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Council
24 February 2020
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Reports
Annual Plan 2020/21 Community Engagement
Department: Corporate Policy
EXECUTIVE SUMMARY
1 This
report provides a proposed approach for engaging with the community on the
draft budgets, and the information document that will be delivered to every
Dunedin home.
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RECOMMENDATIONS
That the Council:
a) Confirms the
proposed approach for engaging with the community on the draft budgets and
content of the Annual Plan 2020/21.
b) Notes the
draft Annual Plan 2020/21 Information Document (Attachment A).
c) Authorises
the CEO to make minor amendments to the Information Document if required by
the audit process.
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BACKGROUND
2 Community
engagement on the Annual Plan 2020/21 provides an update to the community on
how the Council is tracking against the goals set out in the 10 year plan, and
provides an opportunity for community feedback on DCC activities.
3 The
Council adopted the draft 2020/21 operating budget for the purposes of
developing the Annual Plan 2020/21 and engaging with the community. The draft
budgets include an overall rate increase of 6.5%, which is required in order to maintain levels of service and
deliver a balanced budget.
DISCUSSION
4 The
proposed key dates for engagement and decision-making are:
a) Community
engagement will be open for approximately 5 weeks, from Thursday 12 March until
Wednesday 15 April 2020.
b) Hearings
will be held over a three-day period from Monday 4 May to Wednesday 6 May 2020.
c) Deliberations
are scheduled to begin on Monday 25 May 2020.
Community
engagement focus
5 The
focus of the community engagement will be on:
a) Describing
any differences in draft budgets for 2020/21, including reasons for the
differences;
b) Highlighting
specific issues, such as the proposed rates increase and rating method changes,
with targeted questions;
c) Reminding
the community about the activities and projects that were included in the
10 year plan 2018-2028 and continue to be included in the draft budget;
and
d) Foreshadowing
the fuller consultation process around the 10 year plan when issues such as
Waste Futures, short term visitor accommodation rating and social housing will
need to be considered.
Engagement
items
6 The
following will be specifically considered as part of the community engagement
process.
a) Proposed
rating change: The effects of the 2019 revaluation and Council’s decision
to decrease the Community Services Targeted Rate from $240.50 to $100 for the
2020-21 year, to be offset by an increase in rates collected by the general
rate. Legal advice has confirmed this is an amendment to
the current 10 year plan, and Audit New Zealand requirements will be
incorporated into the engagement and consultation process.
b) Borrowing:
Outlining Council’s intent to join the Local Government Funding Agency
through Dunedin City Treasury.
c) Draft
Waste Minimisation and Management Plan (WMMP): Noting Council’s plan for
reducing and managing Dunedin’s waste, in conjunction with the Waste
Futures Project. A Special Consultative Procedure (SCP) is required for an
updated waste assessment and amended WMMP. The proposed annual plan engagement
period allows for this.
Waste
Futures
7 In
parallel to the community engagement period, community feedback will also be
sought on ideas for rubbish and recycling collection in Dunedin as part of the
Waste Futures project.
Community
engagement approach
8 The
proposed community engagement approach includes:
a) Sending
an information document to every Dunedin home;
b) Providing
Councillors and Community Boards with engagement packs, and encouraging and
supporting elected members to use their social media networks to generate
engagement;
c) Supporting
specific annual plan engagement events (e.g. Cr Cuppa session at the University
Link);
d) Providing
Annual Plan 2020/21 information at DCC’s service centres and libraries;
e) Working
with Community Boards to facilitate engagement in their areas during the
engagement period (e.g. Blueskin Bay A&P Show on Sunday 5 April 2020);
f) Networking
with communities and stakeholder groups (e.g. Youth Council, Otago University
and Otago Polytechnic Students’ Associations), and providing engagement
packs including the information document and other engagement collateral;
g) Use
of social media and other online channels, including Facebook, Twitter, and the
DCC website;
h) Providing
staff with key messages about the process and content of the draft budgets;
i) Setting
out how to access further information and provide feedback to the Council in
media, FYI panels and advertising;
j) Convening
hearings where the community can speak to the Council in person on Monday 4 May
to Wednesday 6 May 2020.
Information document
9 A
draft information document has been developed to support community engagement
and participation in the Council’s decision-making processes relating to
the content of the Annual Plan 2020/21.
10 The
draft information document is based on the decisions made at the Council
meeting on 29-30 January 2020 and explains the Council’s proposals in
plain English.
11 The
draft information document includes information on:
a) Some
of the activities and projects that were included in the 10 year plan and
continue to be included in the draft budget for 2020/21;
b) The
proposed rates increase of 6.5%;
c) Specific
items where feedback is being sought; and
d) Ways
for the community to give feedback to the Council.
12 Branding
of the document will follow the style developed for the 10 year plan.
13 The
information document will be delivered to all Dunedin homes, and will support
the community engagement on the Annual Plan 2020/21. The more detailed
supporting documents will be available online and at the DCC’s service
centres and libraries.
Capturing
feedback
14 The
community will be able to provide feedback through an online form, social
media, print copies of the feedback form and at the engagement activities. All
feedback will be collated, analysed and reported back to the Council for consideration
at the deliberations beginning on 25 May 2020.
OPTIONS
15 As
this is an update report on the development of the Annual Plan 2020/21, there
are no options.
NEXT STEPS
16 Work
on engagement planning is continuing and Councillors will be updated.
17 The
draft information document will be designed and delivered to every Dunedin
home. There may be further changes to the final document depending on
audit requirements, which will be required to meet the print deadline of 26
February 2020. Feedback on the draft Annual Plan 2020/21 will be sought from
the community from 12 March to 15 April 2020.
Signatories
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Author:
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Sean Jacobs - Senior Policy Analyst
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Authoriser:
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Sandy Graham - General Manager City Services
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Attachments
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Title
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Page
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⇩a
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Draft 2020/21 Annual
Plan Information Document
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10
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SUMMARY OF CONSIDERATIONS
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Fit with purpose
of Local Government
The development of the Annual Plan
2020/21 enables democratic local decision making and action by, and on behalf
of, communities; and promotes the social, economic, environmental, and
cultural well-being of Dunedin communities in the present and for the future.
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Fit with strategic
framework
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Contributes
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Detracts
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Not applicable
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Social Wellbeing Strategy
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☒
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☐
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☐
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Economic Development Strategy
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☒
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☐
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☐
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Environment Strategy
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☒
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☐
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☐
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Arts and Culture Strategy
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☒
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☐
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☐
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3 Waters Strategy
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☒
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☐
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☐
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Spatial Plan
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☒
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☐
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☐
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Integrated Transport Strategy
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☒
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☐
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☐
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Parks and Recreation Strategy
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☒
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☐
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☐
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Other strategic projects/policies/plans
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☒
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☐
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☐
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The Annual Plan 2020/21 contributes to
objectives across the strategic framework, as it describes the
Council’s activities, which are aligned to community outcomes. It also
provides a long term focus for decision making and coordination of the Council’s
resources, as well as a basis for community accountability.
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Māori Impact
Statement
The DCC works in partnership with mana
whenua across a range of projects and activities outlined in the Annual Plan
2020/21, and provides opportunities for all Māori to participate and
contribute to decision-making processes.
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Sustainability
The DCC is committed to being a net
carbon zero city by 2030, and sustainability is an underlying principle of
the DCC’s strategic framework. Activity in the Annual Plan 2020/21
supports the DCC to embed the principles of sustainability across DCC work
outlined in the 10 Year Plan.
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LTP/Annual Plan /
Financial Strategy /Infrastructure Strategy
This report provides an update on the
development of the Annual Plan 2020/21 and implications for the 10 Year Plan.
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Financial
considerations
The financial implications of the draft
budgets are discussed in the reports considered at the January 2020 Council
Annual Plan meeting, as well as the group budget reports.
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Significance
As noted in this report, there will be
full consultation on the 2020/21 draft budget as part of the Annual Plan
process, which will cover any issues of significance. The audit and SCP
implications of Council’s decision to decrease the Community
Services Targeted Rate to $100 for the 2020-21 year will be reflected in time
for the engagement period on 12 March 2020.
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Engagement –
external
The content of the Annual Plan 2020/21 is
of interest to the community and, as noted in this report, there will be a
full community engagement process on the draft budget and content of the
draft Annual Plan 2020/21.
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Engagement -
internal
Staff from across the Council have been
involved in the development of the draft budgets.
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Risks: Legal /
Health and Safety etc.
Refer to the group budget reports and
options reports for specific risks considered in the development of the draft
budget.
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Conflict of
Interest
There are no known conflicts of interest.
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Community Boards
Community Boards have had an opportunity
to present any issues of concern during the January meetings. Community
Boards will also have an opportunity to speak to the Council during Annual
Plan hearings. Staff are working with community boards to develop robust
Community Board Plans to inform community board areas of activity.
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