Strategy, Planning & Engagement Committee

MINUTES

Minutes of an ordinary meeting of the Strategy, Planning & Engagement Committee held in the Council Chambers, Dunedin Public Art Gallery, The Octagon, Dunedin on Monday 08 May 2023, commencing at 1.00 pm

PRESENT

Chairperson	Cr Sophie Barker
Deputy Chairperson	Cr Kevin Gilbert
Members	Cr Bill Acklin	Cr David Benson-Pope
	Mr Matapura Ellison	Cr Christine Garey
	Cr Carmen Houlahan	Cr Marie Laufiso
	Cr Cherry Lucas	Cr Mandy Mayhem
	Cr Jim O'Malley	Ms Megan Potiki
	Mayor Jules Radich	Cr Lee Vandervis
	Cr Steve Walker	Cr Brent Weatherall
	Cr Andrew Whiley

IN ATTENDANCE

Sandy Graham (Chief Executive Officer), Jeanette Wikaira (Manahautū (General Manager Māori, Partnerships and Policy)), Simon Pickford (General Manager, Community Services), Gina Huakau (Corporate Policy Manager), Callum Wilson (Senior Policy Analyst) and Clare Sullivan (Principal Committee Advisor)

Governance Support Officer                  Wendy Collard

1          karakia timatanga

Cr Sophie Barker opened the meeting with a karakia timatanga.

2          Public Forum

1.1 Senior Climate Action Network

Ms Sue Novell and Mr John Hogue spoke in support of the Strategic Refresh in particular the importance of community engagement, visibility of what Council is doing and a local community hub.  Ms Novell and Mr Hogue responded to questions.

3          Apologies

An apology was received from Megan Potiki (for early departure)

Moved (Cr Sophie Barker/Cr Kevin Gilbert)

That the Committee

Accepts the apology from Megan Potiki.

Motion carried

4          Confirmation of agenda
	Moved (Cr Sophie Barker/Cr Mandy Mayhem): That the Committee: Confirms the agenda without addition or alteration Motion carried (SPECC/2023/009)

5          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 Sophie Barker/Cr Mandy Mayhem):

That the Committee:

a)         Notes the Elected Members' Interest Register; and

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

Motion carried (SPECC/2023/010)

6          Confirmation of Minutes

6.1       Strategy, Planning & Engagement Committee meeting - 13 February 2023
	Moved (Cr Sophie Barker/Cr Kevin Gilbert): That the Committee: Confirms the minutes of the Strategy, Planning & Engagement Committee meeting held on 13 February 2023 as a correct record. Motion carried (SPECC/2023/011)

Part A Reports

7          Actions from resolutions of the Strategy, Planning and Engagement Committee
	A report from Civic provided an update on resolutions that are being actioned and completed since the last Strategy, Planning and Engagement Committee meeting.
	Moved (Cr Sophie Barker/Cr Steve Walker): That the Committee: Notes the Completed Actions from resolutions of the Strategy, Planning and Engagement Committee. Motion carried (SPECC/2023/012)

8          Strategy, Planning and Engagement Committee Forward Work Programme
	A report from Civic provided an update on the Strategy, Planning and Engagement Committee forward work programme. The Manahautū (General Manager Māori Partnerships and Policy) (Jeanette Wikaira) and the General Manager Community Services (Simon Pickford) responded to questions.
	Moved (Cr Sophie Barker/Cr Christine Garey): That the Committee: Notes the Strategy, Planning and Engagement Committee forward work programme. Motion carried (SPECC/2023/013)

9          Strategic Refresh Update
	A report from Corporate Policy provided an update on the progress of the Strategic Refresh project (the Strategic Refresh), and outlined the next phase  of the Strategy Refresh work programme.  It also summarised key milestones achieved since the update report to Council in September 2022. The Chief Executive Officer (Sandy Graham), Manahautū (General Manager Māori Partnerships and Policy) (Jeanette Wikaira) and the Corporate Policy Manager (Gina Huakau) responded to questions.
	Moved (Cr Mandy Mayhem/Cr Marie Laufiso): That the Committee: Notes the Strategic Refresh Update Report. Motion carried (SPECC/2023/014)

10        Items for Consideration by the Chair
	There were no items for consideration.

Resolution to exclude the public

Moved (Cr Sophie Barker/Cr Steve Walker):

That the Committee:

Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:

General subject of the matter to be considered	Reasons for passing this resolution in relation to each matter	Ground(s) under section 48(1) for the passing of this resolution	Reason for Confidentiality
C1  Options for Residents' Opinion Survey Quarterly Reporting	S7(2)(b)(ii) The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.	S48(1)(a) The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.	The report is considered confidential due to commercial sensitivities as it provides pricing information from the contractor..

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987, and the particular interest or interests protected by Section 6 or Section 7 of that Act, or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above after each item.

Motion carried (SPECC/2023/015)

Cr David Benson-Pope left the meeting at 2.06 pm.

The meeting moved into non-public at 2.06 pm and concluded at 2.42 pm.

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CHAIRPERSON