Community and Culture Committee

MINUTES

Minutes of an ordinary meeting of the Community and Culture Committee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Tuesday 11 February 2020, commencing at 1.30 pm

PRESENT

Chairperson	Cr Marie Laufiso
Deputy Chairpersons	Cr Carmen Houlahan	Cr Christine Garey
Members	Cr Sophie Barker	Cr David Benson-Pope
	Cr Rachel Elder	Cr Doug Hall
	Mayor Aaron Hawkins	Cr Mike Lord
	Cr Jim O'Malley	Cr Jules Radich
	Cr Chris Staynes	Cr Lee Vandervis
	Cr Steve Walker

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Simon Pickford (General Manager Community Services), Sandy Graham (General Manager City Services), Dave Tombs (General Manager Finance and Commercial), Simon Drew (General Manager Infrastructure Services), John Christie (Director Enterprise Dunedin), Nick Dixon (Group Manager Ara Toi), Nicola Pinfold (Group Manager Community and Planning), Joy Gunn (Manager Community and Events) and Kirsten Glengarry (Relationship Manager – Creative Industries and Strategic)

Governance Support Officer                  Rebecca Murray

1          Public Forum

1.1       Public Forum - Enviroschools

Robyn Zink from Otago Regional Council addressed the meeting and provided an overview of the Enviroschools programme, projects and patronage.  She extended her thanks to the Dunedin City Council for the ongoing support.  Ms Zink responded to questions. 

2          Apologies

Moved (Cr Marie Laufiso/Cr Christine Garey):

That the Committee:

Accepts the apology from Cr Andrew Whiley.

Motion carried (COM/2020/001)

3          Confirmation of agenda
	Moved (Cr Marie Laufiso/Cr Rachel Elder): That the Committee: Confirms the agenda with the following alteration: - In regard to Standing Order 21.1 Option C be adopted in relation to moving and seconding and speaking to amendments. Motion carried (COM/2020/002)

4          Declarations of interest

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

Moved (Cr Marie Laufiso/Cr Christine Garey):

That the Committee:

a)     Notes the Elected Members' Interest Register; and

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

Motion carried (COM/2020/003)

5          Confirmation of Minutes

5.1       Grants Subcommittee meeting - 13 November 2019
	Moved (Cr Christine Garey/Cr Steve Walker): That the Committee: Confirms the minutes of the Grants Subcommittee meeting held on 13 November 2019 as a correct record. Motion carried (COM/2020/004)

Part A Reports

6          Otago Museum Report to Contributing Local Authorities - December 2019
	A report from the Otago Museum provided an update on the key activities to December 2019. The Director of the Otago Museum (Dr Ian Griffin) spoke to the report, commented on highlights during the period and responded to questions.
	Moved (Mayor Aaron Hawkins/Cr Rachel Elder): That the Committee: a)     Notes the Otago Museum Report to Contributing Local Authorities to December 2019. Motion carried (COM/2020/005)

7          Community and Culture Non-Financial Activity Report for the Two Quarters Ending 31 December 2019
	The report from Community and Planning and Ara Toi provided an update on key city, community, arts and culture outcomes for the quarters ended 30 September 2019 and 31 December 2019. The Group Manager Ara Toi (Nick Dixon) and the Group Manager Community and Planning (Nicola Pinfold) responded to questions. Representatives from the Dunedin Youth Council (Ben Mahoney and Nora Paicu) provided a verbal update on Youth Council activities including the Year 13 elections event and the recruitment of new members.  They responded to questions.
	Moved (Cr Christine Garey/Cr Carmen Houlahan): That the Committee: a)     Notes the Community and Culture Non-Financial Activity Report for the two quarters ending 31 December 2019. Motion carried (COM/2020/006)

8          Ara Toi Otepoti and City of Literature Key Activities and Achievements

A report updated Community and Culture Committee on Ara Toi Ōtepoti and City of Literature work from July - December 2019. The Group Manager Ara Toi (Nick Dixon) and the Relationship Manager – Creative Industries and Strategic (Kirsten Glengarry) spoke to the report and responded to questions which included, the framework and if communities could approach the Ara Toi team for assistance with arts projects.

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Committee:

a)     Notes the Ara Toi Ōtepoti and City of Literature report July- December 2019.

Motion carried (COM/2020/007)

9          Play Space Plan update report
	A report provided an update to the Committee on the Parks and Recreation (PARS) led Play Spaces Plan project which described the planned action for the project in 2020. The Group Manager Parks and Recreation (Robert West) and the Senior Parks and Recreation Planner (Claire Swift) spoke to the report and responded to questions.  Cr Garey left the room at 3.11pm and re-entered the meeting at 3.13pm. Cr Lord left the meeting at 3.30 pm and re-entered the meeting at 3.34 pm. Cr Vandervis and Cr Elder left the meeting at 3.35 pm and re-entered the meeting at 3.38 pm.
	Moved (Cr Christine Garey/Cr Jim O'Malley): That the Committee: a)     Notes the progress and planned action on the PARS Play Space Plan project for 2020. b)     Notes that the completed PARS Play Space Plan will inform the PARS Playground capital and operational budget for Council to consider as part of the 10 Year Plan process. Motion carried (COM/2020/008)

10        Items for consideration by the Chair
	There were no items for consideration by the chair.

Resolution to exclude the public

Moved (Cr Marie Laufiso/Cr Christine Garey):

That the Committee:

Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting 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  Dunedin Performing Arts Feasibility Study - Phase Two Report	S7(2)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities. 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). 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.	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.

That the consultant from Charcoalblue (Erin Shephard) be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of The Dunedin Performing Arts Feasibility Study.  This knowledge, which will be of assistance in relation to the matter to be discussed, is relevant to that matter because she wrote the report.

Motion carried (COM/2020/009)

The meeting went into non-public at 3.46 pm and then concluded at 5.27 pm.

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CHAIRPERSON