Gisborne District Council

1 Appendix One Gisborne District Council Community Funding Schemes Application Form

2 Gisborne District Council Community Funding Schemes Guide to application: Please read before completing the application form. FUNDS AVAILABLE Gisborne District Council has three Community Funding Schemes which provide grants for projects that benefit the community of gisborne, plus a Discretionary Assistance Scheme which provides funding for special circumstances. MICRO GRANTS GRANTS UP TO $500 for projects initiated by and for the community. Applications can be made at any time. Decisions are made within two weeks. MEDIUM GRANTS GRANTS FROM $500 $50,000 for projects which will be completed within 12 months. Grants may be for a one off project; a pilot project; or a significant development of a project. Salaries as part of the project may be funded but will require a succession strategy. MULTI YEAR GRANTS GRANTS UP TO $20,000 PER YEAR FOR TWO OR THREE YEARS for projects that provide a community service for the residents of the District. Salaries and running costs are considered as part of multi year funding. A succession strategy is required to be submitted with your application for multi year grants. DISCRETIONARY ASSISTANCE for special circumstances only. Applications for Discretionary Assistance are only considered on a case by case basis for one off and special circumstances. For example but not restricted to: Applications for sums in excess of $50,000, applications for capital projects may be considered, sponsorship proposals, emergency funding or any purpose which does not fit Community Funding Schemes.. Please note that Discretionary Assistance is at the Discretion of Council and will not be entered into for ongoing project costs. For ALL applications over $500 Applicants must demonstrate that they have approached other funding avenues as well as Council. Applicants are strongly advised to contact Council staff on funding@gdc.govt.nz before application. WHAT MAY BE FUNDED Please read carefully before applying Overheads Wages/salary Recruitment Stationery Promotion Costs of a hui/conference/event Training for staff WHAT CANNOT BE FUNDED Activities that have already taken place Payment of debts, loans or deficits. Purchase of Equipment i.e. sports equipment, computers, printers, photocopiers Travel costs for project beneficiaries Purchase of vehicles Purchase of Uniforms Projects that promote religion as a core priority Projects that promote political parties or political manifesto as a core priority School projects (if part of the curriculum) Renovation of Buildings, playgrounds or sports grounds Purchase of buildings or land Running costs of vehicles (WOF, Registration, insurance or maintenance)

3 PURPOSE OF FUNDS Projects must contribute to one or more of Council s strategic priorities as follows: Resilience the ability to prepare for and bounce back from adversity: Resilience enables our communities to withstand or recover from difficulties and hardship. Prosperous Tairāwhiti fostering economic growth and community well being: Council aims to foster economic growth that supports jobs and business. Environmental Stewardship caring for our natural resources; Gisborne cares for its environment. We monitor the health of our natural resources and understand the impact of activities on the environment. Mana Tairāwhiti enhancing and enjoying our unique region: The Gisborne district celebrates its rich cultural heritage, environment and lifestyle. Inclusive decision making involve and engage people in decision making processes: Council involves and engages the community in decision making processes. CRITERIA Your project must clearly demonstrate how it meets the following criteria: Provides clear benefits to the community Demonstrates a clear need Has measurable outcomes ELIGIBLE ORGANISATIONS ORGANISATIONS THAT CAN APPLY FOR FUNDING Community organisations with a formal legal structure (e.g.) Registered Charities or Incorporated Societies Constituted but unregistered community organisations. These are organisations which have a governing document but are not formally registered as a charity or Incorporated Society. (E.g.) Township Committees, Marae Committees. Social innovation and social enterprises: Social enterprises delivering outcomes for our communities may apply for grants. Commercial entities: Commercial entities may apply for grants only in the following circumstances: to cover the costs of delivering a free community event or activity; or, to subsidise the costs of a charged for event or activity in order to enable the community access it; or, to enable a charged for event/activity to be delivered that would otherwise not be commercially viable; or, when all profit generated by the event/activity is to be reinvested in a social, environmental or cultural mission. Individuals: Individuals applicants need to either: Nominate a formally constituted umbrella organisation to administer the grant on their behalf; or, Council will reimburse pre approved expenses upon presentation of receipts and/or invoices. INELIGIBLE ORGNISATIONS ORGANISATIONS THAT CANNOT APPLY FOR FUNDING Political parties. Other local authorities, Organisations who are not financially viable, who are showing and/or projecting a funding deficit. APPLICATION PROCESS MICRO GRANT: ApplicationS can be made at any time please allow 4 weeks for a decision on your application MEDIUM GRANTS/DISCRETIONARY ASSISTANCE: Applications can be made at any time please allow up to 12 weeks for a decision on your application MULTI YEAR FUNDING: Applications are decided once a year in October. You will be advised in writing (letter and/or email) the date and time of the meeting at which your application will be heard. Please contact Council if you have not received a response within 4 weeks of your application. You may attend the meeting at which your application is being considered ACCOUNTABILITY Recipients of funds or assistance will be required to complete a project accountability report within 2 months of the completion of the project. VULNERABLE CHILDRENS ACT for projects working directly with children and young people only Applicants are required to confirm that the appropriate police checks have been carried out for any member of staff or volunteer(s) involved in the project who work directly with children.

4 APPLICATION FORM USE FOR ALL SCHEMES 1. ORGANISATION DETAILS Name of organisation Motu Trails Charitable Trust Name of principal contact Kathy Sheldrake Position held in organisation Chair Phone 06 868 5200, 027 2415063 Email Address for correspondence 24 Hill Road Whataupoko Gisborne 4010 <kathys@tmssport.co.nz> YES Registered Charity/Incorporated Charity Number CC46812 Society Unregistered but constituted group Company Number Social Enterprise or Commercial Entity Commercial Entity Commercial Entities may only apply for funding in the following circumstances, please tick all that apply. to cover the costs of delivering a free community event/activity; or, to subsidise the costs of a charged-for event/activity in order to enable the community access it;, where profit generated by the event/activity is to be reinvested in a social, environmental or cultural mission Individual Individuals must provide details of a formal body who is prepared to act as an Umbrella Organisation to administer the grant. Name of Umbrella Organisation Motu Trails Charitable Trust is an independent entity reporting to governance partners of Motu Trails including GDC. The umbrella is that we are a member organisation of The New Zealand Cycle Trail. Name of Contact Jim Robinson Position held Executive officercutive officer Phone 07 3154 972 Email: jim@motutrails.co.nz I confirm I am aware of this application and have authority to sign PLEASE NOTE: If you do not have an Umbrella Organisation funds will be released retrospectively as reimbursement for pre-approved expenses. I/we confirm I/we do not have an umbrella organisation for this application and understand that funding will be released retrospectively upon production of receipts and/or invoices. 2. WHAT GRANT/ASSISTANCE ARE YOU APPLYING FOR? TICK THE APPROPRIATE BOX Micro Grant up to $500 Medium Grant up to $50,000 Please complete ALL sections Multi-year grant two year grant three year grant YES Discretionary Assistance One-off Special circumstances including but not restricted to. Application in excess of $50,000, capital projects, sponsorship proposals, any other purpose which does not fit the Community Funding Schemes above.

5 3. PROJECT DETAILS Please provide details of the project for which you are seeking funds Motu Trails Charitable Trust promotes and helps govern the Motu Trails, which is a Great Ride on Nga Haerenga, The New Zealand Cycle Trail. The southern section of Motu Trails extends through Motu settlement to Matawai. In addition, we promote the Motu Falls and Rere Falls Trail as part of the Motu Trails experience. Rere Falls Trail is an on-road Heartland Ride on The New Zealand Cycle Trail, stretching from Matawai-Gisbone. Motu Trails has four governance partners: Gisborne District Council, Opotiki District Council, DOC, and Whakatohea Maori Trust Board. GDC, ODC, DOC are responsible for maintenance of their asset, but the trust is the overall hub. In GDC territory, the trail network links some significant attractions: Motu Falls/Whinray Scenic Reserve, Moutohora rail bridge, Rere Falls, Rere Rockslide, Eastwoodhill Arboretum. Through our business official partner programme, it links businesses including Portside Hotel, The Jolly Stockman, Cycle Gisborne, Motu Community House and Eastwoodhill. We work to make Motu Trails and Rere Falls Trail the gateway to superb Eastland experiences. The audience is broad: visiting New Zealanders and internationals, and locals; cyclists, walkers, runners, anyone who likes to be active. We help this to happen by providing inspiration and information through multiple channels and organisations; by supporting official partners to grow their business from the trails; by helping manage the trail; by supporting trail/asset development; by putting on events that feature the trails; and more. See specifics later in this application. Cycling is one of the specialty groups for Tourism New Zealand s overseas promotion. The New Zealand Cycle Trail is implicit to that promotion, offering the trails that people come to New Zealand to experience. Motu Trails and Rere Falls Trail have a high awareness and standing within the New Zealand Cycle Trail portfolio. This is largely due to the trust s work. There is a long way to go to get the Motu Trails and Rere Falls Trail generating substantial revenue for the region. However, with tourism to the region increasing, the trails are well placed to bring increased revenue, in ways that fit well with Eastland s environmental values. As is the case in other parts of the country, the trust has a major challenge in that we don t directly benefit from trail revenue because the trails are (and should be) free for everyone to access. We are seeking $20,000 per annum funding. On GDC suggestion, we are seeking a 10-year term with the amount reviewed after three years. Funding is towards the operation of the trust, notably the paid executive officer role. We have secure funding from Opotiki District Council and will apply for this to be increased. We gain funding from other organisations (see later).

6 Where will your project take place? As above, the GDC part of the trail network spans Motu/Matawai, Te Wera Road, Rere, Matawhero and into Gisborne. It s all currently on-road. In the future, Matawai-Te Wera (7km) will be taken off road. The development of Waipaoa stopbank trail would enable the Gisborne-end of Rere Falls Trail to follow the foreshore. When will your project take place? Start: Ongoing End: Ongoing Who is involved in planning and delivering your project? Motu Trails Charitable Trust. Trustees: Kathy Sheldrake, Amy Spence, Bruce Hall (all Gisborne); Paul Cornwall (Motu); Tony Palmer (Opotiki); Jim Robinson (executive officer). Trustees of Motu Trails Charitable Trust are all volunteers. They are skilled professionals and bring diverse skills to trail governance and promotion. Jim Robinson is the executive officer, the trust s paid role that undertakes the trustees direction. He has a 30-year background in cycling/sport/other journalism, with 25-years as an advertising copywriter (J Walter Thompson, Saatchi & Saatchi, etc). The trust works with the governance partners, and at the national level, with The New Zealand Cycle Trail and other organisations. Which of Gisborne District Council s Strategic Priorities does your project contribute to? Resilience the ability to prepare for and bounce back from adversity: Enables our communities to withstand or recover from difficulties and hardship Prosperous Tairāwhiti fostering economic growth and community well-being: Fosters economic growth that supports jobs and business. Environmental Stewardship caring for our natural resources: Caring for the sustainable management of our natural and physical environment. Mana Tairāwhiti enhancing and enjoying our unique region: Celebrating our rich cultural heritage, environment and lifestyle Inclusive decision-making involve and engage people in decision-making processes: Involving and engaging the community in decision-making processes, Tick - Yes - Yes - 4. HOW DO YOU KNOW THIS PROJECT IS NEEDED? Have you done any research or consultation? Tourism is a key opportunity for Tairawhiti Gisborne, supported by Tourism New Zealand s push for regional diversification. Motu Trails/Rere Falls Trail fit well within that opportunity area. There is a lot of promotion done by the trust that goes well beyond cycling. The tourism opportunity of Motu Trails and Rere Falls Trail has been supported by reports like Eastland Destination Development Plan (2016), and MBIE s Nga Haerenga NZ Cycle Trail Evaluation Report (2016). At the recent Activate Tairawhiti tourism conference, Motu Trails was raised several times. There is no track counter on Motu Road or Rere Falls Trail due to complications of these having vehicular traffic. However there is emerging use of Rere Falls Trail, especially at the Rere-Gisborne end. On Motu Trails, the Motu area is certainly seeing growing use by cyclists and other trail users (see letters from official partners). Without Motu Trails Charitable Trust, there would be no significant promotion or coordinated governance of these trails. Motu Trails Charitable Trust supports use of trails across the Eastland/eastern BOP area. We recognise that the more trail promotion there is here, the more attractive the region will be to visit.

7 Funding will support us to continue to: > develop and deliver updated trail brochures as needed >develop and deliver online information >run the business official partner programme >take every opportunity to use the trails in print, broadcast or online to promote Tairawhiti Gisborne for the benefit of the region >use social media as part of the promotion/brand >seek opportunities for the trails and address issues >liaise with NZCT on broader opportunities/requirements. To bring those to life, here are things that have only happened because of the trust s work: >Missing link project with $400,000 government investment, ensuring a stronger link between Rere Falls Trail and Motu Trails, and encouraging coast-to-coast journeys. >Gisborne Rotary is paying for and building a shelter at the Rere Rockslide. >A strong Motu Trails/Eastland presence at Fieldays the last two years. >Local community level events Rere Falls Trail Adventure Ride; Motu Special. >2017 region-wide ride/walk map and brochure, promoting Gisborne-Whakatane, x20,000 copies distributed all around the region and in places like in multiple Wellington bike shops (followed 2015 and 2014 map/brochures). >Gisborne specific trail/ride brochure x2000 copies, distributed around the region. >Listings in 2017 and 2016 AA Traveller Cycle Guide, 70,000 copies each year and including a Rere Falls Trail spread. >NZ Herald On Yer Bike supplement 200,000+ copies, the Eastland-Whakatane region had the strongest presence of all regions with three pages. >Discover Eastland feature 200,000+ copies, images and small article. >Multiple articles on the country s biggest tourism site, newzealand.com, such as these ones: https://www.newzealand.com/int/article/rere-falls-trail-and-motu-trails-coast-to-coast-crossing/ https://www.newzealand.com/int/article/discover-eastwoodhill-arboretum-gisborne/ https://www.newzealand.com/int/article/motu-falls-and-an-early-nz-conservation-hero/ https://www.newzealand.com/int/article/motu-road-trail-ride-the-original-road-through-theeastland-ranges/ >newzealand.com gets many millions of hits per month, if you search Eastwoodhill, Motu Falls, Rere Falls, Motu and even Rere Rockslide, the number-one hit should be a story by Motu Trails Charitable Trust. >Motu Trails Facebook https://www.facebook.com/motutrails typically gets a reach of 6000-15,000 per week, sometimes 20,000+. Plenty of posts promote the Motu-Gisborne area. We work with The New Zealand Cycle Trail and they often share content, gaining 15,000-30,000 reach per post. We are an admin of nzbybike Facebook, and periodically share Motu content there. >The Motu Trails web site www.motutrails.co.nz has a lot of info on trails and a full directory of official partners (site under redevelopment). The NZCT web site also has directory listings and trail information, which we support. >In the last 18 months, feature print articles have included on Eastwoodhill (RV Travel Lifestyle, general audience) and riding Whakatane-Gisborne (licence to Ride guide). >The Gisborne Herald has recently taken several stories. These are important because, while the paper is local, they have a strong online presence (searchable anywhere). For example:

8 http://gisborneherald.co.nz/lifestyle/2808179-135/out-of-the-mist-on-motu http://gisborneherald.co.nz/lifestyle/2820075-135/early-settlers-isolated-after-bridge-collapse http://gisborneherald.co.nz/lifestyle/2920375-135/the-dams-that-never-were >We only recently launched an Instagram but this is growing. Photos on Motu Road have been shared by other pages, gaining several hundred likes. >Certificates for riders include Rere Falls Trail. >Direct enquiry on the trails is served on an ongoing basis. People email in or message for brochures that are sent free nationwide, or with enquiries. >Use by locals of the trails is supported by regular news updates provided to Gisborne Herald. Who will Benefit from your project? Visitors (NZ and international) being inspired/empowered to come and spend time on the trails Businesses around the trails (official partners and others) being able to generate opportunity and custom from trail users Locals being able to benefit from events, trails, and make use of businesses around the trails The region as a whole being able to benefit from our promotion of attractions like Motu Falls. 5. WHAT WILL YOUR PROJECT ACHIEVE? This is how we will measure the success of your project Achievements Achieved by (month) New Motu/Rere trail guide released Dec17 Updated Gisborne trail brochure released (funding dependent) June 2018 Updated main trail brochure released Early 2019 Matawai-Te Wera link in place with extensive promotion/event End-2018 (note we don t control construction timeframes) Rere shelter up with promotion Early-2018 Facebook followers increase from 2500>3000 by mid-2018 Mid-2018 At least 4 feature print articles in NZ print publications in 2018 2018 year Trail awareness and use grows (measure?) Only Complete this part if you are applying for a Multi Year Grant Achievements year 2 Are the above the right kind of things? Achievements year 3 Are the above the right kind of things? 6. RISKS please list any risks which may affect delivery and tell us how you plan to address these

9 What are the risks? No secured, adequate funding from GDC and ODC. How will this affect project delivery? Motu Trails Charitable Trust will investigate its feasibility and likely disband. What will you do to address this? As in this submission, we seek long term funding security. We also put a lot of focus on trying to grow our official partner programme and strengthening our overall financial sustainability. Severe downturn in tourism or the trend for cycling experiences. Very unlikely in the short/medium term. Would not impact on delivery from the trust, but would impact on the numbers using the trails. Staying strong in a wide range of communications channels and supporting a strong user experience puts us in the best position to tackle any downturn. New Zealand Cycle Trail is disbanded Very unlikely in the short/medium term. Would have only modest impact on delivery from the trust, but would impact on the numbers using the trails. As above, doing what we are doing now is the best way to minimise any risk. We lose membership status of New Zealand Cycle Trail, due to poor governance or trail quality. Would impact on the numbers using the trails. At present we are held in high regard. Doing what we are doing now is the best way to minimise any risk. Not having a trail governance hub like the trust presents a serious risk in this area. 7. COMPLIANCE All applicants and projects must demonstrate that they are fully compliant with current legislation and have required procedures and policies in place. Are all staff/volunteers working directly with children/young people police checked? NA Does your project include any of the following: Construction or alteration of a building, NA Use of or closure of public road, consumption and/or sale of alcohol and/or food, use of Council Facilities, Health & Safety services (e.g. St Johns etc.) If you have answered yes then you will need to contact Council to check on compliance requirements. Please provide details of which departments you have contacted and the outcome. Department Name of Contact Approved

10 NA Compliance Eg: Consent, permit, licence, venue hire. YES NO Date of Decision The cost of consents, permits, licences or hire should be included in the project costs at section 9. 8. PROJECT BUDGET: List all costs and any projected income associated with this project/activity. Expenditure $ EXCL GST Income $ Executive officer salary 65,000 GDC 20,000 (amount contingent on ODC 30,000 income, role is full time but currently not charged as such) OP AND SPONSORSHIP BOPRC WDC 17,000 10,000 5000 Disbursements (driving) 3000 Administrative / accts / audit / compliance / trust 20,000 The rest is up to success with applications. operation Brochures 10,000 Editorial / ads / photog / 15,000 other marketing / web site devt / Partner and trade support 6000 / shows / events Total Expenditure $119,000 Total Income $TBC What specific items are you asking Council to fund? ITEM $20,000 On an ongoing basis, our expenditure reflects our financial state and secured income. Much of what we do is dependent on getting funding, so if funding applications are unsuccessful, it doesn t happen. Only about a third of our annual income is currently secured. As such, the above forecasts can be no more than a broad estimate. In the last three years, total funding (grants, income, sponsorships) for all trust operations (including all brochures, display materials, memberships, photography, all online and print communications, all compliance, etc) has been around $100,000 per annum. This excludes central government funding that is directly for the trails. Our application is for operational support of the trust. This will help to pay the salary of the executive officer position, which is integral to all trust operations. We note that across the NZCT network, the governance model of having a trust at the hub is well proven. Even in the last 18 months, a funded trust model has been adopted by other trails such as West Coast Wilderness Trail and Twin Coast. Other trails, like Hauraki, have recommitted to having a trust, with greatly increased funding from partner Councils.

11 TOTAL $20,000 per year. Have you applied to any other funders for this project Please provide details Yes No Funder Amount applied for Date of decision Amount approved ODC (operational includes salary) Will apply $30,000 pa TBC $20k pa last six years BOPRC (operational) Will apply $10,000 pa TBC $10k in current FY WDC (operational) Will apply $5,000 pa TBC $5k in current FY Total $ $ What will happen if you do not receive the funding required Note, in addition to the above applications, we apply on an annual basis to Lion Foundation for operational support and to many others (examples: The Southern Trust, ECT, Bay Trust, Infinity Foundation, Fonterra, NZ Trails Trust, Walking Access Commission, Pub Charity) for tactical or project support, such as to pay for brochure printing. Success of these applications is unpredictable. We earn about $17,000 per year through direct sponsorship, donations and our official partner programme. We have donations channels set up at Givealittle and TrailForks. If we do not gain sustainable funding from GDC and ODC, we will assess our ability to promote and help govern the trails, which are council and DOC assets. The Trust will likely disband. 10. MULTI-YEAR APPLICATIONS ONLY YEAR TWO PROJECTED BUDGET Expenditure $ Income $ As above As above Total Cost year 2 $ Total Income year 2 $ What specific items are you asking Council to fund? ITEM $ As above TOTAL YEAR THREE PROJECTED BUDGET Expenditure $ Income $ As above As above Total cost year 3 $ Total Income year 3 $ What specific items are you asking Council to fund? ITEM $ As above TOTAL 11 ACCOUNTS Please supply a copy of your organisations Annual Financial report. Financial reports must be less than 12 months old. If these documents are not available please explain why below.

12 Attached. If any funds held by your organisation are not being used for this project please tell us why. NA 12. Declaration and Signature In making this funding application I declare that: [YES] I am authorised to do so and the information contained herein is true and correct [YES] Any funding received will be used for the project for which it is approved [YES, in annual reporting?] I will provide an accountability report to GDC within 2 months of completing the project. [YES] I consent to GDC collecting, retaining and using the details that have been listed in this application [YES] I agree to repay GDC all funding that is not used for the purposes outlined in this application Name Kathy Sheldrake TYPED, ELECTRONIC OR FACSIMILE SIGNATURES ARE ACCEPTABLE. By completing the signature box we deem that you have signed the form and agree to the above declaration. Signature 13. Please attach: [YES] A copy of your accounts/financial report? [YES] A bank deposit slip [YES, letters of recommendation] Any other supporting information 14 Please send completed application to: Gisborne District Council PO Box 747 Gisborne 4040 Or email: funding@gdc.govt.nz