Council Annual Plan Deliberations

MINUTES

 

Unconfirmed minutes of an ordinary meeting of the Council Annual Plan Deliberations held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Monday 15 May 2017, commencing at 11.00 am and Tuesday 16 May 2017, commencing at 9.00 am

 

PRESENT

 

Chairperson

Mayor Dave Cull

 

Deputy Chairperson

Cr Chris Staynes

 

Members

Cr David Benson-Pope

Cr Rachel Elder

 

Cr Christine Garey

Cr Doug Hall

 

Cr Aaron Hawkins

Cr Marie Laufiso

 

Cr Mike Lord

Cr Damian Newell

 

Cr Jim O'Malley

Cr Conrad Stedman

 

Cr Lee Vandervis

Cr Andrew Whiley

 

Cr Kate Wilson

 

 

 

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), John Christie (Director Enterprise Dunedin), Sandy Graham (General Manager Strategy and Governance), Simon Pickford (General Manager Community Services), Ruth Stokes (General Manager Infrastructure and Services), Gavin Logie (Acting Chief Financial Officer), Nicola Pinfold (Group Manager Community and Planning), Richard Saunders (Group Manager Transport), Tom Dyer (Acting Group Manager Parks and Recreation), Adrian Blair (Group Manager Customer and Regulatory Services), Maria Ioannou (Corporate Policy Manager), Jane Nevill (Corporate Planner), Tami Sargeant (Senior Policy Analyst), Carolyn Allan (Senior Management Accountant), Jendi Paterson (Recreation Planning and Facilities Manager), Jessie Wu (Policy Advisor), Jane Craigie-Read (Policy Support Assistant), Kristy Rusher (Manager Civic and Legal), Graham McKerracher (Manager, Council Communications and Marketing), Andrea Jones (Communications Team Leader), Joy Gunn (Manager Events and Community Development), Anna Johnson (City Development Manager), Laura McElhone (Group Manager Water and Waste) and Chris Henderson (Plant Operations and Maintenance Manager)

 

Governance Support Officer      Pam Jordan and Wendy Collard

 

 

 

1       DELIBERATION PROCEDURES

An outline was given of the procedure to be followed for the deliberations. 

 

2       Apologies

Apologies were received from Cr Damian Newell and Cr Marie Laufiso (for lateness).

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Council:

 

Accepts the apologies.

 

Motion carried

 

3       Confirmation of agenda

 

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Council:

 

Confirms the agenda with the following alteration:

 

In regard to Standing Order 21.1, Option C be adopted in relation to moving and seconding and speaking to amendments.

 

.Motion carried (AP/2017/001)

 

 

4       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 (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Council:

 

a)     Notes the Elected Members' Interest Register attached as Attachment A of the report; and

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

Motion carried (AP/2017/002)

 

 

MAYOR'S INTRODUCTION

 

Mayor Cull here outlined the community engagement process that had taken place on the draft Annual Plan in recent weeks.  He noted that consistent messages had been received from the community and that generally feedback had been positive.  He commented that a Long Term Plan could be amended at any time if a significant change was needed or wanted.

 

The Acting Chief Financial Officer also commented on the current level of rate increase. 

 

Part A Reports

5       Order for Consideration of 2017/18 Annual Plan Engagement Feedback and Reports

 

A report from Community and Planning provided a planned run order for the consideration of community engagement feedback topics and reports for the deliberations on the 2017/18 Annual Plan.

The report also contained the recommendations to be taken at the completion of consideration of feedback and final decision-making on the budgets for the 2017/18 Annual Plan.

 

It was noted that amendments made through the course of the meeting would be confirmed at the end of the meeting.

 

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Council:

 

a)     Approves the recommended actions and staff comments for feedback topics as shown in the annual plan database (or as amended during annual plan decision-making) for the purposes of:

(i)     providing feedback on annual plan engagement and decision-making to the community;

(ii)    inclusion in the final 2017/18 annual plan document as appropriate;

(iii)   further follow-up or action by staff, if required.

b)     Approves the changes to draft annual plan budgets resolved at this meeting for inclusion in the final 2017/18 Annual Plan, for adoption by the Council on 27 June 2017.

Motion carried (AP/2017/003)

 

 

Consideration was given to each of the feedback topics in turn and staff comments on those topics.  There was no comment on some of the topics raised, while for some there was discussion but no actions were required to be recorded.

 

Public Art Framework

 

Timeframe within this financial year to be included within comments.

 

South Dunedin Community Hub

 

Further comments required regarding the pop-up hub and permanent facility.

 

Toitū Otago Settlers Museum

 

Archives

 

The matter of reticulated services located in same area as the archives was being considered.

 

Cat Control

 

It was suggested that a workshop be held on this matter.

 

Customer Services

 

Dog Control Bylaw

 

Fees and Charges – Dogs

 

Consideration was given to the level of fees and there was discussion on comparisons with other councils.

 

Fleet Vehicles

 

There was discussion on electric vehicles in the Council's fleet and a request was made for information about petrol and diesel savings.

 

Liquor Ban

 

There had been recent positive feedback from residents about the minor boundary change made.

 

Arts and Culture Collaboration

 

Disability/Accessibility

 

There was discussion on accessibility issues and the work done by the Urban Design team in this regard, which catered for both residents and visitors to the city.  A comment was made that public transport route changes had caused difficulties for people and they were encouraged to make a submission to the Otago Regional Council on this matter.

 

Funding – Arts and Culture

 

Funding – Grants Process

 

Homelessness

 

Place Based Communities

 

Moved (Cr Aaron Hawkins/Cr Jim O'Malley):

That the Council:

 

Works with the Coalition of Place Based Groups on options for the resourcing and delivery of community development, including mechanisms to support neighbourhood-scale economic development, to report back to the Long Term Plan.

 

Motion carried (AP/2017/004)

 

Volunteering

 

2GP

 

Central City Plan

 

Additional information, including that on the timetable, was requested to be included.

 

Crs Kate Wilson, Aaron Hawkins and David Benson-Pope withdrew from the meeting at 12.24 pm during comments on the 2GP.

 

Crs Kate Wilson, Aaron Hawkins and David Benson-Pope returned to the meeting at 12.25 pm.

 

Cr Rachel Elder left the meeting from 12.25 pm to 12.27 pm during the course of discussion.

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Council:

 

Adjourns the meeting until 1.30 pm.

 

Motion carried

 

The meeting adjourned from 12.32 pm to 1.32 pm.

 

 

District Plan (Operative Plan)

 

Funding - Biodiversity

 

Moved (Cr Aaron Hawkins/Cr Kate Wilson):

That the Council:

Requests staff report back in time for the Ten Year Plan 2018/19 on options to better encourage private investment in heritage building and ecological restoration work.

 

Motion carried (AP/2017/005)

 

Crs Kate Wilson and Aaron Hawkins withdrew from the meeting from 1.43 pm to 1.45 pm during discussion on planning rules relating to heritage buildings.

 

Funding – Heritage

 

See resolution above regarding Biodiversity Funding.

 

Look and Feel of the City

 

Port Chalmers Urban Design

 

Warehouse Precinct

 

Breastfeeding Friendly Places

 

More specifics were requested relating to a particular submission and it was suggested that the speaker could be invited to a public forum.

 

Carbon Management

 

Community Collaboration

 

Community Resilience

 

Delivery – Less Talk More Action

 

Delivery and Planning

 

Engagement Process

 

Te Ao Turoa

 

Moved (Cr Aaron Hawkins/Cr Kate Wilson):

That the Council:

Allocates a total of $200,000, in the Annual Plan 2017/18, for the delivery of actions under Te Ao Turoa.

 

Motion carried (AP/2017/006)

 

Fees and Charges

 

There was discussion on spectator fees at Moana Pool and staff were asked to come back to the Council on how this might become more streamlined.

 

Long Term Plan

 

We're on Track

 

Hotel Development

 

Resource Consent Management

 

Council Communication

 

Dunedin Public Hospital SOS

 

Aquatic Facilities

 

Moved (Cr Aaron Hawkins/Cr Lee Vandervis):

That the Council:

Sets the spectator fee at zero.

 

Motion carried (AP/2017/007)

 

Botanic Garden

 

Community Garden

 

Logan Park Development

 

Mosgiel Pool

 

Parks and Recreation – Long Term Plan

 

Parks and Recreation Strategy

 

Playgrounds

 

Public Toilets

 

Smokefree

 

Sports and Recreation – Planning

 

Sportsfields and Reserves

 

Town Belt

 

Gasworks Museum Support

 

Procurement

 

Social Housing

 

In answer to a question it was advised that work on the scope of the Social Housing Strategy would be reported to the Council soon.

 

Active Transport Initiatives

 

It was reported that safety issues raised at the meeting were being looked at by the Council's Transport safety team.

 

Cycleways – Central City Cycle Network

 

Cycleways – Other

 

Peninsula Connection/Portobello Road-Harington Point Road Project

 

Timeframes were to be added to the response.

 

Public Transport Governance

 

Questions were asked and discussion was held on the future of the responsibility for public transport services in Dunedin.

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Dunedin City Council:

 

Seeks agreement from the Otago Regional Council for a joint public consultation to clarify public preference for public transport governance.

 

Motion carried (AP/2017/008)

 

Public Transport Infrastructure and Facilities

 

Comment was made on the process for arranging for seats to be put in bus shelters.

 

Street Cleaning

 

The matter of a targeted rate to provide for extra street cleaning in the campus zone was raised.  This was to be referred to the Rates Working Party.

 

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Council:

 

Adjourns the meeting until 3.30 pm.

 

Motion carried

 

The meeting adjourned from 3.13 pm to 3.30 pm.

 

 

Streetlights

 

It was confirmed in response to questions that information would be brought back to the Council related to the colour, light emissions, shielding etc of LED street lamps and effects on the night skies.

 

Transport Infrastructure

 

Funding – Water and Waste Renewals

 

Ross Creek Reservoir

 

Rubbish Collection

 

South Dunedin Infrastructure

 

Stormwater Management

 

Waste Management Contract

 

Waste Minimisation

 

Economic Development

 

Enterprise Dunedin

 

Food Resilience

 

Funding – Tourism and Tourism Infrastructure

 

Debt – Strategy to Lower Debt

 

Infrastructure Management – CCOs

 

Rating Method – Annual Plan

 

Rating Method – Long Term Plan

 

During discussion it was noted that the matter of the Rural Rate would be referred to the Rates Working Party.

 

Stadium Operating Model

 

Targeted Rates

 

 

 

9       Draft 2017/18 Annual Plan - Film Permit Fees

 

A report from Enterprise Dunedin provided the advantages and disadvantages of having a zero fee on film permits as requested by Council at the meeting held on 23 January 2017.

The report noted that 15 film permits had been issued for film and television production in Dunedin in the period between August 2016 and February 2017.  Of the 15, nine had been potentially "fee paying" although in all cases the fees had been waived.

Staff currently had not evidence (ie feedback from operators or producers) which suggested that the fee structure, whether it was waived or not, was creating a barrier to film and film making in Dunedin. 

It was proposed to engage with film permit customers over the next six months to better understand whether the current process was effective which would include taking into account the administrative costs.  It was noted that further advice could be provided to Councillors for consideration as part of the 2018-28 Long Term Plan.

 

Moved (Cr Lee Vandervis/Cr Andrew Whiley):

That the Council:

 

a)     Agrees to retain the current film fee structure for the 2017/18 Annual Plan.

b)     Agrees to reconsider this issue as part of the development of the 2018-28 Long Term Plan.

Motion carried (AP/2017/009)

 

10     Adoption of 2017/18 Fees and Charges

 

A report from Community and Planning provided the schedule of fees and charges for the 2017/18 year for adoption by Council.

The report advised that previously fees and charges had been adopted as part of the final annual plan document.  However, this year they were presented for adoption in advance of the final plan adoption to allow Council activities sufficient time to complete necessary work prior to the schedules becoming effective on 1 July 2017.

 

Moved (Cr David Benson-Pope/Deputy Mayor Chris Staynes):

That the Council:

 

a)     Adopts the attached schedule of fees and charges for 2017/ 18 with the following alteration:

·                Off-Street Leased Parking Fees (weekly)

Thomas Burns leased parking fees will be $22.00 per week

b)     Notes a separate report was included in the agenda regarding Film Permit fees.

c)     Notes the previous decision regarding waiving of spectator fees at pools.

Motion carried (AP/2017/010) Cr Lee Vandervis recorded his vote against

 

 

6       Annual Plan Community Engagement Summary of Feedback

 

A report from Community and Planning provided a summary of the community feedback received on the draft 2017/18 Annual Plan budgets during the community engagement.

The report also provided detail on the engagement process and summarised feedback from the community that would feed in to the Long Term Plan 2018 (LTP 2018).

 

Moved (Deputy Mayor Chris Staynes/Cr Mike Lord):

That the Council:

 

a)     Notes the Annual Plan community engagement summary of feedback.

Motion carried (AP/2017/011)

 

 

8       Football South All Weather Sports Hub

 

A report from Parks and Recreation recommended that Council give consideration  during Annual Plan deliberations to contributing $1 million dollars to a Football South proposal for the construction of an all-weather artificial turf at Logan Park.

The report noted that if Council supported the project, it could be debt funded new capital.

The rationale for considering the project during Annual Plan (rather than waiting until the 2018/19 Long Term Plan) was due to the availability of FIFA funding which must be allocated to a project which commences in the 2017 calendar year.  $300,000USD (approximately $420,000NZD) had been offered to Football South by FIFA for the development of an all-weather artificial turf.

Cr Jim O'Malley declared an interest as a member of the Otago University Football Club and withdrew from the meeting at 4.10 pm.

 

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Council:

 

Receives and accepts the submission from the University of Otago on this topic.

 

Motion carried (AP/2017/012)

 

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Council:

 

Adjourns the meeting for five minutes to allow the submission to be read.

 

Motion carried

 

The meeting adjourned from 4.35 pm to 4.41 pm.

 

Staff responded to questions from Councillors about matters including the timing of the proposal, consultation with stakeholders, the proposed site at Logan Park, and traffic management.

 

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Council:

 

Adjourns the meeting until 9.00 am on Tuesday 16 May 2017.

 

Motion carried

 

 

The meeting adjourned at 5.00 pm and resumed on Tuesday 15 May 2017 at 9.00 am.  Cr Marie Laufiso, who did not attend on Monday 16 May 2017, was present when the meeting resumed.

 

Cr Jim O'Malley remained withdrawn from the meeting.

 

 

Staff responded to further questions from Councillors about issues such as the site, security and fundraising.

 

 

Moved (Mayor Dave Cull/Cr Conrad Stedman):

 

That the Council:

 

Agrees to support in principle up to $1 million towards an all-weather artificial surface at Logan Park conditional on:

 

1.     Football South raising the balance of the funds required before the project proceeds

2.     Council's support being the purchase of components of the all-weather artificial surface

3.     Engagement with key stakeholders, in addition to sporting organisations and interests, as the project proceeds

4.     Consent(s) for the project being achieved by 31 December 2017

5.     The balance of the project funds being raised by 30 June 2018

6.     The final terms and conditions of the support , including consideration of a traffic management plan, to be to the satisfaction of the General Manager, Infrastructure and Networks.

 

Notes that the ownership of the all-weather artificial surface at Logan Park (estimated total cost $3 million) will transfer to Council at the completion of the project.

 

Commends Football South in their efforts to promote this project, including securing FIFA funding support of USD300,000.

 

Delegates the execution of the funding support agreement to the General Manager, Infrastructure and Networks.

 

There was discussion on the proposal.

 

Division

The Council voted by division.

 

For:          Crs David Benson-Pope, Rachel Elder, Christine Garey, Doug Hall, Aaron Hawkins, Mike Lord, Marie Laufiso, Chris Staynes, Conrad Stedman, Lee Vandervis, Andrew Whiley and Kate Wilson and Mayor Dave Cull (13).

Against:     Nil

 

The division was declared CARRIED by 13 votes to 0

 

Motion carried (AP/2017/013)

 

Cr Jim O'Malley returned to the meeting at 9.33 am.

 

 

5A     Consideration of Additional Feedback

 

Consideration was given to additional items raised during the community engagement process.

 

 

District Heating Scheme

 

Moved (Cr Aaron Hawkins/Deputy Mayor Chris Staynes):

That the Council in the 2017/18 Annual Plan:

 

Allocates $50,000 to contribute to a feasibility study of a District Heating Scheme in Dunedin, noting that:

 

1      The work needs to be completed in time to be considered as part of the Central City Plan infrastructure works planning; and

 

2      That any unspent money from this allocation be used to deliver on actions under the Energy Plan.

 

Division

The Council voted by division.

 

For:          Crs David Benson-Pope, Rachel Elder, Christine Garey, Doug Hall, Aaron Hawkins, Marie Laufiso, Jim O'Malley, Chris Staynes, Conrad Stedman, Andrew Whiley and Kate Wilson and Mayor Dave Cull (12).

Against:     Crs Mike Lord and Lee Vandervis (2).

 

The division was declared CARRIED by 12 votes to 2

 

Motion carried (AP/2017/014)

 

 

Cat Control

 

Cr Christine Garey left the meeting at 10.09 am.

 

Moved (Cr Kate Wilson/Deputy Mayor Chris Staynes):

That the Council:

 

Seeks support for a remit to LGNZ as follows:

 

"LGNZ call upon Government to take legislative action as a matter of urgency to give Councils statutory power to control cats."

 

Cr Christine Garey returned to the meeting at 10.11 am.

 

Motion carried (AP/2017/015)

 

 

7       2017/18 Budget Update

 

A report from Finance provided an update on a number of budget changes that had been identified since the draft 2017/18 was approved.  It noted that these changes should be considered by Council, and if approved, incorporated into the budget and the 2017/18 Annual Plan.

The report also noted that the net impact of the changes was a reduced funding requirement of $100,000 (which reduced the proposed rate increase from 2.99% to 2.92%).

 

Cr Rachel Elder left the meeting from 10.14 am to 10.16 am during the course of discussion.

 

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Committee:

 

a)     Approves the identified budget changes, as amended by the Council, for incorporation into the 2017/18 Annual Plan.

Motion carried (AP/2017/016)

 

 

It was noted that the following resolutions had been passed earlier in the meeting: 

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Council:

 

a)     Approves the recommended actions and staff comments for feedback topics as shown in the annual plan database (or as amended during annual plan decision-making) for the purposes of:

(i)     providing feedback on annual plan engagement and decision-making to the community;

(ii)    inclusion in the final 2017/18 annual plan document as appropriate;

(iii)   further follow-up or action by staff, if required.

b)     Approves the changes to draft annual plan budgets resolved at this meeting for inclusion in the final 2017/18 Annual Plan, for adoption by the Council on 27 June 2017.

Motion carried (AP/2017/017)

 

 

11     Submission from Dunedin City Council to the Otago Regional Council Draft Annual Plan 2017/18

 

A report appended the proposed submission from the Dunedin City Council to the Otago Regional Council on its Draft Annual Plan 2017/18.

 

There was discussion on proposed amendments to the submission.

 

Cr Mike Lord left the meeting from 10.19 am to 10.20 am.

 

Cr Kate Wilson withdrew from the meeting at 10.19 am.

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Council:

 

Adjourns the meeting for 15 minutes.

 

Motion carried

 

The meeting adjourned from 10.22 am to 10.38 am.  Cr Kate Wilson left the meeting at 10.22 am.

 

 

A number of suggestions were made for changes to the wording of the submission.

 

Cr Damian Newell entered the meeting at 10.41 am.

 

 

Moved (Cr Doug Hall/Cr Lee Vandervis):

 

That the following amendments be made to the "Harbour Management and Climate Change Adaptation" section of the submission:

 

Paragraph 4

The DCC wishes to note the project to restore and protect Te Rauone Beach and requests the ORC continue providing support and commitment to see Stage 1 of this project completed by winter 2018.

 

Paragraph 3

The DCC wishes to see joint planning for the harbour and harbour access and would welcome ORC’s agreement in resourcing a Harbour and Harbour Edge Management Plan, for instance the dredging of Careys Bay, the entrance to the Otago Yacht Club and the Eastern Channel, and improve navigational aids to make the harbour safer.  The DCC also supports the appointment of a dedicated and suitably qualified Harbour Master for Otago Harbour and encourages the ORC to use its ownership of Port Otago and associated companies to further enhance Dunedin's waterfront and harbour edge.

 

Motion carried (AP/2017/018) Cr Christine Garey recorded an abstention

 

 

 

 

Moved (Cr Aaron Hawkins/Cr David Benson-Pope):

That the Dunedin City Council:

 

Requests that the ORC identify the Middlemarch groundwater system, include it as a Groundwater Protection Zone in the Regional Plan: Water, and manage activities to ensure the water quality is suitable as a potable water supply for Middlemarch.

 

Motion carried (AP/2017/019) Cr Christine Garey recorded an abstention

 

 

Moved (Mayor Dave Cull/Deputy Mayor Chris Staynes):

That the Council:

 

a)     Approves the submission from Dunedin City Council on the Otago Regional Council Draft Annual Plan 2017/18 as amended.

Motion carried (AP/2017/020) Cr Christine Garey recorded an abstention

 

 

 

The meeting concluded at 10.55 am.

 

 

 

 

 

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

MAYOR