Tuesday, 29 September 2020, 10.00am - Rangitikei District ...
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Tuesday, 29 September 2020, 10.00am ŷ ŵW )"$/ą& $ 46 HIGH STREET, MARTON Website: www.rangitikei.govt.nz Email: info@rangitikei.govt.nz Telephone: 06 327-0099 Facsimile: 06 327-6970 Chair – Councillor Nigel Belsham Deputy Chair – Councillor Fi Dalgety Membership – Carolyn Bates, Michelle Fannin, Karen Kennedy (alt), Laurel Mauchline Campbell, Lequan Meihana, Lynette Thompson (alt) and Raewyn Turner. Please Note: Items in this agenda may be subject to amendments or withdrawal at the meeting. It is recommended therefore that items not be reported upon until after adoption by the Council. Reporters who do not attend the meeting are requested to seek confirmation of the agenda material or proceedings of the meeting from the Chief Executive prior to any media reports being filed.
Rangitīkei District Council
Community Grants Sub-Committee Meeting
Agenda – Tuesday 22 September 2020 – 10:00 a.m.
Contents
1 Welcome .................................................................................................................2
2 Apologies.................................................................................................................2
3 Members Conflicts of interest ................................................................................2 Agenda note
4 Confirmation of minutes.........................................................................................2 Attachment 1, pages 5-9
5 Consideration of Applications for the Event Sponsorship Scheme Round One –
2020/21 ..................................................................................................................2 Attachment 2, pages 10-155
6 Next Meeting ..........................................................................................................3 Agenda note
7 Meeting Closed .......................................................................................................3
2Agenda: Community Grants Sub-Committee Meeting - Tuesday 22 September 2020 Page 2
1 Welcome
2 Apologies
3 Members Conflicts of interest
Members are reminded of their obligation to declare any conflicts of interest they might have
in respect of items on this agenda.
4 Confirmation of minutes
The minutes from the Committees meeting on 15 April 2020 are attached.
Recommendations:
That the minutes of the Community Grants Sub-Committee meeting held on 15 April 2020 [as
amended/without amendment] be taken as read and verified as an accurate and correct
record of the meeting.
5 Consideration of Applications for the Event Sponsorship Scheme
Round One – 2020/21
A report is attached.
File ref: 3-GF-11-3
Recommendations:
1 That the report ‘Consideration of applications for the Events Sponsorship Scheme
Round One - 2020/21’ to the 29 September 2020 Community Grants Sub-Committee
be received.
2 That the following Project report forms be received:
• Taihape Community Development Trust – 2019 Taihape Christmas Parade
• Hunterville Huntaway Festival – Hunterville Huntaway Festival
• Marton and District Historical Society – 150th Anniversary of the naming of Marton
• Turakina Caledonian Society Inc – 156th Turakina Highland Games
• Marton Country Music Festival Inc – Marton Country Music Festival
• Taihape Older and Bolder – What Matters To You Day
• Rangitikei Shearing Sports Inc – Rangitikei Shearing Sports – Marton Show
• Taihape and District Agricultural and Pastoral Association Inc – Taihape A and P Show
3Agenda: Community Grants Sub-Committee Meeting - Tuesday 22 September 2020 Page 3
3 That the Community Grants Sub-Committee approve the sponsorship of events listed
below, and disperse the Events Sponsorship Scheme as outlined to successful
applicants:
• Hunterville Huntaway Festival $..............
• Bulls and District Community Trust $..............
• River Valley Lodge $..............
• Turakina Caledonian Society Inc. $..............
• Taihape and District Agricultural and Pastoral Association $..............
• Doors Open Marton $..............
• Marton Country Music Festival $..............
• Taihape Community Development Trust $..............
• Rangitikei Shearing Sports Inc – Marton Show $..............
• Saint Josephs Taihape PTA $..............
• Project Marton Incorporated $..............
6 Next Meeting
Tuesday 24 November 2020, 10.00am
7 Meeting Closed
4Attachment 1
5Rangitīkei District Council
Community Grants Sub-Committee Meeting
Agenda – Wednesday 15 April 2020 – 1:30 p.m.
Contents
1 Welcome ..................................................................................................................................................................2
2 Apologies..................................................................................................................................................................2
3 Members Conflicts of interest .................................................................................................................................2
4 Consideration of Applications for the Event Sponsorship Scheme 2019-2020 – Round Two..................................2
5 Next Meeting ...........................................................................................................................................................4
6 Meeting Closed ........................................................................................................................................................4
Present: Cr Nigel Belsham
Cr Fi Dalgety
Ms Carolyn Bates
Ms Michelle Fannin
Ms Karen Kennedy
Ms Laurel Mauchline Campbell
In attendance: Bonnie Clayton, Governance Administrator
6Minutes: Community Grants Sub-Committee Meeting - Wednesday 15 April 2020 Page 2
1 Welcome
The Chair welcomed everyone to the meeting at 1.32pm.
The full meeting was held via Zoom Video Communication.
2 Apologies
That the apology for absence for Ms Raewyn Turner and Mr Lequan Meihana be received.
Cr Belsham/Ms Mauchline Campbell. Carried
3 Members Conflicts of interest
There were no conflicts declared.
Cr Belsham explained the process of how the Events Sponsorship Scheme works, and that a
maximum of 50% of eligible costs can be awarded.
4 Consideration of Applications for the Event Sponsorship Scheme
2019-2020 – Round Two
The report was taken as read.
Resolved minute number 20/CGSC/001 File Ref 3-GF-11-3
That the report ‘Consideration of applications for the Events Sponsorship Scheme 2019-
2020 – Round Two’ to the 15 April 2020 Community Grants Sub-Committee be received.
Cr Dalgety/Ms Bates. Carried
Resolved minute number 20/CGSC/002 File Ref
That the following Project report forms be received:
• Sport Whanganui
• South Makirikiri School
• Bulls Junior Rugby
• Project Marton
Cr Belsham/Ms Bates. Carried
7Minutes: Community Grants Sub-Committee Meeting - Wednesday 15 April 2020 Page 3
The Committee discussed the merits of each application and individual funding recommendations.
Sport Whanganui – Rangitikei Tough Kid
The Committee were all in favour of the event, noting most schools in the district are involved in the
event.
South Makirikiri School – Santoft Forest and Beach Half Marathon
The Committee were divided in their assessments, acknowledging it promotes the district. It was
noted that the event was fundraising and is more of a commercial scale event, making a profit.
Project Marton Incorporated – Crafts Alive 2020
The Committee were in support of the event, however they queried the high advertising costs and
the need for an event planner at the cost of $3,000, when previously the event had been run by
volunteers.
The Taihape Squash Rackets Club Incorporated - Taihape Open Tournament
The Committee was supportive of the event, noting how the family friendly club do their best to bring
in as many new members from the community.
Bulls Junior Rugby – BJR 10-a-side Tournament
The Committee were all in favour of this event, noting it is great family day out that hosts people
from around the district and further afield.
The overall financial decisions were made either by an average of each assessors recommendation or
the maximum of 50% of eligible costs.
Resolved minute number 20/CGSC/003 File Ref
That the Community Grants Sub-Committee approve the sponsorship of events listed
below, and disperse the Events Sponsorship Scheme as outlined to successful applicants:
• Sport Whanganui - Rangitikei Tough Kid $1,580.45
• South Makirikiri School - Santoft Forest and Beach Half Marathon $1,300
• Project Marton Incorporated – Crafts Alive 2020 $2,000
• The Taihape Squash Rackets Club Incorporated – Taihape Open Tournament $416
• Bulls Junior Rugby - BJR 10-a-side Tournament $1,600
Cr Dalgety/Ms Bates. Carried
The Committee discussed that the surplus funds would be useful to go towards the Community
Initiatives Fund to assist in the recovery of Covid-19.
Resolved minute number 20/CGSC/004 File Ref
That the Community Grants Sub-Committee recommend to Council to transfer the
unallocated funds from the Events Sponsorship Scheme of $1,724.55 to the Community
Initiatives Funds to support recovery of Covid-19.
Ms Bates/Ms Mauchline Campbell. Carried
8Minutes: Community Grants Sub-Committee Meeting - Wednesday 15 April 2020 Page 4
5 Next Meeting
Tuesday 22 September 2020, 10.00am
6 Meeting Closed
2.32pm.
Confirmed/Chair: ______________________________________________
Date:
9Attachment 2
10Report
Subject: Consideration of Applications for the Event Sponsorship Scheme Round
One – 2020/21
To: Community Grants Sub-Committee
From: Bonnie Clayton, Governance Administrator
Date: 14 September 2020
File: 3-GF-11-3
1 Background
1.1 The 2020/21 budget for the Event Sponsorship Scheme (ESS) is $25,000. There are two
funding rounds held in August 2020 and March 2021. It is suggested that the
Committee allocate a maximum of 75% of the total amount ($18,750) to ensure there
is money left for round two.
1.2 A total of $50,741 has been requested in Round One, which is $31,991 more than the
$18,750 available.
1.3 The criteria for the Events Sponsorship Scheme states that grants can only be made to
a maximum of 50% of eligible costs. It is suggested that the Committee give
consideration to the project’s likelihood of success if funded for less than the amount
requested. Partially funding a project which then fails through an inability to attract
other funding impacts negatively on the project in question. This approach would
mirror that which Creative New Zealand strongly advocates in considering applications
for its grant schemes.
1.4 At its 30 July 2020 meeting, Council agreed to amend the Events Sponsorship Scheme
Costs Covered to include Equipment Hire.
1.5 Council also agreed to amend the Exclusions to include Events solely run for
commercial or fundraising purposes.
1.6 This report provides a summary of the applications that have been received for Round
One, and provides information on the expected numbers of attendees and the eligible
costs for each application.
2 Overview of applications for sponsorship
2.1 The Community Grants Sub-Committee are asked to individually assess and provide a
financial recommendation on the eleven applications, listed below, via the online
Smarty Grants portal. This needs to be completed no later than Sunday 27 September
2020 to be available for the deliberation meeting on Tuesday 29 September 2020. The
11 Page 1 - 9financial recommendations will be made available to members of the Sub-Committee
at the meeting.
• Hunterville Huntaway Festival
• Bulls and District Community Trust
• River Valley Lodge
• Turakina Caledonian Society Inc.
• Taihape and District Agricultural and Pastoral Association
• Doors Open Marton
• Marton Country Music Festival
• Taihape Community Development Trust
• Rangitikei Shearing Sports Inc – Marton Show
• Saint Josephs Taihape PTA
• Project Marton Incorporated
3 Analysis for assessment of other criteria
3.1 The table attached as Appendix 1 collates the information provided by applicants
with respect to the number of visitors who will attend the events. These figures
imply that the Council has potential to reach up to 20,275 attendees from these
events (or $0.92 per attendee based on $18,750 being available and all events
supported).
3.2 The table attached as Appendix 2 collates information identifying the following
criteria
• One off event
• New Event that will become an established event
• An event that is becoming established
• An established, regular event
• High Profile Event
• Community Event
• High Profile Community Event
3.3 Council has previously factored the following considerations
• Whether the event has a high profile (for visitors or for residents) that Council
needs to be seen to be associated with it.
• Whether the event has the potential to have such a high profile (for visitors or
for residents) and sponsorship is required to enable it to establish and/or grow.
4 Eligible costs associated with the events
4.1 The table overleaf provides information the eligible costs for each event and,
subsequently the maximum sponsorship that can be awarded (50% of eligible
costs).
12 Page 2 - 9Eligible Costs associated with the events
Sponsorship requested
Maximum sponsorship
Eligible costs
1. Hunterville Huntaway
Festival $22,444.20 $11,222.10 $5,000
2. Bulls and District Community
Trust $1,388 $694 $2,236
3. River Valley Lodge
$4,006.73 $2,003.37 $4,300
4. Turakina Caledonian Society
Inc. $11,258.12 $5,629.06 $5,700
5. Taihape and District
Agricultural and Pastoral $21,270.52 $10,635.26 $6,000
Association
6. Doors Open Marton
$1,649.94 $824.97 $2,134
7. Marton Country Music
Festival $29,593.41 $14,796.70 $9,000
8. Taihape Community
Development Trust $914.25 $457.12 $914
9. Rangitikei Shearing Sports Inc
– Marton Show $5,970 $2,985 $5,500
10. Saint Josephs Taihape PTA
$5,000 $2,500 $5,000
11. Project Marton Incorporated
$4,121.50 $2,060.75 $4,957
Totals $53,808.33 $50,741
13 Page 3 - 94.2 All of the events are eligible as they all take place in the Rangitīkei.
5 Project Report Forms
5.1 It is a condition of the Events Sponsorship Scheme that Project Report Forms are returned
before further funding can be sought. Eight project report forms have been received from
previous applicants, all other previous applicants have met the accountability conditions.
River Valley Lodge, Doors Open Marton and Saint Josephs Taihape PTA are new applicants.
Project report forms (attached as Appendix 3) have been completed by the following groups:
• Taihape Community Development Trust – 2019 Taihape Christmas Parade
• Hunterville Huntaway Festival – Hunterville Huntaway Festival
• Marton and District Historical Society – 150th Anniversary of the naming of Marton
• Turakina Caledonian Society Inc – 156th Turakina Highland Games
• Marton Country Music Festival Inc – Marton Country Music Festival
• Taihape Older and Bolder – What Matters To You Day
• Rangitikei Shearing Sports Inc – Rangitikei Shearing Sports – Marton Show
• Taihape and District Agricultural and Pastoral Association Inc – Taihape A and P Show
6 Recommendations:
6.1 That the report ‘Consideration of applications for the Events Sponsorship Scheme Round One
- 2020/21’ to the 29 September 2020 Community Grants Sub-Committee be received.
6.2 That the following Project report forms be received:
• Taihape Community Development Trust – 2019 Taihape Christmas Parade
• Hunterville Huntaway Festival – Hunterville Huntaway Festival
• Marton and District Historical Society – 150th Anniversary of the naming of Marton
• Turakina Caledonian Society Inc – 156th Turakina Highland Games
• Marton Country Music Festival Inc – Marton Country Music Festival
• Taihape Older and Bolder – What Matters To You Day
• Rangitikei Shearing Sports Inc – Rangitikei Shearing Sports – Marton Show
• Taihape and District Agricultural and Pastoral Association Inc – Taihape A and P Show
6.3 That the Community Grants Sub-Committee approve the sponsorship of events listed below,
and disperse the Events Sponsorship Scheme as outlined to successful applicants:
• Hunterville Huntaway Festival $..............
• Bulls and District Community Trust $..............
• River Valley Lodge $..............
• Turakina Caledonian Society Inc. $..............
• Taihape and District Agricultural and Pastoral Association $..............
• Doors Open Marton $..............
• Marton Country Music Festival $..............
14 Page 4 - 9• Taihape Community Development Trust $..............
• Rangitikei Shearing Sports Inc – Marton Show $..............
• Saint Josephs Taihape PTA $..............
• Project Marton Incorporated $..............
Bonnie Clayton
Governance Administrator
Page15
2 of 9Appendix 1 16
Number of estimated attendees and their place of origin
Visitors from neighbouring
Total projected attendees
Visitors from rest of New
Residents of Rangitīkei
Overseas visitors
Councils
Zealand
1. Hunterville Huntaway Festival
3,000 1,000 750 250 5,000
2. Bulls and District Community Trust
1,500 150 100 30 1,780
3. River Valley Lodge
300 100 20 - 420
4. Turakina Caledonian Society Inc.
750 850 250 - 1,850
5. Taihape and District Agricultural and
Pastoral Association 1,500 1,500 500 25 3,525
6. Doors Open Marton
400 50 - - 450
7. Marton Country Music Festival
500 1,000 1,000 - 2,500
8. Taihape Community Development Trust
1,500 500 200 - 2,200
9. Rangitikei Shearing Sports Inc – Marton
Show 240 50 170 40 500
10. Saint Josephs Taihape PTA
200 250 50 - 500
11. Project Marton Incorporated
1,200 50 - - 1,250
Total 20,275
Page17
4 of 9Appendix 2 18
New Event that will become
An event that is becoming
High profile / community
An established, regular
High Profile event
Community Event
a regular event
One-off event
established
event
event
1. Hunterville Huntaway Festival
2. Bulls and District Community Trust
3. River Valley Lodge
4. Turakina Caledonian Society Inc.
5. Taihape and District Agricultural and
Pastoral Association
6. Doors Open Marton
7. Marton Country Music Festival
8. Taihape Community Development
Trust
9. Rangitikei Shearing Sports Inc –
Marton Show
10. Saint Josephs Taihape PTA
11. Project Marton Incorporated
Page19
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