is such a high demand include that events are continuing to be used as a driving force to connect communities now more than ever, and that since COVID19 there has been significant cost increases to run events. The total cost of all applicants’ events equal $1,622,225.

22 Graph one below shows the number of applicants who have applied in recent years.

23 Graph Two below shows the financial amounts requested in recent years.

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24 Out of the 28 applications received, 26 are from local organisations including two who are part of a national body and two who are national organisations. Within this a further breakdown of sectors show that there is 15 arts or cultural organisations, six community organisations, and seven sporting organisations.

25 Staff have recommended declining four applications due to the high demand on the round with one being incomplete. Two applicants have withdrawn.

26 Profile:

Dance Ōtepoti

Dance Ōtepoti has celebrated International Dance Day in Dunedin with a two-day festival for the past two years, featuring 18 dance styles and 250 dancers in 2023. The festival offers free or subsidised performances, classes, workshops, and talks for all ages and abilities, drawing around 800 attendees last year. In 2025, the event is set for 3rd and 4th May in numerous locations including the Octagon, Community Halls, Te Whare o Rukutia, and other outdoor locations. Since 2022, it has received grants from the Manatū Taonga Cultural Innovation Fund, Otago Community Trust, and various DCC grants, and is part of a larger series of Dance Ōtepoti events in Dunedin.

The applicant seeks a grant to cover festival event and marketing costs. This event aims to connect with a wide audience in Dunedin during a time when there are few other events scheduled to celebrate the arts.

New Zealand Grass Kart Champs

The Dunedin Grass Kart Club (DGKC) will host the 2025 NZ Grass Kart Champs from April 18 to 20 2025, with racing taking place at Outram, attracting over 500 participants and visitors, many of whom will stay for three nights. The club aims to create a family-friendly, safe, and affordable event, providing free entry to spectators including racers, support crews, and volunteers.

The applicant seeks a grant to help cover essential costs like venue hire, safety fencing, and toilet management, with the remainder of the budget sourced from entry fees, donations, and reserves. The event will also benefit the local economy, especially accommodation providers, restaurants, and other businesses in Dunedin and Mosgiel.

OPTIONS

27 There are no options as the Grants Subcommittee have delegation to make the decisions.

NEXT STEPS

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

Signatories

Author:

Gina Hu'akau - Community Partnerships Manager

Lisa Wilkie - Kaiarahi - Team Leader Creative Partnerships

Dan Hendra - Team Leader - Events

Authoriser:

Nicola Morand - Manahautū (General Manager Policy and Partnerships)

Jeanette Wikaira - General Manager Arts, Culture and Recreation

Attachments

	Title	Page
⇩a	Community Grants September 2024 - Summary of Applications	27
⇩b	DCC Arts Grants September 2024 - Summary of Applications	29
⇩c	Professional Theatre Grants September 2024 - Summary of Applications	31
⇩d	Creative Communities Grants September 2024 - Summary of Applications	32
⇩e	Community Events Grants September 2024 - Summary of Applications	34
⇩f	Small Project and Neighourhood Matching Grants September 2024 - Summary of Applications	37

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, economic, environmental and 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	☐	☐	✔
Future Development Strategy	☐	☐	✔
Integrated Transport Strategy	☐	☐	✔
Parks and Recreation Strategy	✔	☐	☐
Other strategic projects/policies/plans	✔	☐	☐

Festivals and Events Plan 2018 – 2023

Māori Impact Statement – Te Taki Haruru

Mana whenua are represented on the Grants Subcommittee and provide guidance and advice on applications and funding. The DCC has recently approved Te Taki Haruru to guide its operations. How Te Taki Haruru will connect with Grants will be determined by Council in the 9 year plan.

Sustainability

Grants support community groups who want to undertake sustainable practices and activities. Sustainable projects are granted via the community, arts and events granting pools.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no known implications.

Financial considerations

Budgets for contestable grants will be determined set at the 9-Year Plan.

Significance

There are no matters of significance in terms of the Council’s Significance and Engagement Policy.

Engagement – external

Staff have engaged with applicants and other funders in their assessment processes.

Engagement - internal

Staff from Community Partnerships, Events, Ara Toi and the Waste and Environmental Solutions teams engage on applications.<Enter text>

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

13 November 2024

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 2024 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, 27 September 2024 (Attachment A).

5 A summary of applications for the Waste Minimisation Innovation and Development (Commercial) Grants which closed at 5pm, 27 September 2024 (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 Six Waste Minimisation Small Project Grants have been approved under delegated authority since May 2024, of which two were within the 2023/24 financial year. During the 2023/24 financial year a total value of $2,200.00 was allocated, with the remainder being returned to the Waste Levy fund reserve. Thus far in the current financial year, four grants totalling $1,940 have been approved with $8,060 remaining for allocation. The Waste Minimisation Small Project Grants are summarised in Attachment C.

8 During August 2024, Council and other grant providers hosted an afternoon funding clinic afternoon. The week following, our team attended an additional funding information session hosted by staff from the Council Events Team.

9 Both before and during the September grants 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.

10 Applicants who had submitted project start dates before the receipt of funding have been contacted to confirm revised project start dates (1 December 2024 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 2024 to the end of September 2024, staff have received 16 accountability reports from previous waste minimisation funding. Of the recipients to date, there are 17 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.

DISCUSSION

Summary of Applications

14 Ten applications for the Waste Minimisation Community Project/Initiative Grants fund have been received. Out of these ten applications, two were withdrawn. The total funding requested from the eight applicants was $35,422.62.

15 Seven applications for the Waste Minimisation Innovation and Development (Commercial) Grants fund have been received. The total funding requested from the seven applicants was $110,877.37.

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

17 Access to the Waste Minimisation Innovation and Development (Commercial) 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 2024 round)

Waste Minimisation Community Project/Initiative Grants

$35,422.62

(to an application maximum of $5,000)

$30,000.00

Waste Minimisation Innovation and Development (Commercial)

$110,877.37

$70,000.00

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 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.

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

20 Further to Waste Minimisation contestable grants the waste levy also annually provides non-contested 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, textile reuse and recycling as well as a variety of waste reduction education workshops and programmes.

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

NEXT STEPS

22 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.

23 The next funding round will be in March 2025.

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 2024 - Summary of Applications	45
⇩b	Waste Minimisation Innovation and Development (Commercial) Grants September 2024 - Summary of Applications	46
⇩c	Waste Minimisation Small Project Grants	47

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

13 November 2024

Dunedin Biodiversity Fund - Final Reports on Completed Projects

Department: City Development

EXECUTIVE SUMMARY

1 This report summarises the grants claimed for funded projects that have been completed since the last project completion report to the Grants Subcommittee in May 2024. The project completion reports are required to satisfy grant conditions and outline how the projects were completed.

2 Twelve completion reports have been submitted and three grants forfeited since the last report in May 2024.

3 As of November 2024, 29 grants approved between September 2022 and May 2024 remain unclaimed as projects are still ongoing. Staff continue to follow up on unclaimed grants from previous funding rounds.

RECOMMENDATIONS

That the Subcommittee:

a) Notes the project completion reports for projects supported by the Dunedin Biodiversity Fund.

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 Ōtepoti Dunedin by encouraging and supporting landowners and communities who are committed to protecting, enhancing, and managing indigenous biodiversity.

5 Recipients of the Dunedin Biodiversity Fund must sign an agreement with the Dunedin City Council, outlining the conditions for receiving the funds. This includes the submission of a project completion report which demonstrates the project was carried out as proposed and details the results.

6 Grant recipients have 24 months from approval to claim their grants. All grants approved prior to the September 2022 funding round are complete.

DISCUSSION

7 Attachment A contains the project completion summaries for the twelve claimed grants since the May 2024 Subcommittee meeting. Confirmation of the three forfeited grants are also included here. Table 1 provides a summary of the completed grants.

Table 1. Summary of grants from the Dunedin Biodiversity Fund settled since the May 2024 Subcommittee meeting.

Application ID	Grant recipient	Project type	Amount allocated	Amount claimed	Balance
BIO-2022-12	E. Hurst	Fencing	$2,100.00	$2,100.00	$ -
BIO-2022-14	E. Stolte *	Revegetation	$1,088.02	$ -	$1,088.02
BIO-2022-17	F. Ashton *	Revegetation	$1,000.00	$ -	$1,000.00
BIO-2022-19	Initial Volco Trust	Revegetation	$3,475.00	$3,475.00	$ -
BIO-2022-27	E. Kyle **	Revegetation	$3,360.21	$3,300.50	$59.71
BIO-2022-28	Yellow Eyed Penguin Trust **	Pest animal control	$700.00	$ -	$700.00
BIO-2023-07	M. Thompson (Monowai Ecological)	Revegetation and fencing	$5,000.00	$5,000.00	$ -
BIO-2023-17	B. McLean	Fencing	$2,982.90	$2,982.90	$ -
BIO-2023-22	Springwater Ag. Ltd. (R. Parker) **	Revegetation	$3,041.00	$3,000.00	$41.00
BIO-2023-23	C. Hughes	Revegetation	$2,305.27	$2,305.27	$ -
BIO-2023-26	Tomahawk-Smaills Beach Care Trust	Revegetation	$2,534.69	$2,534.69	$ -
BIO-2023-29	Brighton Trapping Group	Pest animal control	$4,451.98	$4,451.98	$ -
BIO-2023-30	J. Lord	Revegetation	$3,501.37	$3,501.37	$ -
BIO-2023-37	St Clair Golf Club	Revegetation	$3,041.01	$3,041.01	$ -
BIO-2024-08	C. Reid	Revegetation and pest animal control	$5,000.00	$5,000.00	$ -
		Total	$43,580.45	$40,691.72	$2,888.73

* Grant forfeited by applicant or partially uplifted in the previous financial year after the May meeting.

** Grant forfeited by applicant or partially uplifted within the current financial year.

8 The grant recipients who received their allocated funding have successfully completed their projects in accordance with their applications, contributing to the protection and enhancement of indigenous biodiversity in Ōtepoti Dunedin. The invoices/receipts provided to Council for the completion of these projects are consistent with the granted funding amounts, including those projects that were only partially claimed.

9 The three forfeited grants were due to time constraints and financial hardship which delayed the initiation of projects. Discussions were held with the applicants before these grants were forfeited.

10 The balance of monies left over from claimed grants since the May 2024 Subcommittee meeting is $2,888.73. This includes $2,788.02 from the three forfeited grants and $100.71 from grants that were partially uplifted.

11 Grants that have been forfeited or partially uplifted between the previous Completion Report submitted to the Subcommittee in May 2024 and the end of the 2023/2024 financial year do not carry through to the current financial year and therefore cannot be reallocated in the September 2024 funding round. The total value of forfeited monies that cannot be reallocated is $2,088.02.

12 Grants forfeited or partially uplifted within this financial year is allocated for redistribution in the September 2024 funding round. The total value of monies for reallocation is $800.71.

13 Twenty-nine approved grants totalling $113,404.19 remain unclaimed, with no grants outstanding from funding rounds prior to September 2022.

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

David Ward - General Manager, 3 Waters and Transition

Attachments

	Title	Page
⇩a	Project Completion Summaries - May 2024 - October 2024	53

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report enables democratic local decision-making and action by, and on behalf of, communities. The 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	☐	☐	✔
Future Development Strategy	✔	☐	☐
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 Future Development Strategy. 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 and appropriateness of restoration activities in culturally significant areas.

Sustainability

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

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

No implications.

Financial considerations

No financial implications 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.

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

13 November 2024

Dunedin Biodiversity Fund Applications

Department: City Development

EXECUTIVE SUMMARY

1 Applications for the September 2024 round of the Dunedin Biodiversity Fund opened on 1 September 2024 and closed on 30 September 2024.

2 This report provides a summary of the applications to support the Subcommittee in allocating funding for the September 2024 Dunedin Biodiversity Fund round.

3 Applications were reviewed by staff members of the Dunedin City Council and the Department of Conservation (DOC).

4 A total of $41,450.71 is available for allocation this funding round. This amount consists of $40,650.00 in assigned round funding and $800.71 from partially uplifted and forfeited grants completed within this financial year. A summary of additional funds is provided in Attachment A.

5 Thirteen applications were received, eight of which are from first-time applicants. The total funding requested is $58,787.50, exceeding the available amount of funding by $17,336.79.

RECOMMENDATIONS

That the Subcommittee:

a) Decides on the allocation of the grant monies amount the applications received for the September 2024 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 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 in order to claim their grant.

funding guidance

10 The Dunedin Biodiversity Fund follows a 50:50 cost share model, where the Council can fund up to 50% if the project, with the applicant contributing to the remainder. Grant amounts range from $500 to a maximum of $5,000 per application.

11 To be eligible for funding, projects must either:

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

b) Aim to increase the extent of indigenous biodiversity e.g., revegetation, supplementary planting.

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

Eligibility Criteria

13 The 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 the eligibility criteria.

Prioritisation Criteria

14 The prioritisation criteria are used to rank projects for funding allocations when the 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 over other applications. 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 A summary of applications is provided in Attachment D. Complete applications and detailed project assessments were submitted separately to the Subcommittee.

OPTIONS

17 There are no options.

NEXT STEPS

18 Staff will communicate the Grant Subcommittee’s decisions to all applicants and provide payment once the funding terms and conditions have been fulfilled. Completed projects will be reported back to the Subcommittee at the next appropriate meeting.

19 The next funding round will be in March 2025.

Signatories

Author:

Zoe Lunniss - Biodiversity Advisor

Authoriser:

Mark Mawdsley - Team Leader Advisory Services

David Ward - General Manager, 3 Waters and Transition

Attachments

	Title	Page
⇩a	Summary of Additional Funds - September 2024	98
⇩b	Biodiversity Fund Eligibility and Prioritisation Criteria	99
⇩c	Biodiversity Fund Terms and Conditions	101
⇩d	Dunedin Biodiversity Fund September 2024 - Summary of Applications	105

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report enables democratic local decision-making and action by, and on behalf of, communities and relates to providing a public service and it is considered good-quality and cost-effective. 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	☐	☐	✔
Future Development Strategy	✔	☐	☐
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, The Dunedin Biodiversity Strategy, the Spatial Plan, and the Parks and Recreation Strategy.

Māori Impact Statement

Mana whenua are represented on the Grants Subcommittee and provide guidance and advice on project outcomes in culturally significant areas.

Sustainability

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

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

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

Financial considerations

A total of $41,450.71 is recommended to be granted to applicants which is budgeted.

Significance

The 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 in budget allocation.

Aukaha have been consulted regarding archaeological and cultural appropriateness of projects. Recommendations provided are noted in the assessment summaries submitted separately to the Subcommittee.

Engagement - internal

There has been no internal engagement.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

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

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 19 September 2024	13