Notice of Meeting:

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

Date:                                                    Tuesday 12 October 2021

Time:                                                   1.00 pm

Venue:                                                Edinburgh Room – Mayor and Councillors

                                                                            Audio Visual Link – Members of the Public

Sandy Graham

Chief Executive Officer

Council Hearings Panel

PUBLIC AGENDA

MEMBERSHIP

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

Senior Officer                                               Jeanette Wikaira, Manahautū – General Manager Māori, Partnerships & Policy

Governance Support Officer                  Lynne Adamson

Lynne Adamson

Governance Support Officer

Telephone: 03 477 4000

Lynne.Adamson@dcc.govt.nz

www.dunedin.govt.nz

The meeting will be live streamed on the Council’s You Tube page:  https://youtu.be/D6sJ5k3HMdU

Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.

Council 12 October 2021

ITEM TABLE OF CONTENTS                                                                                                                                         PAGE

1             Apologies                                                                                                                                                                    4

2             Confirmation of Agenda                                                                                                                                        4

3             Declaration of Interest                                                                                                                                           5     

Reports

4 Representation Review Submissions 2021                                                                                                   19                

Council 12 October 2021

1          Apologies

At the close of the agenda no apologies had been received.

2          Confirmation of agenda

Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.

Council 12 October 2021

Declaration of Interest

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.

RECOMMENDATIONS

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

	Title	Page
⇩a	Councillor Register of Interest	7
⇩b	ELT Register of Interest	17

Council 12 October 2021

Council 12 October 2021

Council 12 October 2021

Reports

Representation Review Submissions 2021

Department: Civic

EXECUTIVE SUMMARY

1          The purpose of this report is to provide information to the Council Hearings Panel on the submissions received for the 2021 Representation Review.  The report is also intended to provide assistance to the Hearings Panel in hearing the submissions and considering them.

2          The report sets out the main issues raised by submitters during the consultation process; outlines the legislative requirements for the remainder of the process and presents the matters that Council has to consider in reaching its final decision.

3          The Hearings Panel will provide a recommendation as to whether it will confirm or amend the Initial Proposal. 

RECOMMENDATIONS

That the Hearings Panel:

a)     Considers the submissions received on the Representation Review and makes a recommendation to Council regarding its final proposal.

BACKGROUND

4          Councils are required to review their representation arrangements at least once every six years.  The Council last reviewed its arrangements in 2015.  In December 2020 Council appointed an independent review panel (the panel) which carried out consultation prior to presenting its report to Council on 10 August 2021.  The panel held discussions with elected members (including community board members) and interested groups, and received 85 responses to a public survey. 

5          Council resolved on 10 August to adopt an Initial Proposal that the current representation arrangements remain.  The resolutions were advertised in accordance with the Local Electoral Act (the Act) and public submissions were called for between 14 August and 18 September 2021.  The submission period was extended to 4 October due to the introduction of a Covid-19 level 4 lockdown in August. 

6          A public notice was placed in the Otago Daily Times on 14 August.  The Otago Daily Times and the Star provided articles on the subject at various times.  The notice was also placed on the Council’s website.

7          Seven submissions were received.  Three of those submitters indicated they wished to be heard. 

DISCUSSION

8          The submissions are available on the Council’s website.  Four submissions were from individuals and three from community boards.  Four submissions indicated general support for the proposal.  One submission was opposed to the proposal and two submissions did not indicate support either for or against the proposal. 

9          Several submissions made comments on specific aspects of the proposal.  Two submitters argued for a ward-based system.  One of these said there should be a rural ward of 3 Councillors and a general ward of 11 councillors.

10        Five submitters were in favour of retaining community boards.  Of these, one wanted to see more community boards, three supported the current number of community boards.

11        One submission sought a review of the Saddle Hill Community Board boundary to the north and west of the current boundary to include the suburbs of Green Island, Sunnyvale and Abbotsford.

12        Several submissions raised issues that are not part of the review. 

13        Under the Act Council is required to consider the submissions and decide which submissions (if any) it will incorporate as amendments to the Initial Proposal and which submissions it will reject (if any) along with the reasons for rejecting them. 

OPTIONS

14        Several options are open to the Council

Option One – Adopt the Initial Proposal as advertised – Status Quo

Advantages

·        Meets the statutory requirements and the public have had the opportunity to submit

·        The current arrangements have been in place for two electoral cycles and the public are familiar with them

Disadvantages

·        There are no known disadvantages

Option Two – Adopt a variation of the Initial Proposal

15        This option is to adopt the advertised proposal with specific changes made in response to the submissions received

Advantages

·        The public have had the opportunity to submit to the proposal

·        The Council would be responding to any major concerns of submitters

Disadvantages

·        Members of the public may have submitted on the proposal if they had known changes would be made

NEXT STEPS

16        Council is required to consider the submissions and determine its final proposal  and give public notice of the final proposal within  six weeks of the closing date of submissions (15 November 2021).  A report will be prepared for the 27 October for Council to make a decision on its final proposal.   It must then give public notice of its final proposal and state the reasons for any amendments and the reasons for any rejection of submissions.

17        Any person who made a submission on the Initial proposal may appeal the Council’s final decision.  If council decides to amend its initial proposal any interested person may then lodge an objection to the amended final proposal.

18        If no appeals or objections are received the proposal becomes final.  If appeals or objections are received then they will be forwarded to the Local Government Commission for determination by 10 April 2022. 

Signatories

Author:	Clare Sullivan - Manager Governance
Authoriser:	Jeanette Wikaira - Manahautū (General Manager Māori Partnerships and Policy)

Attachments

	Title	Page
⇩a	Representation Review Submissions	24

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision 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	☒	☐	☐

The representative arrangements directly contribute to the Council’s strategic framework, priorities and plans.

Māori Impact Statement

Representation arrangements provide the opportunity to enhance Māori representation.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

The representation review is budgeted for.  

Significance

This decision is considered medium in terms of the significance and engagement policy.  The process has complied with the requirements for consultation in the Local Electoral Act 2001.

Engagement – external

The process has complied with the requirements for consultation in the Local Electoral Act 2001.

Engagement - internal

Internal engagement was conducted as part of the pre-consultation process.

Risks: Legal / Health and Safety etc.

The only identified risks are not meeting the statutory timeframes.  A timeframe to meet these requirements has been identified.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

The review of representation arrangements affects community boards.  All community boards took part in the pre consultation process and had the opportunity to make a submission on the initial proposal.

Council 12 October 2021