Notice of Meeting:

I hereby give notice that an ordinary meeting of the Community and Culture Committee will be held on:

 

Date:                                                    Tuesday 10 May 2022

Time:                                                   10.00 am

Venue:                                                Edinburgh Room, Municipal Chambers, The Octagon, Dunedin

 

Sandy Graham

Chief Executive Officer

 

Community and Culture Committee

PUBLIC AGENDA

 

MEMBERSHIP

 

Chairperson

Cr Marie Laufiso

 

Deputy Chairperson

Cr Christine Garey

Cr Carmen Houlahan

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

Cr Andrew Whiley

 

Senior Officer                                               Simon Pickford, General Manager Community Services

 

Governance Support Officer                  Rebecca Murray

 

 

 

Rebecca Murray

Governance Support Officer

 

 

Telephone: 03 477 4000

Rebecca.Murray@dcc.govt.nz

www.dunedin.govt.nz

 

 

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

 


Community and Culture Committee

10 May 2022

 

 

ITEM TABLE OF CONTENTS                                                                                                                                         PAGE

 

1             Public Forum                                                                                                                                                              4

2             Apologies                                                                                                                                                                    4

3             Confirmation of Agenda                                                                                                                                        4

4             Declaration of Interest                                                                                                                                           5

5             Confirmation of Minutes                                                                                                                                    16

5.1       Community and Culture Committee meeting - 5 April 2022                                                    17     

Part A Reports (Committee has power to decide these matters)

6             Actions From Resolutions of Community and Culture Committee Meetings                                  21

7             Community and Culture Committee Forward Work Programme                                                        25

8             Community and Culture Activity Report for the period to 31 March 2022                                      29

9             Funding Waste Minimisation Grants                                                                                                              53

10           Items for Consideration by the Chair                                                                                                             61             

 

 


Community and Culture Committee

10 May 2022

 

 

1          Public Forum

At the close of the agenda no requests for public forum had been received.

2          Apologies

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

3          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.


Community and Culture Committee

10 May 2022

 

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.

 

 

RECOMMENDATIONS

That the Committee:

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.

 

 

Attachments

 

Title

Page

a

Community and Culture Committee Register of Interest

6

  


Community and Culture Committee

10 May 2022

 

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Community and Culture Committee

10 May 2022

 

Confirmation of Minutes

Community and Culture Committee meeting - 5 April 2022

 

 

 

RECOMMENDATIONS

That the Committee:

Confirms the minutes of the Community and Culture Committee meeting held on 05 April 2022 as a correct record.

 

 

 

Attachments

 

Title

Page

A

Minutes of Community and Culture Committee meeting  held on 5 April 2022

17

 

 


Community and Culture Committee

10 May 2022

 

 

 

Community and Culture Committee

MINUTES

 

Minutes of an ordinary meeting of the Community and Culture Committee held via audio visual link on Tuesday 05 April 2022, commencing at 1.00 pm

 

PRESENT

 

Chairperson

Cr Marie Laufiso

 

Deputy Chairperson

Cr Christine Garey

Cr Carmen Houlahan

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

Cr Andrew Whiley

 

 

IN ATTENDANCE

Sandy Graham (Chief Executive Officer), Simon Pickford (General Manager Community Services), Jeanette Wikaira (Manahautū – General Manager Māori, Partnerships and Policy), Robert West (General Manager Corporate and Quality), Joy Lanini (Manager Community Development and Events), Gill Brown (Housing Action Plan Advisor) and Clare Sullivan (Manager Governance)

 

Governance Support Officer                   Lynne Adamson

 

 

 

 

Karakia and Tribute to MatUa DR TE MOANA NUI A KIWA JACKSON (MOANA)

 

Komene Cassidy provided a Karakia and Tribute to the late Matua Dr Te Moana Nui A Kiwa Jackson, renowned legal scholar who passed away recently. 

 

 

1          Public Forum

             There was no Public Forum.  

 

2          Apologies

             There was an apology from Cr Doug Hall.

 

             Moved (Cr Marie Laufiso/Cr Rachel Elder):

             That the Committee:

Accepts the apology from Cr Doug Hall.

 

Motion carried

 

3          Confirmation of agenda

 

 

Moved (Cr Marie Laufiso/Cr Carmen Houlahan):

That the Committee:

 

Confirms the agenda without addition or alteration.

 

Motion carried

 

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 Carmen Houlahan):

That the Committee:

a)         Notes the Elected Members' Interest Register; and

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

Motion carried

 

5          Confirmation of Minutes

5.1       Community and Culture Committee meeting - 15 February 2022

 

Moved (Cr Marie Laufiso/Cr Christine Garey):

That the Committee:

 

Confirms the minutes of the Community and Culture Committee meeting held on 15 February 2022 as a correct record.

Motion carried

    

Part A Reports

6          Actions From Resolutions of Community and Culture Committee Meetings

 

The report detailed the open and completed actions from resolutions of the Community and Culture Committee meetings from the start of the triennium in October 2019.

The Chief Executive Officer (Sandy Graham) responded to questions.

 

Moved (Cr Marie Laufiso/Cr Carmen Houlahan):

That the Committee:

 

Notes the open actions from resolutions of the Community and Culture Committee meetings.

Motion carried

 

7          Community and Culture Committee Forward Work Programme

 

The report provided an update of the Community and Culture Committee forward work programme.

 

Moved (Cr Marie Laufiso/Cr Steve Walker):

That the Committee:

 

Notes the Community and Culture Committee forward work programme.

Motion carried

 

8          Housing Action Plan Update

 

This report provides an update on the Housing Action Plan (‘the Plan’), and an overview of the meetings the Housing Plan Advisor (‘the Advisor’) has held with stakeholders, as well as the key themes that are emerging from those meetings.

The General Manager Corporate and Quality (Robert West) and Housing Action Plan Advisor (Gill Brown) spoke to the report and responded to questions.

 

Moved (Cr Carmen Houlahan/Cr Andrew Whiley):

That the Committee:

 

Notes the Housing Action Plan update.

 Motion carried

 

9          Dunedin Former Refugee Steering Group

 

This report provided details of the three-year Resettlement Action Plan developed by the Dunedin Refugee Steering Group and the approval of the updated Terms of Reference for the Dunedin Former Refugee Steering Group.

The General Manager (Simon Pickford) and Manager Community Development and Events (Joy Lanini) spoke to the report and responded to questions.

 

Moved (Chairperson Marie Laufiso/Cr Steve Walker):

That the Committee:

 

a)     Notes the Resettlement Action Plan developed by the Dunedin Former Refugee Steering Group.

b)     Approves the Terms of Reference presented for the Dunedin Former Refugee Steering Group.

Motion carried (COM/2022/001)

 

10        Items for Consideration by the Chair

 

The Mayor requested consideration be given as to how the advocacy workstream of the Housing Action Plan be coordinated.

 

The meeting concluded at 1.47 pm .

 

 

 

 

 

..............................................

CHAIRPERSON

   

 

    


Community and Culture Committee

10 May 2022

 

Part A Reports

 

Actions From Resolutions of Community and Culture Committee Meetings

Department: Civic

 

 

 

EXECUTIVE SUMMARY

1          The purpose of this report is to detail the open and completed actions from resolutions of the Community and Culture Committee meetings from the start of the triennium in October 2019 (Attachment A).

2          As this report is an administrative report only, there are no options or Summary of Considerations.

 

RECOMMENDATIONS

That the Committee:

Notes the open actions from resolutions of the Community and Culture Committee meetings shown in Attachment A.

 

 

NEXT STEPS

3          Updated actions report will be provided to future meetings of the Community and Culture Committee.

 

Signatories

Author:

Rebecca Murray - Governance Support Officer

Authoriser:

Clare Sullivan - Manager Governance

Attachments

 

Title

Page

a

Community and Culture Committee Public Open Actions from Resolutions as at May 2022

23

 

 



Community and Culture Committee

10 May 2022

 

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Community and Culture Committee

10 May 2022

 

 

Community and Culture Committee Forward Work Programme

Department: Corporate Policy

 

 

 

EXECUTIVE SUMMARY

1          The purpose of this report is to provide a regular update of the Community and Culture Committee forward work programme to show areas of activity, progress and expected timeframes for decision making across a range of areas of work. (Attachment A). 

2          As this is an administrative report only, there are no options or Summary of Considerations. 

RECOMMENDATIONS

That the Committee:

Notes the Community and Culture Committee forward work programme as shown in Attachment A.

 

discussion

3          The forward work programme is a regular agenda item which shows areas of activity, progress and expected timeframes for decision making across a range of areas of work. 

4          As an update report, purple highlights show changes to timeframes.  New items added to the schedule are highlighted in yellow. Items that have been completed or updated are shown as bold.  Months where no Committee meetings are scheduled are highlighted as grey. 

NEXT STEPS

5          An updated report will be provided to future meetings of the Community and Culture Committee.

Signatories

Author:

Sharon Bodeker - Corporate Planner

Authoriser:

Simon Pickford - General Manager Community Services

Attachments

 

Title

Page

a

Community & Culture Committee Forward Work Programme - May 2022

26

 

 


Community and Culture Committee

10 May 2022

 

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Community and Culture Committee

10 May 2022

 

 

Community and Culture Activity Report for the period to 31 March 2022

Department: Arts and Culture and Community and Planning

 

 

 

EXECUTIVE SUMMARY

1          This report provides an update on progress towards achieving levels of service for the Galleries, Libraries and Museums, incorporating Ara Toi and City of Literature activities, and Community Development and Events, for the period 1 July 2021 to 31 March 2022, as provided in Attachment A and Attachment B.

2          As this is an administrative report only, there are no options or Summary of Considerations.

RECOMMENDATIONS

That the Committee:

Notes the update reports on the Galleries, Libraries and Museums, and Ara Toi activities as provided in Attachment A, and the Community Development and Events activities as provided in Attachment B.

 

DISCUSSION

3          The 10 year plan sets out the activities undertaken by Council.  Each activity has levels of service that describe what Council will provide to the community, along with measures and targets used to assess the level of achievement in delivering those activities.  Council reports on its achievement of all levels of service through its Annual Report.

4          Attachments A and B report on progress towards achieving the levels of service, measures and targets as detailed in the 10 year plan for Galleries, Libraries and Museums, Ara Toi and City of Literature, and for Community Development and Events for the nine months to 31 March 2022.  Information on specific areas of work is also provided. 

5          The Residents’ Opinion Survey (ROS) is used by Council to measure achievement of some of its levels of service, and the results from the survey are shown in the attached activity reports.  Respondents of the survey are asked to rate their satisfaction levels for some activities on a scale of 1-10 from very dissatisfied to very satisfied.

6          The survey is carried out on a continuous monthly basis, with the aim of getting 100 responses each month.  This provides a sample size of around 1,200 for the year, with a nine monthly sample size of around 900 residents.  A sample size of 900 has an expected margin of error (at the 95% confidence interval) of ± 3.3%.

7          As part of the Strategic Framework Refresh project, a review is underway of both levels of service and the DCC’s suite of survey tools, including the ROS survey, to improve how we measure and report on our performance, and how we monitor wellbeing. 

NEXT STEPS

8          An update report for the 12 months to 30 June 2022 will be presented to Council later in the year. 

 

Signatories

Author:

Cam McCracken - Director DPAG, Toitū, Lan Yuan and Olveston

Kirsten Glengarry - Manager Creative Partnerships

Joy Lanini - Manager Community Development and Events

Authoriser:

Simon Pickford - General Manager Community Services

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

Attachments

 

Title

Page

a

Galleries, Libraries and Museums Activity Report

31

b

Community Development and Events Activity Report

50

  


Community and Culture Committee

10 May 2022

 

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Community and Culture Committee

10 May 2022

 

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Community and Culture Committee

10 May 2022

 

 

Funding Waste Minimisation Grants

Department: Waste and Environmental Solutions

 

 

 

EXECUTIVE SUMMARY 

1          This report recommends increasing the funding available for Waste Minimisation Grants, beginning in the 2022/23 financial year, for both the Waste Minimisation Community Project/Initiative grant and the Waste Minimisation Innovation/Development (Commercial) grant.

2          This report presents learnings and observations from grant funding rounds between September 2019 and September 2021 of the Waste Minimisation Community Project/Initiative grants, and Waste Minimisation Innovation/Development (Commercial) grants.

3          The report also recommends a minor change to the grant application criteria for the Waste Minimisation Innovation/Development (Commercial) grant.

RECOMMENDATIONS

That the Committee:

a)     approves an increase in the funding available for the Waste Minimisation Community Project/Initiatives grant of $20,000, from $60,000 to $80,000 per financial year, to be funded from the Waste Levy Funds returned to Council from the Ministry for the Environment, beginning in the 2022/23 financial year

b)     approves an increase to the maximum funding application for the Waste Minimisation Community Project/Initiatives grant from $5,000 to $8,000 per application

c)     approves an increase in the funding available for the Waste Minimisation Innovation/Development (Commercial) grant of $5,000, from $70,000 to $75,000 per financial year, to be funded from the Waste Levy Funds returned to Council from the Ministry for the Environment, beginning in the 2022/23 financial year

d)     approves the adoption of a maximum funding application amount for the Waste Minimisation Innovation/Development (Commercial) grant of $15,000 per application

e)     notes staff intend to work with a business course facilitator to develop and provide training for start-up businesses involved in waste diversion and reduction activities, and who successfully apply for funding from the Waste Minimisation Innovation/ Development (Commercial) grant. 

 

 

BACKGROUND

4          Dunedin is one of the world’s great small cities. The Dunedin City Council’s Waste Minimisation and Management Plan 2020 (WMMP) contributes to this by promoting sustainable waste and material resource management. 

5          Dunedin is actively committed to zero waste, inclusive of a circular economy, to enhance the health of our environment and people by 2040.

6          The WMMP makes provision for grants to be allocated from waste levy funds received from the Ministry for the Environment in accordance with the Waste Minimisation Act (2008), specifically:

·      Part3, s32: A territorial authority may spend the levy money it receives only on matters to promote or achieve waste minimisation, and in accordance with its Waste Management and Minimisation Plan.

·      Part 4, s47: If authorised by its Waste Management and Minimisation Plan, a territorial authority may make grants or advances of money to any person, organisation, group or body of persons for the purpose of promoting or achieving waste management and minimisation.

7          The Waste Minimisation grants are available to encourage and enable the community and businesses to make changes to their operations and take up initiatives that reduce waste, recover resources, and support collaboration and innovation which contributes to building local capability. The WMMP objectives that support this are detailed below.

·      Objective 8: Dunedin communities and learning agencies are actively engaged in zero waste education and are empowered to act with local initiative.

·      Objective 9: Dunedin businesses minimise waste, are resource-efficient and demonstrate innovation which grows or attracts sustainable market opportunities to the city.

8          In August 2019, the Community and Culture Committee approved increases to the Waste Minimisation Community Project/Initiative and Waste Minimisation Innovation/ Development (Commercial) grant as follows (COM/2019/090).

·      An increase of $30,000 to the Waste Minimisation Community Project/Initiative grant (to $60,000), due to oversubscribed funding applications.

·      An increase of $30,000 to the Waste Minimisation Innovation/Development (Commercial) grant (to $70,000), to help generate more interest in waste minimisation business opportunities and operations.

9          An increase to the Waste Levy for landfill disposal by the Ministry for the Environment took effect 1 July 2022. The amount increased from $10 per tonne to $20 per tonne and has increased the waste levy income received by Council.  This can be used to increase funding further for grants, and for additional waste minimisation education and resource recovery service opportunities.

DISCUSSION

10        Since the funding increases in 2019, the Waste Minimisation Community Project/Initiative and the Waste Minimisation Innovation/Development (Commercial) grants have continued to receive applications in excess of the funding available, resulting in most successful grant recipients receiving less funding than requested due to the need to apportion funding across all successful applications. Staff believe this will continue to be the case for both grant categories.

11        Community groups involved in waste minimisation activities often rely heavily on grant funding to operate and expand, while businesses applying for the commercial grant are usually seeking initial start-up funding, or funding to set up a new service that provides a waste minimisation outcome.

12        There are many benefits realised from community led initiatives; they support grass-roots community action, encourage behaviour change towards waste minimisation, reuse, and repurposing of materials. Additional benefits include transfer of skills, promoting cultural and community cohesion and building community resilience. This aligns with DCC’s Social Wellbeing Strategy by developing relationships to meet waste minimisation challenges in the city.

13        Staff therefore see benefit in increasing the funding available for the Waste Minimisation Community Project/Initiatives grant to $80,000 per year, consisting of $40,000 per funding round. The maximum funding application for the Community Projects/Initiative grant was set at $5,000 in March 2019.  Due to the impact of increased costs over the 3 years since this limit was set, staff also recommend increasing the application maximum from $5,000 to $8,000.

14        The Waste Minimisation Innovation/Development (Commercial) grant often attracts applications for significant amounts of funding, and there is currently no maximum application limit on this fund. This has resulted in some applicants receiving a grant allocation which is insufficient to achieve the desired outcome. Staff therefore see the benefit of a small increase in the available funding to $75,000 and introducing an application maximum of $15,000. Staff believe the introduction of the maximum application amount will prevent applicants from relying on the grant to fund major commercial initiatives.

15        Alongside the introduction of an application maximum, staff intend to revise the criteria used for the Waste Minimisation Innovation/Development (Commercial) grant to better target local start-up initiatives, or small businesses looking to establish in Dunedin (the Ministry of Business, Innovation and Employment defines small businesses as those with under 20 employees). These could include business opportunities that address waste issues by providing new services, lean product design, and resource recovery processing which ensures material resources are kept within a circular economy. This aligns with DCC’s Economic Development Strategy in support of new businesses opportunities and job development.

OPTIONS

Option One – Recommended Option – Increases to available funding

 

16        The Committee approves an increase in the funding available for the Waste Minimisation Community Project/Initiatives grant of $20,000, from $60,000 to $80,000 per financial year, plus an increase to the maximum funding application from $5,000 to $8,000 per application, to be funded from the Waste Levy Funds returned to Council from the Ministry for the Environment, beginning in the 2022/23 financial year.

17        The Committee approves an increase in the funding available for the Waste Minimisation Innovation/Development (Commercial) grant of $5,000, from $70,000 to $75,000 per financial year, plus the adoption of a maximum funding application amount of $15,000 per application, to be funded from the Waste Levy Funds returned to Council from the Ministry for the Environment, beginning in the 2022/23 financial year.

Advantages

·      Supports community empowerment for waste minimisation initiatives.

·      Supports community projects which may be able to be replicated via community networks through shared learnings and skill transfer.

·      Provides incentive for new businesses to innovate in the waste minimisation and resource recovery space.

·      Provides incentive for small businesses to innovate in the waste minimisation and resource recovery space.

Disadvantages

·      Additional administration and auditing will be required to ensure the increased grant funding is used as intended.

Option Two – Status Quo – no increases to funding

18        The Committee does not approve any changes to the existing levels of funding or maximum funding allocations.

Advantages

·      No requirement for increased administration and auditing of grant funding.

Disadvantages

·      No increase in the level of funding support provided to community or small businesses involved in waste minimisation initiatives.

NEXT STEPS

19        If the Committee approves the recommendations of this report, staff will investigate improved approaches to stakeholder engagement and communications, with a focus on the Waste Minimisation Innovation/Development (Commercial) grant applicants. It is envisaged that this will include improved co-ordination with EDU/Start-up Dunedin, Business South, Industry Sector Groups, Business Networks, newsletters, plus other engagement opportunities as they arise. 

20        Staff will also implement the required changes in time for the September 2022 Grant Funding Round for both the Waste Minimisation Community Project/Initiative grant and the Waste Minimisation Innovation/Development (Commercial) grant.

 

Signatories

Author:

Catherine Gledhill - Waste Minimisation Supervisor

Authoriser:

Chris Henderson - Group Manager Waste and Environmental Solutions

Simon Drew - General Manager Infrastructure and Development

Attachments

 

Title

Page

a

Overview of Waste Minimisation Commercial and Community Grant Applications

60

 

SUMMARY OF CONSIDERATIONS

 

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.

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

 

Supports DCC’s Social Wellbeing, Economic Development, and Environment Strategies as it supports grass-root waste minimisation action and the retention of resource for community benefit.

Māori Impact Statement

Waste minimisation action whether it be community or commercial led, aligns with the Māori Principal of Kaitakitanga – providing stewardship of the community, protection of the environment and the retention of resource for future generations.

Sustainability

Aligns with Council’s Waste Management and Minimisation Plan 2020 and the Waste Futures project in support of improved sustainability outcomes.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The increase to Waste Minimisation Grants funding is not included in LTP/Annual Plan.

Waste minimisation grants are funded from the Waste Levy Funds returned to Council from the Ministry for the Environment.

Financial considerations

The recommended option includes $25,000 of unbudgeted funding. Due to increases in the Waste Disposal Levy there is sufficient waste levy funding available to increase the grant allocations.

Significance

This decision is considered low in terms of the Council's Significance and Engagement Policy.

 

Engagement – external

Staff have engaged with known community champions for waste minimisation, and Start-up Dunedin.

Engagement - internal

Staff have engaged with internal staff involved in the grant administration process, Events and Community Development, and DCC Economic Development Unit.

Risks: Legal / Health and Safety etc.

No known risks

Conflict of Interest

Any conflict of interest related to a grant application is noted at the time and managed accordingly

Community Boards

Community Boards will be emailed the link to Waste Minimisation Grants in the lead up to the September 2022 funding round.

 

 


Community and Culture Committee

10 May 2022

 

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Community and Culture Committee

10 May 2022

 

Items for Consideration by the Chair