Notice of Meeting:
I hereby give notice that an ordinary meeting of the Dunedin City Council will be held on:
Date: Tuesday 27 July 2021
Time: 10.00 am
Venue: Council Chamber, Municipal Chambers, The Octagon, Dunedin
Sandy Graham
Chief Executive Officer
Council
PUBLIC AGENDA
MEMBERSHIP
Mayor |
Mayor Aaron Hawkins |
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Deputy Mayor |
Cr Christine Garey
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Members |
Cr Sophie Barker |
Cr David Benson-Pope |
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Cr Rachel Elder |
Cr Doug Hall |
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Cr Carmen Houlahan |
Cr Marie Laufiso |
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Cr Mike Lord |
Cr Jim O'Malley |
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Cr Jules Radich |
Cr Chris Staynes |
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Cr Lee Vandervis |
Cr Steve Walker |
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Cr Andrew Whiley |
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Senior Officer Sandy Graham, Chief Executive Officer
Governance Support Officer Lynne Adamson
Lynne Adamson
Governance Support Officer
Telephone: 03 477 4000
Lynne.Adamson@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
Council 27 July 2021 |
ITEM TABLE OF CONTENTS PAGE
1 Opening 4
2 Public Forum 4
3 Apologies 4
4 Confirmation of Agenda 4
5 Declaration of Interest 5
6 Confirmation of Minutes 19
6.1 Ordinary Council meeting - 30 June 2021 19
Minutes of Community Boards
7 Waikouaiti Coast Community Board - 14 April 2021 20
8 Strath Taieri Community Board - 15 April 2021 21
Reports
9 Actions From Resolutions of Council Meetings 22
10 Forward Work Programme from the 10 year plan 2021-31, incorporating the 2022/23 Annual Plan 27
11 DCC Submission on the Government Policy Statement on Housing and Urban Development Consultation 35
12 New Zealand Masters Games Service Level Agreement and Statement of Intent 55
13 Proposed Event Road Closures for August and September 2021 74
14 Remuneration Authority Determination 2021 (2021/2022) 85
Resolution to Exclude the Public 143
Council 27 July 2021 |
Peter Small will open the meeting with a prayer on behalf of the Buddhist Community.
At the close of the agenda no requests for public forum had been received.
At the close of the agenda no apologies had been received.
Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.
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Council 27 July 2021 |
EXECUTIVE SUMMARY
1. Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected representative and any private or other external interest they might have.
2. Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.
3. Staff members are reminded to update their register of interests as soon as practicable.
That the Council: a) Notes/Amends if necessary, the Elected Members' Interest Register attached as Attachment A; and b) Confirms/Amends the proposed management plan for Elected Members' Interests. c) Notes the proposed management plan for the Executive Leadership Team. |
Attachments
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Title |
Page |
⇩a |
Councillor Register of Interest |
7 |
⇩b |
Executive Leadership Team Register of Interest |
17 |
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Council 27 July 2021 |
Ordinary Council meeting - 30 June 2021
That the Council: a) Confirms the public part of the minutes of the Ordinary Council meeting held on 30 June 2021 as a correct record.
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Attachments
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Title |
Page |
⇨a |
Minutes of Ordinary Council meeting held on 30 June 2021 (Under Separate Cover 1) |
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Council 27 July 2021 |
Waikouaiti Coast Community Board - 14 April 2021
gg
That the Council: Notes the minutes of the Waikouaiti Coast Community Board meeting held on 14 April 2021.
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Attachments
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Title |
Page |
⇨a |
Minutes of Waikouaiti Coast Community Board held on 14 April 2021 (Under Separate Cover 1) |
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Council 27 July 2021 |
Strath Taieri Community Board - 15 April 2021
gg
That the Council: a) Notes the minutes of the Strath Taieri Community Board meeting held on 15 April 2021. |
Attachments
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Title |
Page |
⇨a |
Minutes of Strath Taieri Community Board held on 15 April 2021 (Under Separate Cover 1) |
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Council 27 July 2021 |
Actions From Resolutions of Council Meetings
Department: Civic
EXECUTIVE SUMMARY
1 The purpose of this report is to show progress on implementing resolutions made at Council meetings.
2 As this report is an administrative report only, there are no options or Summary of Considerations.
That the Council:
Notes the Open and Completed Actions from resolutions of Council meetings as attached. |
discussion
3 This report also provides an update on resolutions that have been actioned and completed since the last Council meeting.
NEXT STEPS
4 Updates will be provided at future Council meetings.
Signatories
Author: |
Lynne Adamson - Governance Support Officer |
Authoriser: |
Clare Sullivan - Manager Governance |
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Title |
Page |
⇩a |
Public Open and Completed Action Lists - July 2021 |
23 |
Council 27 July 2021 |
Forward Work Programme from the 10 year plan 2021-31, incorporating the 2022/23 Annual Plan
Department: Corporate Policy
EXECUTIVE SUMMARY
1 The purpose of this report is to present a forward work programme focusing on the implementation of Council decisions made during the development of the 10 year plan 2021-31, and for the development of the 2022/23 Annual Plan (Attachment A).
2 As this is an administrative report only, there are no options or Summary of Considerations.
That the Council: a) Notes the Forward Work Programme from the 10 year plan 2021-31, incorporating the 2022/23 Annual Plan. |
DISCUSSION
3 During the development of the 10 year plan 2021-31, decisions were made at the Council meeting held on 27 – 29 January 2021, and at the deliberations meeting held on 31 May – 3 June 2021, that are now in the process of being actioned. Some of the work streams arising from the decisions made need to be completed in time to inform the development of the 2022/23 Annual Plan.
4 The forward work programme shows areas of activity, progress and expected timeframes for reporting back to meetings of Council and/or Committees. At this stage, the 2022 meeting dates have not been confirmed, but will be when the 2022 meeting schedule is adopted later this year.
5 This forward work programme will be updated and presented to Council on a two-monthly cycle. The Council and Council Confidential forward work programmes, previously presented monthly, will now also be presented to Council on a two-monthly cycle, with the next programmes being presented to the August 2021 Council meeting.
NEXT STEPS
6 An updated report will be presented to the September 2021 Council meeting.
Signatories
Author: |
Sharon Bodeker - Corporate Planner |
Authoriser: |
Sandy Graham - Chief Executive Officer |
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Title |
Page |
⇩a |
Forward Work Programme from the 10 year plan 2021-31, incorporating the 2022/23 Annual Plan |
29 |
Council 27 July 2021 |
DCC Submission on the Government Policy Statement on Housing and Urban Development Consultation
Department: Community and Planning
EXECUTIVE SUMMARY
1 This report seeks approval for a Dunedin City Council (DCC) submission (Attachment A) to the Government Policy Statement on Housing and Urban Development (GPS-HUD). Link to the discussion document is provided here.
2 The report supports the overall outcomes and focus areas presented in the GPS-HUD consultation document.
That the Council: a) Approves the DCC submission, with any amendments, to the GPS-HUD consultation. |
BACKGROUND
3 Te Tūāpapa Kura Kāinga – Ministry of Housing and Urban Development (MHUD) is seeking feedback to inform the development of the GPS-HUD.
4 The GPS-HUD is intended to take a multi-decade outlook and to provide a shared vision and direction across housing and urban development, to guide and inform the actions of all those who contribute.
5 It will set out how the Government and other parts of the housing and urban development system will work together to realise this vision and how government agencies and entities will support the Government’s focus.
6 The consultation is seeking general feedback as there is no draft of the GPS-HUD provided. The first GPS-HUD, further refined by the outputs of this consultation, will be published by 1 October 2021 and reviewed at least every three years.
DISCUSSION
7 The DCC submission was prepared with input from Transport, City Development, 3 Waters, Parks and Recreation, Ecodesign Advisor, Policy, Zero Carbon staff and the Manahautū, in line with DCC current strategies and policies.
8 The submission supports the overall outcomes and focus areas presented in the GPS-HUD consultation document, as they relate to the DCC’s strategic goals for housing and urban development.
OPTIONS
Option One – Recommended option – Approves the DCC submission, with any amendments, to the GPS-HUD consultation
9 Approves the DCC submission, with any amendments, to the GPS-HUD consultation.
Advantages
· Opportunity to show support for the development of the GPS-HUD which will support the DCC’s strategic goals in this area.
Disadvantages
· There are no identified disadvantages for this option.
Option Two – Does not approve the DCC submission to the GPS-HUD consultation
10 Does not approve the DCC submission to the GPS-HUD consultation.
Advantages
· There are no identified advantages for this option.
Disadvantages
· Missed opportunity to input into the development of the GPS-HUD.
NEXT STEPS
11 If Council approves the DCC submission on the GPS-HUD consultation it will be sent to the Ministry for Housing and Urban Development by 30 July 2021.
12 If Council does not approve the DCC submission, no further action is required.
Signatories
Author: |
Suzie Ballantyne - Corporate Policy Manager |
Authoriser: |
Jeanette Wikaira - Manahautū (General Manager Maori Partnerships and Policy) Robert West - Acting General Manager City Services |
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Title |
Page |
⇩a |
Draft DCC submission on Government Policy Statement - Housing and Urban Development consultation |
40 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision promotes the social, economic, environmental and cultural well-being of communities in the present and for the future. |
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Fit with strategic framework
The development of a GPS-HUD will support the DCC’s strategic goals in housing and urban development. |
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Māori Impact Statement The Manahautū has been involved in the development of this submission. Due to timeframes there was not time to consult directly with mana whenua and mataawaka. |
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Sustainability The DCC submission supports sustainability goals in relation to climate change, urban development and transport. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no known impacts. |
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Financial considerations There are no known financial implications. |
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Significance This decision is considered to be of low significance when assessed against the Significance and Engagement Policy. |
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Engagement – external There was no external engagement on this report. |
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Engagement - internal Staff from Transport, City Development, 3 Waters, Parks and Recreation, the Ecodesign Advisor, Policy, Zero Carbon staff and the Manahautū have had the opportunity to input into the draft submission. |
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Risks: Legal / Health and Safety etc. There are no known risks. |
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Conflict of Interest There are no known conflicts of interest. |
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Community Boards There are no known implications for Community Boards. |
Council 27 July 2021 |
New Zealand Masters Games Service Level Agreement and Statement of Intent
Department: Community and Planning
EXECUTIVE SUMMARY
1 This report presents the Statement of Intent (SOI) and Service Level Agreement (SLA) for the Dunedin (New Zealand) Masters Games Trust for approval.
2 The Dunedin (New Zealand) Masters Games Trust is a Council Controlled Organisation (CCO) and is exempted from the standard reporting requirements of a CCO. However, the Trust Board voluntarily submits a Statement of Intent and Service Level Agreement, a Pre-Games report and Post Games report to Council biennially.
3 There have been minor changes to the SLA (see Attachment A) and SOI (see Attachment B) since they were last approved in May 2019.
That the Council: a) Approves the 2021 – 2023 Dunedin (New Zealand) Masters Games Trust Statement of Intent. b) Approves the 2021 – 2023 Dunedin (New Zealand) Masters Games Trust Service Level Agreement. |
BACKGROUND
4 The Dunedin (New Zealand) Masters Games Trust (the Trust) was established in 2007 primarily as a mechanism to attract external funding through grants funders and corporate sponsorship for the biennial New Zealand Masters Games held in Dunedin.
5 Although the Trust has an exempt status as a CCO, it still voluntarily meets the requirements of a CCO in terms of its reporting and accountability.
6 The New Zealand Masters Games is owned by the New Zealand Masters Games Company. The Dunedin City Council (DCC) is one of two franchisees for the Masters Games – the other being the Whanganui (New Zealand) Masters Games Trust. The Dunedin (New Zealand) Masters Games Trust and the DCC have secured the New Zealand Masters Games for Dunedin until the end of 2036, with the event held biennially.
7 The DCC has delegated the management and co-ordination of the Dunedin Games to the Trust. The Dunedin Masters Games is the largest regularly occurring premier-level event in Dunedin. The Trust's objectives in managing the Games reflect the Council's Festivals and Events Plan 2018 – 2023 in relation to attracting visitors, visitor nights and visitor expenditure, and the Council's goals relating to recreational activity and participation.
8 The Trust is dependent on funding from sources external to the Council for the successful financial management of the Games, so consequently much of its operational activity is focussed on securing funding as well as attracting competitors who contribute through a registration fee. The Games attract repeat visitors to Dunedin and participants report high levels of satisfaction with the event and their stay in Dunedin.
9 The 2022 Masters Games will be held in Dunedin from 5 – 13 February 2022
DISCUSSION
Statement of Intent
10 Attachment A is the updated SOI. In addition to the change of dates, the following is only change that has been made:
11 7. Financial
Target |
Year ending 30 June 2021 |
Year ending 30 June 2022 |
|
7.1 |
Operating Surplus/Deficit |
$55,389.28 |
-$32,119.42 |
7.2 |
Stakeholders funds |
$109,596 |
$109,596 |
7.3 |
Return on equity |
0% |
0% |
12 In the 2020/21 year, funding was received for the games that are to be held in 2021/22. There is a deficit in year two because this is the year the games are held, and most costs are incurred during this year. Overall, it is expected that following their conclusion, the games will break even.
Service Level Agreement
13 Attachment B is the updated Service Level Agreement (SLA). In addition to the change of dates, the following is the only change that has been made:
14 Goal A: Council Funding and Support
The word monthly has been removed from the notes.
KRA |
OBJECTIVE |
NOTES |
Council Funding |
DNZMGT will receive an annual grant from the DCC to cover the cost of the Games Co-ordinator salary and overheads only for the time dedicated to the role. |
This grant will be paid by the DCC |
OPTIONS
Option One – Council approves the SOI and SLA (Recommended Option)
15 Under this option, Council approves the SOI and the SLA which incorporate minor changes that reflect the current status of the Games.
Advantages
· The management and co-ordination of the New Zealand Masters Games would continue as previously agreed. The Masters Games continues to provide economic value and add to the profile of the city.
· There is a clear agreement in place which outlines the roles and responsibilities of the Dunedin (New Zealand) Masters Games Trust and staff involved in managing and coordinating the Games.
· There are clear lines of reporting from the Trust to the Council, as outlined in the agreements.
Disadvantages
· No disadvantages have been identified.
Option Two – Council does not approve the updated SOI and SLA
16 Council does not approve the updated SOI and SLA for the Dunedin (New Zealand) Masters Games and the Trust operates without an updated SOI in place.
Advantages
· No advantages have been identified.
Disadvantages
· Masters Games will be operating with out of date documentation which does not reflect its current status.
NEXT STEPS
17 If the Council approves the recommendation, the Statement of Intent and Service Level Agreement will be amended and continue to be implemented.
18 If the Council does not approve the recommendation, Council staff will work through a process with the Dunedin (New Zealand) Masters Games Trust to get an agreed SOI and SLA in place. This would then be presented to Council at a future meeting.
Signatories
Author: |
Vicki Kestila - Master Games Manager |
Authoriser: |
Joy Lanini - Manager Community Development and Events Simon Pickford - General Manager Community Services |
|
Title |
Page |
⇩a |
New Zealand Masters Games Statement of Intent 2021 - 2023 |
61 |
⇩b |
New Zealand Masters Games Service Level Agreement 2021 - 2023 |
68 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision promotes the social well-being of communities in the present and for the future.
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Fit with strategic framework
The New Zealand Masters Games contributes to three of the Council's defined strategies and the vision Dunedin is one of the world’s great small cities. It also fits within the outcomes of the Festivals and Events Plan 2018 – 2023. |
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Māori Impact Statement There is no known impact for Māori. |
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Sustainability There are no implications to sustainability. The Dunedin (New Zealand) Masters Games Trust has the franchise rights to host the biennial New Zealand Masters Game until the end of 2036. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy The funding for Masters Games is included within the 10 Year Plan. |
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Financial considerations The Dunedin City Council guarantees to under-write the Dunedin (New Zealand) Masters Games should it be required. There may be a need for under-writing of the 2022 Masters Games if external income sources do not meet expectation. |
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Significance The information within this report is assessed as low in terms of the Council’s Significance and Engagement Policy. |
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Engagement – external In the on-going planning of the New Zealand Masters Games the Games Manager regularly engages with; suppliers, funders, Sporting Organisations, Sporting Associations, service providers, volunteers, participants and other Masters Games organisers. |
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Engagement - internal In undertaking the Games there is engagement with Property, Community and Planning and Executive Leadership Team. In-house Legal Counsel have provided advice regarding the SOI and SLA. |
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Risks: Legal / Health and Safety etc. There are no known health and safety or legal risks. |
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Conflict of Interest There are no known conflicts of interest. |
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Community Boards There are no known implications for Community Boards. |
Council 27 July 2021 |
Proposed Event Road Closures for August and September 2021
Department: Transport and Community and Planning
EXECUTIVE SUMMARY
1 Applications have been received for temporary road closures for the following events:
· John McGlashan School Fete – 11 September 2021
· 2021 Emerson’s Dunedin Marathon – 12 September 2021
· City Activation: South Africa v All Blacks International Test Match - 25/26 September 2021
2 This report recommends temporary closure of the roads concerned using the provisions of the Local Government Act 1974, to enable the events to proceed.
That the Council: a) Resolves pursuant to Section 319, Section 342, and Schedule 10 clause 11(e) of the Local Government Act 1974, to close the roads detailed below: i) John McGlashan School Fete Closed from 8am to 3pm Saturday 11 September 2021: Pilkington Street, from Balmacewen Road to Passmore Crescent.
ii) 2021 Emerson’s Dunedin Marathon From 8am to 1pm Sunday 12 September 2021: Anzac Avenue, from Union St to SH88. Butts Road, from Anzac Avenue to Dundas Street. Logan Park Drive, from Anzac Avenue to Butts Road. Dundas Street, from Harbour Terrace to Butts Road. Minerva Street, from Anzac Avenue to Parry Street West Parry Street West, from Minerva to end.
These roads will be progressively reopened as the tail end passes.
On the following roads road users will be escorted through when safe to do so: Ward Street, from Anzac Avenue to Wickliffe Street (includes bridge). Wickliffe Street, from Ward street to Fryatt Street. Fryatt Street, from Wharf Street to Wickliffe Street. Kitchener Street, from Wharf Street to Birch Street. Roberts Street, from Wharf Street to Birch Street. Birch Street, from Wharf Street to Roberts Street.
iii) City Activation: South Africa v All Blacks International Test Match Closed from 7am Saturday 25 September to 5am Sunday 26 September 2021: The Lower Octagon, from George to Princes Streets. Lower Stuart Street, from The Octagon to Moray Place. George Street, from Bath Street to the Octagon (southbound only).
Closed from 3pm to 7pm Saturday 25 September 2021: The central carriageway of The Octagon.
George Street, from The Octagon to Moray Place, northbound lane only, and lower Stuart Street, from Bath Street to Moray Place, eastbound lane only, will remain open. |
BACKGROUND
3 Events and festivals contribute to the vibrancy and uniqueness of Dunedin; creating economic opportunities for the city and reflecting and enhancing social, recreational, environmental and cultural well-being. The contribution events make to the city’s vision of being one of the world’s great small cities is reflected in strategies and plans including the Social Well-being Strategy, the Economic Development Strategy, Ara Toi Ōtepoti, Parks and Recreation Strategy, and the Festival and Events Plan 2018-2023.
4 The area proposed to be used for these events is legal road and can therefore be temporarily closed to normal traffic if the statutory temporary road closure procedures are followed. Section 319 of the LGA 1974 gives Council the power to stop or close any road or part of a road in the manner and upon the conditions set out in section 342 and Schedule 10 of the LGA 1974.
5 Under clause 11(e) of Schedule 10 of the LGA 1974, there are conditions which are required to be met. A copy of Schedule 10 of the LGA 1974 is attached (Attachment A). These conditions include the following:
a) Consultation with the New Zealand Transport Agency (Waka Kotahi) and the Police.
b) Being satisfied that traffic is not likely to be unreasonably impeded.
c) When closing under Schedule 10 section 11(e), the road cannot be closed more than 31 days in the aggregate in any one year.
d) That public notice must be given of the intention to consider closing any road or part of a road, and notice given of the decision to close the road.
e) Where the proposed temporary road stopping relates to public functions, the decision to close a road cannot be delegated to Council staff; a resolution of Council is required.
DISCUSSION
Consultation and Notification
6 Waka Kotahi NZ and the NZ Police have been consulted and neither have any objection to the proposed road closures.
7 The proposed temporary road closures were advertised in the Otago Daily Times on 3 July 2021, this notice is attached to the report (Attachment B). An opportunity was provided to give feedback on the proposal by emailing events@dcc.govt.nz by a deadline of Saturday 10 July 2021. No objections were submitted during this time.
8 Council is also required to give public notice of its decision. This notice will be published after this meeting prior to the events.
9 The event organisers for the Dunedin Marathon contacted those considered affected, i.e. those with immediate frontage to the roads concerned prior to submitting their application, and no objections were received.
10 For the city activation in the Octagon on 25 September for the South Africa vs All Blacks International Test, affected property owners and/or occupiers were notified on the 28 May. Vehicular access to properties will be restricted during the periods of closure. A week was provided for feedback to the proposed road closures and no objections were received during that period.
Traffic Impacts
11 Closure of the central and lower carriageway of The Octagon for events has been carried out previously for similar events, and traffic was not unreasonably impeded. There are detours available very near the closed roads. Being a public function, pedestrian access will remain available. Emergency services will have immediate access made available if required. There is no impact to public transport.
12 The Dunedin Marathon has been held over many years without causing unreasonable delays to the travelling public. Emergency service will have immediate access made available if required. Public transport services will be managed through the temporary traffic management process.
13 The John McGlashan fete has been held previously without causing unreasonable traffic disruption.
14 The temporary traffic management plan process will ensure that other issues such as temporary relocation of certain parking (e.g. taxi, mobility and AVO) are addressed.
15 Under section 11(e) of Schedule 10, LGA 1974, the road cannot be closed for more than an aggregate of 31 days in any one year. The 31-day limit will not be exceeded by the approval of the proposed temporary road closures.
OPTIONS
16 It should be noted that recommendations in this report cannot be amended without first carrying out further consultation with affected parties, Waka Kotahi, NZ Police, and verifying that traffic impacts are acceptable.
Option One – Recommended Option
17 That the Council closes the sections of roads as detailed in the recommendations.
Advantages
· The road will be able to be closed and the events will be able to proceed.
· Closure will enable the benefits (economic, social, cultural) associated with events being held in Dunedin.
Disadvantages
· There will be temporary loss of vehicular access through the closed area. However, there are detours available nearby, and safety can be assured through the use of temporary traffic management.
Option Two – Status Quo
18 That the Council decides not to close the roads in question.
Advantages
· There would be no detour required for travelling public, and the road would be able to be used as normal.
Disadvantages
· The events would not be able to go ahead and the benefits of the events would be lost.
NEXT STEPS
19 Should the resolution be made to temporarily close the road, Council staff will proceed to accept the temporary traffic management plan and notify the public of the closures.
Signatories
Author: |
Michael Tannock - Transport Network Team Leader Joy Lanini - Manager Community Development and Events |
Authoriser: |
Jeanine Benson - Group Manager Transport Simon Drew - General Manager Infrastructure & Development |
|
Title |
Page |
⇩a |
Schedule 10 Local Government Act 1974 |
81 |
⇩b |
ODT Advertisement, Saturday 3-4 July 2021 |
84 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision promotes the social well-being of communities in the present and for the future. This decision promotes the economic well-being of communities in the present and for the future. |
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Fit with strategic framework
Events contribute to the Strategic Framework. Events contribute to the Economic Development Strategy, the Social Wellbeing Strategy. There is a Festival and Events Plan 2018-2023. |
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Māori Impact Statement There are no known impacts for Māori. |
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Sustainability There are no implications for sustainability. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations There are no financial implications. The cost of the proposed road closures will be met within existing budgets. |
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Significance This decision is considered low in terms of the Council’s Significance and Engagement Policy |
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Engagement – external There has been external engagement as required by the LGA 1974, with the Police and Waka Kotahi. Affected parties were notified and provided a time period for feedback |
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Engagement - internal There has been engagement with DCC Events, In-House Legal, and Transport. There is support for the event to proceed. |
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Risks: Legal / Health and Safety etc. There are no identified risks should the recommended resolution be made. |
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Conflict of Interest There are no known conflicts of interest. |
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Community Boards There are no implications for Community Boards. |
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Council 27 July 2021 |
Remuneration Authority Determination 2021 (2021/2022)
Department: Civic
EXECUTIVE SUMMARY
1 The Local Government Act 2002 (the Act) gives the Remuneration Authority (the Authority) the responsibility for setting remuneration for local government elected members. The purpose of the report is to advise elected members of the changes made by the Authority.
2 The Authority has made the Local Government Members (2021/22) Determination 2021, (the 2021 determination) which came into force on 1 July 2021. The new determination is attached. The effect is a minor increase in remuneration for Councillors and Community Board members. The remuneration and any increase is mandated and Council must accept the amounts determined by the Authority.
3 The Council is required to have an expenses policy based on what the Authority allows for the reimbursement of various allowances such as information and communication technology, mileage and conference attendance. The Council has the Rules for the Recovery of Expenses and Childcare which was adopted at the beginning of the triennium.
4 The 2021 determination makes some changes to some of the allowances and in addition, now allows for councils to amend their expenses and reimbursement policy to include the reimbursement of the actual and reasonable costs incurred by members who use public transport, micromobility vehicles (such as e-bikes and e-scooters) and bicycles for travel on council business.
5 As this is an administrative report there is no summary of considerations.
That the Council: a) Notes the Local Government Members (2021/22) Determination 2021 which took effect from 1 July 2021. b) Includes the reimbursement of actual and reasonable costs of public transport, micromobility vehicles and bicycles in the Rules for the Recovery of Expenses and Allowances. |
BACKGROUND
6 In 2019 the Authority completed a review of how it sets remuneration for elected members. It has also begun its triennial review prior to the 2022 elections and is in the process of progressively consulting with councils.
DISCUSSION
7 The effect of the 2021 determination for Dunedin City Council for remuneration is as follows:
a) Mayor no change per annum
b) Deputy Mayor increase $454 per annum
c) Chairs of committees (6) increase $429 per annum
d) Councillors (7) increase $357 per annum
8 There are also minor increases for each of the community boards. The boards will be advised of the increases at their next meeting round. The total cost of the increased remuneration is $10,729 per annum. This can be met from existing budgets.
9 The determination also addresses some changes in allowances including kilometre rate for travel to reflect the rates prescribed by Inland Revenue, changes to information and technology allowances including an increase of the amount payable for members using their own internet service and a clarification of definition of family in relation to the childcare allowance (noting the rate remains the same).
10 In particular, if a councillor uses their own personal technology the Authority has increased the rates of the communication allowance. The communications allowance includes a new item covering the reimbursement of ICT consumables such as paper and ink cartridges. If elected members use their own consumables, they may seek reimbursement of up to $200 during the term of the determination.
11 The Authority received a number of submissions from councils on the reimbursement of actual and reasonable costs incurred by elected members who use public transport, micromobility vehicles (such as e-bikes and e-scooters) and bicycles when travelling on local authority business. The 2021 determination allows for councils to amend their expenses and reimbursement policy accordingly.
12 Council staff are recommending that the Rules be amended to provide the reimbursement of actual and reasonable costs of public transport, micromobility vehicles and bicycles when travelling on local authority business. This aligns with the Council’s Integrated Transport Strategy and sustainability goals.
OPTIONS
13 The Council must accept the amounts determined by the Authority. However, Council does have options on changes to the reimbursement of expenses.
Option One – Council includes the reimbursement of costs for use of public transport etc for travel on local authority business in the Rules for the Recovery of Expenses and Childcare (Recommended Option)
Advantages
· Provides alternative options for transport for elected members.
· Aligns with the Council’s Integrated Transport Strategy, through supporting alternative modes of transport.
Disadvantages
May be a slight increase in cost but this can be managed within existing budgets.
Option Two – Council does not amend the Rules for the Recovery of Expenses and Childcare to include reimbursement of costs for use of public transport etc for travel on local authority business
Advantages
· There are no identified advantages.
Disadvantages
· Does not provide an incentive for supporting alternative modes of transport.
NEXT STEPS
14 The remuneration changes will be made and backdated from 1 July 2021.
15 If agreed, the Rules for the recovery of expenses will be updated to include reimbursement of costs for use of public transport, micromobilty vehicles and bicycles.
Signatories
Author: |
Clare Sullivan - Manager Governance |
Authoriser: |
Jeanette Wikaira - Manahautū (General Manager Maori Partnerships and Policy) |
|
Title |
Page |
⇩a |
Local Government Members (2021/22) Determination 2021 |
88 |
⇩b |
Rules for the Recovery of Expenses and Childcare |
136 |
Council 27 July 2021 |
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:
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.