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
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
16 May 2023
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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.
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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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Register of Interest
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6
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Minutes
of Committees
Civic Affairs Committee - 6 March 2023
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RECOMMENDATIONS
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
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Page
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A⇩
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Minutes of Civic
Affairs Committee held on 6 March 2023
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15
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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
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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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IN ATTENDANCE
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Sandy Graham (Chief Executive)
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Governance Support Officer Clare
Sullivan
1 Public
Forum
There was no Public Forum.
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2 Apologies
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Moved (Cr Bill Acklin/Cr Steve Walker):
That the Committee:
Accepts the apology from
Cr Andrew Whiley.
Motion
carried (CACCC/2023/001)
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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)
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Part
A Reports
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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)
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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.
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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)
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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)
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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.
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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
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
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Author:
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Clare Sullivan - Principal Committee Advisor
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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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Forward Work Programme
- May 2023
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21
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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
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Author:
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Sharon Bodeker - Manager Governance
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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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KiwiSaver and
Remuneration Remit
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27
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⇩b
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Virtual Quorum Remit
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29
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⇩c
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Wellbeing Remit
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30
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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, 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
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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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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.
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Items for Consideration by the Chair
Any items for consideration by
the Chair
