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 |
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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 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
At the close of the agenda no requests for public forum had been received.
At the close of the agenda no apologies had been received.
Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.
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 |
Register of Interest |
6 |
Civic Affairs Committee - 6 March 2023
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That the Committee
Notes the minutes of the Civic Affairs Committee meeting held on 06 March 2023.
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Attachments
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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 |
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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 |
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.
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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 |
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A report from Civic provided an update on the forward work programme. |
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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 |
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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. |
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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 |
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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.
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Mayor Radich left the meeting at 2.38 pm.
Cr Steve Walker left the meeting at 2.45 pm.
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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 |
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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. |
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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.
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CHAIRPERSON
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.
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 |
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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.
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 |
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Title |
Page |
⇩a |
KiwiSaver and Remuneration Remit |
27 |
⇩b |
Virtual Quorum Remit |
29 |
⇩c |
Wellbeing Remit |
30 |
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, and promotes the social, economic, environmental, and cultural well-being of communities in the present and for the future.
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Fit with strategic framework
The wellbeing remit would contribute the four wellbeing focussed strategies. |
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Māori Impact Statement There has been no engagement with Māori. |
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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 are no financial implications. |
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Significance This decision is considered to be low in terms of the Council’s Significance and Engagement Policy. |
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Engagement – external There has been no external engagement. |
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Engagement - internal Feedback has been sought from the relevant departments of Council. |
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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 known conflicts of interest. |
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Community Boards There are no known implications for Community Boards. |