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
Chief Executive Officer
Civic Affairs Committee
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Cr Bill Acklin |
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Deputy Chairperson |
Cr Marie Laufiso |
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Members |
Cr Sophie Barker |
Cr David Benson-Pope |
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Cr Christine Garey |
Cr Kevin Gilbert |
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Cr Carmen Houlahan |
Cr Cherry Lucas |
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Cr Mandy Mayhem |
Cr Jim O'Malley |
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Mayor Jules Radich |
Cr Lee Vandervis |
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Cr Steve Walker |
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
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 |
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 |
At the close of the agenda no requests for public forum had been received.
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 |
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.
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
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Title |
Page |
⇩a |
Elected Member Interest Register |
6 |
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Civic Affairs Committee 6 March 2023 |
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.
That the Committee: a) Notes the Civic Affairs Committee forward work programme as shown in Attachment A. |
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
Author: |
Clare Sullivan - Principal Committee Advisor |
Authoriser: |
Sandy Graham - Chief Executive Officer |
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Title |
Page |
⇩a |
Civic Affairs Committee Forward Work Programme - March 2023 |
15 |
Civic Affairs Committee 6 March 2023 |
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.
That the Committee: a) Notes the Community Board Forum report. |
NEXT STEPS
6 At the next meeting of Civic Affairs Committee, the West Harbour and Waikouaiti Coast Community Boards will report.
Signatories
Author: |
Clare Sullivan - Principal Committee Advisor |
Authoriser: |
Sandy Graham - Chief Executive Officer |
There are no attachments for this report.
Civic Affairs Committee 6 March 2023 |
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.
That the Committee: a) Notes the Dunedin Youth Council Six Monthly Report, 1 July- 31 December 2022. |
Signatories
Author: |
Mai Tamimi - Team Leader Community Development |
Authoriser: |
Jeanette Wikaira - Manahautū (General Manager Māori Partnerships and Policy |
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Title |
Page |
⇩a |
Dunedin Youth Council Six Monthly Report July 2022 - December 2022 |
21 |
⇩b |
Dunedin Youth Council Finance Report July 2022 - December 2022 |
24 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government
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Fit with strategic framework
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 |
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.
That the Committee: a) Requests a report on options for recognising the service of former Mayors. |
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
Author: |
Clare Sullivan - Principal Committee Advisor |
Authoriser: |
Sandy Graham - Chief Executive Officer |
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Title |
Page |
⇩a |
Resolution of 16 June 2008 |
29 |
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
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. |