Agenda of Community and Environment Committee

Toitū Otago Settlers Museum Board

MINUTES

Minutes of an ordinary meeting of the Toitū Otago Settlers Museum Board held in the Otago Settlers Association Board Room, Toitū Otago Settlers Museum, 31 Queens Gardens, Dunedin on Tuesday 9 August 2016, commencing at 9.00 am

PRESENT

Chairperson	Phil Dowsett
Members	John Bezett	Kate Wilson
	Aaron Hawkins	Dot Page
	Susan Schweigman	Jennifer Evans
	Bernie Hawke

Governance Support Officer Monique Elleboode

1 Apologies

There was an apology for lateness from Cr Hawkins.

2 Confirmation of agenda

Moved (Cr John Bezett/Cr Kate Wilson):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (TOSM/2016/008)

3 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.

4 Confirmation of Minutes

4.1 ToitŪ Otago Settlers Museum Board meeting - 29 June 2016

Moved (Dr Dot Page/Cr John Bezett):

That the Board:

Confirms the public part of the minutes of the Toitu Otago Settlers Museum Board meeting held on 29 June 2016 as a correct record.

Motion carried (TOSM/2016/009)

Cr Hawkins entered the meeting at 9.02 am.

Reports

5 Toitu Otago Settlers Museum Activity Report

There was a question regarding increasing the profile of the Museum on Facebook and via social media. Mrs Evans advised that Trip Advisor was an excellent barometer on the Museum's appeal and success.

Moved (Mr Phil Dowsett/Cr Kate Wilson):

That the Board:

a) Notes the report from Toitū Otago Settlers Museum Activity Report and conveys its formal recognition and thanks to Cr Bezett for his commitment and work for the Museum Board over the years.

.Motion carried (TOSM/2016/010)

The meeting concluded at 9.22 am.

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CHAIRPERSON

Sustainability Audit Subcommittee

MINUTES

Unconfirmed minutes of an ordinary meeting of the Sustainability Audit Subcommittee held in the Otaru Room, Civic Centre, The Octagon, Dunedin on Monday 18 April 2016, commencing at 3.03 pm

PRESENT

Chairperson	Janet Stephenson
Deputy Chairperson
Members	David Benson-Pope	Dave Cull
	Jinty MacTavish

IN ATTENDANCE

Simon Pickford (General Manager Services and Development), Nicola Pinfold (Group Manager Community and Planning), Maria Ioannou (Corporate Policy Manager), Brendon Shea (Team Leader Customer Services Agency), Adrian Blair (Group Manager Customer and Regulatory Services).

Governance Support Officer Arlene Goss

1 Public Forum

There was no Public Forum.

2 Apologies

Moved that the Sustainability Audit Subcommittee (Member Janet Stephenson/Cr Jinty MacTavish):

Accepts apologies from Gael Ferguson and Brett Tomkins.

Motion Carried

3 Confirmation of agenda

Cr MacTavish requested an update on sustainability indicators and both the chairperson and Cr MacTavish indicated they would like to inform the committee about upcoming visits of experts.

Moved (Cr David Benson-Pope/Cr Jinty MacTavish): that the Committee

Confirms the agenda with the addition of an update on sustainability indicators from Maria Ioannou, and discussions on the upcoming visit to Dunedin of Professor John Thwaites and Jed Brookman.

Motion carried (SA/2016/001)

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.

There were no declarations of interest.

5 Confirmation of Minutes

5.1 Sustainability Audit Subcommittee meeting - 18 April 2016

Cr MacTavish complimented the minutes and appreciated the detail that had been recorded. She asked how the committee would be drawing on the expertise of the finance team in terms of the value of carbon credits. Nicola Pinfold noted this.

Moved (Cr Jinty MacTavish/Member Janet Stephenson) that the Committee

Confirms the minutes of the Sustainability Audit Subcommittee meeting held on 23 February, 2016, as a correct record.

Motion carried (SA/2016/002)

Part A Reports

6 Update on the Climate Change Adaptation work

Maria Ioannou summarised the key points of the report for the committee members.

The chairperson asked if there are ways for university staff to assist. University experts have come up with a list of what they think the broad issues might be. There are some very important legal issues. Maria Ioannou suggested university staff could attend a DCC staff internal working group meeting in June to discuss.

The Mayor asked what the internal working group was focusing on. Staff advised that the focus is on ensuring that all staff are on the same page and contributing from their specific areas. There was a decision made three years ago to look at protection options and this has been done. Now there are plans to work with the community on non-protection options and what they might be.

Discussion was held on the timelines and the difficulties in setting deadlines. Cr Benson Pope said the timelines suggested in the report were too far out. Maria Ioannou agreed and advised that a set of key communication messages for elected members and staff will be finalised over the next couple of weeks.

The chair asked if any work has been done determining "what is the community?". Maria Ioannou outlined the work that has been done on collecting demographic information. Staff have a good idea of the population demographic in that area. Discussion was held on there being two distinct communities in the area - those who own the properties and those who rent/live there.

Cr MacTavish asked whether the formation of stakeholder groups could be brought forward. Staff noted this is not just a challenge for South Dunedin, it is a city issue. The stakeholder group needs to reflect this.

The chairperson asked about the involvement of the Otago Regional Council on this issue. They are part of the working group and working with council.

Maria Ioannou was asked to follow up with local MPs to update them on the issues and it was agreed that she would discuss this with the Mayor and CEO.

Moved (Mayor Dave Cull/Cr David Benson-Pope) that the Committee

a) Notes the update on the Climate Change Adaptation work and requests that the update goes to the next meeting of the Community and Environment Committee.

Motion carried (SA/2016/003)

6a General business and updates

A verbal update was given on the work of the "Compact of Mayors".

The chairperson noted that Professor John Thwaites was planning to visit Dunedin on May 4 and asked if there was interest from the council on engaging him in some way. Discussion was held on this. The chair asked staff to follow up.

Cr MacTavish said Jeb Brookman is coming to Dunedin from Melbourne in late July.

7 Sustainability within Customer Services Agency activity

Adrian Blair, Group Manager Customer Services Agency, said the CSA team supports the other departments of council and is supportive of sustainability across council. They are talking to other councils about shared services and shared contact centres are one option for this.

They also spoke on how the CSA team engaged with civil defence during events, access to phones when the power is out, the consistency of public messages and communication with the public.

The chairperson asked whether there was any way the physical environment in the plaza reception area could reflect the sustainability principles of the organisation, so visitors see that sustainability is something that is important to the city. It was generally agreed that this is a good idea with some cautions over the content of the messages portrayed.

Discussion was held on the need for service centres offering a face to face service, as well as the ability to conduct business online.

The committee would like to hear back in a year on how the changes have gone in CSA.

Moved (Mayor Dave Cull/Cr Jinty MacTavish) that the Committee

a) Notes the Customer Services Agency Sustainability Report.

Motion carried (SA/2016/004)

8 Wellington City Council Energy Calculator
	The chairperson tabled some information about this calculator and discussion was held on whether it would be a useful tool.

9 Items for Consideration by the Chair
	Sustainability indicators – the chairperson asked when an update would be coming back to the committee. Staff advised that an update would be available for the August meeting.

The meeting concluded at 4.41pm.

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CHAIRPERSON

Sustainability Audit Subcommittee

MINUTES

Unconfirmed Minutes of an ordinary meeting of the Sustainability Audit Subcommittee held in the Mayor's Lounge, Civic Centre, The Octagon, Dunedin on Monday 11 July 2016, commencing at 9.30am

PRESENT

Chairperson	Janet Stephenson
Deputy Chairperson
Members	David Benson-Pope	Dave Cull
	Gael Ferguson	Jinty MacTavish
		Brett Tomkins

IN ATTENDANCE

Simon Pickford (General Manager Services and Development), Nicola Pinfold (Group Manager Community and Planning), John Christie (Manager Enterprise Dunedin), Fraser Liggett (Economic Development Programme Manager), Tracey Tamakehu (Digital Services Manager), Sandy Graham (Group Manager Corporate Services).

Governance Support Officer Arlene Goss

1 Public Forum

There was no Public Forum.

2 Apologies

Moved (Mayor Dave Cull/Cr Jinty MacTavish) that the Sustainability Audit Subcommittee:

Accepts an apology for lateness from member Gael Ferguson.

MOTION CARRIED

3 Confirmation of agenda

The agenda was agreed without addition or alteration.

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. There were no declarations of interest.

5 Confirmation of Minutes

5.1 Sustainability Audit Subcommittee

meeting - 18 April 2016

Cr MacTavish asked for an update on the sustainability indicators. Nicola Pinfold will follow up. August will be the last meeting before the election. The chair would like an update on the climate adaptation work at the next meeting.

Moved that the Sustainability Audit Subcommittee (Cr Jinty MacTavish/Mayor Dave Cull):

Confirms the minutes of the Sustainability Audit Subcommittee meeting held on 18 April, 2016, as a correct record.

MOTION CARRIED

Part A Reports

6 Sustainability in Enterprise Dunedin

John Christie and Fraser Liggett joined the table to speak to their report. Their work with media was outlined. This promotes Dunedin as a place to work and live. A request was made to disseminate this more widely. They plan to educate local people on current media campaigns so there is more awareness in this area. Will also report back to council on the results.

Gael Ferguson joined the meeting at 9.43am.

Sustainability is core to our economic efforts. Discussion was held on the transition of Enterprise Dunedin from being focussed on large industry to a more refined approach in attracting business and growing the city.

Councillor MacTavish asked about the absence of the energy plan in the report. A new coordinator has just been appointed. This was included in the policy team presentation to the committee.

A question was asked on the scale of waste and markets for waste. Has there been any exploration in this area? Not just recycling but the re-use of waste. The committee suggested pulling Enterprise Dunedin together with the waste team. Enterprise Dunedin has access to funding and needs to link people with ideas into the commercial space. Also engage with employers and the Chamber of Commerce and run workshops with them to explore further.

It would be good to have more defined KPIs for Enterprise Dunedin. The current goals are not defined. John Christie said there was a discussion around the setting of the aspirational goals. They are currently identifying where to see that growth and how to achieve it.

There is a strategic focus on other cities. Council has a dedicated Project China coordinator. Looking to expand that market. There has also been recent engagement with South American visitors on education and study opportunities.

Discussion was held on creative activities in the city.

The chair asked about the impact of sea level rise on south Dunedin. How can council plan for urban renewal? What are the opportunities, both physical and in terms of investment, to provide a sustainable future for the city. She asked Enterprise Dunedin to work with other areas of council engaged on this issue.

7 Sustainability within Information Services Activities

Sandy Graham and Tracey Tamakehu joined the table. Sandy Graham outlined recent investments in information services. This includes disaster recovery and systems behind the scenes. Discussion was held on the advantages and disadvantages of a cloud-based data warehouse. Current investigations are underway. What are the data risks to the council? Risks are legal, financial and reputational.

Sandy Graham said Council is fully committed to open data. A question was asked on whether a pilot programme could be done on a set of data so the community can see where we are going. People are limited by the hardware they have out in the community. Problems with the 2GP software were discussed. Regarding e-waste, the council does not have a lot of old e-waste due to leasing and recycling old equipment to community groups and schools.

Data is crucial in helping the committee understand trends. The question of how data is used to measure sustainability indicators was considered. Work on this is currently underway.

8 Items for Consideration by the Chair

Brett Tomkins suggested at the next meeting the committee takes a look back and asks the question 'did they achieve anything?' This would guide the next council in making a decision on whether to continue with the committee.

It was suggested that those parts of council who have come and spoken to the committee be asked whether the process has been helpful. Have people gained insights and taken them back to their departments and done things differently?

Is the committee sustainable?

The committee would also like to see a number of open motions completed.

Moved that the Sustainability Audit Subcommittee (Mayor Dave Cull/Cr David Benson-Pope):

Notes both the reports considered at the meeting – Sustainability in Enterprise Dunedin and Sustainability within Information Services Activities.

MOTION CARRIED

The meeting concluded at 11.08am.

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CHAIRPERSON

Sustainability Audit Subcommittee

MINUTES

Unconfirmed minutes of an ordinary meeting of the Sustainability Audit Subcommittee held in the Otaru Room, Civic Centre, The Octagon, Dunedin on Monday 15 August 2016, commencing at 3.00 pm

PRESENT

Chairperson	Janet Stephenson
Deputy Chairperson
Members	David Benson-Pope	Jinty MacTavish
	Gael Ferguson	Brett Tomkins

IN ATTENDANCE

Simon Pickford (General Manager Community Services), Maria Ioannou (Corporate Policy Manager), Ros MacGill (Manager Environment Health and Animal Services), Neil McLeod (Building Services Manager), Adrian Blair (Group Manager Customer and Regulatory Services), Kevin Mechen (Liquor Licensing Coordinator).

Governance Support Officer Arlene Goss

1 Public Forum

There was no Public Forum.

2 Apologies

Moved that the Sustainability Audit Subcommittee (Member Janet Stephenson/Cr Jinty MacTavish):

Receive apologies from Mayor Dave Cull and Group Manager Community and Planning, Nicola Pinfold.

Motion carried

3 Confirmation of agenda

Moved (Cr Jinty MacTavish/Member Brett Tomkins) that the Committee

Confirms the agenda without addition or alteration

Motion carried (SA/2016/005)

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.

5 Confirmation of Minutes

5.1 Sustainability Audit Subcommittee meeting - 11 July 2016

Moved (Cr Jinty MacTavish/Cr David Benson-Pope) that the Subcommittee

Confirms the minutes of the Sustainability Audit Subcommittee meeting held on 11 July 2016, as a correct record.

Motion carried (SA/2016/006)

Part A Reports

6 Sustainability within Building Services Activity

Neil McLeod (Building Services Manager) and Adrian Blair (Group Manager Customer and Regulatory Services) came to the table.

Members of the subcommittee asked questions about the building consent process. The Building Services Unit operates under the Building Act and other legislation and its ability to deal with insulation is constrained by the requirements of the act. The Building Act does not allow Councils to require ceiling insulation to be installed during alterations to existing buildings. Neil McLeod would like to see the Building Act modified to enable Councils to require insulation to existing buildings if the owner was doing major alterations. The trigger for requiring this will need to be carefully considered.

Council has appointed an eco-advisor to advise property owners on how they can improve their buildings.

The chairperson asked about the imminent introduction of a minimum standard of insulation. Date of the introduction of this is unknown, but it will be staged in.

Discussion was held on inconsistencies between the Building Act/Code and older legislation, in particular the Home Improvement Regulations 1947, which have been reissued recently.

The subcommittee asked if there was potential to improve the Building Act to introduce more sustainable principles. This would require a major policy change on behalf of central government.

It was suggested that there is opportunity in building services not currently tapped, such as providing incentives to insulate. Economic benefits can be achieved by focussing on housing quality. In addition to housing, the quality of commercial spaces is also important.

Council needs to think about the sustainable building framework it works under. It's about flexibility, resilience and adaptability over time. This is linked to Council's economic development strategy and energy strategy.

Gael Ferguson suggested a motion that council looks at service delivery around sustainable building systems for commercial and non-commercial buildings.

Discussion was held on this.

Some changes to improve building sustainability are included in the draft 2GP and the energy plan. New councillors who take office after the election may have portfolios. The committee agreed that one councillor could be responsible for a housing portfolio.

Cr MacTavish put two motions as noted in b) and c) below. They were seconded by Brett Tomkins and carried.

Moved (Cr Jinty MacTavish/Member Brett Tomkins) that the Subcommittee:

a) Notes the Building Services Unit Sustainability Report.

b) Recommends that staff investigate the relationship between the Housing Improvement Regulations Act 1947, the Building Code and any other related legislation, and report back on whether all regulatory opportunities to improve the standard of housing in Dunedin are being fully embraced.

c) Recommends that the incoming Council consider opportunities to strengthen the focus on sustainability of outcomes around building and housing, across the city.

Motion carried (SA/2016/007)

7 Sustainability within Regulatory Services

Ros MacGill (Manager Environment Health and Animal Services) and Kevin Mechen (Liquor Licensing Coordinator) joined Adrian Blair at the committee table.

Ros MacGill summarised the work of the environmental health staff. They receive complaints about the state of rentals and investigate these. The role of the eco design adviser would be to give advice on things like ventilation. Animal services deals mainly with dogs.

Kevin Mechen explained Council's alcohol licencing functions. Generally the costs of regulatory activity are covered by enforcement, although there is also a component of public good, funded by the ratepayer.

Cr David Benson-Pope left the meeting at 4.19pm.

Council has currently putting out a tender for electric fleet vehicles and this project is ongoing. Discussion moved to the subject of the motorbikes used by parking officers. Cr MacTavish moved the resolution b) below.

The committee noted the need for better connections between council staff to provide a high level overview and fill operational gaps. Council has just hired an energy plan coordinator and a food resilience coordinator to bring together people working in these areas.

Moved (Cr Jinty MacTavish/Member Gael Ferguson) that the Subcommittee:

a) Notes the Regulatory Services Sustainability Report.

b) Recommends that staff investigate alternative, more sustainable modes of transport for Parking Services officers.

Motion carried (SA/2016/008)

8 Copy of Council Report on DCC Emissions measurement, management and reduction - For Information Only

Maria Ioannou (Corporate Policy Manager) said Council's risk manager is looking at the risks around Council's carbon footprint. This work will bring more attention to this issue. Staff have been asked to keep looking into contractor emissions. This raises a question about what opportunities are available in the short-term to allow Council to offset its carbon emissions. Questions were asked about whether the sludge at the Tahuna wastewater plant was being burnt to create electricity. Staff offered to look into this and report back.

9 Sustainability Audit Subcommittee review - survey results

The survey responses were discussed and this lead to debate on the purpose of the subcommittee. Some more staff training in the area of sustainability would be of benefit. Once the sustainability indicators are published, then staff can start making changes.

Staff suffered from a lack of clarity about the role of the subcommittee. Members need to look at what can be done in the next triennium to clarify the role.

10 Progress update on Subcommittee resolutions

The subcommittee considered the report. Maria Ioannou updated members on the current work on sustainability indicators and other matters that are outstanding.

The chairperson said it was satisfying knowing that almost everything the subcommittee has made a resolution on has been actioned, or is underway.

The meeting concluded at 5.05 pm.

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CHAIRPERSON

Community and Environment Committee

29 August 2016

Part A Reports

Otago Museum Report to Council - August 2016

Department: Corporate Services

EXECUTIVE SUMMARY

1 The attached report, prepared by the Otago Museum, provides an update on the key activities from July to August 2016.

RECOMMENDATIONS

That the Community and Environment Committee:

a) Notes the Otago Museum Report to Contributing Local Authorities – July to August 2016.

Signatories

Authoriser:

Simon Pickford - General Manager Community Services

Attachments

	Title	Page
a	Otago Museum Report to Contributing Local Authorities - July to August 2016	25

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, as funding this activity is provided for in the LTP.

Financial considerations

No financial information presented.

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

29 August 2016

Community, Arts and Culture Non-Financial Activity Report for the Quarter ended 30 June 2016

Department: Community and Planning

EXECUTIVE SUMMARY

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

RECOMMENDATIONS

That the Committee:

a) Notes the Non-Financial Community, Arts and Cultural Activity Report for the Quarter Ended 30 June 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.

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 final results report from Key Research for the 2015/16 Residents’ Opinion Survey was not available at the time of writing. A full report on 2015/16 ROS results will be made available in September 2016 in accordance with past practice.

6 From July 2016 the Residents’ Opinion Survey commenced being conducted on a continuous monthly basis, and future results will be reported to the Committee on a quarterly basis.

Value and Efficiency

7 Total recorded visitation to Dunedin Public Libraries in the quarter to June 2016 was 295,930, which is 1,457 or 0.5% higher than the corresponding quarter in the previous year. Highlights for the quarter included; implementation of Council service centre facilities, as well as increased opening hours for Waikouaiti and Blueskin Bay libraries; launch of the Dunedin Lebanese Community Digitization Centre and Scattered Seeds digital archive; and the appointment of the Director of City of Literature. For the year ending 30 June 2016, there was a total of 1,196,004 visits to the Dunedin Public Libraries, representing an increase of 26,002 visits over 2014/15.

8 Total recorded visitation to Dunedin Public Art Gallery in the quarter to June 2016 was 67,399, which is 20,126 or 42.6% higher than the corresponding quarter in the previous year. The highly successful exhibition visitation for Obliteration Room by Yayoi Kusama with 75,000 attending over a 12 week period was a contributing factor. For the year ending 30 June 2016, there was a total of 226,700 visits to the Dunedin Public Art Gallery, representing a decrease of 32,879 visits over the total in 2014/15.

9 Total recorded visitation to Toitu Otago Settlers Museum in the quarter to June 2016 was 83,666, which is 555 or 0.7% lower than the corresponding quarter in the previous year. Highlights of the quarter included; the continuation of the Slice of Life exhibition; morning opening and tea for ANZAC day; and the privilege for the Museum to lay-up the New Zealand Scottish Regimental flags. For the year ending 30 June 2016, there was a total of 304,637 visits to the Toitu Otago Settlers Museum, representing a decrease of 1,783 visits over the total in 2014/15.

10 Total recorded visitation to Dunedin Chinese Gardens in the quarter to June 2016 was 6,445, which is 1,018 or 18.8% higher than the corresponding quarter in the previous year. For the year ending 30 June 2016, there was a total of 43,650 visits to the Dunedin Chinese Garden, representing an increase of 8,678 visits over the total in 2014/15, assisted by record attendance of over 10,000 people at the 2016 Chinese New Year celebration.

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

Major Initiatives

12 Annual Plan 2015/16 - The Annual Plan was finalised and adopted, with an overall rates increase of 2.97% following consultation on a rates increase of 2.9%.

13 Long Term Plan (LTP) 2018/19-2027/28 - Work has begun on the next Long Term Plan, with the development of the growth projections, strategic outcome framework and city profile as the first components.

14 Te Ao Tūroa – The Natural World: Dunedin’s Environment Strategy was finalised and adopted and work is underway to put in place a coordinator and governance group to drive delivery on the strategy.

15 Ara Toi Ōtepoti, Dunedin's Arts and Culture Strategy – the Creative Dunedin Partnership met in June. Projects included making the first Bring It Home Dunedin award; launching the Dunedin Boosted Ambassador role; delivering two Urban Dream Brokerage projects; completing the draft Public Art Framework; tendering support for the Mayfair Theatre; development of an Art and Infrastructure toolkit; a Creative Tourism business initiative; Vocational Pathways training; and Self-Assessment workshops.

16 Refugee Support – Ongoing support provided to the network co-ordinating resettlement of refugees, with one additional intake of migrants being welcomed during this quarter.

17 Events – Early work has begun on the revision of the Festivals and Events Strategy 2009 – 2019.

18 On 25 June the All Blacks played Wales for the first time at the Forsyth Barr Stadium, supported by a crowd of 28,726.

19 Community events included ANZAC Day and Sunday Sounds band performance, both experienced high attendances.

20 Task Force Green and Community Volunteer Scheme – An average of 43 volunteers over the quarter undertook the following work: West Harbour Recreation Trail beautification; graffiti removal; and predator trapping at Okia Reserve for penguin protection; working with STOP on gorse and noxious weed removal on the Peninsula; and constructing a 70m fence for the Forbury Croquet Club.

21 Keep Dunedin Beautiful - 2016 Awards recognised many community members for their contributions towards beautifying the city. The top awards went to Dunedin Amenities Society and Ashton Heptonstall (aged 7) for his/her work cleaning up the Peninsula coastline.

22 Our Trees for Babies/Celebrating Families planting project saw more than 40 families selecting native trees to plant in recognition of family members. The planting area at the West Harbour Shared Path is flourishing with previous years’ plantings alongside the juvenile trees.

23 Community Funding - Staff made recommendations for 92 groups, organisations and individuals from community, recreation, youth, arts, cultural, heritage and events sectors to be allocated funds of $255,000.

24 The Events funding round for the 2016/17 Events Contestable Fund for premier and major events attracted 14 applications, seeking a total of $690,000.

Capital Projects

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

OPTIONS

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

NEXT STEPS

27 A further update report will be provided after the conclusion of the next quarter.

Signatories

Author:	Jessie Wu - Policy Advisor
Authoriser:	Simon Pickford - General Manager Community Services

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.

Community and Environment Committee

29 August 2016

Parks and Recreation Activity Report Year End 30 June 2016

Department: Parks and Recreation

EXECUTIVE SUMMARY

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

2 Highlights for the quarter include:

· The Cemeteries Ground Maintenance was awarded to Delta Utility Services Ltd. The Tree Maintenance Contract was awarded to Asplundh. Delivery began on 1 July 2016.

· Placement of the sand sausages commenced in May. The weather has been favourable and the project is now complete.

RECOMMENDATIONS

That the Committee:

a) Notes the Parks & Recreation Activity Report for the Year ended 30 June 2016.

BACKGROUND

3 The Parks & 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 & 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 1,719 Customer escalations in 2015/2016. A small decrease from 1,764 in 2014/2015. The most significant driver of customer escalations is the quality of open space and sports field maintenance. A new suite of maintenance contracts with a focus on delivering consistent levels of services and operational transparency began on July 1. It is anticipated that the new contracts will reduce customer escalation volumes.

% Customer Escalations Completed

9 Completed escalation rate within the due date has improved marginally in the fourth quarter. An improved process has been developed for customer services agency which will be implemented on 1 July. The focus of this work is to enable Customer Service staff to allocate service requests to the responsible staff more efficiently.

Value and Efficiency

Sports Field Bookings

10 Sportsfield bookings showed a significant increase in June compared to 2014/15. Football South, Otago Rugby and Otago Rugby League have all reported growth in player numbers this season.

11 Over the past five years the overall sports fields booking volume has increased by approximately 15%. Further assessment of this trend will occur in 2016/17 to determine the level to which this trend has placed pressure on the field network.

12 Visitor numbers at Moana Pool were higher in quarter four than in the same period last year.

13 The community pools had solid results for the 2015/16 season. St Clair Pool had significantly higher attendance than the previous season. A newly created year-round role of Community Pool Team Leader is expected to increase promotion of the community pools to encourage visitor growth.

14 Cremations have dropped significantly with the opening of the Hope and Sons Ltd facility. At this stage the monthly average has fallen by 55%. A full review of the cremation operation will be undertaken in the 2016/17 year to ensure the provision of this service remains efficient. Burials numbers have also decreased by 9% from 2014/15 to 2015/16. Monthly variability in burial volumes has also been flagged as a risk by Council’s interment contractor as it struggles to efficiently staff the work required. Future interment contracts will ensure the emerging trends are identified and managed.

Major initiatives

New Contracts

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

16 The Cemeteries Ground Maintenance Contract has been awarded to Delta Utility Services and the Tree Maintenance Contracts has been awarded to Asplundh Ltd.

17 AECOM New Zealand has been contracted to assist with the implementation of the new contracts. The focus of this work is implementing robust contract management tools and providing training to staff to ensure the long term contracts have a solid foundation for success.

Asbestos

18 Asbestos has been identified in four Parks and Recreation buildings, in forms that could potentially present a risk to human health. These are: Tahuna Pavilion Building, Tahuna AMP Building, the Sims Building, and Moana Pool. A plan has been developed for immediate remediation of the sites:

· The Tahuna Pavilion Building will have all asbestos removed, and will be re roofed and reclad in quarter two of 2016/17

· Internal decontamination is underway at The Sims Building. A decision on the buildings future is pending.

· Tahuna AMP Building and toilet block has had all of the identified asbestos removed and has been re-roofed.

· The asbestos identified at Moana Pool has been isolated. Some remediation will be undertaken in quarter one of 2016/17, with further work in areas of lower risk programmed for late in the year.

Tomahawk School Use

19 An Expression of Interest (EOI) was opened to the community on 4 June for six weeks. Nine individual submissions and seven letters of support/endorsement of submissions were received. The future use of the site is expected to be considered by Council later this year.

Parks and Recreation Strategy

20 Morven Group has been contracted to develop the Sport and Recreation Action Plan and Boffa Miskell has been contracted to develop the Open Spaces Action Plan. Workshops were held with external stakeholders and staff. A draft action plan has been presented to stakeholders for feedback before a final draft is presented to Community and Environment Committee.

Freedom Camping

21 Staff are currently working with the Waikouaiti Coast Community Board to reduce the impact of freedom campers in the community. The Warrington Domain toilet block will be significantly upgraded with work underway by the end of the month. Additional toilets will be located at the south end of the Domain for the season and serviced daily. Additional rubbish bins, collections and litter sweeps will occur daily. Signage is currently being reviewed and changes required will be implemented prior to the season starting 1 October 2016.

22 Carpark coverage and rubbish bin upgrades will also be in place at the Ocean View site. New water taps and toilet latches have recently been installed.

23 Staff have engaged with the three authors of letters to staff and elected members in July and are committed to continuing to work with the groups and community to mitigate issues raised.

24 Increased presence on social media and apps will be a focus for staff this coming season to assist with the national drive of education as well as targeting appropriate enforcement.

25 Staff continue to engage and work with the Responsible Camping Forum at a national level and to work collaboratively with other Councils to create some consistencies across boundaries around the country.

Logan Park Redevelopment Plan

26 Staff are beginning to re-engage with key external stakeholders on the future development of Logan Park. Initial meetings will take place in quarter 1 of 2016/17.

Moana Pool Foyer

27 Last year Dunedin high school students were asked to vote for their favourite of three possible redecorating options for the Moana pool foyer. Work on the preferred option began early in June and was completed at the beginning of July. Contractors completed prefabricating off site and worked during the night to minimise disruption to the public. Feedback on the new look foyer has been positive.

Capital projects

Name	Budget	Actual (to date)
Ocean Beach Remedial Works	$0	$659,000
Warrington Domain Toilet Upgrade	$50,000	$0
Botanic Garden - Glass House Demolition and Site Reinstatement	$84,000	$9,000

Asset Renewals

Name	Budget	Actual (to date)
Cremator Refractory Refurbishment	$70,000	$71,000
Tahuna AMP Building Asbestos Removal and Re-roof	$50,000	$15,000

Ocean Beach

28 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.

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

30 Downer NZ completed the sand sausage build in early August. Fine weather provided a steady build tempo and minimal erosion occurred despite the build starting later than scheduled. The sand sausages extend 200m along Ocean Beach. This was the first build using this method as sand sausages are normally filled at sea and floated into place.

31 Sand will continue to be delivered to the stockpile at Ocean Beach until the end of August 2016 when the Port Otago sourced sand becomes unavailable.

Warrington Domain Toilet Upgrade

32 This work involves improving the look and feel of the toilet facilities at the Warrington Domain have been scoped and tendered. The work will be delivered in quarter one of 2016/17, prior to the start of this year’s freedom camping season.

Botanic Garden – Glasshouse Demolition and Site Reinstatement

33 After the construction of the new Botanic Garden Propagation Facility, the demolition of the old glass house was required. Work to remove the structure is complete, there is some remaining work to reinstate the area with topsoil and plantings that is expected to be completed in quarter one of 2016/17.

Botanic Garden Duck Pond Pier

34 Work to install a new pier in at the Botanic Garden duck pond will be funded by the Friends of the Botanic Garden Society. Design drawings have been received. The work will be tendered and delivered early in quarter two of 2016/17.

Edinburgh Stone Relocation

35 This work to relocate the Edinburgh Stone monument from the Forsyth Barr Stadium site to an area on the side of the Leith in the University Campus has been spearheaded by the Dunedin-Edinburgh Society. Planning and liaison and preliminary design work began in quarter four.

Renewals

36 The Montecillo Boiler Replacement, Tahuna AMP Building Asbestos Removal and Re-roof, and Cremator Refractory Refurbishment were largely completed in quarter four. The works were completed on budget with minimal disruption to services.

37 The works at the replacement of the roof at the South Coast Board Riders Club Building and the Marlow Park Retaining wall are required due to the poor condition of those assets. Planning for these works was carried out in quarter four and will be executed early in 2016/17.

38 A Registration of Interest process was run in quarter four for the removal of asbestos from the Sims and Tahuna Pavillion Buildings. The responses have been short listed and selected tenderers will be asked to price the work in quarter one of 2016/17.

OPTIONS

39 As an update report there are no options.

NEXT STEPS

40 Regular reporting will occur at the end of each quarter.

41 Areas of focus for the next quarter will be:

a) Implementation of the new: Southern Parks Maintenance Contract, Northern Parks Maintenance Contract, Cemeteries Ground Maintenance Contract and Tree Maintenance Contract. Arborlab have been engaged to provide independent auditing of the contract implementation for the first year of the contracts delivery.

b) The Pest Control and Ecological Maintenance Contract will be finalised and is planned to go to market in the third quarter of 2016/17. The Biodiversity Officer has been recruited and will commence work on 26 September.

c) The sand sausages were completed by 5 August 2016 and further work will be planned to ensure the space is appealing and safe.

d) Expressions of interest will be put to market for the remediation of the Tahuna Pavilion and Sims Building. Remediation will be to clean the interior, reroof and reclad the buildings.

e) Parks and Recreation have negotiated with Port Otago to provide a section of car park at the Port Chalmers Yacht Club for the purpose permanent boat enclosure. This will provide space for yacht club members who were previously leasing the Sims Building to store their boats.

f) A review of Fees and Charges across all Parks and Recreation assets will be undertaken. Council's fees and charges were last reviewed in 1999. A number of parks and recreation assets have no formal policy or guidelines around charging at present. The purpose of this review is to create a clear pricing policy that provides staff and the community a transparent process that clearly shows council subsidy and user pay percentages.

g) Harvesting of the final section of the Waikouaiti Forest and chipping of slash will occur in quarter one. Replanting will be planned with community involvement in quarter two of 2016/17.

h) A draft of the Sport and Recreation Action Plan and Open Space Action Plan will be presented to Committee before it is opened to the public for consultation.

i) A review of the Parks and Recreation track network will be undertaken. Delta has been awarded the maintenance contract from 1 July 2016 until 30 January when it is expected the review will be completed. Once a baseline of the track network has been developed the maintenance contract will be put to tender.

j) Staff will be preparing for the 2016/17 Freedom Camping season. Staff are currently working with the Waikouaiti Coast Community Board to reduce the impact of freedom campers on their community. The Warrington Domain toilet block will be upgraded with work due to be completed on 1 October 2016.

k) Staff will work with the Otago Hockey Association and Kings High School to develop the new artificial turf to be based at Kings High School. Council agreed to make a one off grant of $500,000 to The Otago Artificial Surface Trust and a further $10,000 per annum for 10 years towards on-going maintenance.

l) Logan Park redevelopment plan and engagement with key stakeholders will continue to work towards an agreed concept plan.

Signatories

Author:	Tom Dyer - Acting Group Manager Parks and Recreation
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

There are no known conflicts of interest

Community Boards

Community Boards are regularly updated and consulted by staff.

Community and Environment Committee

29 August 2016

Parks and Recreation Strategy 2016-2026

Department: Parks and Recreation

EXECUTIVE SUMMARY

1 The purpose of this report is to seek the Community and Environment Committee’s endorsement to proceed with community consultation on the draft Parks and Recreation Strategy (2016-2026), including the Sport and Recreation Action Plan and the Open Space Action Plan (Attachment A).

2 In March 2016 the Committee endorsed in principle the draft Parks and Recreation Strategy (Strategy) to enable development of the Sport and Recreation Action Plan and Open Space Action Plan. The purpose of the action plans is to set out what will be done to achieve the objectives and goals of the Parks and Recreation Strategy.

3 It is proposed that broader community consultation occurs throughout September and October 2016, and that staff will report the outcome of this to the Council in December 2016.

RECOMMENDATIONS

That the Committee:

a) Approves the draft Parks and Recreation Strategy (2016-2026), including the Sport and Recreation Action Plan and Open Space Action Plan for community consultation.

b) Notes staff to report back following community consultation to Council in December 2016.

BACKGROUND

4 Staff reported a draft Strategy for consideration to the Committee in March 2016. The Strategy is the final component of the Dunedin City Council Strategic framework, which comprises eight key strategies.

5 Moved (Cr Andrew Whiley/Cr Mike Lord) that the Committee:

a) Approves the draft Parks and Recreation Strategy 2016-2026 in principle to enable development of the Sport and Recreation Action Plan and Open Space Action Plan.

b) Directs staff to report back to the August 2016 Community and Environment Committee with the Sport and Recreation Action Plan and the Open Space Action Plan.

c) Notes that the draft Strategy and Action Plans will be consulted on together, once drafting is complete.

Motion carried (CE/2016/006) with Cr Vandervis recording his vote against

DISCUSSION

6 The Strategy has a critical role in the strategic mix and has been developed using a framework consistent with other Dunedin City Council related strategies and initiatives, including the Environmental Strategy, Spatial Plan, Social Wellbeing Strategy, Economic Development Strategy and Arts and Culture Strategy.

7 This consistent approach enables integration of parks and recreation objectives and goals of Council’s overall strategic framework. This ensures that the Strategy works in synergy with the other key strategies to deliver the key objectives to our community.

Development of the Action Plans

8 Since March 2016, staff have continued to develop the Strategy and initiated the development of the Action Plans.

9 A review of other Parks and Recreation Strategies and implementation plans within New Zealand and internationally to identify best practice was completed and considered in the development of the Strategy and the Action Plans.

10 Staff facilitated a number of key stakeholder workshops to obtain input to the development of the Action Plans. Stakeholders at these workshops included the Otago Regional Council, Sport Otago, Department of Conservation, Volunteering Otago, Kāi Tahu, Forest and Bird, Sport New Zealand, NZTA, Halberg Foundation, social services agencies, regional sport and recreation organisations. There has been significant support from these stakeholders of the proposed approach and direction set out in the Strategy and supporting Action Plans.

11 In July 2016, staff updated councillors on the development of the Action Plans and provided an opportunity for feedback on the emerging actions. A number of internal sessions have also been held with staff across the organisation.

12 The vision and objectives of the Strategy were supported by key stakeholders and have provided the strategic framework for the actions established in the Action Plans.

Parks and Open Space Action Plan

13 The Parks and Open Spaces Action Plan sets out what needs to happen to Dunedin’s park and open space network over the next three-five years in order to achieve the goals of the Parks and Recreation Strategy and in turn help achieve the vision for Dunedin as one of the world’s great small cities.

14 It has been developed to guide the planning, funding and delivery of programmes and facilities across parks and open spaces throughout the city. The vision and objectives of the Strategy provide the strategic framework for the actions established in the Parks and Open Space Action Plan.

15 In response to input from stakeholders the Parks and Open Space Action Plan has established a broad definition of parks and open space in Dunedin, including those that are owned or managed by other organisations. Types of open spaces include local, neighbourhood and city parks, civic spaces, streets and shared spaces, open spaces of the hinterland and back country, waterways and lakes, including the Otago Harbour and foreshore, sportsfields and school grounds, beaches and forests.

16 With input from key stakeholders, staff have identified a number of actions to be achieved over the next three to five years in relation to each of the Parks and Recreation strategic objectives. These focus on:

· Protecting and conserving our parks and open spaces and improving people’s ability to understand and appreciate their value and significance.

· Ensuring our parks and open spaces meet the needs of our changing population so that people can experience all they have to offer.

· Enhancing our green network across Dunedin by physically and visually connecting our parks, open spaces and streets.

· Promoting the wide-ranging benefits of parks and open spaces in enhancing quality of life for Dunedin’s communities

17 While there will be a focus on working in partnership with other organisations to ensure the successful delivery of the plan, the actions within the Parks and Open Space Action Plan will be delivered by Council with support from others. This recognises Council’s role as provider of many of the parks and open spaces in Dunedin and the need to focus on Council owned parks and open spaces in the first instance.

Sport and Recreation Action Plan

18 The Sport and Recreation Action Plan has been developed to guide the planning, funding and delivery of programmes and facilities supporting informal and active recreation, and sport throughout the city. The vision and objectives of the Strategy provide the strategic framework for the actions established in the Sport and Recreation Action Plan.

19 With input from key stakeholders, staff have identified a number of actions to be achieved over the next three to five years in relation to each of the Parks and Recreation strategic objectives. These prioritise delivering affordable and accessible opportunities and environments that encourage people to participate in sport and recreation and be physically active. Another area of focus is strengthening partnerships through collaboration with sport and recreation agencies, such as Sport Otago.

20 For the purpose of the action plan, sport is defined as a physical activity participated in by individuals or teams that is organised, competitive, rule-bound and usually organisation-led via sports clubs, schools or community groups, with volunteer support or commercially provided, for example, indoor cricket.

21 Recreation is physical activity undertaken by individuals, groups or teams to varying levels of physical exertion in their leisure time.

Monitoring and Review of the Action Plans

22 The Strategy and supporting action plans include measures to monitor progress against the priorities set out in the Parks and Recreation strategic framework.

23 The action plans will undergo regular monitoring and review and the indicators of success will be shared with stakeholders on an annual basis and reported to the Council providing a public opportunity to also see progress.

24 A Dunedin Parks and Open Space Forum will be established that enables external stakeholders and public sector partners to share ideas and collaborate to deliver the Open Space Action Plan and monitor its progress.

25 Similarly, a leadership group will be established with representation from across the sport and recreation sector to sponsor implementation of the Sport and Recreation Action Plan and monitor its progress on behalf of the sector.

26 The sport and recreation and open space forums will establish a monitoring and evaluation framework for sport, and recreation and open space actions based on the measures in this plan. Initiatives will be regularly monitored during delivery and roles and responsibilities for actions reviewed at least annually to respond to any changing circumstances.

Community Consultation

27 It is proposed that consultation will occur in September and October 2016. The community will be able to provide feedback via a number of methods:

· the Council website

· written feedback forms available at sport and recreation facilities and libraries

· attending a pop up event to be held at open space, sport and recreation locations and events across the city

28 Staff will report the outcome of the consultation to the Council in December 2016.

OPTIONS

Option One - Recommended Option – Endorse the draft Parks and Recreation Strategy 2016-2026 including the Sport and Recreation Action Plan and Open Space Action Plan for community consultation

29 This option would see the Strategy, including the Action Plans endorsed for community consultation in September and October 2016.

Advantages

· Progressing the Action Plans will enable the completion of the Parks and Recreation strategic framework before the end of the calendar year.

· Aligns with the expectations of the key stakeholders who have provided input into the proposed direction and approach.

· Consultation on the draft Strategy with the two Action Plans provides the community with the full picture of the operational priorities and implications of the Strategy for the next three to five years, enabling the community to provide more informed feedback.

· Enables the completion of the Dunedin City Council Strategic Framework, as the Parks and Recreation Strategy is the last of the eight strategies to be developed.

Disadvantages

· Undertaking community consultation may require more substantial changes to the Strategy and Actions Plans should feedback not support the direction proposed.

· Undertaking consultation during Local Body Election.

Option Two – Defer endorsing the draft the Parks and Recreation Strategy 2016-2026 including the Sport and Recreation Action Plan and Open Space Action Plan for community consultation until December 2016

30 This option would see the Committee defer endorsing the draft Parks and Recreation Strategy 2016-2026 including the Sport and Recreation Action Plan and Open Space Action Plan for community consultation until later in 2016 (post- Local Body Election)

Advantages

· Delays consultation until after the Local Body Election.

Disadvantages

· Delays wider community input into the development of the last strategy and the completion of the Dunedin City Council Strategic Framework.

· Does not align with the expectations of the key stakeholders who have provided input into the proposed direction and approach.

· Delays the incorporation of the actions into the Parks and Recreation Group’s work programme, presenting planning, policy and operational risk to the organisation and its reputation.

NEXT STEPS

31 Should the recommended option be supported staff will proceed with public consultation on the Strategy and two Action Plans during September and October.

32 Staff will report back to the Council in December 2016 with the outcome of the public consultation and final draft of the Strategy and Action Plans for final endorsement.

Signatories

Author:	Jendi Paterson - Recreation Planning and Facilities Manager
Authoriser:	Ruth Stokes - General Manager Infrastructure and Networks

Attachments

	Title	Page
a	Draft Strategy and Action Plans	70

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

The draft Parks and Recreation Strategy will assist the Council to meet the current and future needs of the Dunedin community for good quality and cost-effective local infrastructure, local public services and regulatory functions.

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 draft Parks and Recreation Strategy identifies the recreational priorities and goals for the City’s strategic framework and sets a clear direction that will inform the Council’s projects, policies and plans.

The draft Strategy also contributes to the Council’s existing strategies and plans.

Māori Impact Statement

Staff consulted with Kai Tahu in the early development of the draft Strategy. Further consultation has occurred during the development of the Plans.

Sustainability

The draft Strategy incorporates the principles of sustainability of open space and recreation assets, and articulates the Council’s environmental sustainability goals and priorities.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The development of the Strategy is consistent with the Long Term Plan and has no implications for the Annual Plan, Financial or Infrastructure Strategy.

Financial considerations

Any costs associated with the development of the Strategy and Plans can be met from existing budgets. Financial implications of potential initiatives will be assessed at the time of development.

Significance

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

Engagement – external

Staff have engaged with a number of key stakeholders during the development of the draft strategy. This includes the Otago Regional Council, Sport Otago, Department of Conservation, Kai Tahu, Forest and Bird and Sport New Zealand. There has been significant support from these stakeholders of the proposed approach and direction set out in the Strategy and supporting Action Plans.

Engagement - internal

Feedback and input was sought on the draft Strategy via a variety of meetings and briefings across Council departments including Transport, Policy, Enterprise Dunedin, Events and Community Development.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no conflicts of interest.

Community Boards

Community Boards will be encouraged to participate in the community-wide engagement on the draft Strategy and Action Plans