Notice of Meeting:

I hereby give notice that an ordinary meeting of the Civic Affairs Committee will be held on:

 

Date:                                                    Tuesday 16 May 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

16 May 2023

 

 

ITEM TABLE OF CONTENTS                                                                                                                                         PAGE

 

1             Public Forum                                                                                                                                                              4

2             Apologies                                                                                                                                                                    4

3             Confirmation of Agenda                                                                                                                                        4

4             Declaration of Interest                                                                                                                                           5

Minutes of Committees

5             Civic Affairs Committee - 6 March 2023                                                                                                        14

Part A Reports (Committee  has power to decide these matters)

6             Community Board Forum                                                                                                                                   19

7             Civic Affairs Committee Forward Work Programme                                                                                20

8             Remits to the LGNZ Annual General Meeting - Request for Support                                                 23

9             Items for Consideration by the Chair                                                                                                             33

 


 

1          Public Forum

At the close of the agenda no requests for public forum had been received.

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.


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

Register of Interest

6

 

 









 


Minutes of Committees

Civic Affairs Committee - 6 March 2023

 

gg

RECOMMENDATIONS

That the Committee

 

             Notes the minutes of the Civic Affairs Committee meeting held on 06 March 2023.

 

 

Attachments

 

Title

Page

A

Minutes of Civic Affairs Committee held on 6 March 2023

15

 

 


 

 

Civic Affairs Committee

MINUTES

 

Minutes of an ordinary meeting of the Civic Affairs Committee held in the Council Chambers, Dunedin Public Art Gallery, The Octagon, Dunedin on Monday 06 March 2023, commencing at 1:00pm

 

PRESENT

 

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

 

 

IN ATTENDANCE

Sandy Graham (Chief Executive)

 

Governance Support Officer                  Clare Sullivan

 

 

 

1          Public Forum

There was no Public Forum.

 

2          Apologies

Moved (Cr Bill Acklin/Cr Steve Walker):

That the Committee:

 

Accepts the apology from Cr Andrew Whiley.

 

Motion carried (CACCC/2023/001)

3          Declarations of interest

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

 

 

 

Moved (Cr Bill Acklin/Cr Mandy Mayhem):

That the Committee:

 

a)     Notes if necessary the Elected Members' Interest Register; and

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

Motion carried (CACCC/2023/002)

 

Part A Reports

4          Civic Affairs Committee Forward Work Programme

 

A report from Civic provided an update on the forward work programme.

 

 

 

 

Moved (Cr Bill Acklin/Cr Marie Laufiso):

That the Committee:

 

a)     Notes the Civic Affairs Committee forward work programme.

Motion carried (CACCC/2023/003)

 

5          Community Board Forum

 

A report from Civic provided information on the new initiative of the Community Board Forum.

The Chief Executive (Sandy Graham) spoke to the report.

Moved (Cr Bill Acklin/Cr Marie Laufiso):

That the Committee:

 

a)     Notes the Community Board Forum report.

Motion carried (CACCC/2023/004

 

Strath Taieri Community Board

Robin Thomas accompanied by Jock Frew and Anna Wilson, members of the Strath Taieri Community Board, addressed the Committee.  They thanked the Committee for this initiative and encouraged the increased communication between Community Boards and Council. Board members raised issues including:

·    Taieri Gorge Railway and potential for promoting future tourism for Middlemarch

·    The recent Council decision re Foulden Maar

·    Stream clearances in the board’s area and the relationship between Dunedin City Council and  the Otago Regional Council

·    The provision of reticulated drinking water for Middlemarch.

Board Members responded to questions.

 

Otago Peninsula Community Board

 

Paul Pope, Chairperson, accompanied by Cheryl Neill, Hoani Langsbury, Stacey Kokaua-Balfour, Edna Stevenson and Lox Kellas members of the Otago Peninsula Community Board, addressed the Committee and raised issues of concern to the Board including:

·    Resilience of the peninsula’s infrastructure in relation to the effects of climate and erosion including flooding at Harwood

·    Opportunities for tourism potential including the linkages for a walking track from St Clair to Portobello

·    Several issues relating to infrastructure upgrades including toilets needed at MacAndrew Bay, consistent signage across the peninsula, a possible upgrade of Te Umi Kuri/Wellers Rock  and footpaths outside Broad Bay, Portobello and MacAndrew Bay schools

·    Completing the Peninsula connection – in particular a boardwalk from the Boatshed at Portobello to the Portobello roundabout  

·    Potential dog park at Harwood.

Board members responded to questions.

 

 

 

Moved (Cr Bill Acklin/Cr Steve Walker):

That the Committee:

 

Adjourns the meeting.

Motion carried

 

The meeting adjourned at 2.27 pm and reconvened at 2.37 pm.

 

6          Dunedin Youth Council Six Monthly Report 1 July - 31 December 2022

 

A report from the Dunedin Youth Council (DYC) provided an update on the Youth Council’s activities from 1 July-31 December 2022.

Hamleen Nath (President), Bram Casey (Vice President) and Sophia Liu (Treasurer) spoke to their report or on behalf of the Youth Council and responded to questions. 

 

 

Mayor Radich left the meeting at 2.38 pm.

 

Cr Steve Walker left the meeting at 2.45 pm.

 

 

Moved (Cr Bill Acklin/Cr Mandy Mayhem):

That the Committee:

 

a)     Notes the Dunedin Youth Council Six Monthly Report, 1 July- 31 December 2022.

Motion carried (CACCC/2023/005)

 

7          Recognition of Former Mayors

 

A report from Civic sought approval for a report on options for recognising the service of former Mayors.

The Chief Executive (Sandy Graham) spoke to the report.

 

Moved (Cr Bill Acklin/Cr Marie Laufiso):

That the Committee:

a)     Requests a report for the 16 May meeting on options for recognising the service of former Mayors. 

 

Division

The Council voted by division

 

For:                  Crs Christine Garey, Kevin Gilbert, Marie Laufiso, Cherry Lucas, Lee Vandervis and Bill Acklin (6).

Against:          Crs Sophie Barker, David Benson-Pope, Carmen Houlahan, Mandy Mayhem, Jim O'Malley and Brent Weatherall (6).

Abstained:   Nil

 

An equality of votes was recorded 6:6 following which the Chairperson used his casting vote in favour of the motion.

 

 

Motion carried (CACCC/2023/006)

 

 

The meeting concluded at 3.33 pm.

 

 

 

 

..............................................

CHAIRPERSON

   

 


Part A Reports

Community Board Forum

 

The following Community Boards represented by their Chairpersons will present to the Civic Affairs Committee.  Other Board members may be in attendance.

West Harbour Community Board - Ange McErlane Chairperson

Mosgiel Taieri Community Board – Andrew Simms Chairperson

Waikouaiti Coast Community Board – Alasdair Morrison Chairperson

Saddle Hill Community Board – Paul Weir Chairperson 

 


 

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

3          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. 

4          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:

Jeanette Wikaira - Manahautū (General Manager Māori Partnerships and Policy

Attachments

 

Title

Page

a

Forward Work Programme - May 2023

21

 

 




 

Remits to the LGNZ Annual General Meeting - Request for Support

Department: Civic

 

 

 

EXECUTIVE SUMMARY

1          The Local Government New Zealand (LGNZ) 2023 Annual General Meeting (AGM) will be held on Wednesday 26 July 2023.  Proposed remits to be considered at the AGM must have formal support from five councils, or at least one zone or sector group meeting prior to being submitted. 

2          Council has received a request for support on three remits from Hamilton City Council.    

RECOMMENDATIONS

That the Committee:

a)         Decides whether to support the remit on KiwiSaver and remuneration.

b)        Decides whether to support the remit on virtual forums.

c)         Decides whether to support the remit on wellbeing.

BACKGROUND

3          LGNZ’s Remits criteria is as follows:

a)         The remit must be relevant to local government as a whole, not just a single zone, sector or Council

b)        The remit relates to significant matters, including constitutional and substantive policy, rather than matters that can be dealt with administratively

c)         The remit concerns matters that cannot be addressed through channels other than the AGM

d)        The remit does not deal with issues that are already being actioned by LGNZ.  This covers work programmes underway as part of LGNZ’s strategy.

DISCUSSION

4          Hamilton City Council is seeking support for three remits as follows:

Kiwi Saver and Remuneration (Attachment A)

5          Currently, Councillors are considered independent contractors rather than employees of Council.  As such they are expected to set aside their own KiwiSaver contributions rather than the organisation deducting the amount directly from their salary payments. 

6          Hamilton City Council is advocating for a change to legislation that would allow KiwiSaver deductions to be taken from Councillor’s salaries. 

Virtual Quorum (Attachment B)

7          Currently, Council and Committee Chairs allow for Members to attend meetings, as well as join in the discussion and vote via audio-visual link under Standing Orders.  However, those attending via audio-visual link do not count towards the required quorum, despite taking part in the discussion and vote.

8          Hamilton City Council is advocating for allowing attendance via audio visual link to allow a more inclusive local democracy, provide stronger local government, and effectively advocate for the priorities indicated within the four pillars of leadership. 

9          Staff recommend supporting this proposed remit.  This remit would provide flexibility for Councillors and allowing greater participation in Council and Committee meetings. 

Wellbeing (Attachment C)

10        Currently there are multiple definitions and frameworks used to explain, define and measure wellbeing, at national, regional and local levels.

11        Hamilton City Council notes the importance of wellbeing to central and local government and is advocating that it would be helpful to bring together the different frameworks and interpretations into a shared understanding of wellbeing. 

OPTIONS

12        There are no options. 

NEXT STEPS

13        If the Committee decides to support any of the proposed remits, Hamilton City Council will be notified of the decision.

14        A further report containing remits received by LGNZ will be presented to Council in July, prior to the AGM for council to consider so that the Council’s voting delegate at the AGM has an understanding of a possible Council position on any issue. 

Signatories

Author:

Sharon Bodeker - Manager Governance

Authoriser:

Sandy Graham - Chief Executive Officer

Attachments

 

Title

Page

a

KiwiSaver and Remuneration Remit

27

b

Virtual Quorum Remit

29

c

Wellbeing Remit

30

 


 

SUMMARY OF CONSIDERATIONS

 

Fit with purpose of Local Government

This decision enables democratic local decision making and action by, and on behalf of communities, and promotes the social, economic, environmental, and cultural well-being of communities in the present and for the future.

 

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

The wellbeing remit would contribute the four wellbeing focussed strategies.

Māori Impact Statement

There has been no engagement with Māori.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no financial implications.   

Significance

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

Engagement – external

There has been no external engagement.

Engagement - internal

Feedback has been sought from the relevant departments of Council.

Risks: Legal / Health and Safety etc.

There are no identified risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no known implications for Community Boards.

 

 









Items for Consideration by the Chair

 

 

Any items for consideration by the Chair