Agenda of Council - 29 May 2018

Notice of Meeting:

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

Date: Tuesday 29 May 2018

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 Pam Jordan

Pam Jordan

Governance Support Officer

Telephone: 03 477 4000

Pam Jordan@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

29 May 2018

Reports

Criteria for Place Based Community Grants

Department: Community and Planning

EXECUTIVE SUMMARY

1 This report seeks Council approval of the proposed criteria for the new place based community grants scheme of $300k per year approved within the 10 year plan.

2 The report explains the development and consultation undertaken on the criteria, and includes the draft criteria (Attachment A).

RECOMMENDATIONS

That the Council:

a) Approves the criteria for the Place-Based Community Grant Scheme (Attachment A) and adopts these with effect from 1 July 2018.

BACKGROUND

3 During the Council’s 10 Year Plan budget discussion (11 – 13 December 2017) it considered a report from Community and Planning on options for direct funding support for Place Based Community Groups (PBCGs) over the period of the 10 year plan. Council resolved to approve the preferred option of a $200K grant per year, include a $300K option for consultation within the 10 year plan, and requested staff consult with PBCGs to develop a criteria for the proposed fund.

4 $200k per annum was set aside for the proposed grant scheme in the draft Community and Planning operating expenditure budget for the first three years of the 10 Year Plan.

5 Staff were also requested to identify longer-term models of funding and support for place based and community development across the city. These longer term options could include approaches such as the Porirua Village mode, where operational and capital funding is allocated to specific place based areas, or community advisory boards. This longer term options work will begin in July 2018 with reporting to Council by December 2019.

DISCUSSION

6 In developing the criteria staff first sought to find any internationally recognised definition of “place based”. There was no internationally recognised definition, but documentation from Australia and the United States on place based development was considered.

7 The criteria were circulated to 35 individuals involved in PBCGs for feedback, with 12 responding.

8 Feedback received is summarised below.

· Council’s support for place-based activity was positively received.

· Larger PBCGs outlined that their significant achievements were due to significant previous investment (primarily from the Department of Internal Affairs). These groups believed ongoing significant investment is warranted based on this evidence.

· The grant was seen as an opportunity for Dunedin to take an investment approach to its own wellbeing and local leadership, through proven capability building approaches.

· Proposed partial grant funding is limiting, and core funding and not contestable funding of PBCGs should be provided.

· The proposed upper limit of $30,000 in the draft circulated is too low and the overall fund size could be larger.

· Multi-year funding should be available.

9 Amendments were made to the criteria based on PBCG feedback, and provided to the Grants Subcommittee for comment.

10 The request for Council to provide core, non-contestable funding of PBCGs is at odds with the DCC’s existing Grants Policy 2015. Under the Policy the Council is defined as a “complementary rather than a primary funder, priority (being) given to organisations that can demonstrate they are seeking other sources of funding”. "The intention of the fund is not to act as a primary funder for any one group, but in assessing applications consideration will be given to the availability of alternative support in any given community. Equitable outcomes across the city, not just equality of council support, will be considered."

11 The Policy specifies that applicants for Community Grants must contribute at least 30% of the cost of their project. The 30% can come from other sources e.g. central government, philanthropic trusts and sponsorship.

12 The DCC’s Grants Policy does provide funding to support project and operational costs e.g. salaries and overheads, which some other funders do not assist with.

13 The request for multi-year funding was considered. Multi-year funding can have some disadvantages e.g. creating dependency by organisations. However, as the grant scheme is limited to three years, it was considered multi-year funding could be awarded.

14 In the initial draft provided for feedback, a maximum annual grant of $30,000 was recommended based on the Council’s largest grant pools. City Service / City Project grants currently average $24,000 per organisation per year, and Premier/Major Events $36,000 per organisation per year. Community Grants are generally $3,000-$4,000 per organisation per year. Following PBCG feedback, no cap was included. City Service / City Project grants are currently not capped.

15 Some PBCGs expressed concerns, such as maintaining authenticity through continuity, and the effect of limited funding on their ability to recruit and retain skilled staff. These views have merit but are concerns shared with most groups working within the not-for-profit community sector. These issues may be better addressed by a longer term solution as they have both political and fiscal implications. The present proposed criteria aim to provide workable tools for immediate need.

16 As some place PBCGs co-exist with Community Boards the criteria allow for grants to PBCGs within Community Board areas. Community Boards are not eligible as they are already fully funded by Council.

17 Under the criteria PBCGs would be expected to evidence community engagement and support for their work. This could be demonstrated through results of surveys, hui etc. Groups would also be expected to report back to Council through an annual Accountability process, which already exists for recipients of Community and City Service / City Project grants.

18 Community capacity and capability building would also need to be demonstrated.

19 Staff would administer the grant in line with the Council’s Grants Policy. A minimum of two monitoring visits annually to each group would be undertaken.

20 The first grant round could be open for four weeks in August 2018, if the criteria are approved. Funding would likely be allocated in September or early October and staff would work to programme a new Grants Subcommittee meeting for this time period.

OPTIONS

21 The criteria presented were consulted on with PBCGs and provided to the Grants Subcommittee for comment. Their feedback, has now been incorporated in the criteria, with the inclusion of multi-year funding being pone of the key changes.

Option One – Recommended Option – Approves the draft criteria for the Place Based Community Grants Scheme and adopts these from 1 July 2018

Advantages

· The criteria support the DCC’s Community Outcomes and reflects consultation with PBCGs.

· The criteria meet the DCC’s Grants Policy 2015, and align with other Council grants scheme outcomes and reporting measures.

· The criteria provide clear guidance for groups, staff and the Grants Subcommittee around the reasons for and requirements expected in funding of PBCGs.

Disadvantages

· The criteria do not provide for the Council to take the primary funder role for groups. These exclusions may be received negatively by PBCGs.

Option Two – Council does not approve the draft criteria for the Place Based Community Grants Scheme and recommends these are re-presented following amendments.

Advantages

· Provides Council with the opportunity to address any areas of concern around the criteria.

Disadvantages

· Delays the adoption of the criteria and could delay the proposed timeframe of August for the opening of a grant round.

NEXT STEPS

22 If the criteria are approved applications will be called for in August 2018, prior to the next Community Grants round. A report on funding models for long-term community development will be provided to Council in December 2019.

Signatories

Author:	Joy Gunn - Manager Events and Community Development
Authoriser:	Nicola Pinfold - Group Manager Community and Planning

Attachments

	Title	Page
a	Draft Criteria Place Based Community Grants	32

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision will guide the process for Council funding through a new Community Grant to support the development of locally owned visions and goals, and increased local decision-making and action by, and on behalf of communities, by resourcing Community-led development by Place Based Groups.

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	☐	☐	☒

Place-based Community Groups (PBCGs) as defined in the criteria have an interest in all aspects of community life, from city infrastructure as it relates to a specific locality, to the wellbeing of residents and quality of life matters, to recreation and creative activity. As a result they will be interested in all eight City strategies, while actively assisting to progress the delivery of the four “Wellbeing” Strategies (Social Wellbeing/ Economic Development/ Environment/ Ara Toi, Parks and Recreation).

Māori Impact Statement

There is no specific reference within this report to tangata whenua, but any work undertaken by PBCGs should recognise the needs and strengths of Maori within communities.

Sustainability

while longer term funding and support models for PBCGs are explored. It is anticipated any change to this model would be made from 2021/22.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Three years’ funding is included in the current draft 10 Year Plan, which sought community input on two options, funding support of $200,000 or $300,000. Comments on these options form part of the 10 Year Plan and are not within the scope in this report, which focuses on process.

Financial considerations

The Council approved $300k per year for three years to a new Place Based Community Grant during its 10 Year Plan deliberations in May. Financial considerations for all departments supporting communities need to be further considered before any longer term change is made. As an example the Porirua Village Model utilises OPEX and CAPEX funding from different Council departments to support PBCG work.

Significance

This decision is considered low in terms of the Council’s Significance and Engagement Policy as staff will implement actions in the short term. A report on longer term actions will be provided in December 2019.

Engagement – external

Draft criteria were circulated to 35 individuals representing both formal and informal place based groups. People were invited to provide feedback in a variety of ways (phone, email and face to face meetings). In the week to 13 April 2108, three separate meetings were held to gather feedback on the draft criteria, coinciding with 10 Year Plan Council hearings, where some groups also presented their views. Twelve people provided feedback.

Engagement – internal

Limited internal engagement has taken place to date, with Policy team providing advice. In line with earlier adopted recommendations, significant internal engagement will follow over the next three years exploring options for a long term Council strategy to support place-based community development.

Risks: Legal / Health and Safety etc.

There are no known legal or health and safety risks to the proposed actions.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

The proposed criteria allow for funding of PBCGs operating within Community Board areas. However, Community Boards themselves are not eligible to apply as they receive operational funding from Council.

Council

29 May 2018

Councillor Appointment to District Licensing Committee

Department: Civic

EXECUTIVE SUMMARY

1 The purpose of this report is to make three councillor appointments to the District Licensing Committee (DLC), following the resignation of Cr Stedman.

2 In May 2017, Cr Stedman was appointed as a member of the DLC, but due to work commitments, has recently resigned. Expressions of interest from Councillors were sought and Cr Lord, Cr Vandervis and Cr Hawkins expressed interest.

RECOMMENDATIONS

That the Council:

a) Appoints Councillors Lee Vandervis, Mike Lord and Aaron Hawkins as Council representatives to the District Licensing Committee for a term of five years, or when they cease to be a Dunedin City councillor, whichever is earlier.

BACKGROUND

3 In accordance with the Sale and Supply of Alcohol Act 2012, Council must establish, maintain and publish a list of persons approved to be members of the DLC.

4 To ensure a range of interests are represented in decision making, Council has a practice of appointing a mixed panel comprising both elected members and also members of the public. Currently the DLC consists of the chairperson (Colin Weatherall), Andrew Noone (deputy chairperson), one Council representative (currently vacant), along with five community representatives. The membership of any DLC meeting is then made up of the Chairperson and/or deputy chairperson, and members selected from the published list of approved members.

5 It is open to Council to appoint more than one councillor to the approved members list.

OPTIONS

6 As this is an administrative report, it is not necessary to provide options or a summary of considerations.

NEXT STEPS

7 A territorial authority must establish, maintain and publish a list of persons approved to be members of the District Licensing Committee (section 192 of the Sale and Supply of Alcohol Act 2012). The list will be updated and published.

Signatories

Author:	Sharon Bodeker - Team Leader Civic
Authoriser:	Sandy Graham - General Manager Strategy and Governance

Attachments

There are no attachments for this report.

Council

29 May 2018

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 Ordinary Council meeting - 1 May 2018 - Public Excluded	S7(2)(j) The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage. 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.
C2 Confirmation of the Confidential Minutes of Ten Year Plan Hearings/Deliberations - 14 May 2018 - 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.
C3 Dunedin Waterfront Vision	S7(2)(i) The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).	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.
C4 Civic Financial Services Limited - Annual General Meeting	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.
C5 Contract Matter	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 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.

	Title	Page
a	Council Register of Interests as at 23 May 2018	7

	Title	Page
a	ELT Register of Interests as at 23 May 2018	17

	Title	Page
a	Minutes of Ordinary Council meeting held on 1 May 2018 (Under Separate Cover)

	Title	Page
a	Minutes of Infrastructure Services and Networks Committee held on 16 April 2018 (Under Separate Cover)

	Title	Page
a	Minutes of Planning and Environment Committee held on 17 April 2018 (Under Separate Cover)

	Title	Page
a	Minutes of Ten Year Plan Hearings/Deliberations held on 14 May 2018 (Under Separate Cover)

	Title	Page
a	Minutes of Mosgiel-Taieri Community Board held on 14 March 2018 (Under Separate Cover)

	Title	Page
a	Minutes of West Harbour Community Board held on 14 March 2018 (Under Separate Cover)

	Title	Page
a	Minutes of Saddle Hill Community Board held on 15 March 2018 (Under Separate Cover)

Author:	Jemma Adams - General Manager, Dunedin City Holdings Ltd
Authoriser:	Dave Tombs - General Manager Finance and Commercial

	Title	Page
a	Aurora Energy Ltd: Draft Statement of Intent	38