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4 for 40 Stop the Silence
1 Dec 2023 - 31 Mar 2024
INCOME
Funding request details
Budgeted amount
Actual amount
Add request details here
Amount requested
ECDF
30,000.00
30,000.00
OTHER INCOME
Budgeted amount
Actual amount
List all expected and confirmed project income
Budgeted amount
Seed Fund - FIANZ
5,000.00
5,000.00
Admin support (Asturlab)
5,000.00
4,500.00
Community donations (from bil board campaign)
0.00
2,478.00
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TOTAL INCOME
40,000.00
41,978.00
EXPENDITURE
Budgeted amount
Actual amount
Amount paid by grant
List all expected and confirmed project expenses
Please provide the breakdown of all actual expenses upon completion o f your
Weekend Wānanga (in Christchurch) - youth networking
5,000.00
382.06
382.06
Project Coordination and relationship building (200hrs @$35/hr)
7,000.00
7,000.00
7,000.00
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Volunteer Reimbursements and koha
2,000.00
2,000.00
0.00
Training and development - upskilling in social media skills
2,500.00
3,000.00
3,000.00
Meetings and community engagement sessions
2,500.00
2,500.00
2,500.00
Content development - creating social media posts (5/wk x 6 wks) on Facebook,
2,000.00
2,671.17
instagram and X
2,000.00
Photographer - support content creation, capture engagements etc.
1,000.00
1,000.00
0.00
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Videographer - to develop short videos and reels for social media
1,000.00
1,000.00 $
1,
000.00
Boosting posts ($200-$400/wk over 6 weeks)
2,000.00
2,000.00 $
2,
000.00
Comments Moderation (2 people x 1hr/day x 50 days x $25/hr)
2,500.00
2,500.00
2,500.00
the
Surveying participants (developing, delivery and analysis)
1,000.00
1,000.00
1,000.00
2,500.00
2,500.00
Email writing (daily emails for campaign subscribers $50/email x 50 emails)
2,500.00
Establishing Website (design, development, domain, hosting etc)
3,000.00
3,000.00
3,365.99
Campaign Monitor and social media platform setup
1,000.00
1,000.00
0.00
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Initial Content development (welcome pack, FAQ, website)
1,500.00
1,500.00
0.00
Conceptual design and framing including logo and initial content
1,000.00
1,000.00
0.00
Volunteer induction, coordination and support
2,500.00
2,500.00
1,000.00
Billboard Campaign
0.00
3,500.00
1,022.00
TOTAL Budgetted EXPENDITURE
40,000.00
39,382.06
29,941.22
Operational Surplus/Deficit
0.00
$2,596
$59
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Document 2
From:
s9(2)(a)
To:
s9(2)(a)
Cc:
s9(2)(a)
Subject:
RE: Grant results report (ECDF-2024-255668)
Date:
26 August 2025 06:29:44
Attachments:
image002.png
image003.jpg
ECDF Final Expenditure Report 4 for 40.xlsx
Kia ora s9(2)(a)
Thank you for your feedback on our results report for the "4 for 40 Stop the Silence" campaign. I
apologise for the belated response as I am overseas currently. Please find our responses below
to the questions you raised and an attached updated expenditure report as requested:1982
1. Expenditure Report
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Completed as requested using your template. Excel sheet attached showing initial vs actual
budget with all income sources.
2. Website Development Funding Clarification
To clarify the distinction between the two funding sources for website development:
FIANZ Funding ($5,000): Covered initial 4for40.nz website development and campaign setup
including Campaign Monitor (email distribution), social media platform setup, initial content
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development, and conceptual design. This work was done with a local Christchurch-based PR
company.
ECDF Grant Allocation: We engaged a second company (run by a Muslim founder) to establish
stopthesilence.nz, which focused specifically on raising awareness about the humanitarian crisis
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and need for peace and justice in Gaza. This company also provided social media support,
boosting posts, workshops and engagement analysis.
the
The stopthesilence.nz website operated as a targeted initiative within the broader "4 for 40"
programme framework.
3. Billboard Expenditureunder
We acknowledge that billboard advertising was not explicitly itemized in our original budget
submission so have added it to the excel sheet However, this activity aligned with our overall
project objectives of raising awareness and community engagement.
The billboard campaign emerged as an opportunity to amplify our message and successfully
generated community discussion. Significant community donations meant only 3% of ECDF
funding was used for this purpose.
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4. Prayer Spaces Budget Discrepancy
We apologize for any confusion in our narrative report. To clarify:
no ECDF grant funds were
directly spent on establishing prayer spaces at community events. This activity was part of our
campaign manager's community engagement and relationships role (covered within their
allocated hours), not a separate expense. This activity reflected our commitment to community
engagement and participation in community activities at a time the community had concerns
around public participation and visibility during a sensitive period.
5. Participation and Beneficiary Numbers
Based on our campaign metrics, the following participation numbers can be confirmed:
Email campaign: Around 100 individuals engaged in our 40-day awareness campaign
Workshops and weekend wananga: 30-40 people attended in-house workshops and
weekend wananga focused on campaign messaging, social media engagement and skills
development
Billboard volunteers: 20 people involved in campaign support
Billboard reach: Estimated 100,000-200,000 unique views
Social media engagement: Data held by dot media (contracted company)
Community events: Multiple events benefited from increased Muslim participation
through prayer space facilitation
Note: The weekend wananga was successfully delivered as a 1-day event in a free venue, run by
our campaign manager and volunteers, resulting in significantly lower costs than originally
budgeted.
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Conclusion
We are committed to transparency and accountability in our grant reporting. We appreciate
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your patience as we provide these clarifications and acknowledge the importance of proper
communication regarding budget variations in future projects.
Should you require any additional information or documentation, please do not hesitate to
contact us.
Nga mihi,
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Noho ora mai,
s9(2)(a)
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From: s9(2)(a)
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Sent: Tuesday, 5 August 2025 3:02 am
To: 9(2)(a)
Cc: s9(2)(a)
Subject: Grant results report (ECDF-2024-255668)
Kia ora,
Thanks for submitting the results report for the $30,000 grant (ECDF-2024-255668) awarded to
your organisation in December 2023.
Please note we have the following concerns and need you to address it urgently before we can
close the grant.
1. For Expenditure Reports we want to see your initial budget against your actual budget
side by side, and all your sources of income stated in there. I have attached the budget
that you provided to us with your funding application, your final budget and our ECDF
template – is it possible for you to align actual with initial budget on the template, include
all income sources; report all expenses side by side and indicate where the grant was
spent, please?
2. In your application you mentioned you received $5,000 from FIANZ which went towards
website development. In your results report, you stated our grant also went towards
website development – please confirm?
3. Spend on billboard – looks like this is an expenditure that was not in your initial budget.
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One of the conditions of the grant is you must spend it on approved costs as per your
budget. If you choose to spend it on costs that are not stated in your budget, then you
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need to check in with the ECDF team. Please confirm if you contacted one of us on this.
4. Budget is not matching your report narrative. Your report says the grant was spent on
establishment of prayer spaces at various community events in Christchurch, but I don’t
see any costs itemised for that in your budget? Please explain.
5. Please confirm how many people participated or benefitted from the campaign?
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I look forward to receiving additional information from you.
If easier, I can always call and explain.
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Let me know.
the
Thanks
s9(2)(a)
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Community Funding Advisor
System Capability and Programmes
Te Tari Mātāwaka | Ministry for Ethnic Communities
215 Lambton Quay,Wellington
www.ethniccommunities.govt.nz
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Document 3
From:
s9(2)(a)
To:
s9(2)(a)
Subject:
RE: Notification: OIA2526-0072 – release of final document
Date:
16 September 2025 15:22:53
Attachments:
image001.png
image002.png
Thanks s9(2)(a) yess9(2) will get an opportunity to see the summary and highlight any concernss9(2)(a)
(a)
may have on that. Aimee said at the end of the day it is upto us to decide what we want to do.
So if s9(2)(a) has further issues on the summary then Aimee and team will try to address that, but
they still think atleast something should be provided rather than nothing.
Great you are meeting with Fleur tomorrow and thanks for adding to your list.
Cheers
s9(2)(a)
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From: s9(2)(a)
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Sent: Tuesday, September 16, 2025 3:19 PM
To: s9(2)(a)
Subject: RE: Notification: OIA2526-0072 – release of final document
Thanks for providing an update and potential way forward for me to share with Fleur.
I read s9(2)(a) concerns. With the summary you are suggesting – would it be checked with
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s9(2)(a)
is comfortable with it as a solution? This is new for me too, so I am trying to
understand it fully and be prepared for any potential questions I might get about it. Would it
be sent to the requester noting it is a summary?
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I am meeting with Fleur tomorrow – so I have added this to my list.
the
From: s9(2)(a)
Sent: Tuesday, September 16, 2025 2:25 PM
To: s9(2)(a)
under
Subject: FW: Notification: OIA2526-0072 – release of final document
Hi s9(2)(a)
I have had a chat with Gina and Aimee regarding below. Aimee said since s9(2)(a) is hesitant to
provide the report to OIA requestor (see s9(2)(a) email below) we could do a summary instead. I
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think that would be good because then it will cut out the additional bits.
What are your thoughts and do you think you could talk to Fleur and get her feedback on this
proposed way forward?
Plan is once you and Fleur agree, I could work withs9(2)(a) on that summary and then it will come
to you and Fleur again for review/final sign off.
Please note they said there is no time pressure, but it would be good to address this soon.
Let me know.
Thanks
s9(2)(a)
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9. Document seven is being withheld for the time being under section 9(2)(ba)(i) of the
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Act to protect information, which is subject to an obligation of confidence, where the
making available of the information would be likely to prejudice the supply of similar
information, or information from the same source, and it is in the public interest that
such information should continue to be supplied.
10. Following the Ministry receiving the final report (document seven), we have sought
clarification and further information from the applicant. The Ministry is currently
waiting for this information to be provided and as such, we are withh
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document seven for the time being, until this information is available. This will
ensure a fulsome and accurate document response can be provided.
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Public interest considerations
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14. The final report (document seven) is being withheld in full for the time being, under
section 9(2)(ba)(i) of the Act as the information is subject to an obligation of
confidence, where the making available of the report in its current form would be
likely to prejudice the supply of similar information. As we have sought clarification
and further information from the applicant, and are yet to receive the requested
information we are withholding document seven for the time being, until this
information has been provided. This approach ensures we can provide a fulsome and
accurate document.
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19. The applicant has also requested that the final report (document seven) is withheld
in full until they have provided the requested information to the Ministry. This has
been incorporated into the respons
the e and document seven is being withheld for the
time being. Out of scope
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9(2)(a)
21 August 2025
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