Agenda of Community and Environment Committee

Grants Subcommittee

MINUTES

Minutes of an ordinary meeting of the Grants Subcommittee held in the Otaru Room, Civic Centre, The Octagon, Dunedin on Tuesday 24 May 2016, commencing at 9.00 am

PRESENT

Chairperson	Jinty MacTavish
Deputy Chairperson	Kate Wilson
Members	John Barkla	Aaron Hawkins
	Sze En Lau	Bridie Lonie
	June Mills	Paulette Tamati-Elliffe
	Andrew Whiley	Desiree Williams

IN ATTENDANCE

Craig Monk (Manager, Events and Community Development), Marilyn Anderson (Community Events Advisor), Cara Paterson (Community Advisor - Arts), Craig Monk (Community Advisor - Arts), Paul Coffey (Community Advisor), Katie Whelan (Community Advisor), Garreth Kyle (Research and Monitoring Officer), Wai Piggott (Financial Analyst) and

Governance Support Officer Greg Sligo

1 Public Forum

There was no Public Forum.

2 Apologies

An apology for lateness was received from Councillor Andrew Whiley and an apology for early departure was received from Sze En Lau (Community Representative).

Moved (Chairperson Jinty MacTavish/Deputy Chairperson Kate Wilson):

That the apologies be accepted.

Motion carried (GS/2016/001)

3 Confirmation of agenda

Moved (Chairperson Jinty MacTavish/Deputy Chairperson Kate Wilson) that the Committee:

Confirms the agenda without addition or alteration

Motion carried (GS/2016/002)

4 Declarations of interest

Members were reminded of the need to stand aside from decision-making when a conflict arose between their role as an elected representative and any private or other external interest they might have.

Cr MacTavish declared an interest in Applications to the Dunedin Biodiversity Fund. Cr Wilson took the Chair.

Part A Reports

5 Dunedin Biodiversity Fund - Applications to the April 2016 Funding Round
	A report from the Research and Monitoring Officer (Garreth Kyle) advised that nine applications had been received when applications closed on 20 April 2016. The total funding amount requested was $31,916.29 which was more than the funding available ($31,366.17). Six projects either adjoined or were within Areas of Significant Conservation Value (ASCV), QEII covenants or other protected land. All applications and supporting documentation were appended to the report and had been assessed against the fund and prioritisation criteria.
	During the discussion Paulette Tamati-Elliffe entered the meeting at 9.18 am.
	Moved (Cr Aaron Hawkins/Mr John Barkla) that the Committee: Approves the allocation of funding to the applicants as per the table appended to the report from the Research and Monitoring Officer and set out below): Landscape Connections Trust $5000.00 Graham Parker $4975.00 Waitati Beach Society $2000.00 Otago Peninsula Biodiversity Trust $4450.00 John and Moira Parker $1459.38 Orokonui Sanctuary $5000.00 Shaun and Helen Murphy $481.51 Blueskin Farm $5000.00 Quarantine Island $3000.00 Motion carried (GS/2016/003)

6 Dunedin Biodiversity Fund - Final Reports on Completed Projects

A report from the Research and Monitoring Officer (Garreth Kyle) provided a summary of the grants that had been completed since the 30 September 2015 funding round. Six project reports had been received. The total funding amount that had been requested by the applicants ($51,794.62) was more than the funding allocated for each funding round ($30,000). All applications had been assessed in relation to the fund criteria and the prioritisation criteria to assist the Committee in considering the applications and allocation of grants.

Moved (Deputy Chairperson Kate Wilson/Mr John Barkla) that the Committee:

a) Receives the Dunedin Biodiversity Fund – final reports on completed projects.

b) Approves the grant release from the DECT.

c) Notes the Dunedin Biodiversity Fund – final reports on completed projects.

Motion carried (GS/2016/004)

Cr MacTavish took the Chair at this point. Desiree Williams entered the meeting at 9.32 am.
7 Application from Otago Racing Club and Forbury Park Trotting Clubs for Rates Relief Grants
	The Otago Racing Club (ORC) and Forbury Park Trotting Club (FBTC) had both applied for a Rates Relief Grant. There was discussion on the level of use by community groups, and the level of rates paid by community groups generally.

	Moved (Cr Aaron Hawkins/Ms Desiree Williams) that the Committee: Declines the application for Rates Relief Grants for The Otago Racing Club and Forbury Park Trotting Club. Motion carried (GS/2016/005) with Cr Wilson voting against

8 Grant Applications
	a) Events Grants The Committee reviewed the applications, the total project cost, amount applied for, and the amount recommended for the grant. During the discussion Cr Whiley entered the meeting at 10.06 am.
	Moved (Chairperson Jinty MacTavish/Ms Sze En Lau): that the Committee Approves the funding for Events grants as follows: Dunedin-Edinburgh Sister City Society $3000 Otago/Southland Amateur Fencing Council $2500 Mountain Biking Otago Inc. $2500 Circulation Community Inc $3000 Squash Otago Inc $1000 Dunedin Bird Club $2000 Southern Heritage Trust $4000 Life Matters Suicide Prevention Trust $1000 Rape Crisis Dunedin Inc $1393 Samoan Advisory Council $950 Otago Fish and Game $1317 Dunedin Open Gardens Association $1000 Otago Malaysians' Student Association $1000 South Dunedin Business Association $4000 Motion carried (GS/2016/006)

	The meeting adjourned at 10.47 am and reconvened at 11.00 am

	b) Creative New Zealand Creative Communities Dunedin Scheme Cr Hawkins and Bridie Lonie withdrew from the meeting during consideration of the application from the Back Beach Writers' Group. Ms Lonie also stepped back for application for the Art and Space project. Cr MacTavish withdrew from the meeting during consideration of the application from Jan Oliver Lucks. It was agreed that the application from Poems in the Waiting Room would not be approved, but staff would encourage the applicant to reapply when the proposal had been tightened up and refined further. The meeting adjourned at 12.40pm and resumed at 1.03pm. Councillor Hawkins withdrew from consideration of the application from Aroha Novak. The Committee reviewed the applications, the total project cost, amount applied for, and the amount recommended for the grant.

	Moved (Chairperson Jinty MacTavish/Cr Aaron Hawkins) that the Committee: Approves the following Creative New Zealand Creative Communities Dunedin Scheme grant applications: Art and Space Project $3000 Kimberley McAlevey $2500 Louise Kewene-Doig $3500 Dunedin Performing Arts Competitions Soc $500 Friends of the Globe Theatre 2500 Dunedin Medieval and Renaissance Society $2670 Circulation Community Inc Society $2000 West Harbour Arts Charitable Trust $2500 Just Atelier $3277 The Back Beach Writers Group $3080 Aroha Novak $4000 Southern Heritage Trust $4300 Creative Arts Trust $1830 IHC New Zealand Inc $3500 Yellow Eye Ltd $5000 Gasp Dance Collective Inclusive Dance Class $1750 Jan Oliver Lucks $5000 Connected Media Charitable Trust $2000 The Vogel Street Party Charitable Trust $3250 Dunedin Chinese Art/Instrument Assn. $1320 Motion carried (GS/2016/007)

	c) Dunedin City Council Arts Grants During discussion on this item Councillor Wilson left the meeting at 1.18pm and returned at 1.27pm. The Committee reviewed the applications, the total project cost, amount applied for, and the amount recommended for the grant. Discussion took place on the need to have a 'not-for-profit' criterion for grant applications.
	Moved (Cr Aaron Hawkins/Chairperson Jinty MacTavish): that the Committee Approves the following Dunedin City Council Arts Grants applications: Daniel Belton and Good Company $4950 City Choir Dunedin (Dunedin Choral Society) $5585 Yarn $5000 Chamber Vulgarus $3000 Gasp! Dance Collective $2353 Motion carried (GS/2016/008)
	d) Community Grants 2016 During discussion on Applications 9 and 15 (the applications from the Congregational Christian Church of Samoa and Te Hou Ora Otepoti Inc) Desiree William stepped back from discussion.

Moved (Chairperson Jinty MacTavish/Deputy Chairperson Kate Wilson) that the Committee:

Approves the following Community Grants applications:

Anglican Family Care $3800

South Dunedin Festival Steering Group $3800

YWCA Dunedin Inc $3800

East Taieri Church $3800

Te Whare Ponunamu Dunedin Women's Refuge $4712

Dunedin Collaboration Against Family Violence $2442

Catholic Social Services $3800

Foodshare Limited $4712

Te Hou Ora Otepoti Inc $3800

Pregnancy Help Inc (Dunedin Branch) $3800

The Dunedin Curtain Bank $3800

Taieri Christian Care Trust $4510

Salvation Army Oasis Centre Big Value Christmas $1704

The Parenting Place $4068

Congregational Christian Church of Samoa $2500

The Straight Up Trust -Rock Solid $4712

The Scout Association of New Zealand $3800

Age Concern Otago $3800

Parent to Parent Otago $4000

Carers' Society Otago $4712

Asthma Otago $3800

Servants Health Centre $4712

Arthritis Foundation of New Zealand Inc $3800

Dunedin Community Care Trust (CCT) $3800

Aspire Kids – Tamariki Matana $2000

Disabled Persons Assembly (DPA) Dunedin and Districts $3800

North Dunedin Shed Society Inc $700

North End Rowing Club $2000

Brockville Community Trust $1500

Dunedin City Petanque Inc $2000

Prison Fellowship New Zealand (NZPF) $1224

Dunedin North Community Patrol Charitable Trust $1000

Dunedin South Community Patrol $2000

Rate My Flat $2000

Mosgiel Memorial RSA $990

Motion carried (GS/2016/009)

9 Small Project Grants and Neighbourhood Matching Grants

A report from the Community Advisor (Paul Coffey) outlined details of the applications approved by the Chairperson for grants under $500 from May to November 2015.

Moved (Cr Aaron Hawkins/Deputy Chairperson Kate Wilson) that the Committee:

a) Notes the report.

Motion carried (GS/2016/010)

The meeting concluded at 3.13pm.

..............................................

CHAIRPERSON

Community and Environment Committee

8 June 2016

Part A Reports

Otago Museum Reports to Council - February and April 2016

Department: Corporate Services

EXECUTIVE SUMMARY

1 The attached reports, prepared by the Otago Museum, provide an update on their key activities for the period from December 2015 to April 2016.

RECOMMENDATIONS

That the Community and Environment Committee:

a) Notes the Otago Museum Reports to Contributing Local Authorities – December to February 2016 and February to April 2016.

Signatories

Authoriser:

Simon Pickford - General Manager Services and Development

Attachments

	Title	Page
a	Otago Museum Report to Contributing Local Authorities – December to February 2016	15
b	Otago Museum Report to Contributing Local Authorities - February to April 2016	30

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report relates to providing local infrastructure and a public service and it is considered good-quality and cost-effective by monitoring activity.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☐	☐	☒
Economic Development Strategy	☐	☐	☒
Environment Strategy	☐	☐	☒
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☐	☐	☒
Other strategic projects/policies/plans	☐	☐	☒

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no implications.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no financial considerations.

Significance

Significance has been assessed as low in terms of Council's Significance and Engagement Policy.

Engagement – external

There has been external engagement about this report prepared by the Otago Museum.

Engagement - internal

There has been no internal engagement.

Risks: Legal / Health and Safety etc.

There are no identified risks.

Conflict of Interest

There is no known conflict of interest.

Community Boards

There are no implications for Community Boards.

Community and Environment Committee

8 June 2016

Update on Archibald Baxter Memorial

Department: Parks and Recreation

1 The purpose of this report is to update the Committee on progress of the Archibald Baxter Memorial Trust.

2 The Archibald Baxter Memorial Trust in consultation with staff have identified a preferred site for the memorial to conscientious objectors and are working through selection process for the design of a memorial garden on-site.

3 The preferred site is supported by staff and key stakeholders.

RECOMMENDATIONS

That the Committee:

a) Notes the Update on Archibald Baxter Memorial report

b) Notes the preferred site for the Memorial is located at the intersection of Albany and George Street

c) Notes the approval of the final design of the proposed Memorial at the Albany Street Site will be given by the Group Manager, Parks and Recreation in consultation with the Urban Design Team Leader with consideration given to the existing environment and on-going maintenance costs.

BACKGROUND

4 In June 2014 a report to the Community and Environment Committee advised that a request had been received from the Archibald Baxter Memorial Trust (the Trust) for the use of a Council managed reserve for the installation of a sculpture garden that would commemorate the actions of the conscientious objector Baxter and his comrades who were shipped to the Western Front during the First World War.

5 The report sought Committee approval in principle for the use of the site, subject to the development of a formal agreement with the Trust with regard to the use, design, costs and on-going maintenance and management of the garden.

6 Following discussion it was moved (Calvert/Vandervis):

"That Council engage with the Archibald Baxter Trust to develop a proposal and draft agreement, relating to the development of a memorial garden including consultation in particular with the RSA and other interested parties, use, design, costs, on-going maintenance and management of the garden for consideration by Council."

Motion carried

7 The original site investigated was at Anzac Ave which was ruled out following infrastructure related constraints and was subject to debate by members of the public. The Trust was encouraged to work with staff to identify other locations for the memorial.

8 The Trust has since considered other options, including facilitating discussions with various partners including the University of Otago, a number of churches, and private land owners. These discussions did not identify a suitable site for the memorial.

9 The Museum Reserve (the reserve) was identified in 2015 as a potential site for the Memorial. Staff worked with the Trust and engaged with the Museum board to establish whether the site was suitable. While the site possessed many of the desired characteristics required for the Memorial it was concluded that a reserve development plan was needed to identify the long term development goals for the site.

DISCUSSION

10 Following discussions with the Trust, it was recommended that approval of the site and final design and installation (including ongoing costs, maintenance etc.) be dealt with as separate matters. This mitigates the risk of the Trust committing to a development before a site is confirmed.

11 Representatives from the Trust visited a number of alternative sites with senior staff. These covered range of options from garden settings to small grass areas.

12 The Trust’s preferred site for the Memorial is the existing grass and garden area located at the intersection of Albany and George Streets. The site location is shown on Attachment A. The site is elevated which provides for a variety of design options, and is situated in a high pedestrian area which is important to the Trust. Sites excluded were the Woodhaugh Gardens and the Botanic Garden.

13 Staff have discussed the Albany Street site with the Trust and are satisfied with the proposed location from a management and design perspective.

14 Staff have identified infrastructure assets underground the site and provided the Trust information on loading and any future requirements if access to these assets is required. This information will be considered when choosing a final design for the Memorial.

15 Staff recommend the removal of the current flower bed to allow for the installation of the Memorial and will work with the Trust on final plantings and landscaping to ensure on-going maintenance costs are minimised.

OPTIONS

16 Not applicable.

NEXT STEPS

17 Staff will continue to work closely with the Trust on all facets of the project to ensure both the Trust and the community's best interests are at the forefront of the final approved design. This will include a staff member on the selection panel for the designs and input into the selection process.

Signatories

Author:

Jendi Paterson - Recreation Planning and Facilities Manager

Authoriser:

Glen Hazelton - Team Leader Urban Design

Ruth Stokes - General Manager Infrastructure and Networks

Attachments

	Title	Page
a	Proposed Memorial Location	52

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report enables democratic local decision making and action by, and on behalf of communities.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☐	☐	☒
Environment Strategy	☐	☐	☒
Arts and Culture Strategy	☒	☐	☐
3 Waters Strategy	☒	☐	☐
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☒	☐	☐
Other strategic projects/policies/plans	☒	☐	☐

The development of memorials in public open space support a number of strategic objectives.

Māori Impact Statement

No known impact to tangata whenua

Sustainability

The proposed location will allow the Trust to progress design options for the final Memorial to be constructed.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

No implications

Financial considerations

No financial implications, any ongoing maintenance costs will be absorbed in current parks operation budgets.

The cost of the construction and installation will be covered fully by the Trust.

Significance

This decision is considered low significance under Council's Significant and Engagement policy.

Engagement – external

Comment on the location was sought from the RSA via their representative Lox Kellas. The matter was raised at their Board meeting and there were no issues identified with the site. Comment was still raised about the need for the memorial to be sensitive and to recognise that today's values should not be applied to the past events.

Engagement - internal

Engagement with Water and Waste Services and advice on underground infrastructure at proposed site. Ongoing communication with Urban Design and Parks and Recreation departments on final memorial design and ongoing maintenance costs.

Risks: Legal / Health and Safety etc.

There are no identified risks

Conflict of Interest

There are no conflicts of interest

Community Boards

No implication to Community Boards

Community and Environment Committee

8 June 2016

Parks and Recreation Activity Report for the quarter ended 30 March 2016

Department: Parks and Recreation

EXECUTIVE SUMMARY

1 This report updates the Committee on Parks and Recreation operations, maintenance and capital works, including contracted out services.

2 Highlights for the quarter include:

a) The Botanic Garden retained its status as a 6-star garden, the equivalent of a Garden of International Significance.

b) The Swim School at Moana Pool received Quality Swim School Gold registration from Swimming New Zealand, recognising their outstanding overall delivery of swim coaching to the Dunedin community.

c) The community pools have now closed for the season. All three pools had good visitor numbers throughout the year. St Clair visitor numbers were significantly higher than forecast.

RECOMMENDATIONS

That the Committee:

a) Notes the Parks & Recreation Activity Report for the Quarter ended 30 March 2016.

BACKGROUND

Parks and Recreation activity provides public access to pools, urban green space, sports fields and facilities, recreation and leisure opportunities and a botanic garden of international significance.DISCUSSION

Management of Parks and Recreation services

4 Council manages Moana Pool, Mosgiel Community Pool, Port Chalmers Community Pool, and St Clair Hot Saltwater Pool. The pools support casual swimming, professional swimming coaching, and learn-to-swim programmes.

5 Moana Pool is open year round, with additional services including: crèche, hydroslides, gym, physiotherapy, massage, and a retail shop. Mosgiel Community Pool is open seven months of the year and both Port Chalmers Community Pool and St Clair Hot Saltwater Pool are open for six months of the year. In addition, the Council provides grants for the community pool at Middlemarch, Moana Gow Pool and a number of school pools.

6 The Botanic Garden has 19 themed-garden collections and an aviary and is graded as a Garden of International Significance by the NZ Gardens Trust.

7 Council manages a wide range of open spaces providing parks and recreation facilities, for both organised and casual use including playgrounds, sports fields, cemeteries, parks and walkways. The maintenance of these spaces is contracted out, with Council staff overseeing operations including formal and informal lease/use arrangements, and the development and implementation of policies and plans relating to parks and recreation.

Non-financial performance

Service

Number of Customer Escalations

8 There were a higher number of complaints than the same quarter last year due to more rigorous recording of escalations received. A high number of tree escalations were received in March due to windy conditions. There was also an increased number of camping escalations over the Easter holiday period.

% Customer Escalations Completed

9 Completed escalation rate within the due date remains low. A review of Parks specific customer services agency process and flow of escalations to officers and contractors is underway. An improved process is to be implemented by 1 July 2016.

Value and Efficiency

Sports Field Bookings

10 Sports field bookings are transitioning to winter codes. A review of booking processes and tools to measure usage is planned to better track use of grounds. An increase in demand from sports wanting to use grounds outside of their season is placing pressure on bookings.

Moana Pool Visitor Numbers

11 Visitor numbers to Moana Pool remain steady in March. Moana pool hosted: Balmacewen Intermediate swimming sports, Otago Girls High School swimming sports, Otago Anniversary Swim Meet (2 days) and a Water polo competition (2 days).

Burials and Cremations

12 Cremations have dropped significantly with the opening of the Hope and Sons Ltd facility. A review of the cremation operation will be undertaken in the 2016/17 year to ensure Council's operation remains efficient. Burials remain consistent with historic levels.

Major initiatives

New Contracts

13 The two key contracts for delivery of the park maintenance have been awarded to Delta Utility Services Ltd (Northern) and City Care Ltd (Southern).

14 Tenders were also awarded for Cemeteries Ground Maintenance to Delta and Tree Maintenance to Asplundh.

Staff changes

15 The Parks and Recreation restructure has been confirmed. Three new functional managers have been recruited to new functional areas. The Parks Operations Manager, the Recreation Planning and Facilities Manager and the Asset and Commercial Manager have commenced in the new positions.

16 Recruitment to complete the Parks and Recreation restructure is nearly complete, with four more roles to recruit. These include two new positions, a volunteer co-ordinator and a biodiversity officer. It is expected that these roles will be filled by 1 July 2016.

Asbestos

17 Asbestos has been identified in four Parks and Recreation buildings built in the era in which this construction material was common. Specialised testing has been undertaken and management plans are being developed.

Moller Park Archway

18 The Community and Environment Committee have approved the demolition of the Moller Park Arch. Staff are working with the affected parties, Rotary and members of the Moller family to identify a location potentially near the Harbour Cycleway and an appropriate memorial to Mr Moller.

Tomahawk School Use

19 An Expression of Interest (EOI) open to the community will begin on 4 June for six weeks. The EOI will request the following information:

· How the proposal will affect/enhance the environment.

· How the proposal is to be funded, if applicable capital funding and/or on-going operational funding.

· An approximate timeframe for the proposal to be completed.

· Potential benefits for the community and/or local area.

· Will the buildings and facilities be retained or demolished.

Parks and Recreation Strategy

20 Following the Committee endorsing in principle the draft Parks and Recreation Strategy, staff have begun the process of developing the Sport and Recreation Action Plan and the Open Spaces Action Plan. External governance groups have been engaged to identify the scope and assist in driving external input into both plans. A number of workshops with sporting organisations, social service organisation and the Youth Board will be facilitated throughout June.

Port Chalmers Bowling Club

21 Following the 2006 review of bowling clubs, Port Chalmers was a facility recommended for investigation for alternate use and report back on options. The lease has recently expired and the club is seeking a lease extension.

22 No alternate uses were identified for the site and staff have consulted with the community board, which is supportive of a new lease. In the absence of an alternate use and with a financially sound club that has the support of the community board, staff intend to grant a new ten year lease.

23 Public notification is not required as the lease is consistent with the management plan.

Capital projects

Name	Budget	Actual
Chisholm Park Irrigation	$70,000	$71,500 (Forecast)
Caledonian Throwing Cage	$46,000	$75,583 (Final)
Ocean Beach Remedial Works	$1,000,000	$800,000 (Forecast)

Ocean Beach

24 During the 2015/16 year staff engaged Tonkin and Taylor Ltd
(T&T) to review the holding pattern outlined in the 2007 report. The recommendations were to continue the holding pattern at Ocean Beach while incorporating product developments and refining the design. Beca Ltd was engaged to peer review T&T’s report and supported the recommendation.

25 T&T were commissioned to design a replacement sand sausage structure and an extension to cover a total length of 200m.

26 Approximately 6,000 cubic metres of sand has been procured from Port Otago through the Otago Harbour channel dredge programme. A contract to deliver the sand to a stockpile area at Kettle Park was tendered and awarded to Fulton Hogan Ltd with a value of $30,000.

27 In accordance with the design, the geotextile products (geobags) were purchased from Geofabrics Ltd at a value of $140,000. The material is more robust than the bags being replaced.

28 The tender to place sand sausages and a substantial volume of imported sand was let to Downer NZ Ltd for sum of $423,000. The physical works started at the end of May with beach access established and will continue for a period of six to eight weeks, weather dependant.

Throwing Cage at Caledonian Ground

29 The relocation of the old throwing cage and deliver of a new cage at the Caledonian Ground was delivered in time for the Track and Field Nationals in March.

Chisholm Park Golf Course Irrigation

30 The final stage of the Chisholm Park Golf Club irrigation system replacement was completed in April, with maintenance of this system being the club's responsibility.

OPTIONS

31 As an update report there are no options.

NEXT STEPS

32 Areas of focus for the next quarter will be:

a) Setting up and integrating the management system for the Southern Parks Maintenance Contract and Northern Parks Maintenance Contract.

b) Negotiating and setting up for the Trees Maintenance Contract and Cemeteries Ground Maintenance Contract.

c) The Pest Control and Ecological Maintenance Contract will be finalised and is planned to go to market in the first quarter of 2016/17.

d) Completion of the sand sausages at Ocean Beach.

e) Remediation of the asbestos in the first of the buildings identified

f) Completing the Aquatics restructure to clarify service levels and key functions. The changes will provide more support for senior staff and deliver a greater understanding of both the assets managed and the opportunities available to service our community.

g) Review of Parks and Recreation fees and charges.

Signatories

Author:	Felicity Sime - Business Performance Co-ordinator
Authoriser:	Ruth Stokes - General Manager Infrastructure and Networks

Attachments

There are no attachments for this report.

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision relates to providing local services and infrastructure that is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☒	☐	☒
Environment Strategy	☒	☐	☐
Arts and Culture Strategy	☐	☒	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☒	☐	☐
Other strategic projects/policies/plans	☒	☐	☐

The parks and recreation activity supports the outcomes of a number of strategies.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

The parks and recreation activity promotes the social and environmental interest of the community by providing venues and support for sporting and leisure activity and provides garden and open green space that promotes the environmental and social interests of the community.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The parks and recreation activity is included in the Long Term Plan.

Financial considerations

The updates reported are within existing operating and capital budgets.

Significance

This decision is considered of low significance under the Significance and Engagement Policy.

Engagement – external

As an update report no external engagement has been undertaken.

Engagement - internal

As an update report no internal engagement has been undertaken.

Risks: Legal / Health and Safety etc.

There are no identified risks.

Conflict of Interest

Not applicable

Community Boards

Not applicable.

Community and Environment Committee

8 June 2016

Community, Arts and Culture Non-Financial Activity Report for the Quarter Ended 30 March 2016

Department: Community and Planning and Services and Development

EXECUTIVE SUMMARY

1 This report updates the committee on key city, community, arts and cultural outcomes for the quarter ended 30 March 2016.

RECOMMENDATIONS

That the Committee:

a) Notes the non-financial community and cultural activity report for the quarter ended 30 March 2016.

BACKGROUND

2 The Community and Planning group of activities works with other agencies to set the direction for managing Dunedin’s built and natural environment, and enables a strong sense of community and social inclusion through the provision of advice and support to community groups and social agencies and to provide events for the enjoyment of residents and visitors alike.

3 The Arts and Culture group of activities operate Dunedin Public Libraries, the Dunedin Public Art Gallery, the Toitū Otago Settlers Museum, the Dunedin Chinese Garden and the Olveston Historic Home.

DISCUSSION

Service and Satisfaction

4 The Residents’ Opinion Survey is the principal mechanism by which the Council measures resident satisfaction with a wide range of its activities.

5 The following graphs show key results from the past four annual Resident Opinion Surveys (2011/12, 2012/13, 2013/14 and 2014/15) relevant to the Community and Planning, and Arts and Culture groups of activities.

6 From May 2016 the Residents’ Opinion Survey will be conducted on a continuous basis throughout the year and results will be reported to the Committee on a quarterly basis.

Community and Planning

7 A 2% increase in satisfaction with ‘sense of community’ was reported in 2014/15 compared to 2013/14 (this may not be significant given the survey margin of error of +/- 2.9%):

8 A 6% increase in satisfaction with ‘city festival and events’ was reported in 2014/15 compared to 2013/14:

9 This significant increase is likely to reflect the attraction of: high profile entertainment events to Dunedin (including international musical acts hosted at Forsyth Barr Stadium); and the joint hosting of major international sporting events (Cricket World Cup and FIFA Under-21 World Cup).

Arts and Culture

10 A 1% increase in satisfaction with Dunedin Public Libraries was reported in 2014/15 compared to 2013/14 (this may not be significant given the survey margin of error of +/- 2.9%):

11 A 3% increase in satisfaction with the Dunedin Public Art Gallery was reported in 2014/15 compared to 2013/14 (this may not be significant given the survey margin of error of +/- 2.9%):

12 A 2% increase in satisfaction with the Toitū Otago Settlers Museum was reported in 2014/15 compared to 2013/14 (this may not be significant given the survey margin of error of +/- 2.9%):

13 A 4% increase in satisfaction with the Dunedin Chinese Garden was reported in 2014/15 compared to 2013/14 (this may not be significant given the survey margin of error of +/- 2.9%):

Value and Efficiency

Arts and Culture

14 Total recorded visitation to Dunedin Public Libraries in the quarter to March 2016 was 288,951, which is 13,056 or 4.7% higher than the corresponding quarter in the previous year.

15 Total recorded visitation to Dunedin Public Art Gallery in the quarter to March 2016 was 62162, which is 10357 or 14.3% lower than the corresponding quarter in the previous year. Visitation patterns are influenced by the Gallery’s dynamic exhibition and visitor programmes which make meaningful comparisons with previous periods difficult. Total visitation is expected to be comparable to or exceed 2014/15 by year end.

16 Significant events for Toitu Otago Settlers Museum for the period to March 2016 included: the closing of Life on the Edge: Otago Harbour Communities exhibition which attracted 86,628 visitors; the opening The Slice of Life exhibition based on the University of Otago longitudinal study (the Dunedin Study); and the installation of the Poetick poetry printing machine.

17 Total recorded visitation to Dunedin Chinese Gardens in the quarter to March 2016 was 22670, which is 5585 or 32.7% higher than the corresponding quarter in the previous year.

18 Chinese New Year was celebrated on 9 February with attendance exceeding 8,000. The lift in attendance was partly attributable by a visiting performance troupe from Yunnan province in China with financial assistance from the Chinese Consulate in Christchurch.

19 Data for Olveston Historic Home will be included in future reports.

Major Initiatives

20 Annual Plan 2015/16 – January meetings and the development of consultation materials supported the successful development of the latest Annual Plan.

21 Long Term Plan (LTP) 2018/19-2027/28 – Work on the next LTP commenced in the quarter including work to develop new growth projections reflecting the latest Census.

22 Quality of Life 2016 – Conduct of the latest biennial survey commenced in the quarter.

23 Residents’ Opinion Survey (ROS) – Review of the effectiveness of the ROS was undertaken in conjunction with the firm selected to conduct the survey, Key Research.

24 Section 17A Reviews – Work to review Council activities in accordance with s17A of the Local Government Act commenced, in conjunction with all councils in the Otago region.

25 Dunedin Youth Council – The DYC participated in a forum in Christchurch attended by youth councils from across the South Island.

26 Ara Toi Otepoti, Dunedin’s Arts and Culture Strategy – The Creative Dunedin Partnership was established as the governance body for Ara Toi. A draft Public Art Framework is nearing release for public consultation. A Dunedin franchise of the Urban Dream Brokerage to utilise vacant commercial space to promote arts and culture

27 ANZAC: Photographs by Laurence Aberhart – This Dunedin Public Art Gallery touring exhibition was shown at major venues in Auckland and Wellington.

28 Learning Experiences Outside the Classroom (LEOTC) – The Ministry of Education reinstated funding for the Dunedin Public Art Gallery schools education programme, reversing a decision to discontinue funding in late 2015.

29 Blind Foundation agreement – Dunedin Public Libraries has commenced implementation of a twelve month pilot project to trial the use of a mobile device app for vision impaired people to download spoken word content from Blind Foundation digital resources.

30 City of Literature – Nicky Page was selected as inaugural Director in the quarter.

31 27th New Zealand Masters Games – Some 4,500 attendees competed in over 60 sports, attracting strong local and national media coverage, with participants rating their satisfaction above 90%.

32 Local events - New Year’s Eve event attendees exceeded the predicted 20,000 with significant national television coverage. Over 250 stallholders reported good trading at the Thieves’ Alley Market Day. Good weather boosted attendance at Sunday Sounds in the Botanic Garden.

33 Task Force Green and Community Volunteer Scheme – An average of 32 volunteers over the quarter supported: West Harbour Recreation Trail beautification; graffiti removal; and predator trapping at Okia Reserve for penguin protection.

Capital Projects

34 No major capital projects are being undertaken across the Community and Planning or Arts and Culture groups.

OPTIONS

35 As this is an update report, there are no options.

NEXT STEPS

36 Toitu Otago Settlers Museum is currently applying for the next round of Learning Experiences Outside the Classroom (LEOTC) funding for the Ministry of Education, with the outcome expected to be known in June/July 2016. Staff are also developing a documentary film to be called Journey to Lan Yuan, similar to the award winning Journey of the Otagos, with over $40,000 in external funding.

37 The Dunedin Public Libraries is currently implementing a project to offer Council Service Centre functions at the Blueskin Bay and Waikouaiti Libraries as well as a small increase to opening hours at both locations. The target completion date for the project and availability of the services is 4 July 2016.

38 Implementation of a central city Gig Hub in the City Library is in progress including Gig wifi and a highly visible Gig Hub on the ground floor targeted for completion by 31 July 2016.

39 The consultation phase of the review of the Festival and Events Strategy will commence next quarter.

40 Recruitment of the place-based Community Navigator occur commence next quarter.

Signatories

Author:

Jessie Wu - Policy Support Assistant

Bill Frewen - Senior Policy Analyst

Nicola Pinfold - Group Manager Community and Planning

Bernie Hawke - Group Manager Arts and Culture

Authoriser:

Simon Pickford - General Manager Services and Development

Attachments

There are no attachments for this report.

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report relates to providing a public service and it is considered good-quality and cost-effective.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☒	☐	☐
Environment Strategy	☒	☐	☐
Arts and Culture Strategy	☒	☐	☐
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☒	☐	☐
Other strategic projects/policies/plans	☒	☐	☐

The Community and Environment portfolio of activities support the outcomes of a number of strategies.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

As an update report, there are no specific implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

As an update report there are no implications for the LTP, although some measures are level of service performance measures annually reported as part of the LTP.

Financial considerations

The updates reported are within existing operating and capital budgets.

Significance

This decision is considered of low significance under the Significance and Engagement Policy.

Engagement – external

As an update report no external engagement has been undertaken.

Engagement - internal

As an update report no internal engagement has been undertaken.

Risks: Legal / Health and Safety etc.

There are no identified risks.

Conflict of Interest

There is no conflict of interest.

Community Boards

Not applicable.

Chairperson	Cr Jinty MacTavish
Deputy Chairperson	Cr Neville Peat
Members	Cr David Benson-Pope	Cr John Bezett
	Cr Hilary Calvert	Mayor Dave Cull
	Cr Doug Hall	Cr Aaron Hawkins
	Cr Mike Lord	Cr Andrew Noone
	Cr Chris Staynes	Cr Richard Thomson
	Cr Lee Vandervis	Cr Andrew Whiley
	Cr Kate Wilson

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A	Minutes of Grants Subcommittee meeting held on 24 May 2016	7