Agenda of West Harbour Community Board

West Harbour Community Board

22 November 2017

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

1.1 Public Forum - Sarah Latta 4

1.2 Public Forum - Graeme Wall 4

1.3 Public Forum - Jack Austin 4

2 Apologies 4

3 Confirmation of Agenda 4

4 Declaration of Interest 5

5 Confirmation of Minutes 11

5.1 West Harbour Community Board meeting - 4 October 2017 11

Part A Reports (West Harbour Community Board has power to decide these matters)

6 Library Activity Report 12

7 Meeting Schedule 2018 18

8 Allocation of the Community Board Fund 20

9 Funding Application 31

10 Submission to the Remuneration Authority 35

11 Governance Support Officers Report 54

12 Chairperson's Report 67

13 Board Representation and Areas of Responsibility 68

14 Council Activities

15 Notification of Items for Consideration by the Chairperson

Resolution to Exclude the Public 69

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 West Harbour community through the Port Chalmers Library and Service Centre.

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 Port Chalmers Library was down by -10.0%, 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 overall 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 Port Chalmers Library were against the trend and up by 2.9%. 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. Visits to the Port Chalmers Library decreased by 22.4% during the period.

Service Centre Activity

6 A total of 399 transactions were conducted at the Port Chalmers Service Centre, down by 118 transactions on the same three month period in 2016/17.

Port Chalmers Library and Service Centre – Building

7 The following building maintenance work has been programmed:

· A plumbing contractor has been engaged to resolve drainage issues. When this has been completed, the Library and Services Centre area will be recarpeted.

· A ‘Smart Chute’ book return unit connected to the radio frequency technology system has been purchased for the Port Chalmers Library and will be installed in the near future.

Port Chalmers Library and Service Centre – Events and Programmes

8 The following events and activities were undertaken at the Port Chalmers Library:

· Preschool Storytime sessions are held every Tuesday morning and Thursday afternoon

· Children’s Book Club is held on the first Monday of each month. Themes have been pine cone bird feeders, Magic and Period Costumes

· Adult Book Share is held on the first Wednesday of the month

· Lego Club is held on the last Thursday and Friday of the month

· A Justice of the Peace Service is available in the Port Chalmers Library every Monday from 10am to 12pm

· The ‘Books to Schools’ service where schools receive a book bag with approximately 30 items continued during the reporting period and now includes schools in Sawyers Bay, St Leonards and Port Chalmers. All staff have worked on this initiative and we have received positive feedback about the service from children and teachers.

· Staff visited Port Chalmers Kindergarten and St Leonards Play Centre during the reporting period.

· During the July school holidays, Rainbow Rosalind entertained 70 parents and children with music and dancing.

· The Port Chalmers Library also participated in the Cadbury Chocolate Festival during July with the Chocolate Storytime by with Freddo the frog and chocolate giveaways.

· Library staff members Kate and Ainslie spoke about the library service at the Senior Citizens Centre on 22 August 2017.

9 The Dunedin Public Libraries Association (Friends of the Library) have offered to donate $1,500 to the Port Chalmers Library for the purchase a television screen to be used for library marketing and training purposes.

South Dunedin Community Pop Up Facility

10 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.

11 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

OPTIONS

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

NEXT STEPS

13 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	16

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

West Harbour 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	+/-
PORT CHALMERS SERVICE CENTRE
Animal Registration	197	110	-87
Blue Bins		4	4
Bokashi Buckets (15 litre)	1		-1
Bokashi Buckets (10 litre)
Compost Zing	4	5	1
Debtors Receipt	2	5	3
Dog Collars
Dog Kennel Licences
Dog Microchipping Fee
Dog Reg Selected Owner
Dogs SPCA Pound Fee
Impounded Dogs
Impounded Stock
Large Rubbish Bags	45	56	11
LIM Residential
Parking Tickets	40	19	-21
Rates	155	137	-18
Recycle Bins	4	0	-4
Refuse Bags
Refuse Recycling
Refuse PC Tip Revn Commercial
Refuse PC Tip Revn Domestic
Rolfe Room Booking	8	10	2
Sale of Poo Bags		1	1
Small Rubbish Bags	57	47	-10
Water Rates	4	5	1
Yellow Bins

TOTAL	517	399	-118

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	Community Board Funding - Application Guide	22

West Harbour Community Board

22 November 2017

Governance Support Officers Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the West Harbour Community Board of activities relevant to the Board area including:

· Project Fund

· Draft Local Food Charter

· Gambling and TAB Venue Policy

· Dunedin Branding – City Boundary Signs

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Decides whether to make a submission on the Gambling and TAB Venue Policy;

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

d) Amends the Action List as appropriate

Project Fund

2 $7,466.30 remains in the Project Fund. The following grants/scholarships/other expenditure has been made so far this financial year:

Meeting Date	Amount	Recipient
*Project Fund*

30 August	$1,000.00	Harbour City Dunedin Heritage Festival
30 August	$1,283.70	Rothesay News Contribution

*Scholarship Fund*

30 August	$250.00	Samuel Gradwell

Total	$2,533.70

Draft Local Food Charter - opportunity for feedback

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.

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

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.

Dunedin Branding – City Boundary Signs

10 Refer to Memorandum from Business Advisor Enterprise Dunedin (Attachment A)

Action List

11 An update on outstanding matters is provided in Attachment B and C.

Signatories

Author:	Jenny Lapham - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Memorandum re Dunedin Branding - City Boundary Signs	58
b	Action List	60
c	Parking Change Request Form	66

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

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

Fit with strategic framework

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

There is no contribution to the Strategic Framework.

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 is no known conflict 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	Steve Walker
Deputy Chairperson	Trevor Johnson
Members	Francisca Griffin	Cr Aaron Hawkins
	Ryan Jones	Ange McErlane
	Jan Tucker

	Title	Page
a	Minutes of West Harbour Community Board meeting held on 4 October 2017 (Under Separate Cover)

Author:	Lynne Adamson - Governance Support Officer
Authoriser:

	Title	Page
a	Draft Submission Outline	36
b	Extract of Consultation Document	38