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






Mayor Aaron Hawkins


Deputy Mayor

Cr Christine Garey




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



The meeting will be live streamed on the Council’s You Tube page:

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




12 October 2021



ITEM TABLE OF CONTENTS                                                                                                                                         PAGE


1             Apologies                                                                                                                                                                    4

2             Confirmation of Agenda                                                                                                                                        4

3             Declaration of Interest                                                                                                                                           5     


4             Representation Review Submissions 2021                                                                                                   19                




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.


12 October 2021


Declaration of Interest





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.








Councillor Register of Interest



ELT Register of Interest




12 October 2021


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12 October 2021




Representation Review Submissions 2021

Department: Civic






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. 


That the Hearings Panel:

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




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. 


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. 


14        Several options are open to the Council

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



·        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


·        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


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

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


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


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. 




Clare Sullivan - Manager Governance


Jeanette Wikaira - Manahautū (General Manager Māori Partnerships and Policy)






Representation Review Submissions





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




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.


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.  


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.




12 October 2021


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