Agenda of Mosgiel-Taieri Community Board

Mosgiel-Taieri Community Board

22 November 2017

Part A Reports

Library Activity Report

Department: Arts and Culture

EXECUTIVE SUMMARY

1 This report provides a summary of the activities of the Dunedin Public Libraries for the period 1 July to 30 September 2017, with a focus on services to the Mosgiel Taieri community through the Mosgiel Library and Service Centre, as well as the Bookbus.

RECOMMENDATIONS

That the Board:

a) Notes the Library Activity Report

BACKGROUND

2 Not applicable

DISCUSSION

Operational and Project Activities

Statistics

3 Total loans for the period 1 July to 30 September 2017 were 315,146 representing a decrease of 34,062 or 9.8% of loans compared to the same period in 2016/17. Decreased loans were recorded at all service locations. Borrowing from the Mosgiel Library and the Bookbus was down by -2.1% and -0.4% respectively, with no particular factors contributing to the decrease in borrowing. Reduced visitation to the City Library (-28,769 loans or -12.8%) is the key component of the reduced borrowing, and this in turn is related to reduced visitation to the City Library.

4 A total of 30,962 reference enquiries were received during this period representing a decrease of 4,366 enquiries or -12.4% compared to the same period in 2016/17. Reference enquiries were received at the Mosgiel Library and the Bookbus were against the trend and up by 7.8% and 8.0% respectively. A decrease in reference enquiries at the City Library (-5,432 or -23.1%) accounted for the majority of the overall decrease.

5 There were a total of 289,800 visits to libraries over this period representing a decrease of 18,184 or -5.9% of total visits compared to the same period in 2016/17. Decreased visits were recorded at the Mosgiel Library and Bookbus of -10.4% and -2.9% respectively.

Service Centres

6 A total of 2,059 Service Centre transactions were conducted at the Mosgiel Library and Service Centre, down by 514 transactions on the same three month period in 2016/17. Dog registrations were busy during July with an extension to the end of August to allow people affected by the July floods more time to make their payments without penalty.

Mosgiel Library – Services and Programmes

7 The Mosgiel Library conducted the following public programmes during the reporting period:

· Wriggle & Rhyme

Eleven sessions conducted with a total of 576 participants

· Book Chat

Three sessions conducted with a total of 27 participants

· Storytime

Eleven sessions conducted with a total of 346 participants

· Lego Club

Thirteen sessions conducted with a total of 329 participants

· Displays

Draft Public Art Framework (DCC); Graphic novels; Jane Austen; Lego; Matariki; Medals; Paddington Bear; The Grace of Snowdrops Poetry Competition; Dog Care (DCC); Dr Who; Gold cares; International Film Festival; Penned with Love; Pizza yourself a book, Poetry Week; Poetry Week Schools; Red, Red, Red..; Voting 2017; Celebrating France; Crafty Kids; Electric Vehicles; Game Stations; Hobbits; Maori Language Week; New Zealand Literature; Read; Roald Dahl.

· School Holiday Programme

A school holiday programme of two sessions where children made postcards and bookmarks, and balloon creations were run in the Mosgiel Library and was attended by a total of 12 children and 9 adults.

· Chocolate Storytime Sessions

Chocolate Storytime sessions were held in the Mosgiel Library during the July school holidays and were attended by 92 children and 49 adults.

· Maori Language Week

St. Mary’s School Kapa Haka group performed in the children’s area of the Mosgiel Library to friends, family and library patrons during Maori Language Week 2017.

Disability Access

8 A dedicated motor scooter parking area is to be established immediately outside the main entrance to the Mosgiel Library. Following consultation with aged services and disability groups, and a consideration of potential health and safety risks, mobility scooters are no longer permitted in the library, unless the occupant also uses the scooter as a motorised wheelchair. A separate wheelchair has also been purchased for use in the Mosgiel Library.

New Zealand General Election – September 2017

9 The Downes Room was used for Pre-Election Day and Special Voting in the 2017 New Zealand General Election. In the fortnight leading up to the General Election, Library Staff directed over 440 voters to the Downes Room.

National Poetry Day – 25 August 2017

10 To promote National Poetry Day on 25 August 2017, Mosgiel Library staff visited the Silverstream School and ran a poetry writing workshop with a difference. Staff took hundreds of words and a tree to promote the many and various ways that words can be combined to create poetry, meaning and enjoyment.

South Dunedin Community Pop Up Facility

11 The South Dunedin Community Pop Up was officially opened on 8 September 2017 by former Councillor Anne Turvey. The Pop Up is located within the Cargill Enterprises building at 199 Hillside Road, South Dunedin and occupies approximately 200 sq. metres. The facility is open 25 hours per week, from Tuesday to Saturday.

12 The Pop Up will provide the following facilities and services:

· Community Development support services

· Community ‘Hot Desk’ where different community groups can have a temporary presence and promote their activities and services

· Small collection of approximately 2,000 library items and facility to borrow and return library items, access to library catalogue and digital collections

· Council Service Centre facilities to pay rates, fees and charges, purchase garbage bags and recycling bins, etc.

· Community notice boards

· Free Gig wifi

· Free public access to the Internet on computers with MS Office, Adobe suite, Skype, etc.

· Public photocopying facilities

· Small meeting room (3-5 people) and open meeting space

Bookbus

13 The Dunedin Public Libraries Bookbus visits Mosgiel on Wednesdays. Stop locations and times are as follows:

Willow Park: 11.30am – 12 noon

Brooklands: 1.15pm – 2.00pm

Elmgrove: 2.15pm – 2.40pm

14 The pattern of low usage continues at the Mosgiel stops. A manual people count conducted in 2016, revealed an average of 26 people per week visit the Mosgiel Bookbus stops. The total time available in the Mosgiel Bookbus stops is an hour and 40 minutes each week.

Average Weekly Loans	2013	2014	2015	2016	2017 to Aug	Mins at stop
Willowpark	20	19	18	20	14	30
Brooklands	8	8	7	9	7	45
Elmgrove	14	15	10	20	19	25
Total	42	42	35	49	40	100

Mobile Library Services Review

15 A review of the mobile library service began in March 2017 with all aspects of the service being examined and included a consultation with the community. The final report from the consultant is expected in the near future and will inform Council decision making as part of the Ten Year Plan 2018/19 2027/28.

Wifi Access on Bookbuses

16 Free public wifi on the Bookbuses was enabled in October 2017. Bookbus staff are currently testing the various digital products available to Library customers (BookMyne, downloading eBooks, etc.) while out on the Buses. In the New Year there will be a promotional campaign to highlight the availability of free public wifi on the Bookbuses.

OPTIONS

17 There are no options as this report is for information only.

NEXT STEPS

18 There are no next steps as this report is for information only.

Signatories

Author:	Bernie Hawke - Group Manager Arts and Culture
Authoriser:	Simon Pickford - General Manager Community Services

Attachments

	Title	Page
a	Library and Service Centre Activity	15

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision/report/proposal 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 information in this report supports the Social Wellbeing Strategy by the role of libraries in promoting ‘Connected People’ and ‘Vibrant and Cohesive Communities’; the Economic development Strategy by providing library resources and services that support ‘Business Vitality’ and ‘Alliances for Innovation’ as well as providing the library collection resources and public programmes that support the Arts and Culture Strategy.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no implications for sustainability

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no LTP, Annual Plan of Financial Strategy implications

Financial considerations

There are no financial implications

Significance

The matters raised in this report are considered low significance in terms of the Council’s Significance and Engagement Policy

Engagement – external

There has been no external engagement

Engagement - internal

There has been no internal engagement

Risks: Legal / Health and Safety etc.

There are no identified legal or health and safety risks

Conflict of Interest

There are no known conflicts of interest

Community Boards

The purpose of this report is to provide information to the Community Board

Mosgiel-Taieri Community Board

22 November 2017

ATTACHMENT A: LIBRARY AND SERVICE CENTRE ACTIVITY

LIBRARY USAGE INDICATORS – 1 July 2017 to 30 September 2017

Library Usage Indicator

2016/17

2017/18

+/-

+/- %

Blueskin Bay Library

Issues

Reference Enquiries

Visits

6,445

919

7,222

5,187

1,102

8,502

-1,258

183

1,280

-19.5%

19.9%

17.7%

Bookbus

Issues

Reference Enquiries

Visits

25,704

5,265

18,633

25,613

5,687

18,097

-91

422

-536

-0.4%

8.0%

-2.9%

City Library

Issues

Reference Enquiries

Visits

225,138

23,528

214,660

196,369

18,096

201,160

-28,769

-5,432

-13,500

-12.8%

-23.1%

-6.3%

Mosgiel Library

Issues

Reference Enquiries

Visits

55,415

2,727

40,720

54,261

2,939

36,486

-1,154

212

-4,234

-2.1%

7.8%

-10.4%

Port Chalmers Library

Issues

Reference Enquiries

Visits

17,025

1,841

18,083

15,325

1,894

14,033

-1,700

-4,050

-10.0%

2.9%

-22.4%

South Dunedin Community Pop Up

Issues

Reference Enquiries

Visits

500

337

3,696

500

337

3,696

100%

Waikouaiti Library

Issues

Reference Enquiries

Visits

10,471

638

8,666

9,077

377

7,826

-1,394

-261

-840

-13.3%

-40.9%

-9.7%

Dunedin Public Libraries

Issues

Reference Enquiries

Visits

349,208

35,328

307,984

315,146

30,962

289,800

-34,062

-4,366

-18,184

-9.8%

-12.4%

-5.9%

SERVICE CENTRE ACTIVITY - 1 July 2017 to 30 September 2017

Service Centre Activity	2016/17	2017/18	+/-
MOSGIEL SERVICE CENTRE
Animal Registration	1,490	1,040	-450
Compost Zing	4	7	3
Debtors Receipt	16	10	-6
Dog Collars		1	1
Dog Infringement
Dog Kennel Licences	5	9	4
Dog Microchipping Fee
Dog Reg Selected Owner	10	6	-4
Dogs SPCA Pound Fee	1	1
Downes Room Hire	7	13	6
Drain in Common Application
Go Bus Tickets
Impounded Dogs	3	5	2
Impounded Stock
Large Rubbish Bags	137	163	26
LIM Residential		4	4
Parking Tickets	198	151	-47
Rates	497	480	-17
Recycle Bins	24	14	-10
Refuse Recycling
Refuse PC Tip Revn Commercial
Refuse PC Tip Revn Domestic
Sale of Poo Bags	22	14	-8
Small Rubbish Bags	138	129	-9
Solid Waste Bokashi Buckets	2		-2
Water Rates	13	8	-5
Yellow Bins	6	4	-2

TOTAL	2,573	2,059	-514

Mosgiel-Taieri Community Board

22 November 2017

Allocation of the Community Board Fund

Department: Civic and Legal

EXECUTIVE SUMMARY

1 Council has allocated Community Boards $10,000 each to distribute as the Board considers appropriate throughout the financial year. The project fund is used to financially support particular community projects, scholarships or grants to community groups.

2 The Council has recently had an audit of the business process for grants issued from the community board project fund and there are several recommendations to implement. We also need to review our grants criteria so that we are incorporating the advice of the Auditor General that have issued since the grants criteria were developed.

RECOMMENDATIONS

That the Board:

a) Adopts the community board discretionary funding application guide (including forms);

b) Allocates $[specify amount] for the purpose of awarding grants to community groups with the balance allocated to Board projects;

c) Appoints [Board Member] to the role of assisting groups to make applications and advising applicants of the Board's decision;

d) Appoints [Board Member] to the role of assisting groups to complete the reporting back to the Board.

BACKGROUND

3 The Council's auditors had reviewed the Community Board Grant Scheme and had made several recommendations. Community Board chairs had also workshopped the current funding forms and criteria.

DISCUSSION

4 The following areas of improvement in the administration of the community board grants were identified by the auditors:

· Criteria for issuing grants should be principle based and the same for each Community Board so that fairness in making grants was achieved;

· Implement a consistent system for checking the project is completed and/or grant funds have been used for the purpose they were issued;

· Grant criteria and decisions to make or decline applications should make reference to the Community Plan and the Council’s Community Outcomes;

· Specify that surplus funds must be returned to the board for re-distribution (this will be done by letter advising of the Board's decision).

5 Community Board Chairs workshopped how the application process could be improved and what they would like to see from the applications.

6 Key themes of the workshop were that while there needed to be some consistency between the Boards, there also needed to be flexibility for each Board to achieve the range of outcomes and priorities set out in their Community Plans. Groups should have an opportunity to explain on paper and (if they wish) in person, that their projects celebrated and contributed to the Board's community outcomes and the wider community. Another important goal of redesigning the process was to make the application process more inviting, and to offer assistance to groups so that they could put their "best foot forward" particularly if they rarely applied for funding.

7 The Community Board Funding – Application Guide (Attachment A) is the result of those discussions, and is presented to the board for consideration and comment.

OPTIONS

8 As this is an administrative report about the adoption of a policy, options and a summary of considerations are not presented.

NEXT STEPS

9 Once further comments from the Boards have been provided, the forms and guidelines will be updated and made available online and in hardcopy. It is anticipated the forms will be available for the next round of Community Board meetings.

Signatories

Author:	Kristy Rusher - Manager Civic and Legal
Authoriser:

Attachments

	Title	Page
a	Draft DCC Community Board Funding Application	24

Mosgiel-Taieri Community Board

22 November 2017

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the Mosgiel-Taieri Community Board of activities relevant to the Board's area including:

a) Project Fund

b) Draft Local Food Charter

c) Proposed Gambling and TAB Venue Policy

d) Mosgiel Clock

e) Dunedin Branding – City Boundary Signs

f) Inwards Correspondence

g) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report;

b) Decides whether to provide feedback on the Draft Local Food Charter;

c) Decides whether to submit on the Gambling and TAB Venue Policy;

d) Amends the Action List as appropriate

Project Fund

2 $7,605.00 remains in the Project Fund in the 2017/2018 year. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
30 August 2017	$250.00	Saurian (band)
30 August 2017	$1,000.00	Mosgiel-Taieri Community Patrol
30 August 2017	$750.00	Taieri Dramatic Society
4 October 2017	$395.00	Taieri over the Tea Leaves events for 2017/18 financial year
Total	$2,395.00

Draft Local Food Charter

3 Good Food Dunedin is a Dunedin City Council-led initiative, supported by individuals, communities, organisations and businesses who share a vision to transform Dunedin into a thriving and sustainable food city. As part of the project, we are working on developing a local food charter. A food charter is a statement of aspirational values and principles, which will guide future food policy and action planning in our city. The charter will be supported by an action plan, which will outline our goals and actions in detail.

4 We are currently seeking feedback on the content and direction of the draft, and would appreciate your input. Further information, the draft charter, and the online feedback form can be found here www.goodfooddunedin.com. The last day for comments is Friday 30 November 2017.

5 If you have any questions please contact Ruth Zeinert on 474 3897 or Fraser Liggett, Economic Development Programme Manager, on 474 3332.

Proposed Gambling and TAB Venue Policy

6 The Dunedin City Council is reviewing its Gambling and TAB Venue Policy and would like to know what you think of the proposed changes. The proposed policy is to extend the sinking lid for non-casino gambling or ‘pokie’ machine venues and gambling machines, currently in place in South Dunedin, to the entire Dunedin district.

7 The purpose of the policy is to minimise the harm caused by gambling in Dunedin communities. The policy is required by law and must say whether new gambling venues will be allowed within the DCC area. If these are allowed, the policy must state where they can be located. The policy can also limit the number of electronic gambling machines at those locations. The Council must also decide if and when it will grant consent to gambling venues which want to relocate. This policy does not affect existing gambling venues.

8 While the Dunedin City Council must have a Gambling Venue Policy, the Department of Internal Affairs (DIA) is the licensing authority and is responsible for the granting or refusing of gambling licences.

9 More information and a feedback form are available at www.dunedin.govt.nz/gamblingvenues or by phoning 03 477 4000. Feedback closes at 5pm on 6 December 2017.

Mosgiel Clock

10 The Facilities and Contract Advisor, Parks and Recreation advised the following:

11 Dunedin City Council propose Mosgiel clock become a Dunedin City Council asset to ensure regular maintenance is undertaken, we will undertake maintenance twice yearly for daylight savings time changes and cleaning, also on an as required reactive basis.

12 Please note that ownership will need to be clarified.

13 We are collecting information and manuals on the components and recording on our DCC electronic Document management system and on our asset management IPS system to manage the regular maintenance,

14 Currently there is a fault with a flooded circuit board due to incorrect installation and we have sourced another from Austria which will take approximately 4 weeks to arrive.

Dunedin Branding – City Boundary Signs

15 A Memorandum from Business Advisor, Enterprise Dunedin (Michael Harrison) regarding six boundary gateways signs is attached for the Board's information. (Attachment A)

Inwards Correspondence

16 Email received from Right Honourable Bill English (Attachment B).

17 Letter received from Otago Regional Council (Attachment C)

Action List

18 An update on outstanding matters is provided in Attachment D.

Signatories

Author:	Wendy Collard - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Memorandum on Dunedin Branding - City Boundary Signs	38
b	Email from the Right Honourable Bill English and Honourable Dr Jonathan Coleman	40
c	Letter from Otago Regional Council regarding bus stops	41
d	Mosgiel-Taieri Community Board Action List	43

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision 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	☐	☐	☒

Māori Impact Statement

There are no known impacts for tangata whenua

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no financial implications.

Significance

This decision is considered low significance in terms of the Council's Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

Internal engagement has occurred with appropriate staff members.

Risks: Legal / Health and Safety etc.

There are no risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no implications for Community Boards except to provide information on activities in or relevant to the Board area.

Chairperson	Sarah Nitis
Deputy Chairperson	Joy Davis
Members	Phillipa Bain	Martin Dillon
	Cr Mike Lord	Dean McAlwee
	Maurice Prendergast

	Title	Page
a	Mosgiel-Taieri Community Board Members Register of Interest	7

	Title	Page
a	Minutes of Mosgiel-Taieri Community Board meeting held on 4 October 2017 (Under Separate Cover)

	Title	Page
a	Water Safety Plans - Framework, Development and Implementation Report (Under Separate Cover)
b	Programme of improvements - Mosgiel (Under Separate Cover)

	Title	Page
a	Mosgiel-Taieri Community Board 2018 Meeting Schedule	20

	Title	Page
a	Mosgiel-Taieri Community Board - Long Term Plan (Under Separate Cover)
b	Tidy the Taieri campaign proposal (Under Separate Cover)

	Title	Page
a	Draft Submission Outline (Under Separate Cover)
b	Extract of Consultation Document (Under Separate Cover)

	Title	Page
a	Communications and Engagement Activities Report	49
b	Mosgiel-Taieri Community Board Members' Action List	50

	Title	Page
a	Mosgiel-Taieri Community Board Chair's report	53