Notice of Meeting:
I hereby give notice that an ordinary meeting of the Dunedin City Council will be held on:
Date: Thursday 30 June 2022
Time: 10.00 am
Venue: Council Chamber, Municipal Chambers, The Octagon, Dunedin
The meeting will be live streamed on the Council’s YouTube page
Sandy Graham
Chief Executive Officer
Council
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 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 30 June 2022 |
ITEM TABLE OF CONTENTS PAGE
1 Public Forum 5
1.1 Public Forum - Pop Up Youth Space 5
2 Apologies 5
3 Confirmation of Agenda 5
4 Declaration of Interest 6
5 Confirmation of Minutes 19
5.1 Ordinary Council meeting - 31 May 2022 19
Minutes of Community Boards
6 Waikouaiti Coast Community Board - 23 March 2022 29
7 Otago Peninsula Community Board - 24 March 2022 30
8 Strath Taieri Community Board - 24 March 2022 31
9 Mosgiel-Taieri Community Board - 30 March 2022 32
10 West Harbour Community Board - 31 March 2022 33
11 Saddle Hill Community Board - 31 March 2022 34
Reports
12 Actions From Resolutions of Council Meetings 35
13 Forward Work Programme for Council - June 2022
This report will be separately circulated on Monday 27 June 2022.
14 Adoption of the Annual Plan 2022/23
This report will be separately circulated on Monday 27 June 2022.
15 Setting of Rates for the 2022/23 Financial Year
This report will be separately circulated on Monday 27 June 2022.
16 Zero Carbon Policy
This report will be separately circulated on Monday 27 June 2022.
17 Submission on Emissions Reduction Plan
This report will be separately circulated on Monday 27 June 2022.
18 Submission on the Sale and Supply of Alcohol (Fees) Regulations
This report will be separately circulated on Monday 27 June 2022.
19 Local Government Members (2022/23) Determination 2022 39
20 Financial Result - Period Ended 31 May 2022 126
21 Dunedin City Holdings Limited Group Companies - Quarterly Update 143
22 2022/2023 Statements of Intent - Dunedin City Holdings Group Companies 154
23 Notice of Motion
This report will be separately circulated on Monday 27 June 2022.
24 Notice of Motion
This report will be separately circulated on Monday 27 June 2022.
Resolution to Exclude the Public 164
|
Council 30 June 2022 |
1.1 Public Forum - Pop Up Youth Space
Ben Sommerville wishes to address the meeting concerning “Reflections on Pop Up Youth Space.”
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.
|
Council 30 June 2022 |
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 Executive Leadership Teams’ Interest Register. |
Attachments
|
Title |
Page |
⇩a |
Elected Members Register of Interest |
7 |
⇩b |
Executive Leadership Team Register of Interest |
17 |
|
Council 30 June 2022 |
Ordinary Council meeting - 31 May 2022
That the Council: a) Confirms the public part of the minutes of the Ordinary Council meeting held on 31 May 2022 as a correct record.
|
Attachments
|
Title |
Page |
A⇩ |
Minutes of Ordinary Council meeting held on 31 May 2022 |
20 |
|
Council 30 June 2022 |
Waikouaiti Coast Community Board - 23 March 2022
gg
That the Council: a) Notes the minutes of the Waikouaiti Coast Community Board meeting held on 23 March 2022 |
Attachments
|
Title |
Page |
⇨a |
Minutes of Waikouaiti Coast Community Board held on 23 March 2022 (Under Separate Cover 1) |
|
|
Council 30 June 2022 |
Otago Peninsula Community Board - 24 March 2022
That the Council: a) Confirms the public part of the minutes of the Otago Peninsula Community Board held on 24 March 2022 as a correct record.
|
Attachments
|
Title |
Page |
⇨a |
Minutes of Otago Peninsula Community Board held on 24 March 2022 (Under Separate Cover 1) |
|
|
Council 30 June 2022 |
Strath Taieri Community Board - 24 March 2022
gg
That the Council: a) Notes the minutes of the Strath Taieri Community Board meeting held on 24 March 2022. |
Attachments
|
Title |
Page |
⇨a |
Minutes of Strath Taieri Community Board held on 24 March 2022 (Under Separate Cover 1) |
|
|
Council 30 June 2022 |
Mosgiel-Taieri Community Board - 30 March 2022
gg
That the Council: a) Notes the minutes of the Mosgiel-Taieri Community Board meeting held on 30 March 2022. |
Attachments
|
Title |
Page |
⇨a |
Minutes of Mosgiel-Taieri Community Board held on 30 March 2022 (Under Separate Cover 1) |
|
|
Council 30 June 2022 |
West Harbour Community Board - 31 March 2022
gg
That the Council: a) Notes the minutes of the West Harbour Community Board meeting held on 31 March 2022
|
Attachments
|
Title |
Page |
⇨a |
Minutes of West Harbour Community Board held on 31 March 2022 (Under Separate Cover 1) |
|
|
Council 30 June 2022 |
Saddle Hill Community Board - 31 March 2022
gg
That the Council: a) Notes the minutes of the Saddle Hill Community Board meeting held on 31 March 2022 |
Attachments
|
Title |
Page |
⇨a |
Minutes of Saddle Hill Community Board held on 31 March 2022 (Under Separate Cover 1) |
|
|
Council 30 June 2022 |
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: |
Sharon Bodeker - Acting Manager Governance |
|
Title |
Page |
⇩a |
Council Public Open and Completed Actions |
36 |
Council 30 June 2022 |
Local Government Members (2022/23) Determination 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.
2 This report presents the Authority’s Local Government Members (2022/23) Determination 2022, (the determination) which comes into force on 1 July 2022. The determination is at Attachment A.
3 As this is an election year, the determination contains two remuneration schedules. Schedule 1 details the remuneration that applies for the period beginning 1 July 2022 and ends on the day the official result of the election is declared, for the mayor, councillors and community board chairs and members.
4 Schedule 2 details the remuneration that will apply from the day after the final result is declared. It details the mayor’s remuneration, the governance remuneration pool that applies to the incoming Council, the minimum allowable remuneration for all councillors and the remuneration for community board chairs and members.
5 The determination also makes changes to some allowances, expenses and hearing fees paid, which will come into effect on 1 July 2022.
6 The Authority has provided feedback from Councils received during the 2021/22 year and guidance, information on the process and timeline for setting elected members remuneration following the October 2022 local elections. These are at Attachment B and Attachment C respectively for information purposes.
7 The remuneration is mandated, and Council must accept the amounts determined by the Authority.
8 As this is an administrative report, and as the determination is mandated, there are no options or summary of considerations.
That the Council: a) Notes the Local Government Members (2022/23) Determination 2022. b) Notes that a review of the Rules for the Recovery of Expenses and Allowances will be undertaken following the election. |
BACKGROUND
9 In 2019 the Authority completed a review of how it sets remuneration for elected members. At that time, it introduced a system of allocating a governance pool to each Council.
10 The governance pool provides the total amount that can be paid in remuneration to councillors, excluding the Mayor and Community Board members, whose remuneration is determined directly by the Authority.
11 While the remuneration for the Mayor and councillors has been determined for the period from 1 July 2022 to the day the official results of the election is declared, Council will need to determine how the governance pool is to be allocated to councillors from the day after the final result is declared.
DISCUSSION
12 For the period 1 July 2022 until the day the official result of the election is declared, Council has been advised that the determination for this period is as follows:
|
Determination from 1 July 2022 |
Current determination |
Mayor |
$168,831 |
$166,500 |
Deputy Mayor |
$92,521 |
$91,244 |
Chairs of committees (6) |
$87,422 |
$86,215 |
Councillors (7) |
$72,851 |
$71,845 |
Councillors (Minimum Allowable Renumeration) |
$60,691 |
$59,853 |
13 There are also minor increases for most of the community boards. The boards will be advised of the increases at their next meeting round. The total cost of the increased remuneration for Community Boards is $10,729 per annum. This can be met from existing budgets.
14 The Authority has advised that the governance pool and mayoral remuneration for the period from the day after the final result is declared is as follows:
|
Determination |
Current determination |
Mayor |
$172,378 |
$166,500 |
Total pool for councillors, excluding the Mayor |
$1,191,826 |
$1,111,450 |
Councillor (Minimum Allowable Remuneration) |
$64,460 |
$59,853 |
15 The new Council will be required to determine how the governance pool is to be allocated to individual roles. In the interim, all councillors (excluding the Mayor) will be paid the minimum allowable remuneration. Following a determination of the allocation of the pool, the remuneration changes will be backdated to the day after the final result is declared.
Allowances
16 The determination has made some changes in allowances. The Authority has reviewed the maximum purchase price of a vehicle provided by Council to a mayor or regional council chairperson (clause 9 of the determination). It has increased the maximum purchase price for an electric or hybrid vehicle. There is no change to the maximum purchase price for a petrol or diesel vehicle.
17 The vehicle kilometre allowance (Clause 11 of the determination) has been increased to reflect the rates for the 2022 income year as prescribed by Inland Revenue. The increase is in response to the overall increase in vehicle running costs.
18 The travel time allowance (clause 12 of the determination) has been increased from $37.50 to $40 for each hour of eligible travel time after the first hour of time travelled in a day. This allowance was last increased in 2016.
19 Hearing fees (clause 15 of the determination) have been amended. The time constraints placed on preparing for hearings has been removed. The fees paid to a chairperson have increased from $100 to $116 per hour, and the fee paid to a member on a hearing panel has increased from $80 to $93 per hour. These fees were last increased in 2011.
20 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. This Council has the Rules for the Recovery of Expenses and Childcare (the Rules) that was adopted at the beginning of the triennium.
21 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 2022 determination does not include provision for these costs but allows councils to amend their expenses and reimbursement policy accordingly.
22 A review of the Rules for the Recovery of Expenses and Allowances will be undertaken following the election.
OPTIONS
23 There are no options.
NEXT STEPS
24 The remuneration changes will become effective from 1 July 2022.
25 Following the election, the new Council will be required to determine how the governance pool is to be allocated to individual roles.
26 A review of the Rules for the Recovery of Expenses and Allowances will be undertaken following the election.
Signatories
Author: |
Sharon Bodeker - Acting Manager Governance |
Authoriser: |
Jeanette Wikaira - Manahautū (General Manager Māori Partnerships and Policy) |
|
Title |
Page |
⇩a |
Local Government Members (2022/23) Determination 2022 |
43 |
⇩b |
Feedback from Councils |
119 |
⇩c |
Guidance for setting elected members remuneration |
123 |
Council 30 June 2022 |
Financial Result - Period Ended 31 May 2022
Department: Finance
EXECUTIVE SUMMARY
1 This report provides the financial results for the period ended 31 May 2022 and the financial position as at that date.
2 As this is an administrative report only, there are no options or Summary of Considerations.
That Council: a) Notes the Financial Performance for the period ended 31 May 2022 and the Financial Position as at that date. |
BACKGROUND
3 This report provides the financial statements for the period ended 31 May 2022. It includes reports on financial performance, financial position, cashflows and capital expenditure. The operating result is also shown by group, including analysis by revenue and expenditure type.
DISCUSSION
4 Revenue was $301.424 million for the period or $5.493 million greater than budget. Year to date revenue included unbudgeted government grants for Economic Development activity and 3 Waters stimulus projects, as well as increased revenue from resource consents and building services applications and inspections.
5 These favourable variances were partially offset by the impact of the nationwide lockdown earlier in the financial year including Aquatic Services, Property, Parking, Landfill, and commercial water revenue. Other grant revenue was lower than expected due to the lower level of subsidised capital expenditure in Transport and timing of the outstanding funding for the new Mosgiel Aquatic facility. While a significant portion of the budgeted fundraising for this project was received in February, the balance will be paid as agreed project milestones are achieved.
6 Expenditure was $302.110 million for the period or $5.227 million greater than budget. Operational expenditure was greater than expected due to additional roading maintenance expenditure along with monies spent for government funded projects in 3 Waters and Economic Development. Operating costs at the Green Island Landfill, including ETS charges, were also greater than budget.
7 Depreciation expenditure was higher than expected following asset revaluations as at 30 June 2021, impacting both asset replacement cost and asset useful lives.
8 These unfavourable variances were partially offset by savings in personnel costs, delays in project expenditure and favourable interest expenditure due to a lower than forecast floating interest rate. Some expenditure lines were also impacted by Covid-19 disruptions including the lockdown period earlier in the year.
9 Equity markets continued to be impacted as current world events create uncertainty. This resulted in negative revaluations across most equity portfolios held by the Waipori Fund. There has also been a year-to-date negative revaluation of fixed term investments as wholesale interest rates continue to rise.
10 Capital expenditure was $122.973 million for the period or 97.3% of the year-to-date budget (84.5% of the full year budget). The 3 Waters renewals expenditure continues to track ahead of budget with a number of large water and sewer renewal projects underway. The level of spend in other areas of the organisation reflected project delays including the impact of the Covid-19 (in particular, the nationwide lockdown in August).
NEXT STEPS
11 Financial Result Reports continue be presented to future meetings of either the Finance and Council Controlled Organisation Committee or Council.
Signatories
Authoriser: |
Gavin Logie - Chief Financial Officer |
|
Title |
Page |
⇩a |
Summary Financial Information |
129 |
⇩b |
Statement of Financial Performance |
130 |
⇩c |
Statement of Financial Position |
131 |
⇩d |
Statement of Cashflows |
132 |
⇩e |
Capital Expenditure Summary |
133 |
⇩f |
Summary of Operating Variances |
134 |
⇩g |
Financial Review |
135 |
Council 30 June 2022 |
Dunedin City Holdings Limited Group Companies - Quarterly Update
Department: Executive Leadership Team
EXECUTIVE SUMMARY
1 This report provides a quarterly update for the period ended 31 March 2022 for the Dunedin City Holdings Limited (DCHL) Group.
That the Council: a) Notes the Dunedin City Holdings Limited Group Quarterly Update for the period ended 31 March 2022.
|
BACKGROUND
2 In the Letter of Expectation issued to DCHL on the 16 December 2021, Council requested regular reporting from DCHL. This report would normally come to a meeting of the Finance and Council Controlled Organisations Committee, however due to limited agenda items the meeting of this committee for June was cancelled. This report is therefore being presented to Council.
DISCUSSION
3 Council has signalled in the Letter of Expectation that it wanted to have increased public visibility on a regular basis of the work of the DCHL group companies given that they represent such significant assets for the city.
4 Council will develop a broader group wide investment plan, engaging with DCHL who will provide support and resource through the process.
OPTIONS
5 Not applicable.
NEXT STEPS
6 Regular reporting is a first step looking at considering the performance of the companies and how they can continue to contribute to the broader operations of the wider DCC group.
Signatories
Author: |
Gavin Logie - Chief Financial Officer |
Authoriser: |
Sandy Graham - Chief Executive Officer |
|
Title |
Page |
⇩a |
DCHL Quarterly Update 31 March 2022 |
145 |
Council 30 June 2022 |
2022/2023 Statements of Intent -
Dunedin City Holdings Group Companies
Department: Executive Leadership Team
EXECUTIVE SUMMARY
1 This report accompanies the 2022/2023 Statements of Intent of Dunedin City Holdings Ltd (DCHL) and its subsidiary and associate companies for the year ending 30 June 2023.
2 The statements of intent have been adopted by their respective boards and endorsed by the board of Dunedin City Holdings Limited for presentation to Council. They incorporate feedback provided by the DCC as ultimate shareholder.
That the Council: a) Agrees to the 2022/2023 Statements of Intent of Dunedin City Holdings Ltd and its subsidiary and associate companies.
|
BACKGROUND
3 Dunedin City Holdings Limited and its subsidiary and associate companies are required by law to prepare a Statement of Intent on an annual basis.
4 The draft 2022/23 Statements of Intent (SoIs) for Dunedin City Holdings Group companies were presented to Council at the meeting of the Finance and Council Controlled Organisations Committee held 8 March 2022.
5 The meeting resolved:
Moved (Cr Sophie Barker/Cr Doug Hall):
That the Committee:
a) Notes the draft 2022/23 Statements of Intent of Dunedin City Holdings Group companies.
Motion carried
6 Elected Members were asked to provide email feedback on the draft SoIs to the Chief Financial Officer. The feedback received included: Procurement Policies, Mind the gap reporting and diversity plans. Following consideration of these items it was felt best way forward would be through the next letter of expectation to inform the SoIs for the 2023/2024 financial year.
DISCUSSION
7 The final Statements of Intent for Dunedin City Holdings Limited group companies are now provided to Council for consideration.
8 The attachments include a report from Dunedin City Holdings Limited identifying changes made to the SoIs and how the companies have addressed the matters raised by council.
Signatories
Author: |
Gavin Logie - Chief Financial Officer |
Authoriser: |
Sandy Graham - Chief Executive Officer |
|
Title |
Page |
⇩a |
DCHL Statement of Intent Cover Report |
158 |
⇨b |
2022/23 Statement of Intent Dunedin City Holdings (Under Separate Cover 1) |
|
⇨c |
2022/23 Statement of Intent Aurora Energy (Under Separate Cover 1) |
|
⇨d |
2022/23 Statement of Intent City Forests (Under Separate Cover 1) |
|
⇨e |
2022/23 Statement of Intent Delta Utility Services (Under Separate Cover 1) |
|
⇨f |
2022/23 Statement of Intent Dunedin City Treasury (Under Separate Cover 1) |
|
⇨g |
2022/23 Statement of Intent Dunedin International Airport (Under Separate Cover 1) |
|
⇨h |
2022/23 Statement of Intent Dunedin Railways (Under Separate Cover 1) |
|
⇨i |
2022/23 Statement of Intent Dunedin Stadium Property (Under Separate Cover 1) |
|
⇨j |
2022/23 Statement of Intent Dunedin Venues Management (Under Separate Cover 1) |
|
SUMMARY OF CONSIDERATIONS
|
||||||||||||||||||||||||||||||||||||||||
Fit with purpose of Local Government Preparation of Statements of Intent (SoIs) is a legislative requirement for Council Controlled Organisations. |
||||||||||||||||||||||||||||||||||||||||
Fit with strategic framework
All SoIs take in consideration the Council’s Strategic Framework, and the themes of Council’s Letter of Expectation to DCHL. |
||||||||||||||||||||||||||||||||||||||||
Māori Impact Statement There are no known impacts for tangata whenua. |
||||||||||||||||||||||||||||||||||||||||
Sustainability There are no known impacts for sustainability. |
||||||||||||||||||||||||||||||||||||||||
LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no known implications. |
||||||||||||||||||||||||||||||||||||||||
Financial considerations There are no financial implications – the SoIs do include a section on the anticipated financial performance and position. |
||||||||||||||||||||||||||||||||||||||||
Significance This report is considered low in terms of Council’s Significance and Engagement Policy. |
||||||||||||||||||||||||||||||||||||||||
Engagement – external There has been no external engagement outside of DCHL Group. |
||||||||||||||||||||||||||||||||||||||||
Engagement - internal Engagement with Council as ultimate shareholder as set out in the reports. |
||||||||||||||||||||||||||||||||||||||||
Risks: Legal / Health and Safety etc. There are no known risks. |
||||||||||||||||||||||||||||||||||||||||
Conflict of Interest There are no known conflicts of interest. |
||||||||||||||||||||||||||||||||||||||||
Community Boards There are no known implications for Community Boards. |
|
Council 30 June 2022 |
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.