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

 

Deputy Chairperson

Cr Marie Laufiso

 

 

 

 

Members

Cr Sophie Barker

Cr David Benson-Pope

 

Cr Christine Garey

Cr Kevin Gilbert

 

Cr Carmen Houlahan

Cr Cherry Lucas

 

Cr Mandy Mayhem

Cr Jim O'Malley

 

Mayor Jules Radich

Cr Lee Vandervis

 

Cr Steve Walker

Cr Brent Weatherall

 

Cr Andrew Whiley

 

 

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.

 


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

 


Civic Affairs Committee

6 March 2023

 

 

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.


Civic Affairs Committee

6 March 2023

 

Declaration of Interest

 

 

 

EXECUTIVE SUMMARY

1.         Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected representative and any private or other external interest they might have.

 

2.         Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.

 

 

RECOMMENDATIONS

That the Committee:

a)     Notes/Amends if necessary the Elected Members' Interest Register attached as Attachment A; and

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

 

 

Attachments

 

Title

Page

a

Elected Member Interest Register

6

 

 


Civic Affairs Committee

6 March 2023

 








 


Civic Affairs Committee

6 March 2023

 

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. 

RECOMMENDATIONS

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

Attachments

 

Title

Page

a

Civic Affairs Committee Forward Work Programme - March 2023

15

 

 


Civic Affairs Committee

6 March 2023

 



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.

RECOMMENDATIONS

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

Attachments

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.

RECOMMENDATIONS

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

Attachments

 

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

 

Fit with purpose of Local Government

 

Fit with strategic framework

 

Contributes

Detracts

Not applicable

Social Wellbeing Strategy

Economic Development Strategy

Environment Strategy

Arts and Culture Strategy

3 Waters Strategy

Spatial Plan

Integrated Transport Strategy

Parks and Recreation Strategy

Other strategic projects/policies/plans

Ōtepoti Youth Vision, which the DCC and Dunedin Youth Council jointly umbrella.

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.

Sustainability

There are no implications.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no financial implications.

Significance

This report is considered low in terms of the Council’s Significance and Engagement Policy.

Engagement – external

 

Engagement - internal

Youth Councillors engaged with several departments across the DCC.

Risks: Legal / Health and Safety etc.

There are no implications.

Conflict of Interest

There are no known conflicts of interest

Community Boards

The Youth Council and their activities are of importance to all of Dunedin and to Community Boards.

 

 


Civic Affairs Committee

6 March 2023

 




Civic Affairs Committee

6 March 2023

 



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.  

RECOMMENDATIONS

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

Attachments

 

Title

Page

a

Resolution of 16 June 2008

29

 

SUMMARY OF CONSIDERATIONS

 

Fit with purpose of Local Government

This decision enables democratic local decision making and action by, and on behalf of communities.

 

Fit with strategic framework

 

Contributes

Detracts

Not applicable

Social Wellbeing Strategy

Economic Development Strategy

Environment Strategy

Arts and Culture Strategy

3 Waters Strategy

Spatial Plan

Integrated Transport Strategy

Parks and Recreation Strategy

Other strategic projects/policies/plans

There is no contribution to the Strategic Framework.

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

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There is no money in Civic budget to fund a portrait, photographic or painted, or links for the mayoral chain.

Significance

This decision is considered to be of low significance in terms of the Council’s Significance and Engagement Policy.

Engagement – external

The former Mayor has been contacted to ascertain his wishes.

Engagement - internal

There has been no internal engagement.

Risks: Legal / Health and Safety etc.

There are no identified risks.

Conflict of Interest

There are no conflicts of interest.

Community Boards

There are no implications for Community Boards.

 

 


Civic Affairs Committee

6 March 2023