Report to District 9930 Club Presidents and Asst Governors as at 30 June 2023 Committee DG Kevin Forgeson, IPDG Ross Pinkham, PDG Grant Spackman, D9930 Foundation Chair Ken Smith, D9930 Treasurer Keith Ardern, President and Past ADG Ray Kitchen, ADG Aaron Kearney, D9930 Foundation Committee Member Russell Kilpatrick, ADG Pat Taylor,
Background The D9930 Foundation Grants Subcommittee was tasked with administrating a USD25000 Disaster Response Grant from TRF.
Subsequently, as funds built up from generous private individuals and clubs the subcommittee (bolstered by senior District Governance) was tasked with handling this appeal fund too.
Affected areas within the district were identified with funds based on population, number of clubs, and media reportage on the worst affected areas. Clubs included in the TRF Grant were the 5 Napier Clubs, 4 Hastings Clubs, Gisborne, Wairoa, Thames, and Te Kuiti. It was quickly realised that Waipukurau should have been included and this was remedied with a one-off payment pro rata to the other Hastings clubs.
Subsequently, Te Kuiti club advised that they felt other areas were in much greater need of assistance than the Te Kuiti/Waitomo district and withdrew from any further payouts. It was decided to use the TRF funds to help with immediate issues facing affected communities.
The monies were generously donated to the District Fund to be used for intermediate and longer-term issues that became increasingly evident over time. Guiding Principles Speed is of the essence Administration is to be kept to a minimum Use of a high trust model. (We are after all dealing with Rotarians) Keep things simple Be ever mindful of PR opportunities It was realised that cash was the best means of quickly helping the community so the Committee agreed to allow cash payments to be made provided an email was received from the receiving organisation acknowledging receipt and advising how funds had been or would be spent. In all other instances receipts and/or copies of bank statements were to be submitted with final reports.
Financial Information Total Amount collected $336,715-37 TRF Grant $38,500-00
Ist Tranche D9930 grant $66000-00 Waipukurau RC (One Off) 2250-00 Payments to affected Rotarians 40500-00 $147250-00 Contestable Fund (see separate report) 5,8280-00 Second Tranche D9930 Grant 123,000-00 $3,28530-00 BALANCE $8,185-37
Second Tranche disbursed as follows: - Napier (5 clubs) 42000-00 Hastings/Waipukurau (5 clubs) 3,5000-00 Gisborne 19500-00 Wairoa 19500-00 Thames 7000-00 TOTAL $123000-00 I report on each Grant as follows TRF Disaster Relief Grant $38500 Disbursed to clubs 10 March 2023 with reporting due March/April 2023 For food, clothing, furniture, and other essential items in terms of RI criteria.
The short reporting date was to allow us to close off the grant as quickly as possible and then apply for a second TRF Disaster Relief Grant. Unfortunately, as at time of writing we are close but not quite in a position to forward a final report.
Distributed as follows: - Te Kuiti $2000 -Te Kuiti Pa $1000 for purchase of a generator. Pa provided accommodation and meals for those displaced by the floods -Maniapoto Maara Kai Roopu Community Garden $500 to replenish food stocks used to feed those displaced by floods -Te Kuiti Community House $500 to replace motorised scooter washed away in floods. Thames $2000 Hauraki Women’s Refuge $2000 to purchase household items and children’s clothing for affected families in isolated areas. Hastings cluster (4 clubs) $9000 - Havelock North $2250 to provide 489 lunches for Task Force Kiwi volunteers who were first on the ground to assist with cleanup of flood-ravaged areas. - Hastings RC and Stortford Lodge $4500 for purchase of fuel and running costs of mechanical diggers and other heavy machinery donated by out-of-town providers (including many Rotarians) to assist with cleanup. - Hastings Karamu $2250 (from a total fund of close to $10000) for transport, food, and beverages for over 1000 traumatised schoolchildren living in isolated areas to take them on an outing to see the inspirational play The Worm. Napier Cluster (5 clubs) $13500 - Ahuriri $2700 to Salvation Army Napier. To provide food, clothing, and furniture for lower-income and welfare-beneficiary clients affected by the cyclone. - Ahuriri Sunrise $2700 to Bayview Community Centre to purchase heaters and essential equipment for 24 caravans being used as emergency accommodation by dislocated families. - Greenmeadows and Taradale $5400 to Age Concern Napier and Puketapu Parents League to meet basic needs of elders and clients of Parents groups who had lost furniture and personal effects. - Napier $2700 to supplement purchase of 27 replacement uniforms for Hukarere Girls College students. Gisborne $6000 In collaboration with Civil Defence for purchase and delivery of 7 Fridge Freezers for families in the devastated Te Karaka region. Wairoa $6000 Local Community Organisations identified 9 families who were uninsured and lost everything in the flooding. Funds used to purchase a wide range of whiteware and electrical items.
First Tranche of D9930 Grant $66000 Distributed end of March 2023 with reporting due by end of May subsequently extended to end of June 2023 Thames $3300 To Thames Business Association to assist build a website and other initiatives to encourage tourists to visit Thames. Gisborne $10500 Club is struggling somewhat with many club members impacted personally however is likely to use grants to work in conjunction with the Salvation Army to provide care packages for hundreds of people affected by the cyclone. Still progressing. Wairoa $10500 Working with Rocket Lab which purchased 100 beds for families who had lost everything. Club will use funds to purchase bedding, pillows, electric blankets etc. Negotiations with suppliers are underway. Hastings Cluster $18500 Report expected any day however the following has been achieved and reported on -Hastings Karamu. $3500 to replace surf boat damaged while evacuating people from flooded properties -Waipukurau. $5750 added to Club’s own resources plus a donation from a South Island School to create an emergency community fund and from which 17 applications have been approved. This figure includes the one-off payment of $2250 overlooked in the allocation of TRF monies. Details of funding approved by the Club are still to come. Napier Cluster $23200 Please Note. Combined with TRF Grant to make a total fund of $37700 -Ahuriri $7340 Split equally between Salvation Army and Napier Family Centre to support many low-income and welfare beneficiary families who have lost furniture and other personal items in the floods -Ahuriri Sunrise $7340. $2700 to Salvation Army (as above), $4640 to Bayview Community Charitable Trust to fund 24 displaced families temporarily living in caravans with $200 vouchers to purchase heating and other essential items. -Greenmeadows $7340 Split equally between Age Concern to assist their elder clients who have been displaced, Puketapu Parents League to assist the isolated Puketapu Community who have suffered significant damage and Waiohiki Community Charitable Trust to assist replace equipment lost in the floods that swept through the Arts Village. -Napier $7340. $4500 to Hukarere Girls College by way of uniform grants to 45 of the most affected students and $2840 to Eskdale Primary School to reconstruct the school playground washed away in the floods -Taradale $7340 Split equally between Age Concern (As above), Puketapu Parents League (As above) and Waiohiki Community Charitable Trust (as above). Targeted Funds $98700 A small subcommittee comprising IPDG Ross and PDG Grant was set up to administer funds received from NZRWCS plus funds tagged by Australian donor clubs.
Total Available $98700 split as follows: - Payments to Rotarians $40500 23 Rotarians issued grants of $900, $1800, or $2700 depending on the severity of the impact on their lives and livelihoods. Some heartwarming responses were received and there is no doubt these small payments had a significant positive impact on morale and mental health as recipients realised that their fellow Rotarians were standing right behind them. Contestable Fund $58200 11 Applications totalling $161280 received 10 Applications approved at $58280, -Hastings Karamu $2000 for Sandpit at Patoka School -Hastings Karamu $2000 to assist students at Pukehamoamoa School attend School Camps -Ahuriri Sunrise $1280 to assist Weka Scout Group with Insurance costs of Winch system -Greenmeadows $7500 to repair road damage to Camp Kaitawa -Napier $5000 to help cover counselling sessions for traumatised students -Stortford Lodge $12000 to help reinstate Tukituki Cycle Track -Hastings Karamu $10000 to Omahu School towards inter school singing competition. -Ahuriri Sunrise $10000 to restore Eskdale Tracks for Mountain Bike Club -Taradale $3500 to HB East Coast Tennis Assoc for replacement equipment -Gisborne $5000 for playground repairs throughout district in collaboration with Gisborne District Council. Reports due 31 July 2023. Second Tranche D9930 Fund $123000 This was allocated on 16 June 2023 as follows Napier Clubs $42000 Hastings Clubs $35000 Gisborne $19500 Wairoa $19500 Thames $7000 As with first tranche there are no restrictions as to how the monies can be spent other than it must demonstrably be Disaster Response related. Final report required before the end of November 2023 with interim reports (if needed) at the end of July and September. The Napier clubs are, by request, acting individually but have the option to collaborate if they so wish. Hastings cluster being effectively and efficiently coordinated by PE Stortford Lodge, Ken Haines.
All Presidents Elect have been contacted as this grant spreads over two Rotary years. Balance Unspent $8185-37 It has been agreed that these funds will be treated as Tagged Funds and either used to boost existing Contestable Fund applications or seek new applications.
As money continues to dribble in it is recommended by PDGs Ross and Grant that we hold off with distribution a little longer and this will drag on into the new Rotary year. Summary Given that there was no road map to follow, disbursement and general administration has gone well. There have been issues with meeting reporting deadlines, some misunderstanding of the rules and a lack of taking up PR/Media opportunities however we need to accept that the very people tasked with reporting are themselves or have close family members who have been badly affected by the floods. I think we can be rightfully proud at the speed we have disbursed funds and should take great delight in the huge variety of projects that clubs have seen fit to support. We now await reporting on the second tranche.
Pat Taylor D9930
Foundation Grants Chair