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
Council
PUBLIC AGENDA
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Mayor
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Mayor Aaron Hawkins
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Deputy Mayor
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Cr Christine Garey
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Members
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Cr Sophie Barker
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Cr David Benson-Pope
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Cr Rachel Elder
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Cr Doug Hall
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Cr Carmen Houlahan
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Cr Marie Laufiso
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Cr Mike Lord
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Cr Jim O'Malley
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Cr Jules Radich
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Cr Chris Staynes
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Cr Lee Vandervis
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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
www.dunedin.govt.nz
Note: Reports
and recommendations contained in this agenda are not to be considered as
Council policy until adopted.
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Council
30 June 2022
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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
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Council
30 June 2022
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1 Public
Forum
1.1 Public
Forum - Pop Up Youth Space
Ben Sommerville wishes to address the meeting concerning
“Reflections on Pop Up Youth Space.”
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.
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Council
30 June 2022
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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.
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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 Executive Leadership Teams’ Interest Register.
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Attachments
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Title
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Page
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⇩a
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Elected Members
Register of Interest
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7
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⇩b
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Executive Leadership
Team Register of Interest
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17
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Council
30 June 2022
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Confirmation
of Minutes
Ordinary Council meeting - 31 May 2022
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RECOMMENDATIONS
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.
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Attachments
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Title
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Page
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A⇩
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Minutes of Ordinary
Council meeting held on 31 May 2022
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20
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Council
30 June 2022
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Minutes
of Community Boards
Waikouaiti Coast Community Board - 23 March 2022
gg
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RECOMMENDATIONS
That the Council:
a) Notes the minutes of the Waikouaiti Coast Community Board meeting held on 23 March
2022
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Attachments
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Title
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Page
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⇨a
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Minutes of Waikouaiti
Coast Community Board held on 23 March 2022 (Under Separate Cover 1)
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Council
30 June 2022
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Otago Peninsula Community
Board - 24 March 2022
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RECOMMENDATIONS
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.
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Attachments
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Title
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Page
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⇨a
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Minutes of Otago
Peninsula Community Board held on 24 March 2022 (Under Separate Cover 1)
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Council
30 June 2022
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Strath Taieri Community Board
- 24 March 2022
gg
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RECOMMENDATIONS
That the Council:
a) Notes the minutes of the Strath Taieri Community Board meeting held on 24 March
2022.
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Attachments
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Title
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Page
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⇨a
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Minutes of Strath
Taieri Community Board held on 24 March 2022 (Under Separate Cover 1)
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Council
30 June 2022
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Mosgiel-Taieri Community
Board - 30 March 2022
gg
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RECOMMENDATIONS
That the Council:
a) Notes the minutes of the Mosgiel-Taieri Community Board meeting held on 30 March
2022.
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Attachments
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Title
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Page
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⇨a
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Minutes of
Mosgiel-Taieri Community Board held on 30 March 2022 (Under Separate Cover
1)
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Council
30 June 2022
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West Harbour Community Board
- 31 March 2022
gg
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RECOMMENDATIONS
That the Council:
a) Notes the minutes of the West Harbour Community Board meeting held on 31 March 2022
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Attachments
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Title
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Page
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⇨a
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Minutes of West Harbour
Community Board held on 31 March 2022 (Under Separate Cover 1)
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Council
30 June 2022
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Saddle Hill Community Board -
31 March 2022
gg
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RECOMMENDATIONS
That the Council:
a) Notes the minutes of the Saddle Hill Community Board meeting held on 31 March 2022
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Attachments
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Title
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Page
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⇨a
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Minutes of Saddle Hill
Community Board held on 31 March 2022 (Under Separate Cover 1)
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Council
30 June 2022
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Reports
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.
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RECOMMENDATIONS
That the Council:
Notes the Open and Completed Actions from resolutions of Council
meetings as attached.
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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
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Author:
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Lynne Adamson - Governance Support Officer
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Authoriser:
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Sharon Bodeker - Acting Manager Governance
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Attachments
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Title
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Page
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⇩a
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Council Public Open and
Completed Actions
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36
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Council
30 June 2022
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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.
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RECOMMENDATIONS
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.
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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:
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Determination from
1 July 2022
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Current
determination
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Mayor
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$168,831
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$166,500
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Deputy Mayor
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$92,521
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$91,244
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Chairs of committees (6)
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$87,422
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$86,215
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Councillors (7)
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$72,851
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$71,845
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Councillors (Minimum Allowable Renumeration)
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$60,691
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$59,853
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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:
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Determination
post-election
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Current
determination
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Mayor
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$172,378
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$166,500
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Total pool for councillors, excluding the Mayor
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$1,191,826
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$1,111,450
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Councillor (Minimum Allowable Remuneration)
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$64,460
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$59,853
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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
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Author:
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Sharon Bodeker - Acting Manager Governance
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Authoriser:
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Jeanette Wikaira - Manahautū (General Manager
Māori Partnerships and Policy)
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Attachments
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Title
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Page
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⇩a
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Local Government
Members (2022/23) Determination 2022
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43
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⇩b
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Feedback from Councils
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119
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⇩c
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Guidance for setting
elected members remuneration
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123
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Council
30 June 2022
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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.
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RECOMMENDATIONS
That Council:
a) Notes the Financial Performance for the period ended 31 May
2022 and the Financial Position as at that date.
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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
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Authoriser:
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Gavin Logie - Chief Financial Officer
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Attachments
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Title
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Page
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⇩a
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Summary Financial
Information
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129
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⇩b
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Statement of Financial
Performance
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130
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⇩c
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Statement of Financial
Position
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131
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⇩d
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Statement of Cashflows
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132
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⇩e
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Capital Expenditure
Summary
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133
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⇩f
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Summary of Operating
Variances
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134
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⇩g
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Financial Review
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135
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Council
30 June 2022
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Council
30 June 2022
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Council
30 June 2022
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Council
30 June 2022
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Council
30 June 2022
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Council
30 June 2022
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Council
30 June 2022
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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.
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RECOMMENDATIONS
That the Council:
a) Notes the Dunedin City Holdings Limited Group Quarterly
Update for the period ended 31 March 2022.
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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
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Author:
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Gavin Logie - Chief Financial Officer
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Authoriser:
|
Sandy Graham - Chief Executive Officer
|
Attachments
|
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Title
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Page
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⇩a
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DCHL Quarterly Update
31 March 2022
|
145
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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.
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RECOMMENDATIONS
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:
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Gavin Logie - Chief Financial Officer
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Authoriser:
|
Sandy Graham - Chief Executive Officer
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Attachments
|
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Title
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Page
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⇩a
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DCHL Statement of
Intent Cover Report
|
158
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⇨b
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2022/23 Statement of
Intent Dunedin City Holdings (Under Separate Cover 1)
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⇨c
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2022/23 Statement of
Intent Aurora Energy (Under Separate Cover 1)
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⇨d
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2022/23 Statement of Intent
City Forests (Under Separate Cover 1)
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⇨e
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2022/23 Statement of
Intent Delta Utility Services (Under Separate Cover 1)
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⇨f
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2022/23 Statement of
Intent Dunedin City Treasury (Under Separate Cover 1)
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⇨g
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2022/23 Statement of
Intent Dunedin International Airport (Under Separate Cover 1)
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⇨h
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2022/23 Statement of
Intent Dunedin Railways (Under Separate Cover 1)
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⇨i
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2022/23 Statement of
Intent Dunedin Stadium Property (Under Separate Cover 1)
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⇨j
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2022/23 Statement of
Intent Dunedin Venues Management (Under Separate Cover 1)
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SUMMARY OF CONSIDERATIONS
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Fit with purpose
of Local Government
Preparation of Statements of Intent
(SoIs) is a legislative requirement for Council Controlled Organisations.
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Fit with strategic
framework
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Contributes
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Detracts
|
Not applicable
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Social Wellbeing Strategy
|
☐
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☐
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☒
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Economic Development Strategy
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☐
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☐
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☒
|
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Environment Strategy
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☐
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☐
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☒
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Arts and Culture Strategy
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☐
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☐
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☒
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3 Waters Strategy
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☐
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☐
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☒
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Spatial Plan
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☐
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☐
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☒
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Integrated Transport Strategy
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☐
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☐
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☒
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Parks and Recreation Strategy
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☐
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☐
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☒
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Other strategic projects/policies/plans
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☐
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☐
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☒
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All SoIs take in consideration the Council’s
Strategic Framework, and the themes of Council’s Letter of Expectation
to DCHL.
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Māori Impact
Statement
There are no known impacts for tangata whenua.
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Sustainability
There are no known impacts for sustainability.
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LTP/Annual Plan /
Financial Strategy /Infrastructure Strategy
There are no known implications.
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Financial
considerations
There are no financial implications – the SoIs do
include a section on the anticipated financial performance and position.
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Significance
This report is considered low in terms of Council’s
Significance and Engagement Policy.
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Engagement –
external
There has been no external engagement outside of DCHL
Group.
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Engagement -
internal
Engagement with Council as ultimate shareholder as set out
in the reports.
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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.
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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:
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General subject of the matter to be considered
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Reasons
for passing this resolution in relation to each matter
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Ground(s) under
section 48(1) for the passing of this resolution
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Reason for
Confidentiality
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C1
Confirmation of the Confidential Minutes of Ordinary Council meeting -
31 May 2022 - Public Excluded
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S6(a)
The
making available of the information would be likely to prejudice the
maintenance of the law, including the prevention, investigation, and
detection of offences and the right to a fair trial.
S7(2)(h)
The
withholding of the information is necessary to enable the local authority to
carry out, without prejudice or disadvantage, commercial activities.
S7(2)(i)
The
withholding of the information is necessary to enable the local authority to
carry on, without prejudice or disadvantage, negotiations (including
commercial and industrial negotiations).
S7(2)(a)
The
withholding of the information is necessary to protect the privacy of natural
persons, including that of a deceased person.
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.
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C2
Confidential Council Actions from Resolutions at Council Meetings
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S6(a)
The
making available of the information would be likely to prejudice the
maintenance of the law, including the prevention, investigation, and
detection of offences and the right to a fair trial.
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S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 6.
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C3
Confidential Council Forward Work Programme
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S7(2)(h)
The
withholding of the information is necessary to enable the local authority to
carry out, without prejudice or disadvantage, commercial activities.
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S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 7.
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|
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C4
Dunedin City Holdings Group: Director Appointments and Re-Appointments
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S7(2)(a)
The
withholding of the information is necessary to protect the privacy of natural
persons, including that of a deceased person.
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S48(1)(a)
The public conduct of
the part of the meeting would be likely to result in the disclosure of
information for which good reason for withholding exists under section 7.
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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.
