Agenda of Community Development and Safety Committee

Community Development and Safety Committee

16 August 2018

Regional Event Fund Grants Allocation 2018-2019

File No.: CP2018/14373

Te take mō te pūrongo / Purpose of the report

1. To allocate funding through the first grant round for the 2018/2019 Regional Event Fund.

Whakarāpopototanga matua / Executive summary

2. The Regional Event Fund 2018/2019 has a budget of $600,000 of which $408,000 is recommended for allocation in the first round.

3. 30 applications were received, totalling $674,183. Staff recommend 26 applications for funding totalling $368,000 based on assessment against Events Policy funding criteria.

4. Previously, the Arts, Culture and Events Committee approved multi-year regional event funding for:

· ASB Polyfest - $50,000 per annum for three years, 2015/2016 – 2017/2018 (ART/2015/45)

· Coca-Cola Christmas in the Park - $40,000 for three years, 2016/2017 – 2018/2019 (ART/2016/27).

5. Confirmation of funding to be provided to Coca-Cola Christmas in the Park for 2018/2019 under the multi-year agreement shows the total amount allocated for this funding round.

6. Funding to ASB Polyfest of $55,000 per annum (2019 – 2021) is proposed as a renewal of the multi-year allocation (2016 – 2018). This event is well established and scores highly in alignment with strategic funding priorities.

7. Staff recommend that the committee approves a second funding round to distribute the remaining balance of the fund with a focus on policy priority areas.

Ngā tūtohunga / Recommendation/s

That the Community Development and Safety Committee:

a) approve the following funding allocations from the 2018/2019 Regional Event Fund, listed below by application number:

Event	Funding Allocation
New Zealand Taiwan Day 2018	10,000
Auckland Anniversary Day Regatta	15,000
Puhinui International Horse Trials	17,500
Waiuku Blast to the Past 2018	3,000
Collier Trophy (U13 Hockey National Championships)	6,000
2019 Sir Graeme Douglas International Track Challenge	7,500
Show Jumping Waitemata World Cup Final	10,000
Ending HIV Big Gay Out (BGO)	15,000
Japan Day 2019	10,000
The New Zealand Ukulele Festival	10,000
Walk the Line	4,000
Auckland Highland Games & Gathering	15,000
Mahurangi Regatta	4,000
2019 Korean Day	10,000
Vantage National Under 18 Men's Association Tournament (Hockey)	6,000
Bike The Bridge	15,000
The Farmers Santa Parade	15,000
Auckland International Buskers Festival	30,000
New Zealand Communities Football Cup (NZCFC)	17,500
Elvis in the Gardens	12,000
Lightpath Festival (Te Ara I Whiti Festival)	15,000
Te Ahurea Tino Rangatiratanga Kapahaka Secondary competition 2018	25,000
2018 Aotearoa Maori Sports Awards	8,000
Auckland Pride Festival and Parade 2019	25,000
Omaha Classic	7,500
ASB Polyfest	55,000

Multi-year funding
Coca-Cola Christmas in the Park (year three of three-year agreement)	40,000

Total	$408,000

b) approve a multi-year funding agreement for ASB Polyfest allocating $55,000 for the 2019/2020 and 2020/2021 years in addition to the $55,000 allocated for 2018/2019.

c) approve:

i) the allocation of remaining regional event funding for 2018/2019 through a second funding open to all applications, but promoting the Events Policy priority areas, and

ii) applications to be received in November and December 2018, and decisions to be made by the Community Development and Safety Committee in February 2019.

Horopaki / Context

8. The 2018-2028 Long-term Plan established a Regional Event Fund budget of $600,000 for 2018/2019, to fund externally organised regional events through a contestable grants scheme.

9. Staff received 30 applications for the first round totalling $674,183. This compares with 36 applications for the first round in 2017/2018 totalling $901,040.

10. A second funding round for 2018/2019 allows for applications to be received in November and December 2018, with allocations to be approved at the 21 February 2019 committee meeting. This will be a general round open to all applications but focused on policy priority areas: Māori, youth and winter events, as well as gaps in the events calendar.

Tātaritanga me ngā tohutohu / Analysis and advice

Application assessment

11. Staff assessed each application against regional event funding prioritisation criteria outlined in the policy.

12. Scores reflect how well the event aligns with the following criteria with percentages indicating weighting applied to each area:

· supports key priorities (12 per cent)

· delivers desired impacts (12 per cent)

· expands the variety or range of events on offer (12 per cent)

· level of positive community benefits generated (10 per cent)

· amount of community support, involvement and/or active partnerships (12 per cent)

· how effectively run in the past or how well planned (12 per cent)

· other considerations (12 per cent) (as outlined in the policy)

· alignment with Māori priority (8 per cent)

· alignment with youth priority (8 per cent)

13. An extract from the policy outlining further detail on the criteria is provided in Attachment A.

14. Attachment B shows the aggregate overall scores where the applications are sorted from high to low. This was used as an initial guide to establish where funding might be prioritised.

15. Summaries of key details from each application, drawn directly from information provided by applicants, are included in Attachment C.

16. Staff considered the aggregated assessment scores for each event and also a number of additional factors to provide funding recommendations. These include:

· whether the applicant had received significant other funding from council for the same event

· event budgets

· plans

· previous event outcomes

· organiser experience

· accessibility

· whether the event connected with key Auckland occasions such as Matariki, or Auckland Anniversary weekend

· regional balance of events

· a balanced representation of sporting, arts and cultural themes.

17. The recommended funding allocations are based on the scores from assessment against policy criteria, consideration of the additional factors and comments from the review panel.

Applications recommended for funding

18. Staff recommend 26 events for funding, with four proposed to be declined.

19. Some applications align with priorities for event funding as well as other council grant funds such as arts and culture and sport and recreation.

20. Staff considered overlaps to ensure a coordinated approach is taken to the overall provision of council funding to these events. In some situations grants will be provided from one grant fund, and in others the funding may be shared between two or more grant funds.

21. The review panel considered a range of criteria to allocate event funding, as referred to in paragraphs 10 and 12. One set of criteria is whether the events align with key priorities. Key priority areas include main strategic priorities but also cover a broader range of focus.

22. The table below lists the recommended events for funding, highlighting each event’s alignment with key priorities as outlined in the funding criteria. Events are listed according to application number:

Events Recommended For Funding
Event	Alignment with Key Priorities	Requested Funding	Recommended Funding
New Zealand Taiwan Day 2018	Cultural festival	20,000	10,000
Auckland Anniversary Day Regatta	Anniversary weekend	25,000	15,000
Puhinui International Horse Trials	Sport, celebration of excellence	40,000	17,500
Waiuku Blast to the Past 2018	Regional distribution	3,000	3,000
Collier Trophy (U13 Hockey National Championships)	Sport, celebration of excellence	7,000	6,000
2019 Sir Graeme Douglas International Track Challenge	Sport, celebration of excellence	17,500	7,500
Show Jumping Waitemata World Cup Final	Sport, celebration of excellence	20,000	10,000
Ending HIV Big Gay Out (BGO)	Diverse communities	30,000	15,000
Japan Day 2019	Cultural festival	20,000	10,000
The New Zealand Ukulele Festival	Children and youth	15,000	10,000
Walk the Line	Youth, celebration of excellence	15,000	4,000
Auckland Highland Games & Gathering	Cultural festival	27,000	15,000
Mahurangi Regatta	Anniversary weekend	6,000	4,000
2019 Korean Day	Cultural festival	20,000	10,000
Vantage National Under 18 Men's Association Tournament (Hockey)	Sport, celebration of excellence	7,000	6,000
Bike The Bridge	Cycling, distinctive event	25,000	15,000
The Farmers Santa Parade	Christmas, families & children	30,000	15,000
Auckland International Buskers Festival	Anniversary weekend	40,000	30,000
New Zealand Communities Football Cup (NZCFC)	Diverse Communities	30,000	17,500
Elvis in the Gardens	Regional distribution, distinctive event	30,000	12,000
Lightpath Festival (Te Ara I Whiti Festival)	Cycling, distinctive event	40,000	15,000
Te Ahurea Tino Rangatiratanga Kapahaka Secondary competition 2018	Maori, youth, celebration of excellence	25,000	25,000
2018 Aotearoa Maori Sports Awards	Maori, Sport, celebration of excellence	10,000	8,000
Auckland Pride Festival and Parade 2019	Diverse communities	30,000	25,000
Omaha Classic	Sport, distinctive event	15,000	7,500
ASB Polyfest	Maori, Pasifika, youth, celebration of excellence	55,000	55,000
Total		$602,500	$368,000

23. Alignment of events with strategic priorities shown in the table above is drawn from grant applications. In the assessment process the degree of alignment is considered and forms part of the overall prioritisation score.

24. Of the 26 events recommended for funding, nine are sports related while 17 are connected with arts and culture.

25. The geographic spread of applications proposed for funding is shown below:

Applications recommended for decline

26. Reasons for not recommending applications is varied but mainly:

· events with low participant and/or audience numbers, in most cases less than 500

· events that did not reflect a good balance between the number of active participants and/or audience numbers, and the total amount of council funding requested

· events more closely aligned with priorities for other council grant funds and which did not have distinctive aspects supporting complementary event funding

· events having participant development, training, and networking as a primary focus

· events that did not align sufficiently with the scope definition, priorities, or desired outcomes for regional events (including events better classified as local events).

27. The table below shows the events staff recommend the committee decline, with reasons for that recommendation:

Events Not Recommended For Funding
Event	Reason Not Recommended
Badminton North Harbour International	Attendances at venue are relatively low for a sporting championship and do not support a sufficient level of event funding prioritisation.
World School Sevens	Grants for the well established national secondary school sevens championship has been made in previous funding rounds. Funding the World School Sevens in addition to the national event would result in a disproportionate concentration of support in one particular sport.
New Zealand U15 National Championships & New Zealand U17 National Championships (Badminton)	Attendances at venue are relatively low for a sporting championship and do not support a sufficient level of event funding prioritisation.
TEDxAuckland 2018	Relatively high ticket pricing, and moderate alignment with funding priorities does not support the desired fund focus on accessibility.

Multi-year funding

28. In previous years, the Arts, Culture and Events Committee approved multi-year regional event funding for:

· ASB Polyfest - $50,000 per annum for three years, 2015/2016 – 2017/2018 (ART/2015/45)

· Coca-Cola Christmas in the Park - $40,000 for three years, 2016/2017 – 2018/2019 (ART/2016/27)

29. $40,000 funding will be provided to Coca-Cola Christmas in the Park for 2018/2019 as year three of three under the current multi-year agreement.

30. The existing multi-year funding commitment for ASB Polyfest ended in 2017/2018. Staff propose that a further multi-year funding agreement for ASB Polyfest be established for a term of three years. The event is well established and scores very highly in alignment with strategic funding priorities.

31. Staff also recommend increasing the annual funding to $55,000 from the $50,000 provided previously. This will assist continued development of the event.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

32. Local boards were consulted on, and contributed to, the development of the Events Policy. The administrative process associated with the assessment and allocation of the regional event fund applies principles and criteria outlined within the policy.

33. Regional event funding occurs in parallel with, and is complementary to, local event funding rounds operated by local boards.

Tauākī whakaaweawe Māori / Māori impact statement

34. The policy recognises a responsibility to engage and build relationships with Māori stakeholders in designing, planning and delivering regional events of mutual interest.

35. The events action plan in the policy also places a particular focus on support for Māori events in the context of a diverse, balanced region-wide programme. This priority is indicated in fund information and guides to encourage applications for Māori events.

36. The following table provides comparative analysis of grants provided to events having a Māori focus (events having significant Māori content, participation and/or audience).

Regional Event Fund Grants

2018/2019

Round 1

(proposed)

2017/2018

Round 2

2017/2018

Round 1

2016/2017

Round 2

2016/2017

Round 1

Applications funded (including multi-year)

Applications funded with a Māori focus

· number

· value

· % of total round value

$88,000

22%

$48,000

33%

$82,500

18%

$59,000

50%

$74,000

15%

37. The three events considered to have a Māori focus in 2018/2019 round one are:

· Te Ahurea Tino Rangatiratanga Kapahaka Secondary competition 2018

· 2018 Aotearoa Maori Sports Awards

· ASB Polyfest.

Ngā ritenga ā-pūtea / Financial implications

38. Funding of the proposed grants totalling $408,000 leaves a balance remaining of $192,000 from the fund budget of $600,000. This balance is proposed to be allocated in a second funding round with decisions made in February 2019.

39. Grants are allocated to events which support outcomes and align with funding priorities and criteria outlined in the Events Policy (refer to paragraph 10). Realisation of funding benefits will be associated with the successful delivery of events.

Ngā raru tūpono / Risks

40. There is a risk that events will not be successfully delivered in accordance with event plans submitted in grant applications. Staff mitigate this risk through the evaluation process by considering the experience of event organisers and prior experience of holding the event.

41. In many cases council is one of a number of funders of an event and the ability of event organisers to raise funding from multiple sources increases confidence based on the independent assessment of other funders.

Ngā koringa ā-muri / Next steps

42. Following funding approval, staff will initiate the development of funding agreements for recipients and the distribution of funding will commence once agreements have been signed by the applicants.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Attachment A - Event Policy - Prioritisation Criteria	17
b ⇩	Attachment B - Reg Event Fund Summary Schedule	19
c ⇩	Attachment C Reg Event Fund Application Summaries 2018-2019 R1	21

Ngā kaihaina / Signatories

Author

David McIntosh - Senior Business Advisor

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Ian Maxwell - Director Community Services

Community Development and Safety Committee

16 August 2018

Community Development and Safety Committee

16 August 2018

Arts, Community and Events regional grants funding allocation

File No.: CP2018/14417

Te take mō te pūrongo / Purpose of the report

1. To approve the allocation of the additional $393,000 funding to the Arts, Community and Events (ACE) regional grants programmes for 2018/2019.

Whakarāpopototanga matua / Executive summary

2. The regional grants programmes’ budgets are set and reviewed through the Long-term Plan process.

3. In the Long-term Plan 2018 – 2028, it was agreed to increase the total ACE grants budget to $2,000,000 per annum. This sees an increase in 2018/2019 of $393,000.

4. Staff conducted a needs assessment and this report presents recommendations for how the additional funding can be distributed.

5. Staff recommend allocating the additional funding in the following way:

· Arts and Culture – $273,000

· Community Development – $120,000

Ngā tūtohunga / Recommendation/s

That the Community Development and Safety Committee:

a) approve the following allocations of the additional $393,000 funding to the Arts, Community and Events (ACE) regional contestable grants:

i) Arts and Culture – $273,000

ii) Community Development – $120,000.

Horopaki / Context

6. The ACE regional grants budgets are set and reviewed through the Long-term Plan process.

7. The 2018/2019 regional grants programme includes the following:

ACE unit	2018/2019 Grant Scheme	Amount
Arts and Culture	Regional Arts and Culture grants	$832,433
Events	Regional Events grants	$600,000
Community Empowerment	Regional Community Development grants	$175,000

8. In the Long-term plan 2018 – 2028, it was agreed to increase the regional grants programme budgets to $2,000,000 per annum.

9. Each funding round is directed by priority areas agreed by the committee who approve grant allocations.

Tātaritanga me ngā tohutohu / Analysis and advice

10. Staff have conducted a needs analysis on the three ACE grants programmes to identify where the additional funding should be allocated. Over subscription, priorities and current budgets have been considered (Attachment A).

11. Additional funding can help to reduce over subscription of the programmes.

12. Explicitly stating priorities is an additional method of addressing the issue of oversubscription.

13. Clear priorities and application processes help ensure community groups submit applications that best fit with the funding criteria. Staff will continue to refine policies and criteria during the year.

Regional Arts and Culture grants programme

14. The initial proposal for an increase to the grants budget was made by the committee during a discussion about the arts and culture grants, where it was noted that a number of applicants who met the funding criteria and scored highly on the assessment matrix were not able to be funded.

15. The assessment matrix outlines the priorities of the programme and provides applicants and assessors with clear guidelines. Applicants are also advised of the goals of Toi Whītiki :

· all Aucklanders can access and participate in arts and culture

· Auckland values and invests in arts and culture

· a network of vibrant arts and culture organisations and facilities meet Auckland’s diverse needs

· arts and culture are intrinsic to Auckland’s place-making

· Auckland celebrates a unique cultural identity

· Auckland has a robust and flourishing creative economy.

16. The introduction of the strategic relationship Expression of Interest process in July 2017 has seen a level of clarity and management of expectations for this funding stream.

17. The current priorities are responding well to policy and community needs, so there is no recommendation to further refine priorities at this time.

18. In the 2016/2017 and 2017/2018 financial years, the average Arts and Culture grant was $13,650. The recommended increase in budget could see an additional 12 to 13 grants funded at the average level.

19. Additional non-contestable arts grants (Te Tuhi, Q Theatre and Auckland Festival of Photography) are funded outside this contestable budget.

20. Staff recommend allocating $273,000 of the additional funding to the Arts and Culture regional grants programme budget. It is recommended that this be applied across the grants programme to assist with both project grants and strategic relationship grants.

Regional Community Development grants programme

21. The current priorities sought through the Community Development grants programme support the vision for the sector set out in the Auckland Plan, ‘Thriving Communities’ and ‘I am Auckland’:

· resident and community-led action is flourishing

· the voluntary and community sector is supported

· there is a vibrant social innovation sector

· communities are safe and welcoming places for children and young people and foster a sense of belonging

· Māori communities are strong and resilient.

22. Oversubscription has limited the effectiveness of the Community Development grants programme. Limiting priorities each year can assist with reducing oversubscription by explicitly stating the key priorities.

23. In the 2016/2017 and 2017/2018 financial years, the average Community Development grant was $18,878. The recommended increase in budget could see an additional 6 to 7 more grants funded at this average level, or increasing the average grant to improve the likelihood of successful project outcomes.

24. Staff will continue to review the priorities and processes of the grants programme through 2018/19 to support the effectiveness of the additional funding.

25. Staff recommend allocating $120,000 of the additional regional grants funding to the Community Development budget.

Regional Events grants programme

26. The Events grants programme supports a wide range of events including arts and cultural events, sport and recreation events and community events.

27. The current outcomes sought through this grants programme are:

· bring people together to share memorable experiences

· celebrate Auckland and its people

· commemorate and respect important occasions

· profile Auckland and its diverse localities.

28. Funding is currently allocated in two rounds:

· general round – open to all applications allocating around $400,000 in quarter one

· strategic priorities – focusing on applications aligning with key priorities of Māori, diversity, balance of provision, youth.

29. Recipients of these grants currently all have a strong fit with the criteria. Additional funding could assist with strengthening the existing projects. However, oversubscription is not a key challenge with the Events fund.

30. An increase of $200,000 was made to the Regional Events budget in 2015, effective from the 2015/2016 financial year allocations.

31. Staff do not recommend allocating any of the additional funding to the Events regional grant programme budget.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe /
Local impacts and local board views

32. Local boards have expressed that there are organisations that do not qualify for local board funding who need a regional funding option. Local boards have also expressed that there are exceptional circumstances at a local level where organisations should be able to apply to a regional fund.

Tauākī whakaaweawe Māori / Māori impact statement

33. Regional Arts and Culture, Event and Community Development funding supports both Māori and non-Māori organisations to deliver projects that respond to Māori aspirations, and support Māori outcomes. Applications are assessed for their response to and delivery of Māori outcomes.

Ngā ritenga ā-pūtea / Financial implications

34. The regional ACE contestable grants budgets are set and reviewed through the Long-term Plan process.

35. The current budgets are:

· Arts and Culture – $832,433

· Events – $600,000

· Community Development – $175,000

36. In the Long-term plan 2018 – 2028, it was agreed to increase the regional grants programmes budgets to $2,000,000 per annum. This sees an increase to the regional grants programmes in 2018/19 of $393,000

37. Staff recommend allocating $273,000 to the Regional Arts and Culture grants budget and $120,000 to the Regional Community Development grants budget for 2018/19. This would see the following budgets for the year:

· Arts and Culture – $1,105,433

· Events – $600,000

· Community Development – $295,000

Ngā raru tūpono / Risks

38. Not allocating the additional funding will limit the effectiveness of the current ACE regional grants. This risk has been mitigated by staff conducting a needs analysis to identify where the funding will be most effective.

Ngā koringa ā-muri / Next steps

39. The additional funding will be added to the regional grants budgets.

Ngā tāpirihanga / Attachments

No.	Title	Page
a ⇩	Attachment A Reporting and data	97

Ngā kaihaina / Signatories

Author

Catherine George – Regional Funding Advisor

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Ian Maxwell - Director Community Services

Chairperson	Dr Cathy Casey
Deputy Chairperson	Cr Fa’anana Efeso Collins
Members	Cr Josephine Bartley
	Cr Alf Filipaina
	Cr Richard Hills
	IMSB Member Tony Kake
	IMSB Member Dennis Kirkwood
	Cr Daniel Newman, JP
	Cr Greg Sayers
	Cr Sir John Walker, KNZM, CBE
	Cr Wayne Walker
	Cr John Watson
Ex-officio	Mayor Hon Phil Goff, CNZM, JP
	Deputy Mayor Cr Bill Cashmore