Agenda of Grants Allocation Committee (Waste Levy) Meeting

Grants Allocation Committee (Waste Levy) Meeting Agenda

19 November 2024

7 Pūrongo | Reports

7.1 Recommendations on Waste Levy Grant applications 2024-2025 Business Waste Reduction

Kaituhi | Author: David Binstead, Senior Waste Minimisation Officer

Kaiwhakamana | Authoriser: Sean Mallon, Group Manager Infrastructure and Asset Management

Te pūtake | Purpose

1 This report seeks approval for the allocation of funding from the Waste Levy Grants contestable fund for 2024-2025 in the Business Waste Reduction category.

He whakarāpopoto | EXecutive summary

2 The waste levy grants process allocates funding to community groups and to businesses. This report summarises the applications received to the Business Waste Reduction category for the 2024-2025 funding round and seeks approval for final allocation.

Te tuku haepapa | Delegation

3 The Council has the delegation to decide about waste levy revenue spending and consequently about waste levy grants.

Taunakitanga | RECOMMENDATIONS

A. That the Grants Allocation Committee (Waste Levy) approves to fund $1,000 in the Business Waste Reduction category to Crooked Vege Ōtaki for reusable totes and containers in respect of their wholesale distribution partnerships.

B. That the Grants Allocation Committee (Waste Levy) approves to fund $2,785 in the Business Waste Reduction category to Te Wānanga o Raukawa in Ōtaki for a biochar system to pilot diverting organic biomass waste from landfill.

C. That the Grants Allocation Committee (Waste Levy) approves to fund $745 in the Business Waste Reduction category to Land Matters for a waste audit to assess and implement company-wide waste minimisation actions.

D. That the Grants Allocation Committee (Waste Levy) approves to fund $4,230 in the Business Waste Reduction category to The Roastery for a reusables initiative to tackle single-use cup waste.

E. That the Grants Allocation Committee (Waste Levy) declines to fund Katihuki Marae Committee in the Business Waste Reduction category.

F. That the Grants Allocation Committee (Waste Levy) declines to fund Beach FM in the Business Waste Reduction category.

Tūāpapa | Background

4 The Waste Minimisation Act 2008 requires operators of waste disposal facilities to pay a levy
on residual waste disposed of to landfill. The levy has been set by Government to progressively increase and expand. From 1^st July 2024 the levy is set at $60/tonne of waste disposed of to class 1 municipal landfills, and now includes more categories of waste disposal sites required to collect waste levies.

5 Approximately half of this levy is allocated by the Ministry for the Environment (MfE) to local authorities and must be spent on implementing their waste management and minimisation plans. The other half is allocated by MfE through Te Pūtea Whakamauru Para | Waste Minimisation Fund.

6 The Waste Levy Grants Allocation Policy 2020 (Appendix 1), approved by Council on 27
August 2020, sets out how the Kāpiti Coast District Council (Council) will allocate part of the
waste levy funding received from MfE - for waste minimisation projects in the Kāpiti district via contestable grants.

7 The overall objectives of the Policy are:

7.1 To increase the range, scale, and number of waste minimisation activities on the Kāpiti Coast through effective use of the waste levy fund.

7.2 To ensure optimal and transparent allocation of waste levy funding to waste minimisation projects.

7.3 To support the implementation of the Wellington Regional Waste Management and
Minimisation Plan (WMMP).

8 Waste levy grants have two categories, each focusing on a different area of support for Kāpiti region waste minimisation. This report covers the applications received under Category 2B: Business Waste Reduction. Category 2A: Seed Funding was allocated for three years of ongoing support from 2022/2023 Council approval. Category 1: Community Projects is covered by a separate report for 2024-2025.

9 The Business Waste Reduction category of the grant seeks to support existing businesses to implement measures that will lead to long term and measurable minimisation of the waste resulting from the businesses’ operations. Projects under the Business Waste Reduction category can apply for up to 50% part-funding of eligible project costs. $20,000 has been made available for allocation in this category and round.

He kōrerorero | Discussion

He take | Issues

10 Applications were called for in August 2024 and the grants remained open for six weeks.

11 For 2024-2025, contestable Business Waste Reduction category funding was maintained at $20,000.

12 Five (5) applications to the Business Waste Reduction category were received, seeking a total of $13,383.40, resulting in it being undersubscribed by $6,616.60.

13 Applications were assessed against the criteria in the Waste Levy Grants Allocation Policy 2020 and associated guidance on the Kāpiti Coast District Council website page: Waste levy grants - Kāpiti Coast District Council (kapiticoast.govt.nz)

14 They were discussed and assessed by a panel of council officers from the Climate and Connected Communities, Economic Development, and Waste Minimisation teams. Some applicants were contacted by a council officer for clarification or to request further information.

15 One application (Katihuki Marae Committee) to the Business Waste Reduction category was reviewed and evaluated as more relevant in the Community Projects category. By agreement the application was amended and assessed under the Community Projects category.

16 One application (Beach FM) to the Community Projects category was submitted by a registered business for commercial advertising expenditure. By agreement this was amended to be assessed under both the Community Projects and this Business Waste Reduction categories.

17 Three (3) applications are recommended for full funding, one (1) application is recommended for part funding and one (1) application is recommended to be declined.

18 Refer to Section 19, Table 1 and Sections 22 to 55 for further detail.

19 Table 1: Funding Recommendations for the Business Waste Reduction category

FULL ALLOCATION OF FUNDING RECOMMENDATION
Applicant	Requested	Recommended
Crooked Vege Ōtaki	$1,000	$1,000
Te Wānanga o Raukawa in Ōtaki	$2,785	$2,785
Land Matters	$745	$745

PART ALLOCATION OF FUNDING RECOMMENDATION
The Roastery	$6,834	$4,230

DECLINE RECOMMENDATION
Katihuki Marae Committee	$2,019.40	-

TOTAL	$13,383.40	$8,760
AVAILABLE	$20,000.00	$20,000.00
DIFFERENCE	-$6,616.60	-$11,240

20 The panel of council officers has recommended part funding where elements of the application are ineligible for funding.

21 The panel has recommended funding be declined for applications that do not meet the objectives of Waste Levy Grants Allocation Policy, and/or where they do not focus on waste minimisation.

Ngā kōwhiringa | Options

Applications recommended for full allocation of funding.

22 Crooked Vege Ōtaki seeks $1,000 to switch to reusable produce totes and containers. Their goal is making the packaging of their wholesale distribution of locally grown organic kai zero-waste.

23 The application aligns with four funding priorities: 1. Circular economy growth in-region. 2. Shift to a low-emissions, low-waste society, inclusive and equitable outcomes. 3. Reduce, rethink, redesign. 4. Reuse, repair, repurpose.

24 Follow up showed a resolved plan in place to ensure reusables are reliably returned for reuse, and that totes are durable and with a long service life of at least 5 years.

25 Recommendation to Council: $1,000 full allocation of requested funding.

26 Te Wānanga o Raukawa in Ōtaki seeks $2,785 to part-fund piloting a biochar system to divert organic biomass waste from landfill. For the initial 12-month project they hope to process some of the 31,000kg of organic biomass currently onsite. They also intended to deliver modest financial savings.

27 The application aligns with three priority funding areas: 1. Circular economy, 2. Organic waste, 3. Construction and demolition waste.

28 Follow up showed that an additional biochar kiln in-region would be the most cost- and time-effective solution, compared with the logistical hurdles of regular borrows of an in-region biochar kiln from Paekākāriki Orchard Gardens.

29 The project intends to process high volumes of organic waste, has clearly indicated success measures for waste minimisation, and aligns with Te Wānanga o Raukawa's 'continual improvement in waste management [and minimisation] practices'.

30 At the assessment stage it was noted that having 31 tonnes of biomass stored onsite might be considered problematic, if odour and other nuisance factors had not been carefully considered and managed. However, the application is a well-researched and thought through local solution that can mitigate this risk.

31 Recommendation to Council: $2,785 full allocation of requested funding.

32 Land Matters seeks $745 to part fund a third-party waste audit to assess and implement company-wide waste minimisation actions. The application aligns with two priority funding area: Circular economy, Organic waste.

33 Additionally, the applicant undertakes significant work involving construction and demolition and resulting waste, and meets eligible purposes indicated in waste levy grant website material: trials, pilots using proven technologies, skill development of project participants.

34 The applicant has agreed to share audit findings and implementation progress with council officers. Additionally, they intend to promote a leadership role in their waste minimisation journey through self-funded advertising in local print media.

35 The application is for 15% of the total project cost, with high transparency about findings, actions and outcomes. Established professionals are involved in auditing, and the applicant is seeking to proactively spearhead business waste minimisation.

36 Recommendation to Council: $745 full allocation of requested funding.

Applications recommended for part allocation of requested funding.

37 The Roastery seeks $6,834 to part-fund a reusables initiative to tackle single-use cup waste. This builds on a prior year's grant part-funded waste minimisation project and shares a common theme of measurably reducing avoidable waste from their business.

38 This application aligns with priority funding areas as a project that fills a gap within current waste services in Kāpiti and moves up the waste hierarchy to a circular economy – by tackling single-use packaging waste.

39 Their 2023-2024 report back indicated significant waste reduction resulting from strong adoption and retention of customers using their reusable coffee bean jar system: "Jar usage tripled to more than 100 jars per week" [circulating/being reused], which equates to more than 100 bags/week or more than 5,000 bags/year being avoided.

40 This project intends to create the conditions for a targeted 20%+ reduction in single-use issue and resulting waste, by incentivising a consumer shift to reuse and promoting a recurring Kāpiti 'Keep Cup Day' to embed the preferred consumer consumption behaviour - coffee without single-use plastic-lined paper. They propose to achieve this through a recurring coffee and one-time Keep Cup subsidies and print and digital advertising.

41 The internal officer panel acknowledged the applicant's desire to tackle the hard-to-shift embedded behaviour of single-use. The project holistically incentivises preferred behaviours at key stages of the customer's decision journey.

42 Providing grant support for a recurring coffee subsidy could be seen as being anti-competitive and a pre-existing business-as-usual [BAU] expense, so this aspect of the application was subsequently excluded from consideration. 50% of that line expenditure is $2,604.

43 Single-use packaging waste and the resulting disposal problem devolved to end-users is regarded as a complex area for businesses to tackle. Other businesses with similar single-use profiles might be inspired to submit future applications that expand in-region circularity of products and materials.

44 This intent mirrors waste levy grant allocation policy priority funding areas of reducing waste at source, the reuse of materials [and products] for further use, and for projects that fill a gap within current Kāpiti-region waste services. Specifically, projects that point to development of reuse systems to support circularity of products and materials.

45 The Roastery’s second circular economy project signals business leadership in long-term waste minimisation outcomes.

46 Recommendation to Council: $4230 - part allocation of requested funding (recommendation excludes coffee subsidy).

Applications recommended to be declined

47 Katihuki Marae Committee has applied in the Business Waste Reduction category for provision of 3-4 colour-coded bins as well as signage and information for each bin, originally for $504.75, of which up to 50% can be assessed for funding.

48 By agreement the application has been transferred for assessment in the Community Projects category, where funding may be recommended for up to 100% of project costs. The application is described in more detail within that separate report.

49 Decline recommendation to Council: [Business Waste Reduction category].

50 Beach FM seeks $9,160 in the Community Projects category for an on-air advertising campaign to promote waste reduction and is described in more detail in that report.

51 The Waste Levy Grants Allocation Policy 2020 does allow for businesses to apply for funding in the Community Projects category, if the project encourages community participation and education and leads to long-term waste minimisation action and behaviour change.

52 To provide every opportunity for this project to be assessed for funding the application was also considered against allocation criteria in Category 2B: Business Waste Reduction, which "seeks to support existing businesses to implement measures that will lead to long term and measurable minimisation of the waste resulting from the businesses’ operations."

53 The application does not meet or exceed the criteria of the Business Projects allocation policy and was unanimously assessed by the internal panel to fall below the threshold required to be recommended for partial or full allocation of requested funding in the Business Waste Reduction category. Specifically, the project was assessed as unable to quantifiably show how it would lead to long term and measurable waste minimisation.

54 Decline recommendation to Council: [Business Projects category].

Tangata whenua

55 Tāngata whenua were consulted as part of the consultation process for the 2023-2029 WMMP final draft, subsequently adopted by the eight Wellington region councils between December 2023 and March 2024. Contestable waste reduction grants is local action 6 (appendix 2) under the plan, and the Waste Levy Grants Allocation Policy is well aligned with many other actions under the WMMP.

56 Kāpiti mana whenua were notified directly of the opportunity to apply for Waste Minimisation Grants (Ngāti Toa, Ātiawa ki Whakarongotai and Ngā Hapū O Ōtaki).

Panonitanga āhuarangi | Climate change

57 The relationship between waste and climate change is tightly linked. By changing how we dispose of things, minimising what we dispose of, and rethinking the way we use things, we support reducing landfill emissions and overall districtwide emissions.

58 Allocation of waste reduction grants for business waste reduction contributes positively towards the region transitioning towards a low carbon future.

59 Business waste reduction contributes positively to the outcome of building more connected and resilient communities, through the creation of new systems and services that keep products and materials in use / at highest value for as long as possible.

Ahumoni me ngā rawa | Financial and resourcing

60 Waste Levy grants are funded from the Waste Levy fund, distributed by the Ministry for the Environment [MfE] from charges levied from waste disposed to landfill.

61 Waste Levy grants are not funded from rates.

Ture me ngā Tūraru | Legal and risk

62 Potential for misuse of funds. As with any grant, there is a risk that the funds granted might not used for their allocated purpose(s).

63 To mitigate this risk and to ensure the funds are spent on waste minimisation outcomes relating to granted projects, council officers have an established report back procedure to get data back from projects. From this process, staff receive financial spend, waste diversion and project reach data to review. This ensures that projects are on track and that we can share their impact and success with the community.

64 After fund allocation, staff work with grant recipients to ensure they are aware of the report back requirements prior to project initiation. If there are any barriers to collecting such data, staff work with the recipient to get the best outcome possible.

65 If the report back is not satisfactory or not submitted, council has the right to refuse further waste levy grant funding (or pause of a gradual payment schedule) to that organisation. In all such cases, staff will work to resolve any issues prior to refusing further funding.

Ngā pānga ki ngā kaupapa here | Policy impact

66 The funding recommendations are in line with the Waste Levy Grants Allocation Policy 2020 and guidance at Waste levy grants - Kāpiti Coast District Council (Appendix 3 pdf copy of website page).

67 The allocation of waste reduction grants to business waste reduction is in line with the objectives and actions set out in the current Wellington Region Waste Management and Minimisation Plan 2023-2029.

TE whakawhiti kōrero me te tūhono | Communications & engagement

Te mahere tūhono | Engagement planning

68 An engagement plan is not needed to implement this decision. Council will communicate this decision through its established communication channels.

Whakatairanga | Publicity

69 Council will use its established communications channels to inform the community of this decision and provide updates as the recipient projects progress.

Ngā āpitihanga | Attachments

1. Waste Levy Grant Allocation Policy 2020 ⇩

2. Kāpiti Coast District Council local action plan WMMP 2023-2029 ⇩

3. PDF Copy of Waste Levy Grants Page of Kāpiti Coast District Council Website: https://www.kapiticoast.govt.nz/services/grants-and-funding/waste-reduction-grants/ ⇩

4. Business 2024 01 Katihuki Marae Committee - Public Excluded (under separate cover)

5. Business 2024 02 The Roastery - Public Excluded (under separate cover)

6. Business 2024 04 Crooked Vege Ōtaki - Public Excluded (under separate cover)

7. Business 2024 05 Te Wananga o Raukawa in Ōtaki - Public Excluded (under separate cover)

8. Business 2024 06 Land Matters - Public Excluded (under separate cover)

Grants Allocation Committee (Waste Levy) Meeting Agenda

19 November 2024

7.2 Recommendations on Waste Levy Grant applications 2024-2025 - Community Projects

Kaituhi | Author: David Binstead, Senior Waste Minimisation Officer

Kaiwhakamana | Authoriser: Sean Mallon, Group Manager Infrastructure and Asset Management

Te pūtake | Purpose

1 This report seeks approval for the allocation of funding from the Waste Levy Grants contestable fund for 2024-2025 in the Community Projects category.

He whakarāpopoto | EXecutive summary

2 Waste Levy Grants are an annual process that allocates waste levy grants to community groups and businesses. This report summarises Community Projects category applications for the 2024-2025 funding round and seeks approval for final allocation.

Te tuku haepapa | Delegation

3 The Council has the delegation to decide about waste levy revenue spending and consequently about waste levy grants.

Taunakitanga | RECOMMENDATIONS

A. That the Grants Allocation Committee (Waste Levy) approves to fund $2,116 in the Community Projects category to Ōtaki College for sustainable period underwear.

B. That the Grants Allocation Committee (Waste Levy) approves to fund $6,671 in the Community Projects category to Raumati Technology Centre to provide community waste minimisation education and practical skills to reduce waste, across three sub-projects.

C. That the Grants Allocation Committee (Waste Levy) approves to fund $2,000 in the Community Projects category to Cyclic Solutions for refurbishment and recycling of bicycles and components.

D. That the Grants Allocation Committee (Waste Levy) approves to fund $4,602 in the Community Projects category to Te Kura ā Iwi o Whakatupuranga Rua Mano for recovered/recycled building materials sourcing in-region at Otaihanga Zero Waste Hub.

E. That the Grants Allocation Committee (Waste Levy) approves to fund $5,000 in the Community Projects category to Paekākāriki Orchard Group for promoting and expanding their PaeCycle Project, consisting of: hardship subsidy fund, fund compost co-ordinator for one more year, introduction of community education at monthly meets/working bees.

F. That the Grants Allocation Committee (Waste Levy) approves to fund $800 in the Community Projects category to Ōtaki Womens Community Club for Organic Wealth waste minimisation expertise.

G. That the Grants Allocation Committee (Waste Levy) approves to fund $4,500 in the Community Projects category to Worm It Up for kitchen scraps composting subscription service expansion.

H. That the Grants Allocation Committee (Waste Levy) approves to fund $811 in the Community Projects category to He Iti nā Mōtai for eligible composting expenditure.

I. That the Grants Allocation Committee (Waste Levy) approves to fund $2,500 in the Community Projects category to Māoriland Charitable Trust [option 2] to support reuse at Māoriland Film Festival.

J. That the Grants Allocation Committee (Waste Levy) approves to fund $1,000 in the Community Projects category to Katihuki Marae Committee for colour-coded bins and signage.

K. That the Grants Allocation Committee (Waste Levy) declines to fund the grant application from Māoriland Charitable Trust [option 1].

L. That the Grants Allocation Committee (Waste Levy) declines to fund the grant application from Waikanae Primary School.

M. That the Grants Allocation Committee (Waste Levy) declines to fund the grant application from Beach FM.

N. That the Grants Allocation Committee (Waste Levy) declines to fund the grant application from Ruth De Jager Consulting.

O. That the Grants Allocation Committee (Waste Levy) declines to fund the grant application from Ahoaho māra kai.

Tūāpapa | Background

6 The Waste Levy Grants Allocation Policy 2020 (Appendix 1), approved by the Council on 27
August 2020, sets out how the Kāpiti Coast District Council (Council) will allocate part of the
waste levy funding received from MfE - for waste minimisation projects in the Kāpiti district via contestable grants.

7 The overall objectives of the Policy are:

7.1 To increase the range, scale and number of waste minimisation activities on the Kāpiti Coast through effective use of the waste levy fund.

7.2 To ensure optimal and transparent allocation of waste levy funding to waste minimisation projects.

7.3 To support the implementation of the Wellington Regional Waste Management and
Minimisation Plan (WMMP).

8 Waste levy grants have two categories, each focusing on a different area of support for Kāpiti region waste minimisation. This report covers the applications received under Category 1: Community Projects. Category 2A: Seed Funding was allocated for three years of ongoing support from 2022/2023 Council approval. Category 2B: Business Waste Reduction is covered by a separate report for 2024-2025.

9 The Community Projects category of the grant aims to support practical waste minimisation projects that encourage community participation and education
and/or are of benefit to the community of Kāpiti, and lead to long term waste minimisation
action and behaviour change. A total of $30,000 is available for allocation in this category and round.

He kōrerorero | Discussion

He take | Issues

10 Applications were called for in August 2024 and the grants remained open for six weeks.

11 For 2024-2025 contestable Community Projects category funding was maintained at $30,000.

12 Thirteen (13) applications to the Community Projects category were received, noting the following Sections 14-16 and nett total applications considered, refer Section 17.

13 One application (Katihuki Marae Committee) to the Business Waste Reduction category was reviewed and evaluated as more relevant in the Community Projects category. By agreement their application was assessed only under this Community Projects category.

14 One application (Beach FM) to the Community Projects category was submitted by a registered business for commercial advertising expenditure. By agreement this was assessed under both the Community Projects and the Business Waste Reduction categories. It is more fully described here and in summary in the Business Waste Reduction report.

15 One application (Māoriland Charitable Trust) to the Community Projects category included two distinct funding options, which are included within the relevant recommendation categories and descriptions below.

16 Fourteen (14) nett total applications requested total amounts between an upper range of $113,556.48 and a lower range of $107,969.60.

17 This resulted in the Community Projects category being oversubscribed by a range of $77,969.63 to $83,556.48.

18 Applications were assessed against the criteria in the Waste Levy Grants Allocation Policy 2020 and associated website guidance on the Kāpiti Coast District Council website page: Waste levy grants - Kāpiti Coast District Council (kapiticoast.govt.nz)

19 Applications were evaluated and assessed by a panel of council officers from the Climate and Connected Communities, Economic Development, and Waste Minimisation teams. Some applicants were contacted by a council officer for clarification or to request further information or clarification.

20 One (1) application is recommended for full funding, nine (9) applications are recommended for part funding, and five (5) applications are recommended to be declined. Refer to Table 1 and Sections 23 to 114 for further detail.

21 Table 1: Funding Recommendations - Community Projects category

FULL FUNDING RECOMMENDATION
Applicant	Requested	Recommended
Ōtaki College	$2,116	$2,116
PART FUNDING RECOMMENDATION
Raumati Technology Centre	$6,800	$6,671
Cyclic Solutions	$14,675	$2,000
Te Kura ā Iwi o Whakatupuranga Rua Mano	$15,000	$4,602
Paekākāriki Orchard Group	$6,500	$5,000
Ōtaki Women’s Community Club	$5,000	$800
Worm It Up	$6,890	$4,500
He Iti nā Mōtai	$1,499.63	$811
Māoriland Charitable Trust [option 2]	$5,586.85	$2,500
Katihuki Marae Committee	$2,019	$1,000
DECLINE RECOMMENDATION
Māoriland Charitable Trust [option 1]	$23,949	$0
Waikanae Primary School	$200	$0
Beach FM	$9,160	$0
Ruth De Jager Consulting	$6,561	$0
Ahoaho māra kai	$7,600	$0
TOTAL	$ 113,556.48*	$30,000.00
AVAILABLE	$30,000.00	$30,000.00
DIFFERENCE	-$83,556.48	$0.00

*Note: Total indicates upper range. Refer Sections 13-17 for explanation.

22 With the Community Projects category oversubscribed this year, recommendations are made for part funding eligible aspects of several projects to deliver the nett highest impact.

Ngā kōwhiringa | Options

Applications recommended for full funding

23 Ōtaki College has applied for $2,116 to offer sustainable period underwear to year 9 and 10 students identifying as female. Before applying for funding, they surveyed their female students. 70% indicated yes, they would be interested in using these waste-free menstrual products.

24 Encouraging and supporting a shift away from single-use period products, accompanied by a resolved application that meets allocation criteria, has resulted in a straightforward assessment and recommendation. Specifically, this waste minimisation project strongly aligns with encouraging community participation and education, is of benefit to the community, and has a high chance of embedding lasting behaviour change.

25 Recommendation to Council: $2,116 full funding.

Applications recommended for part funding

26 Raumati Technology Centre has applied for $6,800 to provide community waste minimisation education and practical skills to reduce waste, across three sub-projects. Firstly a Hangarua recycle hub, secondly green waste research, and thirdly a workshop series to support long term community waste minimisation actions and outcomes.

27 Applicants follow up provided succinct clarity around plans to manage the recycling collected; confirming that workshops are a specific and separate expansion to current programmes for the benefit of the wider community; and more detail around green waste research methodologies and quantifiable measures.

28 The application is very closely aligned with the Community Projects waste levy grant allocation policy category and meets/exceeds all four key criteria for assessment.

29 With Community Projects oversubscribed, funding has been prioritised for eligible applications which are most likely to achieve long term waste minimisation outcomes and behaviour change. With this project meeting all assessment criteria and assessed as having high-level impact it is recommended to Council to part-fund $6,671.

30 Recommendation to Council: $6,671 part funding.

31 Cyclic Solutions has applied for $14,675 to refurbish and recycle used and surplus cycles, distribute bicycles and components by donation or sale, and provide bicycle maintenance workshops to benefit members of the community and sustain a Trust that would be formed were the application be successful.

32 Lease costs of $13,000 over three years form much of the total expenditure requested. While grant funding to support lease costs is not explicitly excluded in waste levy grant allocation policy, ongoing financial support and subscriptions are listed as ineligible purposes for waste levy grant funding on the Kāpiti Coast District Council website: Waste levy grants - Kāpiti Coast District Council (kapiticoast.govt.nz)

33 Follow up indicated that this project hopes to significantly add to existing bicycle refurbishment and recycling initiatives occurring in-region; that it would be a new not ongoing project as indicated originally in the application; that multi-year lease expenditure requested would be for ‘seed funding’ only to get the organisation established; and clarification of quantifiable target weights diversion of bicycles and components from landfill.

34 The panel assessed that the project as presented delivered lesser impact and potential for participation and [waste minimisation] education, and for leading to long term waste minimisation action and behaviour change. While elements of the project did touch on allocation criteria, other applications were assessed as having a combination of higher impact at lower cost and/or likelihood of achieving long term waste minimisation action and behaviour change from participants.

35 Refurbishment or disassembly of discarded bicycles for metal recovery is time-consuming. Metal content recovered does have established recovery streams but at low value.

36 Several existing bicycle refurbishment and community hire initiatives are already established in-region. It was observed that an indicated significant increase in refurbishment and material recovery could occur without negatively impacting existing initiatives to some degree. This might result in the nett benefit being lower than indicated.

37 With Community Projects oversubscribed, funding has been prioritised for eligible applications which are most likely to achieve long term waste minimisation outcomes and behaviour change.

38 Recommendation to Council: While acknowledging the additive intent alongside existing initiatives and partial waste minimisation focus for this project, part-funding for a pilot excluding lease costs is recommended to Council, for $2,000 - part-funding, excluding most lease costs.

39 The applicant is encouraged to apply in future years when there is greater certainty around nett [breadth and scale] benefit to the community, quantifiable waste minimisation actions and behaviour change by participants, and how the project will become self-sustaining without recourse to a significant portion of the project being for ongoing lease costs.

40 Te Kura ā Iwi o Whakatupuranga Rua Mano - has applied for $15,000 to recover waste building materials to incorporate into tiny home builds.

41 Three of four assessment criteria are met by this application. Firstly, incorporating circular principles into the heart of this project and that has a good chance of embedding long-term waste minimisation actions and behaviour change by participants. Secondly, success measures are simple, clear and directly relate to waste minimisation. Thirdly, there are good opportunities for active community involvement via a range of ways of contributing.

42 Transportation costs of $20,800 [45%] and project related wages of $14,400 [32%] are a combined 77% of expenditure, with materials sourced from a variety of in- and out-of-region locations.

43 Follow up indicated that reliable material sourcing has led to the establishment of key working relationships across pre-owned/used materials and new materials that have been seconded or otherwise returned damaged to manufacturers/distributors. Ōtaki Zero Waste was mentioned for some sourcing, but that insufficient quantities were available on a regular basis.

44 They further indicated that material acquisition priorities “present a delicate dance…in maintaining an influx of high quality, as well as cost effective and sustainably minded in their recycling quality”.

45 The applicant is aware of MBIE guidance related to tiny buildings and consenting requirements. They have confirmed that the structures designed and built are temporary/non-permanent, not occupied by people on a long-term basis, and that they would be willing to sign an acknowledgement that if funding or part-funding for materials were recommended. This would ensure that any reputational risk to Council by implicit support of a project that might result in contradicting consenting of tiny structures is mitigated.

46 Otaihanga Zero Waste Hub [OZWH] are an in-region resource recovery site for suitable build materials that the applicant indicated has not yet built an active working relationship with for sourcing. Both the applicant and OZWH have indicated a willingness to source/provide materials locally – meeting waste levy requirements for in-region spend.

47 With Community Projects oversubscribed, funding has been prioritised for eligible applications which are most likely to achieve long term waste minimisation outcomes and behaviour change. This project meets three of four assessment criteria and assessed as having mid-level impact compared with other eligible projects.

48 Recommendation to Council: Part-fund in-region materials sourcing as a credit for material purchases through OZWH for $4,602.

49 Paekākāriki Orchard Group has applied for $6,500 to “take care of what we have started!” They intend to achieve this firstly, by promoting and expanding their PaeCycle Project, including by helping folks in hardship (subsidy fund), and to fund their compost co-ordinator for one more year. Secondly, the introduction of community education at monthly meets/working bees.

50 This application meets three of four assessment criteria, was assessed as having higher-level impact, and aligns closely with project applications encouraged on the Kāpiti Coast District Council ‘about waste levy grants’ website page.

51 With Community Projects oversubscribed, funding has been prioritised for eligible applications which are most likely to achieve long term waste minimisation outcomes and behaviour change. Paekākāriki Orchard Group have shown strong leadership for quantifiable waste minimisation through community-building over a sustained period.

52 Recommendation to Council: $5,000 part-funding.

53 Ōtaki Women’s Community Club (Ōtaki Market) has applied for $5,000 for two projects. Firstly, 14% of funding for a sustainable campaign for the Ōtaki Kids Market, and secondly, 86% of funding for waste management and ‘at-bin’ education by Organic Wealth at all Market events.

54 Some of the Market dates and expenditure indicated in the application precede the 19^thNovember waste levy grants allocation subcommittee meeting.

55 The first aspect of the application, sustainability campaign, was assessed as not meeting the assessment criteria minimum threshold. Focusing more broadly on sustainable products and promotion was not shown to specifically lead to long term waste minimisation action and behaviour change by participants and was judged ineligible.

56 The second aspect, waste management by a contracted third party, provides a good link to waste minimisation but at a high per-event cost, and handing-off responsibility for event waste minimisation and education to a paid contractor.

57 The applicant was contacted to speak to the extent to which the organisers might be empowered to run a waste minimisation system in-house in the future, and they indicated a new Sustainable Strategy, and more volunteers involved which might include education aspects.

58 With Community Projects oversubscribed, funding has been prioritised for eligible applications which are most likely to achieve long term waste minimisation outcomes and behaviour change. The project meets one of four assessment criteria and is assessed as having low-level impact in comparison with other eligible projects.

59 Recommendation to Council: Part-fund $800 towards Organic Wealth waste minimisation. It is hoped that Ōtaki Women’s Community Club can utilise Organic Wealth’s expertise as an opportunity to upskill and operate waste minimisation at events themselves in the future.

60 Worm It Up has applied for $6,890 to fund collecting other household’s kitchen scraps and composting them in their worm farms, as a monthly subscription service. The applicant is applying to purchase additional hardware necessary for the collection and processing of this organic waste. Currently, they serve ten (10) households and would like to expand up to sixty (60) households.

61 This application meets all four assessment criteria. Subsequent follow up answered questions raised by the internal panel related to a resolved plan for subscription growth, collection costs being covered, further analysis of subscription pricing, and revisions to success measures to take account of preferred methods for managing organic growth.

62 With Community Projects oversubscribed, funding has been prioritised for eligible applications which are most likely to achieve long term waste minimisation outcomes and behaviour change. This project is assessed as having high-level impact in comparison with other eligible projects.

63 Recommendation to Council: Part-fund this project for $4,500. After an initial $1,125 tranche to support growth to 20 subscribers, it is recommended to phase further funding into tranches of $1,125 each based on reporting of subscription growth per ten new subscribers up to a total of 50 new subscribers within the grant period.

64 He Iti nā Mōtai has applied for $1,499.63 to fund rotating compost tumbler bins, to extend mātauranga to whānau by planning compost-making days, and thirdly materials to build roofing over, spouting to catch rain, and wood shavings for a whare heihei (chicken coop).

65 The composting aspect of the application meets all assessment criteria and was assessed as a relatively low-cost and high impact project. Composting education, also eligible was not listed as an expenditure line on the application. Materials including corrugate sheet, nails, spouting and wood shavings are ineligible expenditure purposes for waste levy funding.

66 With Community Projects oversubscribed, funding has been prioritised for eligible applications which are most likely to achieve long term waste minimisation outcomes and behaviour change. One aspect of this project is assessed as having high-level impact in comparison with other eligible projects.

67 Recommendation to Council: Part-fund $811 – fully fund eligible composting expenditure.

68 Māoriland Charitable Trust [MCT] [option 2] has applied for $5,586.85 to fund reuse hire services for Māoriland Film Festival, consisting of $3,200 for volunteer koha, $1,192 for ongoing staff wages, and $1,194.85 for reusables hire from a third party.

69 The application meets two of four assessment criteria: quantifiable success measurement, and breadth and scale of community involvement. The remaining two criteria, long term waste minimisation actions and behaviour change by participants, requires wider adoption by event organisers of reusables. This is outside of the direct control of the applicant, as is the likelihood of the reuse project becoming self-sustaining.

70 The nett environmental and reputational benefits of such systems are well recognized, as well as whole-of-life cost savings from implementing reuse systems. Follow up with the applicant indicated that they are hoping to gather and create their own reusables fleet over time.

71 Without a dedicated Para Kore space for reusables handling onsite, for which waste levy grant funding is ineligible, plus willing volunteers to process reuse in real-time, hiring a fleet of reusables from regionally based social enterprises is an imperfect option to minimise avoidable packaging waste. MCT hired reusable fleet from Wellington-based NonStop Solutions in 2023 and has proposed to do the same for 2024 with this application.

72 Follow up facilitated an introduction to FillGood, a recent new Wellington-based event reuse organisation. FillGood’s model delivers reusable fleet and collects those items for offsite wash, sanitise and subsequent re-issue at events. This model overcomes one issue of infrastructure and some logistics onsite to manage reusables but creates another - higher transport costs for sourcing from outside of Kāpiti region.

73 Māoriland Charitable Trust has received waste levy grant funding in the three prior years: April 2021 $460 for zero waste workshops and shifting to compostable packaging, December 2022 $8,701.51 for community composting project resources, December 2023 $7,946.73 for a reuse educational initiative and reusable crockery hire.

74 With Community Projects oversubscribed, funding has been prioritised for eligible applications which are most likely to achieve long term waste minimisation outcomes and behaviour change. This project is assessed as having mid-level impact in comparison with other eligible projects.

75 Recommendation to Council: Part-fund the reuse aspect of this project for $2,500.

76 Note: The applicant is encouraged to continue to explore reuse hire options and/or piloting fleet acquisition costs for in-house reusables, and to utilise funding in these areas as deemed most impactful.

77 Katihuki Marae has applied for $2,019 for colour coded bins and signage, originally in the Business Waste Reduction category. That application was for $504.75 for 3 to 4 bins, of which up to 50% could be assessed for funding. An officer contacted the applicant to discuss if they wished to amend their application to be considered in the Community Projects category. The applicant also updated their funding request to $2,019.40 for six bins and accompanying signage/labels.

78 By agreement this application was assessed for recommendation under the policy applicable to the Community Projects funding stream.

79 By better organising their waste into green/food scraps, red/rubbish, yellow/recyclables waste streams – they hope to inclusively promote and support their waste minimisation efforts to marae and hapū members.

80 Source separation of waste streams is an important step in driving waste minimisation outcomes, by ensuring materials that can be recovered are not contaminated at the point of disposal. The applicant has indicated that bin maintenance and systems are to be supported by one of their Maintenance Committee at the Marae.

81 The application largely meets all four assessment criteria, with recycling regarded relatively lowly on the recovery element of the waste hierarchy, and food scraps as a priority stream. It is noted that the applicant has made other changes from the original application, requesting two each of red/rubbish, yellow/recycling and grey/paper colour coded bins in the updated quote.

82 With Community Projects oversubscribed, funding has been prioritised for eligible applications which are most likely to achieve long term waste minimisation outcomes and behaviour change.

83 Recommendation to Council: Part-fund $1,000, which is just under half of the revised funding request amount and is more than four times what could have been recommended under the Business Waste Reduction category. This will allow for the purchase of up to four colour coded bins at a unit cost of $217 +GST, or three bins and the costs associated with customising the labels to suit.

Applications recommended to be declined

84 Māoriland Charitable Trust [option 1] has applied for $23,949 to build a dedicated and covered/protected from all-weathers Para Kore space.

85 Acknowledging the applicant’s requirement for a covered Para Kore space for waste minimisation, materials and labour directly related to the construction of a covered space are ineligible for waste levy expenditure.

86 Decline recommendation to Council.

87 Waikanae Primary School has applied for $200 to collect rainwater so that they can use it in their Eco Centre garden where they grow vegetables, fruits and other plants. This would allow them to reduce their dependence on the town water supply and promote environmental awareness.

88 While laudable that the applicant seeks to collect rainwater it is not a recognised waste stream and therefore ineligible for Waste Levy funding.

89 Enquiries have been made internally across Water, Climate and Connected Communities, and Customer Engagement teams to be able to propose alternative funding sources. Unfortunately, at this stage no other funding opportunities are open, although the applicant is encouraged to keep an eye on future council grant rounds that they may be eligible for.

90 Decline recommendation to Council.

91 Beach FM seeks $9,160 in the Community Projects category to fund an on-air campaign to promote waste reduction. With the Waste Levy Grant Community Projects category oversubscribed, the application was also assessed against allocation criteria in Category 2B: Business Waste Reduction, resulting in a decline recommendation in that category.

92 The novel premise of a waste levy grant Community Project by a commercial radio station to create audio-based content to promote waste reduction is acknowledged.

93 The internal officer panel unanimously agreed that the application and further information supplied do not meet the allocation policy criteria of describing how the project will lead to long-term and measurable/quantifiable waste minimisation actions and behaviour change, and by the applicant’s own proposal, has a minimal likelihood of the project becoming self-sustaining.

94 Additionally, the applicant has not provided a sufficient level of detail about the proposed content and campaign, meaning a project assessment was unable to be concluded.

95 Officers additionally sought specialist advice from senior members of the Communications and Engagement team, who raised concerns related to: using waste levy funding to buy commercial radio advertising; that project/campaign details and success measures were not aligned with the requirements of the allocation policy; that the proposal delivered poor value for money, unclear how effectiveness would be measured, and that lower cost digital campaigns could achieve greater reach.

96 Specifically, the application and subsequent follow up discussion did not show how the proposed campaign could be a 'practical waste minimisation project(s) which encourage community participation and education and/or are of benefit to the community of Kāpiti and lead to long term waste minimisation action and behaviour change.’

97 Decline recommendation to Council. This application was assessed to fall below the threshold required to be recommended for funding in the Community Projects category. As the application does not meet the requirements of the allocation policy it is recommended that funding for this application in the community category be declined.

98 Notwithstanding the above recommendation to Council, Beach FM are encouraged to maintain dialogue that might more closely align to regional WMMP (2023-2029) and local actions funded outside of waste levy grant funding. It is understood that a working relationship already exists between Beach FM and council, via the Communications and Engagement team.

99 Ruth De Jager Consulting seeks $6,561 to buy and install two bins at beach access points, for “The Coastal Care Project Initiative”.

100 Publicly available GIS data indicates there are approximately ten public bins already situated on or in the vicinity of Tutere St, and that receive regular servicing by council contractors. Suggestions for the introduction of more public bins, or input related to re-siting existing bin locations can be made by contacting council through any of many existing channels.

101 The application has considered litter disposal hardware and installation costs but has not explained how the project will minimise waste – a requirement of the allocation policy.

102 The application does not meet three of four assessment criteria of the allocation policy, related to long-term waste minimisation actions, breadth and scale of community involvement, likelihood of project becoming self-sustaining.

103 The application does comprehensively list a wide range of success measures: five key performance indicators, regular progress reports, detailed impact report, visual and data representations, community feedback summary, financial summary, final evaluation report, presentation to Council. It is observed that this comprehensive list may take significant time and energy to audit, process and publish. The applicant has indicated summary line expenditure of $111 for admin costs. No admin costs quotes have been supplied.

104 Decline recommendation to Council.

105 Note: The nationwide Litter Intelligence project run by citizen scientists under the expert guidance of Sustainable Coastlines is something the applicant is encouraged to support, along with the work of local groups active in the locale, including the Waikanae Estuary Care Group.

106 Ahoaho māra kai has applied for $7,600 to facilitate students to manage an anaerobic digestion [AD] biodigester system. Of that total, 74% ($5,600) has been requested for staff wages, and the remaining 26% for materials ($1,000) and promotional purposes ($1,000).

107 A waste levy grant Business Projects application by Energise Ōtaki received full allocation of part-funding for $8,000 in the 2023-2024 funding round, for a small-scale anaerobic digestion pilot.

108 Interim reporting against success measures indicated in Energise Ōtaki’s 2023-2024 application were requested and received integral to the evaluation of this same/interlinked 2024-2025 project application by Ahoaho māra kai.

109 The interim report back referenced against the applicant’s stated success measures has raised concerns about spend, governance and project status, and the likelihood of achieving year 1 outcomes within the timeframe indicated.

110 For example, the application included the purchase of two systems at a cost of $7,200 in arriving at a 50% project co-fund of $8,000 in the Business Projects category for an overall project cost of $16,700. 85% through the project timeline and hardware expenditure reported of $1,699.95 is a significant 77% less than provided in the project application.

111 Decline recommendation to Council: With significant uncertainty arising from the interim update about the development of the 2023-2024 project it is recommended that funding for this directly connected but separately lodged 2024-2025 application be declined.

112 The 2024-2025 funding round applicant is encouraged to re-apply in future funding years when greater clarity around spend, governance and project status stated in the 2023-2024 project application are reported and assessed as resolved.

Tangata whenua

113 Tāngata whenua were consulted as part of the consultation process for the 2023-2029 WMMP final draft, subsequently adopted by the eight Wellington region councils between December 2023 and March 2024. Contestable waste reduction grants is local action 3 (appendix 2) under the plan, and the Waste Levy Grants Allocation Policy is well aligned with many other actions under the WMMP

114 Kāpiti mana whenua were notified directly of the opportunity to apply for Waste Minimisation Grants (Ngāti Toa, Ātiawa ki Whakarongotai and Ngā Hapū O Ōtaki).

Panonitanga āhuarangi | Climate change

115 The relationship between waste and climate change is tightly linked. By changing how we dispose of things, minimising what we dispose of, and rethinking the way we use things, we support reducing landfill emissions and overall districtwide emissions.

116 Allocation of waste reduction grants to community groups and projects contributes positively towards the community transitioning towards a low carbon future.

117 These community focused projects also contribute positively to the outcome of building more connected and resilient communities.

Ahumoni me ngā rawa | Financial and resourcing

118 The Waste Levy grants are funded from the Waste Levy fund, distributed by MfE from charges levied from waste disposed to landfill. There is no rates funding involved.

Ture me ngā Tūraru | Legal and risk

119 Potential for misuse of funds. As with any grant, there is risk that the funds granted are not used for their allocated purpose.

120 To mitigate this risk and to ensure the funds are spent on waste minimisation outcomes relating to granted projects, council officers have an established report back procedure to get data back from projects. From this process, staff receives financial spend, waste diversion and project reach data to review. This ensures that projects are on track and that we can share their impact and success with the community.

121 After fund allocation, staff work with the grant recipients to ensure they are aware of the report back requirements prior to project initiation. If there are any barriers to collecting such data, staff work with the recipient to get the best outcome possible.

122 If the report back is not satisfactory or not submitted, council has the right to refuse further waste levy grant funding (or pause a gradual payment schedule) to that organisation. In all such cases, staff will work to resolve any issues prior to refusing further funding.

123 Reputational risk. Grant funding a project that might contradict other Council regulations or regulatory requirements – refer Sections 41-49. This risk can be mitigated by including in relevant funding agreements that the applicant confirms materials grant support is explicitly not an endorsement of end-use that may be in a grey area for building regulations.

Ngā pānga ki ngā kaupapa here | Policy impact

124 The funding recommendations are in line with the Waste Levy Grants Allocation Policy 2020 and guidance at Waste levy grants - Kāpiti Coast District Council (Appendix 3 pdf copy of website page).

125 The allocation of waste reduction grants to Community Projects is in line with the objectives and actions set out in the current Wellington Region Waste Management and Minimisation Plan 2023-2029.

TE whakawhiti kōrero me te tūhono | Communications & engagement

Te mahere tūhono | Engagement planning

126 An engagement plan is not needed to implement this decision. Council will communicate this decision through its established communication channels.

Whakatairanga | Publicity

127 Council will use its established communications channels to inform the community of this decision and provide updates as the recipient projects progress.

Ngā āpitihanga | Attachments

1. Waste Levy Grant Allocation Policy 2020 ⇩

2. Kāpiti Coast Local Action Plan 2023-2029 WMMP ⇩

3. PDF Copy of Waste Levy Grants Page of Kāpiti Coast District Council Website ⇩

4. Business Katihuki - Public Excluded (under separate cover)

5. Community 01 Cyclic Enterprises - Public Excluded (under separate cover)

6. Community 02 Waikanae Primary School - Public Excluded (under separate cover)

7. Community 03 Beach FM - Public Excluded (under separate cover)

8. Community 04 Raumati Technology Centre - Public Excluded (under separate cover)

9. Community 05 Te Kura-a-Iwi Whakatupuranga Rua Mano Charitable Trust - Public Excluded (under separate cover)

10. Community 06 Ōtaki College - Public Excluded (under separate cover)

11. Community 08 Paekākāriki Orchard Gardens - Public Excluded (under separate cover)

12. Community 09 Ōtaki Womens Community Club - Public Excluded (under separate cover)

13. Community 10 Ruth De Jager Consulting - Public Excluded (under separate cover)

14. Community 011 Worm It Up - Public Excluded (under separate cover)

15. Community 013 Ahoaho māra kai - Public Excluded (under separate cover)

16. Community 0XX HINM - Public Excluded (under separate cover)

17. Community 0XY Māoriland Charitable Trust - Public Excluded (under separate cover)


RĀRANGI TAKE AGENDA Te Komiti Tuku Tahua Pūtea \| Grants Allocation Committee (Waste Levy) Meeting
I hereby give notice that a Meeting of the Te Komiti Tuku Tahua Pūtea \| Grants Allocation Committee (Waste Levy) will be held on:
Te Rā \| Date:	Tuesday, 19 November 2024
Te Wā \| Time:	9.30am
Te Wāhi \| Location:	Council Chamber Ground Floor, 175 Rimu Road Paraparaumu
Sean Mallon Group Manager Infrastructure and Asset Management

Cr Nigel Wilson	Chair
Cr Glen Cooper	Deputy
Mayor Janet Holborow	Member
Cr Rob Kofoed	Member
Cr Shelly Warwick	Member
Mr Tonchi Begovich	Member
Ms Tarn Sheerin	Member
Mr Sean McKinley	Member
Ms Christine Papps	Member
Mr Bernie Randall	Member
Cr Martin Halliday	Member