Notice of Meeting:

I hereby give notice that an ordinary meeting of the Dunedin City Council will be held on:

 

Date:                             Tuesday 31 October 2017

Time:                            1.00 pm

Venue:                          Council Chamber, Municipal Chambers,

                                      The Octagon, Dunedin

 

Sue Bidrose

Chief Executive Officer

 

Council

PUBLIC AGENDA

 

MEMBERSHIP

 

Mayor

Mayor Dave Cull

 

Deputy Mayor

Cr Chris Staynes

 

Members

Cr David Benson-Pope

Cr Rachel Elder

 

Cr Christine Garey

Cr Doug Hall

 

Cr Aaron Hawkins

Cr Marie Laufiso

 

Cr Mike Lord

Cr Damian Newell

 

Cr Jim O'Malley

Cr Conrad Stedman

 

Cr Lee Vandervis

Cr Andrew Whiley

 

Cr Kate Wilson

 

 

Senior Officer                               Sue Bidrose, Chief Executive Officer

 

Governance Support Officer      Lynne Adamson

 

 

 

Lynne Adamson

Governance Support Officer

 

 

Telephone: 03 477 4000

Lynne.Adamson@dcc.govt.nz

www.dunedin.govt.nz

 

 

 

 

 

 

 

Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.

 


Council

31 October 2017

 

 

 

ITEM TABLE OF CONTENTS                                                                   PAGE

 

1        Opening                                                                                                   4

2        Public Forum                                                                                             4

2.1   Greater Green Island - Leanne Stenhouse                                               4

2.2   Camping Control Bylaw - Waikouaiti Coast Community Board                      4

2.3   Dunedin City Council response to Dunedin Hospital Rebuild Options - Lyndon Weggery       4

2.4   High Street Co-Housing Development - Catherine Spencer                          4

2.5   Wildlife Hospital - Steve Walker                                                             4

2.6   Valley Projects - Anna Parker                                                               4

3        Apologies                                                                                                  4

4        Confirmation of Agenda                                                                              4

5        Declaration of Interest                                                                                5   

Minutes of Committees

6          Infrastructure Services and Networks Committee - 16 October 2017                  19

7        Community and Culture Committee - 17 October 2017                                     20

8        Planning and Environment Committee - 17 October 2017                                  21

9        Bylaws Subcommittee - 21 August 2017                                                       22

Minutes of Community Boards

10        Mosgiel-Taieri Community Board - 30 August 2017                                          23

11      Otago Peninsula Community Board - 24 August 2017                                       24

12      Saddle Hill Community Board - 13 July 2017                                                  25

13      Saddle Hill Community Board - 31 August 2017                                              26

14      Strath Taieri Community Board - 7 September 2017                                       27

15      Waikouaiti Coast Community Board - 5 July 2017                                            28

16      Waikouaiti Coast Community Board - 23 August 2017                                      29

17      West Harbour Community Board - 30 August 2017                                          30

Reports

18        Festivals and Events Plan 2018-2023                                                            31

19      Proposed Meeting Schedule for 2018                                                            50

20      Dunedin City Council Annual Report 2017                                                       55

21      Camping Control Bylaw 2017                                                                      57

Notice of Motion

22        Notice of Motion                                                                                       90              

Resolution to Exclude the Public                                                                             92

 

 


Council

31 October 2017

 

 

1     Opening

Peter Small from the Dhargyey Buddhist Centre will open the meeting with an opening prayer.

2     Public Forum

2.1  Greater Green Island - Leanne Stenhouse

Leanne Stenhouse, Greater Green Island wishes to address the meeting concerning their work.

2.2  Camping Control Bylaw - Waikouaiti Coast Community Board

Mark Brown, Waikouaiti Coast Community Board wishes to address the meeting concerning the Camping Control Bylaw.

2.3  Dunedin City Council response to Dunedin Hospital Rebuild Options - Lyndon Weggery

Lyndon Weggery wishes to address the meeting concerning the Dunedin City Council Response to the Dunedin Hospital Rebuild Options.

2.4  High Street Co-Housing Development - Catherine Spencer

Catherine Spencer wishes to address Council about the High Street Co-Housing Development.

2.5  Wildlife Hospital - Steve Walker

Steve Walker and wish to address Council on the Wildlife Hospital Trust.

2.6  Valley Projects - Anna Parker

Anna Parker wishes to address the meeting about Valley Projects.

3     Apologies

An apology has been received from Cr Doug Hall.

 

That the Council:

 

Accepts the apology from Cr Doug Hall.

4     Confirmation of agenda

Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.


Council

31 October 2017

 

 

Declaration of Interest

 

  

 

EXECUTIVE SUMMARY

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

2.     Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.

 

RECOMMENDATIONS

That the Council:

a)     Notes/Amends if necessary the Elected Members' Interest Register attached as Attachment A; and

b)     Confirms/Amends the proposed management plan for Elected Members' Interests.

 

 

Attachments

 

Title

Page

a

Councillor Register of Interest 25-10-2017

7

  



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31 October 2017

 

 

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31 October 2017

 

 

Declaration of Interest - Executive Leadership Team

 

  

 

EXECUTIVE SUMMARY

1.     Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as a staff member and any private or other external interest they might have.

2.     Staff members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.

 

RECOMMENDATIONS

That the Council:

a)     Notes/Amends if necessary the Executive Leadership Team's Interest Register attached as Attachment A; and

b)     Confirms/Amends the proposed management plan for the Executive Leadership Team's Interests.

 

 

Attachments

 

Title

Page

a

ELT Register of Interest 24-10-2017

16

  


Council

31 October 2017

 

 

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Council

31 October 2017

 

 

Minutes of Committees

Infrastructure Services and Networks Committee - 16 October 2017

 

 

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RECOMMENDATIONS

That the Council:

a)     Notes the minutes of the Infrastructure Services and Networks Committee meeting held on 16 October 2017

 

 

 

 

Attachments

 

Title

Page

a

Minutes of Infrastructure Services and Networks Committee held on 16 October 2017 (Under Separate Cover)

 

  


Council

31 October 2017

 

 

Community and Culture Committee - 17 October 2017

 

 

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RECOMMENDATIONS

That the Council:

a)     Notes Part A items and public forum of the minutes of the Community and Culture Committee meeting held on 17 October 2017

b)     Approves the following Part B items of the minutes of the Community and Culture Committee meeting held on 17 October 2017: 

Item 9:     Public Art Framework 2017-22 

Item 10:   New Zealand Masters Games Operational and Financial Status

Item 11:   Dunedin (New Zealand) Masters Games Trust CCO Exemption

c)     Takes Part C items of the minutes of the Community and Culture Committee held on Tuesday, 17 October 2017, in the non-public part of the meeting.

 

 

 

Attachments

 

Title

Page

a

Minutes of Community and Culture Committee held on 17 October 2017 (Under Separate Cover)

 

  


Council

31 October 2017

 

 

Planning and Environment Committee - 17 October 2017

 

 

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RECOMMENDATIONS

That the Council:

a)     Notes the minutes of the Planning and Environment Committee meeting held on 17 October 2017

 

 

 

Attachments

 

Title

Page

a

Minutes of Planning and Environment Committee held on 17 October 2017 (Under Separate Cover)

 

  


Council

31 October 2017

 

 

Bylaws Subcommittee - 21 August 2017

 

 

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RECOMMENDATIONS

That the Council:

a)     Notes Part A of the minutes of the Bylaws Subcommittee meeting held on 21 August 2017

 

 

Attachments

 

Title

Page

a

Minutes of Bylaws Subcommittee held on 21 August 2017 (Under Separate Cover)

 

   


Council

31 October 2017

 

 

Minutes of Community Boards

Mosgiel-Taieri Community Board - 30 August 2017

 

 

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RECOMMENDATIONS

That the Council:

a)     Notes the minutes of the Mosgiel-Taieri Community Board meeting held on
30 August 2017

 

 

Attachments

 

Title

Page

a

Minutes of Mosgiel-Taieri Community Board held on 30 August 2017 (Under Separate Cover)

 

  


Council

31 October 2017

 

 

Otago Peninsula Community Board - 24 August 2017

 

 

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RECOMMENDATIONS

That the Council:

a)     Notes the minutes of the Otago Peninsula Community Board meeting held on 24 August 2017

 

 

 

Attachments

 

Title

Page

a

Minutes of Otago Peninsula Community Board held on 24 August 2017 (Under Separate Cover)

 

  


Council

31 October 2017

 

 

Saddle Hill Community Board - 13 July 2017

 

 

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RECOMMENDATIONS

That the Council:

a)     Notes the minutes of the Saddle Hill Community Board meeting held on 13 July 2017

 

 

 

Attachments

 

Title

Page

a

Minutes of Saddle Hill Community Board held on 13 July 2017 (Under Separate Cover)

 

  


Council

31 October 2017

 

 

Saddle Hill Community Board - 31 August 2017

 

 

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RECOMMENDATIONS

That the Council:

a)     Notes the minutes of the Saddle Hill Community Board meeting held on 31 August 2017

 

 

 

Attachments

 

Title

Page

a

Minutes of Saddle Hill Community Board held on 31 August 2017 (Under Separate Cover)

 

  


Council

31 October 2017

 

 

Strath Taieri Community Board - 7 September 2017

 

 

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RECOMMENDATIONS

That the Council:

a)     Notes the minutes of the Strath Taieri Community Board meeting held on 7 September 2017

 

 

 

Attachments

 

Title

Page

a

Minutes of Strath Taieri Community Board held on 7 September 2017 (Under Separate Cover)

 

  


Council

31 October 2017

 

 

Waikouaiti Coast Community Board - 5 July 2017

 

 

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RECOMMENDATIONS

That the Council:

a)     Notes the minutes of the Waikouaiti Coast Community Board meeting held on 5 July 2017

 

 

 

Attachments

 

Title

Page

a

Minutes of Waikouaiti Coast Community Board held on 5 July 2017 (Under Separate Cover)

 

  


Council

31 October 2017

 

 

Waikouaiti Coast Community Board - 23 August 2017

 

 

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RECOMMENDATIONS

That the Council:

a)     Notes the minutes of the Waikouaiti Coast Community Board meeting held on 23 August 2017

 

 

 

Attachments

 

Title

Page

a

Minutes of Waikouaiti Coast Community Board held on 23 August 2017 (Under Separate Cover)

 

  


Council

31 October 2017

 

 

West Harbour Community Board - 30 August 2017

 

 

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RECOMMENDATIONS

That the Council:

a)     Notes Part A items and public forum of the minutes of the West Harbour Community Board meeting held on 30 August 2017.

 

 

Attachments

 

Title

Page

a

Minutes of West Harbour Community Board held on 30 August 2017 (Under Separate Cover)

 

   


Council

31 October 2017

 

 

Reports

 

Festivals and Events Plan 2018-2023

Department: Community and Planning

 

 

 

 

EXECUTIVE SUMMARY  

1      Approval is sought to undertake public consultation on the draft Festivals and Events Plan 2018 – 2023 from November 22 through to 15 December 2017.

2      The Festivals and Events Plan has been drafted following consultation with key event sector stakeholders, and a review of national and international festivals and events plans. Sector and community engagement on the draft plan has included a survey, face to face workshops and presentations.

3      It is recommended that a public consultation period of three weeks be utilised to allow wider feedback and input into the proposed five year plan which outlines the city’s vision and aims for major and community events. Following consultation and any subsequent amendments, the Plan will be provided to Council in February 2018 for final approval.

RECOMMENDATIONS

That the Council:

a)     Approves that public consultation on the draft Festivals and Events Plan 2018 – 2023 be undertaken for a three week period (22 November – 15 December 2017).

b)     Notes that the draft Festivals and Events Plan 2018 – 2023 may be amended following public consultation and that a final draft will be presented to Council for approval in February 2018.

 

BACKGROUND

4      Events and festivals are an important feature of Dunedin’s culture. Events contribute to building Dunedin’s identity, helping the city achieve a wide range of cultural, social and economic goals; including community connection, economic benefits to businesses and opportunities to showcase our arts, culture and environmental assets.

5      In 2016 Community Development and Events staff identified that the current Festivals and Events Strategy 2009 – 2019 was no longer fit for purpose or as future focused as it could be. Challenges also existed around the current strategy such as -

·      No clear framework for proactively seeking and bidding for events

·      No clear framework outlining where Dunedin Venues Management Limited (DVML) sits in relation to the strategy

·      A significant funding gap between the Premier and Major Events funding and small Community Events funding. Currently the small Community Events funding round supports applications of up to $5,000.  It was hoped that the Premier and Major Events funding scheme would support events over $5,000.  However, the criteria are such that the gap between small Community Events and Major and Premier funding makes it difficult for community events to grow into major events.

6      A review of the Strategy was approved with the expectation a new Festivals and Events Plan would be developed for the city to: 

·      Provide a framework that better supports events and festivals in Dunedin. 

·      Define the role of DVML within the wider context of a DCC Festivals and Events Plan.

·      Provide a framework that fits with the themes of the Social Wellbeing Strategy, the Economic Development Strategy, Ara Toi – Arts & Culture Strategy, Environment Strategy, Integrated Transport Strategy, Parks and Recreation Strategy and the Central City Plan.

 

7      A governance group and a working group were established to provide guidance and input into the review. The working group comprised DCC staff from Community Development and Events, Economic Development, Parks and Recreation, City Development, Marketing and Masters Games. Two community representatives (one representing the tourism sector and one the events sector) were also members of the working group. The governance group comprised two DCC General Managers and a representative of DVML.

8      Staff undertook a review of Festivals and Events plans from a wide range of New Zealand towns and cities; Auckland, Wellington, Tauranga, Christchurch, Queenstown,  New Plymouth, Rotorua, Central Otago and Napier / Hastings.  They also reviewed the plans of Melbourne, Sydney, Bath, Salisbury, Hobart, and Edinburgh. The reviews considered the following;

·      The aims and strategies of the city’s / town’s plans

·      Connection to other strategies

·      Key city or town events

·      Balance of events programme

·      Key partners

·      Event assessment criteria

·      Strategic benefits and outcomes

·      Funding 

 

10    Following the review a survey was sent to more than 300 event sector representatives, the People’s Panel and Councillors.  A total of 234 responses were received

11    Information on the Festivals and Events Plan consultation was also sent to Community Boards and the Maori Participation Working Party. Members of the Disability Information Advisory Group (DIAG) were also consulted.  The Mosgiel Community Board requested a presentation on the draft Plan.

12    Information from the survey responses and early consultation was utilised to develop five key priority areas for further consultation at two workshops held in April 2017. A total of 55 participants attended the workshops, representing a wide range of event organisers and organisations. See Attachment B for a list of participant groups.

13    Key elements identified by stakeholders through the survey, presentations and workshops included retaining and celebrating the city’s uniqueness, more events offering healthy food options, promoting the smoke free message, and development of an events calendar for the city. Feedback from the workshops resulted in the five key priority areas for the draft Plan increasing to six.

14    An Events Classification system has been included within the draft Plan which recognises the scope and size of events within the city. Grant criteria (included in the current Festivals and Events Strategy) have not been included in the draft Plan.  This information will be included in the Council’s Grants Policy.

15    Feedback from workshop participants and survey responses, the Festivals and Events working group, and Councillors has been integrated into the draft Festivals and Events Plan 2018 -2023 (see Attachment A). The Plan is provided as a draft rather than a designed document to reinforce to stakeholders that the plan is not yet confirmed and feedback is desired. 

DISCUSSION

16    There has been considerable stakeholder feedback to date on the draft Festivals and Events Plan 2018 – 2023. As the Plan is aimed at providing a framework for event organisers, partners and communities, it is important wider input is also invited.

17    Staff propose a public consultation process on the draft Plan be undertaken for a three week period. Two options exist for this. The recommended option is to undertake public consultation from 22 November through to 15 December 2017. Public and event sector feedback would be collated in January and a report provided to Council in February 2018, along with the final draft of the Festivals and Events Plan for approval.

18    If Council wished Events staff to undertake further engagement with the events sector prior to public consultation, the period for public consultation would be delayed until April 2018. This option would result in a final draft Plan being presented back to Council in June or July 2018.

19    The April date is put forward as the second option to avoid the public consultation period set aside for the 10 Year Plan (February and March 2018).

20    Any public consultation would include promotion via social media and the DCC website, through public notices, and Council and community networks. A face to face workshop with event sector representatives would also be coordinated to obtain further feedback.

OPTIONS

Option One – Recommended Option: Public consultation on the draft Festivals and Events Plan 2018 – 2023 is undertaken from 22 November to 15 December 2017.Advantages

·           Provides the opportunity for a wider group of stakeholders and interested people to be consulted on the draft Plan

·           Builds on feedback already received in developing a city-wide Festivals and Events Plan

·           Provides an additional opportunity for those who have already input to reflect on their contribution, and add to it

·           The consultation period proposed falls outside the 10 Year Plan consultation period which begins in February 2018

·           Maintains momentum on the development of a new Festivals and Events Plan for the city

Disadvantages

·           The timeframe to collate information will put some pressure on Events staff at a busy seasonal time of year for events.

Option Two – Further engagement with the events sector is undertaken on the draft Festivals and Events Plan 2018 – 2023 with public consultation delayed until April 2018.

Advantages

·           Provides more time for further, smaller engagement opportunities with the Events sector

Disadvantages

·           Extends the review period out to a timeframe which some stakeholders may feel is unreasonable, particularly those who provided feedback in the first quarter of 2017

·           Delays work in implementing the Festivals and Events Plan 2018 – 2023 once approved by Council

NEXT STEPS

21    If Council approves public consultation to be progressed on the draft Festivals and Events Plan 2018 – 2023 from November 22 – 15 December, staff will work with Marketing and Communications and Policy teams to undertake this. Feedback will be collated in January and a report and final draft Plan provided to Council in February 2018. 

22    If Council chooses to delay public consultation until April 2018, staff will undertake smaller engagement opportunities with Event Sector stakeholders and provide messaging around this timeframe to those who have already provided feedback. 

 

Signatories

Author:

Joy Gunn - Manager Events and Community Development

Authoriser:

Nicola Pinfold - Group Manager Community and Planning 

Attachments

 

Title

Page

a

Draft Festivals and Events Plan 2018 - 2023

37

b

Festvials and Events Review Workshop Participants (April 2017)

49

 

SUMMARY OF CONSIDERATIONS

 

Fit with purpose of Local Government

This decision/report/proposal 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

 

In addition to the key strategies identified the draft Plan aligns with the Destination Plan

Māori Impact Statement

The draft Festivals and Events Plan 2018 – 2023 specifically recognises the need to work with Kai Tahu to identify and support events that promote and celebrate Maori culture.  Stakeholders including both Runaka, the Maori Participation Working Group and Puaka Matariki organisers were consulted on the draft Plan.

Sustainability

Successful festivals and events contribute to economic sustainability and to long term community connection.  Environmental sustainability must be considered by event organisers and the city to ensure that events and festivals do not adversely impact our natural environment.  Staff already work with event organisers to improve waste minimisation targets.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The draft Festivals and Events Plan 2018 – 2023, once approved, would replace the existing Festivals and Events Strategy 2009 – 2019 which is recognised as no longer meeting community / Council needs.  

Financial considerations

Public consultation will be undertaken within operational budgets.  Implications on events and grants budgets in future years has not been included within this report, as these implications cannot be clarified until full consultation on the draft Plan is complete.  DCC staff recognise that there have been challenges in the funding of developing events and those which are not yet at Major or Premier status. The draft Plan provides an Events Classification which may support funding decisions by Council and other financial supporters of festivals and events.

Significance

This decision is considered low in terms of the Council’s Significance and Engagement Policy as there has been positive engagement to date around the draft Plan.

Engagement – external

More than 300 people have been surveyed and the views of the 234 respondents considered in development of the draft Plan. In addition 55 stakeholders attended two workshops.  These stakeholders represented a wide cross section of the events sector and their input was integrated into the draft Plan.

Engagement – internal

A working group comprising staff from Community Development and Events, Marketing, Parks and Recreation, Economic Development, Masters Games and City Development have supported development of the draft Plan. A governance group comprising two General Managers has overseen the review of the current Festivals and Events Strategy, and development of the draft Plan.

Risks: Legal / Health and Safety etc.

There is no known legal, or health and safety risks that staff are aware of in recommending public consultation on the draft Plan.

Conflict of Interest

There is no conflict of interest.

Community Boards

Community Boards have been provided information as part of the initial consultation process. As some Community Boards support or are engaged in community events, the draft Plan consultation is likely to be of interest to them. Mosgiel Community Board invited staff to present on the draft Plan in October 2017.

 

 


Council

31 October 2017

 

 

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Groups / organisations that participated in the Festivals and Events Review Workshops (April 2017)

·          Acts of Kindness Charitable Trust

·          akB

·          Brighton Gala Experience

·          Cadbury World

·          Cancer Society Dunedin

·          Caversham Community Group

·          Dunedin Fringe Festival

·          Dunedin International Airport

·          Dunedin Midwinter Celebrations Trust       

·          Dunedin Public Art Gallery

·          Dunedin to Brighton Veteran Car Run

·          Dunedin Writers and Readers Festival

·          Edgar Centre

·          Holy Cross Convention Centre

·          iD Fashion

·          International Science Festival

·          Larnach Castle

·          Lions Lark in the Park

·          Monarch Cruises

·          NZ International Early Music Festival

·          Olveston

·          Otago Art Society

·          Otago Community Trust

·          Otago Festival of the Arts

·          Otago Museum

·          Otago Polyfest

·          Otago Racing Club

·          OUSA

·          Puaka Matariki

·          Public Health South

·          Rally of Otago

·          Santa Parade Trust

·          Smokefree Otago

·          Southern Heritage Trust

·          Special Rigs for Special Kids

·          University of Otago

·          Vogel Street Party Charitable Trust

·          Waitati Music Festival

·          Youth representatives


Council

31 October 2017

 

 

 

Proposed Meeting Schedule for 2018

Department: Civic and Legal

 

 

 

 

EXECUTIVE SUMMARY  

1      This report seeks the adoption of a meeting schedule for 2018 in accordance with Clause 19(6)(a) of Schedule 7 of the Local Government Act 2002 which allows the Council to adopt a schedule of meetings to cover any future period that it considers appropriate.

RECOMMENDATIONS

That the Council:

a)     Approves the proposed meeting schedule for 2018 as appended to the report, or advises of alternate meeting dates/arrangements.

b)     Notes that community boards will confirm their own meeting dates during the last meeting round.

 

 

DISCUSSION

2      The Council has traditionally adopted a schedule of meetings for the year ahead to provide some certainty in programming work and reporting. 

3      The current meeting cycle consists of an approximate six weekly cycle with all standing committees and community boards meeting during the cycle, with a Council meeting concluding each cycle.

4      The proposed schedule is similar to the 2017 year.  Additional meetings have been added as required, and the Community and Culture meeting has been scheduled for a 10.00am start. 

5      An effort has been made to accommodate a Council meeting slightly earlier in March in light of the dates on which Easter falls.  

6      On the information currently available, important dates in the Council's programme of business are:

·           10 Year Plan:  Council is to consider development of the draft 10 Year Plan on 27-January, with Audit and Risk scheduled for 8 February to consider matters related to the Council's decision to adopt the 10 Year Plan at its meeting of 27 February.  The date that audit advice on the 10 Year Plan is available is not known.  The schedule has been set on the basis that it will be available to meet statutory deadlines.

·           Statements of Intent: Council Controlled Companies Statements of Intent are expected to be considered by the Finance and CCOs Committee on 19 June and then be adopted by Council on 26 June.

·           Annual Reports (CCOs): for Council Controlled Companies are scheduled for consideration by the Finance and CCOs Committee on 23 October (morning meeting) followed by adoption at the Council meeting scheduled to follow in the afternoon of the same day.

·           Annual Report (Council) is also scheduled for consideration at the Council meeting of 23 October.

7      Committees and subcommittees not referred to within this schedule will be scheduled on an "as required" basis.

8      As this report is for administrative purposes only, alternative options and the summary of considerations are not required.

 

Signatories

Author:

Kristy Rusher - Manager Civic and Legal

Authoriser:

Nicola Pinfold - Group Manager Community and Planning 

Attachments

 

Title

Page

a

Draft Meeting Schedule 2018

52

  


Council

31 October 2017

 

 

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Council

31 October 2017

 

 

 

Dunedin City Council Annual Report 2017

Department: Finance

 

 

 

 

EXECUTIVE SUMMARY  

1      This report asks the Council to approve and adopt the Annual Report for the Dunedin City Council in the financial year ended 30 June 2017.

2      At its meeting on 3 October 2017 the Audit and Risk Subcommittee meet with the Director of Audit New Zealand responsible for the audit of the Dunedin City Council Annual Report.  As a result of the discussions the Subcommittee passed the following resolution:

“Moved (Susie Johnstone/Cr Mike Lord):

That the Subcommittee:

 

a)     Recommends that Council approves and adopts the Dunedin City Council Annual Report for the year ended 30 June 2017 as presented following final clearance from Audit New Zealand and subject to the feedback from the Audit and Risk subcommittee

b)     Recommends that the Mayor and CEO sign the Representation Letter for the year ended 30 June 2017 subject to feedback from the Audit and Risk Subcommittee, and receipt of a corresponding representation letter signed by management.

Motion carried”

 

3      Audit New Zealand have provided audit clearance and propose an unmodified audit report, subject to the completion of a governance questionnaire which was in progress at time of writing.

4      The Director of Audit New Zealand responsible for the audit and the Audit Manager will attend to discuss the audit and answer any questions from Councillors.

 

RECOMMENDATIONS

That the Council:

a)     Approves and adopts the Dunedin City Council Annual report and summary report for the financial year ended 30 June 2017, subject to any minor editing required between adoption and final publication.

b)     Authorises the Mayor and Chief Executive to sign the Statement of Responsibility on behalf of Council.

c)     Authorises the Mayor and Chief Executive to sign the Letter of Representation on behalf of Council.

 

BACKGROUND

5      Each year the Council must prepare an annual report in accordance with section 98 of the Local Government Act 2002.  Each annual report must be completed and adopted by resolution within four months after the end of the financial year to which it relates, and within one month after the adoption, the local authority must make publicly available:

·      its annual report; and

·      a summary of the information contained in its annual report.

DISCUSSION

6      This report is of an administrative nature and is of low significance in terms of the Council's significance and engagement policy.  Therefore, it is not necessary to include a summary of considerations or options in this report.

NEXT STEPS

7      The annual report will be published and made available on the website of the Dunedin City Council following Council's authorisation and adoption of the report content.

 

Signatories

Author:

Gavin Logie - Acting Chief Financial Officer

Authoriser:

Sue Bidrose - Chief Executive Officer 

Attachments

 

Title

Page

a

DCC Annual Report (Under Separate Cover)

 

  


Council

31 October 2017

 

 

 

Camping Control Bylaw 2017

Department: Parks and Recreation

 

 

 

 

EXECUTIVE SUMMARY  

1      This report recommends that Council adopts the changes proposed to Council’s Camping Control Bylaw 2015 (‘the Bylaw’) as recommended by the Bylaw Subcommittee.

2      Following a Special Consultative Procedure (SCP), including public submissions and a Bylaw Subcommittee Council Hearing on the proposed changes, the Bylaw Subcommittee’s recommendation to Council is to amend the Bylaw to limit freedom camping to certified self-contained vehicles only.

3      This amendment would result in Schedule C of the Bylaw being revoked. Schedule C identifies Warrington Domain and Ocean View Recreation Reserve as the only unrestricted areas for freedom camping in Dunedin.

4      If Council adopts the proposed amendment to the Bylaw, the Bylaw would be revoked and replaced by Council’s Camping Control Bylaw 2017, which would take effect from 1 November 2017 in time for the peak camping 2017/2018 season.

5      Implementation of Council’s Camping Control Bylaw 2017 would be through increased enforcement on Council’s behalf and a range of publicity and education initiatives to promote the recent changes to Freedom Camping rules.

6      The proposed Dunedin City Council Camping Control Bylaw 2017 is attached (Attachment C).

RECOMMENDATIONS

That the Council:

a)     Accepts the Bylaw Subcommittee's recommendation to amend Council’s Camping Control Bylaw 2015 to limit freedom camping to certified self-contained vehicles only.

b)     Resolves to amend the Camping Control Bylaw 2015 in the following manner:

i)      Deletion of existing clause 5(c) and consequential renumbering of clause 5(d) to clause 5(c);  

ii)     Deletion of existing schedule C;

iii)    Renaming of the existing Schedule D as 'Schedule C';

iv)    Renaming of the bylaw as the 'Camping Control Bylaw 2017';

c)     Resolves that the amendments will have effect from 1 November 2017

d)     Determines that the proposed amendments to the Camping Control Bylaw 2015 are necessary and appropriate;

e)     Determines that the amendments to the bylaw do not give rise to any implications under the New Zealand Bill of Rights Act 1990.

f)     Notes that this amendment would result in restricting the types of vehicles that can freedom camp in Warrington Domain and Ocean View Recreation Reserve to certified self-contained vehicles only.

g)     Notes that implementation of Council’s Camping Control Bylaw 2017 would be through increased enforcement on Council’s behalf, and a range of education and promotion initiatives led by Dunedin City Council staff.

 

BACKGROUND

7      Council’s Camping Control Bylaw 2015 (‘the Bylaw’) prohibits freedom camping in scenic reserves and cemeteries, allows certified self-contained vehicles with some restrictions on all other council land, and allows all types of freedom camping (including cars and tents), with some conditions, at Warrington Domain and Ocean View Recreation Reserve.

8      In June 2017, Council endorsed a Special Consultative Procedure (SCP) to determine the community's views on whether Council's current approach to the provision of freedom camping opportunities in Dunedin, as outlined in the Bylaw, should remain consistent or change. The SCP was held between 12 July 2017 and 9 August 2017.

9      For the purposes of the SCP, and in accordance with Section 83 of the Local Government Act 2002, Council approved a draft Statement of Proposal which outlined proposed changes to the Bylaw.

10    The Statement of Proposal outlined three options for public feedback:

·      Option One - Limit freedom camping to certified self-contained vehicles only

·      Option Two - Increased enforcement and infrastructure under existing bylaw (enhanced status quo)

·      Option Three - Provide additional areas for non-certified self-contained vehicles and restrict the area for vehicles and at each site

11    Following consideration of the both written and oral submissions heard at the Bylaw Subcommittee hearing held on 21 August 2017, and staff recommendations relating to the implementation of the proposed changes to the Bylaw including Option One, the Bylaw Subcommittee adopted to amend the Bylaw to limit freedom camping to certified self-contained vehicles only (Option One).

12    This amendment would result in Schedule C of the Bylaw being revoked. Schedule C identifies Warrington Domain and Ocean View Recreation Reserve as the only unrestricted areas for freedom camping in Dunedin.

13    The majority of issues reported via local communities and through the Community Boards relate to freedom camping at the two unrestricted areas. The issues raised relate to noise, high number of vehicles, excess rubbish and increased incidence of defecation in sand dunes, and less space for residents to use the reserves for camping or recreation.

14    If Council were to adopt the Camping Control Bylaw 2017, staff consider that the freedom camping issues at Warrington Domain and Ocean View Reserve would be reduced and that the impact of freedom camping on both sites, and across the city, would be easier for Council to manage.

DISCUSSION

Implementation of the Camping Control Bylaw 2017

15    If Council were to adopt the Camping Control Bylaw 2017, it would take effect from 1 November 2017 in time for the peak camping 2017/2018 season.

16    Implementation would be through increased enforcement on Council’s behalf, a range of education and promotion initiatives and provision of physical infrastructure on certain sites.

17    Contract negotiations are underway for the enforcement of freedom camping on Council’s behalf and will be completed in response to Council’s resolution in relation to the adoption of the Camping Control Bylaw 2017.

18    Education, publicity and promotion initiatives are also being developed via app providers, social media, websites, pamphlets and on-site signage. This includes advising drivers of non-certified self -contained vehicles of other accommodation options, such as nearby public campgrounds.

19    During the 2016/17 camping off-season, infrastructure upgrades were completed at both unrestricted sites and it is proposed that these continue this season, including additional signs and areas of hardstand demarcating where self-contained vehicles can park.

Restricting numbers and location of certified self-contained vehicles

20    There has been some discussion relating to restricting the numbers and locations of certified self-contained vehicles on a site where certified self-contained vehicles are allowed.

21    As this is primarily a site by site management issue, staff propose that the need for such a management approach will be monitored by Council staff over the 2017/2018 camping season and, and any recommendations for change reported to Council.

22    If overcrowding occurs, there will be further consideration of restricting numbers and locations of certified self-contained vehicles as part of reserve management plans and outside of the Camping Control Bylaw review process.

Permits to freedom camp in non-certified self-contained vehicles

23    Consistent with the rules of the Camping Control Bylaw 2015, the proposed Camping Control Bylaw 2017 will still provide Council the ability to grant a discretionary consent (a permit) to freedom camp in non-certified self-contained vehicles in areas where freedom camping in certified self-contained vehicles is permitted. 

24    The permits will be granted in specific cases where the Council considers that granting of that consent would not be contrary to the purpose of the Camping Control Bylaw 2017.

25    Applications for permits will need to be made in writing to the Council at least four weeks prior to the proposed date of camping. Permitted freedom camping must comply with certain requirements, including leaving the site clean and tidy when they depart, must not light fire at the site and must comply with any conditions included in the consent.

OPTIONS

Option One – Council adopts the Camping Control Bylaw 2017 (Recommended Option)

26    This option supports the recommendation to Council by the Bylaw Subcommittee to restrict freedom camping to certified self-contained only.

Advantages

·           Supports the recommendation by the Bylaw Subcommittee

·           Reflects public feedback, both through written and oral submissions, the majority of which supported the proposal to amend the Camping Control Bylaw 2015 to limit freedom camping to certified self-contained vehicles only

·           The freedom camping issues at Warrington Domain and Ocean View Reserve would reduce, and the impact of freedom camping on both sites and across the city would be easier for Council to manage.

·           No perceived increased competition with accommodation providers.

·           Consistent approach with several neighbouring local authorities.

Disadvantages

·           There will be costs associated with increased enforcement and publicising of the Camping Control Bylaw 2017.

·           Dunedin may be viewed as less welcoming to some visitors by changing the current approach to welcoming non-certified self-contained vehicles.

Option Two – Council retains the Camping Control Bylaw 2015 (Status Quo)

27    This option proposes that Council doesn’t adopt the Camping Control Bylaw 2017 and continues to implement the Camping Control Bylaw 2015

Advantages

·           No increased costs associated with increased enforcement

·           Rules remain consistent with those enforced since 2015 

Disadvantages

·           Doesn’t support the recommendation to Council by the Bylaw Subcommittee

·           Doesn’t reflect public feedback, the majority of which supported the proposal to amend the Camping Control Bylaw 2015 to limit freedom camping to certified self-contained vehicles only

·           With the potential increase in demand from non-self-contained vehicles, this option may exacerbate issues at the unrestricted sites and cause spill-over effects from displacement to other areas of the city 

·           Dunedin’s freedom camping rules will not be consistent with several neighbouring local authorities

NEXT STEPS

28    If Council adopts the Camping Control Bylaw 2017, it would take effect from 1 November 2017 and be implemented in time for the peak camping 2017/2018 season. Immediate priorities for staff include:

·           Public notification as required by statute.

·           Award the contract for the enforcement of the Camping Control Bylaw 2017 on Council’s behalf.

·           Develop a range of education and promotion publicity initiatives including digital media, social media, websites and pamphlets. This includes advising of other accommodation options, such as nearby public campgrounds.

·           Erecting signs at Warrington Domain and Ocean View Reserve advising of the new freedom camping rules and providing information about other nearby accommodation options for drivers of non-certified self-contained vehicles, e.g. public campgrounds.

 

Signatories

Author:

Ashley Reid - Parks and Recreation Planner

Authoriser:

Jendi Paterson - Operations Manager

Dave Miller - Group Manager Parks and Recreation

Ruth Stokes - General Manager Infrastructure and Networks 

Attachments

 

Title

Page

a

Implementation Plan for Proposed Camping Control Bylaw 2017

65

b

Camping Control Bylaw Deliberations Report

66

c

Proposed Camping Control Bylaw

70

 

SUMMARY OF CONSIDERATIONS

 

Fit with purpose of Local Government

This decision enables democratic local decision making and action by, and on behalf of communities. This decision also 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 Camping Control Bylaw helps achieve parks and recreation objectives as an enforcement tool against unlawful use or behaviour on reserves areas.

Māori Impact Statement

Affected reserves, especially Warrington, are important to Tangata Whenua. Staff have, and will continue, to work with Tangata Whenua through the Bylaw review to incorporate their aspirations for the management of these areas.

Sustainability

The review's intention is to enhance the economic, social and environmental integrity of Dunedin through the responsible management of freedom camping.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications

Financial considerations

There are no financial implications as the costs can be met through existing budgets.

Significance

The matter is considered low significance in terms of Council's Significance and Engagement Policy, but it is mandatory to use the special consultative procedure in this case.

Engagement – external

There has been engagement with key stakeholders as well as formal public consultation.

Engagement - internal

Regulatory, legal, policy and infrastructure departments have been involved to date and will continue to work collaboratively as the review and consultation concludes.

Risks: Legal / Health and Safety etc.

The proposed bylaw was reviewed by external legal counsel.

Conflict of Interest

No conflicts of interest have been identified

Community Boards

All Community Boards have an interest in the management of freedom camping in their areas and have had an opportunity to contribute their feedback during the consultation period.

 

 


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31 October 2017

 

 

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Notice of Motion

 

Notice of Motion

Department: Civic and Legal

 

 

 

 

EXECUTIVE SUMMARY  

1      A Notice of Motion has been received from Councillor Aaron Hawkins and is attached as Appendix A.

2      As this is an administrative report, the summary of considerations is not required.

 

 

Signatories

Author:

Lynne Adamson - Governance Support Officer

Attachments

 

Title

Page

a

Notice of Motion - Cr Hawkins

91

  


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Council

31 October 2017

 

 

Resolution to Exclude the Public

 

 

That the Council excludes the public from the following part of the proceedings of this meeting (pursuant to the provisions of the Local Government Official Information and Meetings Act 1987) namely:

 

General subject of the matter to be considered

 

Reasons for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

 

Reason for Confidentiality

C1  Confirmation of  the Confidential Minutes of Community and Culture Committee - 17 October 2017 - Public Excluded

 

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C2  Director Re/Appointments

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

This report is confidential because the appointment of a director is made public once the applicant has been notified..

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987, and the particular interest or interests protected by Section 6 or Section 7 of that Act, or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above after each item.