Notice of Meeting:
I hereby give notice that an ordinary meeting of the Civic
Affairs Committee will be held on:
Date: Monday
6 March 2023
Time: 1:00pm
Venue: Council
Chambers, Dunedin Public Art Gallery, The Octagon, Dunedin
Sandy Graham
Civic Affairs Committee
PUBLIC AGENDA
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Chairperson
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Cr Bill Acklin
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Deputy Chairperson
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Cr Marie Laufiso
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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 Christine Garey
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Cr Kevin Gilbert
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Cr Carmen Houlahan
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Cr Cherry Lucas
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Cr Mandy Mayhem
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Cr Jim O'Malley
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Mayor Jules Radich
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Cr Lee Vandervis
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Cr Steve Walker
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Cr Brent Weatherall
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Cr Andrew Whiley
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Senior Officer Sandy
Graham, Chief Executive Officer
Governance Support Officer Clare
Sullivan
Clare Sullivan
Principal Committee Advisor
Telephone: 03 477 4000
governance.support@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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Civic Affairs Committee
6 March 2023
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ITEM TABLE OF CONTENTS PAGE
1 Public
Forum 4
2 Apologies 4
3 Declaration
of Interest 5
Part
A Reports (Committee has power to decide these matters)
4 Civic
Affairs Committee Forward Work Programme 14
5 Community
Board Forum 17
6 Dunedin
Youth Council Six Monthly Report 1 July - 31 December 2022 18
7 Recognition
of Former Mayors 25
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Civic Affairs Committee
6 March 2023
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1 Public
Forum
At the close of the agenda no
requests for public forum had been received.
2 Apologies
An apology has been received from
Cr Andrew Whiley.
That the Committee:
Accepts the apology from Cr
Andrew Whiley.
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Civic Affairs Committee
6 March 2023
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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.
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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.
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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 Member Interest
Register
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6
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Civic Affairs Committee
6 March 2023
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Civic Affairs Committee
6 March 2023
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Part
A Reports
Civic Affairs Committee Forward Work Programme
Department: Civic
EXECUTIVE SUMMARY
1 The
purpose of this report is to provide a regular update of the Civic Affairs
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.
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RECOMMENDATIONS
That the Committee:
a) Notes the Civic Affairs Committee forward work programme as
shown in Attachment A.
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DISCUSSION
2 The
forward work programme will be a regular agenda item which shows areas of
activity, progress and expected timeframes for decision making across a range
of areas of work.
3 As
an update report, purple highlights show changes to timeframes. New items
added to the schedule will be highlighted in yellow. Items that have been
completed or updated are shown as bold.
Signatories
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Author:
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Clare Sullivan - Principal Committee Advisor
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Authoriser:
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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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Civic Affairs Committee
Forward Work Programme - March 2023
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15
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Civic Affairs Committee
6 March 2023
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Civic Affairs Committee
6 March 2023
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Community Board Forum
Department: Civic
EXECUTIVE SUMMARY
1 The
purpose of this report is to explain the new initiative, the Community Board
Forum.
2 At
the start of each Civic Affairs Committee meeting, two Community Board Chairs
(or their delegate) will be invited to present on matters that the Boards would
like to raise with the Committee. These presentations provide an
opportunity for Boards to regularly advocate to councillors on behalf of their
Board areas. Board Chairs will have 15 minutes to present, followed by a
period of questions.
3 Each
Board will have the opportunity to present on two occasions throughout the
year.
4 The
first boards to present will be the Strath Taieri and the Otago Peninsula
Community Boards. They will be represented by Barry Williams and Paul
Pope respectively. Other members of the Boards may be in attendance.
5 As
this is an administrative report there are no options or summary of
consideration.
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RECOMMENDATIONS
That the Committee:
a) Notes the Community Board Forum report.
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NEXT STEPS
6 At
the next meeting of Civic Affairs Committee, the West Harbour and Waikouaiti
Coast Community Boards will report.
Signatories
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Author:
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Clare Sullivan - Principal Committee Advisor
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Authoriser:
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Sandy Graham - Chief Executive Officer
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Attachments
There are no attachments for
this report.
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Civic Affairs Committee
6 March 2023
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Dunedin Youth Council Six Monthly Report 1
July - 31 December 2022
Department: Community Services
EXECUTIVE SUMMARY
1 The
attached report provides an update from the Dunedin Youth Council (DYC) on
activities from 1 July-31 December 2022.
2 The
report, prepared by DYC members, will be presented by the Youth Councillors.
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RECOMMENDATIONS
That the Committee:
a) Notes the Dunedin Youth Council Six Monthly Report, 1 July-
31 December 2022.
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Signatories
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Author:
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Mai Tamimi - Team Leader Community Development
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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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Dunedin Youth
Council Six Monthly Report July 2022 - December 2022
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21
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⇩b
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Dunedin Youth Council
Finance Report July 2022 - December 2022
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24
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SUMMARY OF CONSIDERATIONS
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Fit with purpose
of Local Government
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Fit with strategic
framework
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Contributes
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Detracts
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Not applicable
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Social Wellbeing Strategy
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☒
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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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Ōtepoti Youth Vision, which the DCC and Dunedin Youth
Council jointly umbrella.
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Māori Impact
Statement
Te Pae Māhuri is the Dunedin Māori Youth
Council. This is a Council of rangatahi Māori who strategise and plan
for events that promote and uplift te reo Māori and rangatahi Māori
in Dunedin. Te Pae Māhuri is a programme that is supported by mana
whenua and sits as part of a wider strategic approach led by mana whenua to
enable and support the wellbeing of rangatahi Māori. Over 2022, Te Pae Māhuri
have produced short videos focussed on Dunedin Māori place names and
their correct pronunciation; held te reo Māori workshops; organised a
Manu competition and organised a weeklong te reo Māori wānanga. DCC
staff are engaged with Te Pae Māhuri as part of the development of the
Māori Strategic Framework.
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Sustainability
There are no implications.
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LTP/Annual Plan /
Financial Strategy /Infrastructure Strategy
There are no implications.
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Financial
considerations
There are no financial implications.
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Significance
This report is considered low in terms of the
Council’s Significance and Engagement Policy.
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Engagement –
external
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Engagement -
internal
Youth Councillors engaged with several departments across
the DCC.
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Risks: Legal /
Health and Safety etc.
There are no implications.
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Conflict of
Interest
There are no known conflicts of interest
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Community Boards
The Youth Council and their activities are of importance
to all of Dunedin and to Community Boards.
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Civic Affairs Committee
6 March 2023
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Civic Affairs Committee
6 March 2023
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Civic Affairs Committee
6 March 2023
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Recognition of Former Mayors
Department: Civic
EXECUTIVE SUMMARY
1 At
the end of each triennium, Council has in place certain traditions to
acknowledge the service of the Mayor. This includes recognition on the Council
honours board, the commissioning of a civic portrait, and the inclusion of a
gold link in the mayoral chain.
2 These
traditions have not been considered or formally reviewed for some time and this
report recommends a review of options to recognise the service of
Mayors.
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RECOMMENDATIONS
That the Committee:
a) Requests a report on options for recognising the
service of former Mayors.
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background
3 There
has been a tradition, dating back to the late 1940s, of painting a portrait of
each Mayor to be displayed in the Municipal Chamber. This tradition appears to
have been based on a practice dating back to pre-amalgamation.
4 It
appears that this tradition was at some point formalised in a Council policy
around 1992 with a review in 2005. Staff have been unable to locate a copy of
any policy relating to the mayoral portrait.
5 The
policy was most recently discussed on 16 June 2008 where it was noted that the
paintings should be in the same style as similar portraits which are on display
in the Chamber, several of which date back to the 19th Century. The
minute of that decision is attached (Attachment A).
6 All
of the current mayoral portraits are oil paintings with the exception of the
photographic portrait of Mayor Turner. All are of a similar style although in
his portrait, Mayor Chin has a very distinctive and prominent background
focussing on Lan Yuan and in his portrait Mayor Cull is not wearing the robes.
These most recent portraits each show aspects of the mayors’ individual
personality.
7 The
mayoral chain was a gift from the Dunedin Chamber of Commerce in 1909 and
includes the City Crest in gold and enamel. The links were purchased by
or on behalf of the previous Mayors and are so inscribed with their
names. In 1959, the mayoral chain was split into two chains.
Wearing the full chain became prohibitive given its weight. The second
(unworn) chain is kept in storage.
8 In
September 2019 Kai Tahu gifted and a piece of carved pounamu called mana
whakahono. The mana whakahono was joined to the mayoral chains and symbolizes
the partnership between mana whenua and Council.
DISCUSSION
9 In
September 2019, the Finance and Council Controlled Organisations Committee
considered a report that proposed the commissioning of a photographic portrait
for Mayors and that new links to the mayoral chain would be funded by
Council. This was not agreed.
10 The
practice of the mayoral portrait and mayoral chain has never been formally
reviewed.
11 There
are a number of factors including escalating costs of both a painted portrait
and a photographic portrait, where the burden of costs for this might fall, the
challenge of engaging portrait artists, the size and weight of the mayoral
chains, and how the chains might best be preserved for future generations.
Traditionally, the outgoing Mayor personally funds a link to the mayoral chain,
which in the past has cost around $2,400.
12 The
service of Mayor Hawkins has not yet been formally recognised. Staff spoke to
the former Mayor about his thoughts on the matter as he is directly affected by
this matter. He advised that he believed that any decision to discontinue such
traditions is one better made in principle and on that basis offered no
preference.
13 Given
that the chain in its entirety cannot be worn, that the cost of the links is
not insubstantial, that there is limited space to display portraits in the
Chamber and that there has been a move away from the traditional style of
portraits in recent times, staff consider it is timely to review how best to
recognise the service of former mayors.
14 Staff
would liaise with other councils to see what mechanisms they use to recognise
the service of former mayors.
15 It
is recommended that an options report be prepared for a future meeting
exploring other practicable options for recognising the service of former
mayors. The report would look at options for the existing arrangements
portrait, chain and honours board, while also considering if there were other
mechanisms that might be adopted.
NEXT STEPS
16 If
agreed, a report will be prepared for a future Civic Affairs Committee meeting.
Signatories
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Author:
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Clare Sullivan - Principal Committee Advisor
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Authoriser:
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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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Resolution of 16 June
2008
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29
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SUMMARY OF CONSIDERATIONS
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Fit with purpose
of Local Government
This decision enables democratic local
decision making and action by, and on behalf of communities.
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Fit with strategic
framework
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Contributes
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Detracts
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Not applicable
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Social Wellbeing Strategy
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☐
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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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There is no contribution to the Strategic Framework.
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Māori Impact
Statement
There are no known impacts for tangata whenua. In 2019
Council accepted a gift from Kai Tahu of a pounamu taoka for the Mayoral
Chain
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Sustainability
There are no implications for sustainability.
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LTP/Annual Plan /
Financial Strategy /Infrastructure Strategy
There are no implications.
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Financial
considerations
There is no money in Civic budget to fund a portrait,
photographic or painted, or links for the mayoral chain.
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Significance
This decision is considered to be of low significance in
terms of the Council’s Significance and Engagement Policy.
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Engagement –
external
The former Mayor has been contacted to ascertain his
wishes.
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Engagement -
internal
There has been no internal engagement.
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Risks: Legal /
Health and Safety etc.
There are no identified risks.
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Conflict of
Interest
There are no conflicts of interest.
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Community Boards
There are no implications for Community Boards.
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Civic Affairs Committee
6 March 2023
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