Council Annual Plan Deliberations

MINUTES

 

Minutes of an ordinary meeting of the Annual Plan Deliberations held in the Fullwood Room, Dunedin Centre, Harrop Street, Dunedin on Wednesday 27 May 2020, commencing at 9.00 am

 

PRESENT

 

Mayor

Mayor Aaron Hawkins

 

Deputy Mayor

Cr Christine Garey

 

 

Members

Cr Sophie Barker

Cr David Benson-Pope

 

Cr Rachel Elder

Cr Doug Hall

 

Cr Carmen Houlahan

Cr Marie Laufiso

 

Cr Mike Lord

Cr Jim O'Malley

 

Cr Jules Radich

Cr Chris Staynes

 

Cr Lee Vandervis

Cr Steve Walker

 

Cr Andrew Whiley

 

 

 

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager City Services), John Christie (Director, Enterprise Dunedin), Simon Drew (General Manager Infrastructure Services), Simon Pickford (General Manager, Community Services), Dave Tombs (General Manager, Finance and Commercial), Gavin Logie (Financial Controller), Carolyn Allan (Senior Management Accountant), Sharon Bodeker (Corporate Planner), Graham McKerracher (Communications and Marketing Manager), Nicola Pinfold (Group Manager Community and Planning), Robert West (Group Manager Parks and Recreation), Nick Dixon (Group Manager Ara Toi), Jeanine Benson (Group Manager Transport), Tami Sargeant (Team Leader Regulation Management, Transport), Sean Jacobs (Senior Policy Analyst), Clare Sullivan (Team Leader Civic), Wendy Collard (Governance Support Officer) and Jenny Lapham (Governance Support Officer)

 

Governance Support Officers                Lauren McDonald and Lynne Adamson

 

 

 

 

 

1          Apologies

There were no apologies.

 

2          Confirmation of agenda

 

 

Moved (Mayor Aaron Hawkins/Cr Rachel Elder):

That the Council:

 

Confirms the agenda with the following addition or alteration:

 

In regard to Standing Order 2.1, Option C be adopted in relation to moving and seconding and speaking to amendments.

 

Motion carried (AP/2020/001)

 

 

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.

 

The General Manager City Services (Sandy Graham) provided legal advice in regard to the declaration of interest of the elected member representatives of community boards, who had direct involvement in writing the community board Annual Plan submissions with respect to withdrawing from the debate at the appropriate time.

 

Cr Jules Radich read a statement in relation to any decisions Councillors would make in relation to the Central City Upgrade.  He advised that the Auditor General had issued a declaration under section 6(4) of Local Authorities (Members’ Interests) Act (LAMIA) allowing himself to participate on the grounds that it is in the interests of the electors and inhabitants of the area that he be allowed to do so.  Ms Graham advised that the Register of Interest had been updated to reflect the advice provided.

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

a)     Notes the Elected Members' Interest Register; and

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

c)     Notes the Executive Leadership Team’s Interest Register

Motion carried (AP/2020/002)

 

4          Confirmation of Minutes

5.1       Ordinary Council Annual Plan meeting - 5 May 2020

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

Confirms the minutes of the Ordinary Council Annual Plan meeting held on 05 May 2020 as a correct record with the following amendments:

-          That the Maritime Transport Union submission was for consideration of a trial commuter train between Mosgiel and Dunedin.

-          That elected members withdrew from Item 5.1 – Community Board Annual Plan submissions.

Motion carried (AP/2020/003)

    

Part A Reports

6          Overarching Recommendation

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

a)     Notes that pursuant to Standing Order 23.5, any resolution made in this section of the meeting, may be subject to further discussion and decision by the meeting.

Motion carried (AP/2020/004)

 

7          Annual Plan 2020/21 - Late Submissions

 

A report from Civic noted that there had been eight submissions received since the closing date of 2020 and requested that Council consider whether or not to the accept the late submissions. 

The General Manager City Services (Sandy Graham) spoke to the report.  She advised that an additional submission from Margaret van Zyl had been received within the consultation period but had not been processed and requested that Council also give consideration to the acceptance of the submission.

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

a)     Accepts the late submissions.

Motion carried (AP/2020/005)

 

8          Operating budgets and COVID-19 support options 2020/21

 

A report from Finance noted that since the draft 2020/21 operating budget was approved in January 2020, COVID-19 had impacted on the budget assumptions.  

The report provided an update to budgets reflecting the changed environment caused by the effects of COVID-19, as well as some budget updates.

The General Manager City Services (Sandy Graham) and the Financial Controller (Gavin Logie) spoke to the report.

 

Cr Lee Vandervis entered the meeting at 9.25 am.

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

 

That the Council:

 

             Adjourns the meeting for 15 minutes.

 

             Motion carried

 

The meeting adjourned at 10:20 am and reconvened at 10:40 am.

 

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

 

That the Council:

a)              Approves Option 1, striking an rates increase of 4.1% for the Annual Plan 2020/21;

b)             Commits $500,000 to a COVID-19 Support Fund; 

c)              Requests staff to provide a report to the 30 June 2020 Council meeting, outlining options for allocating that towards meeting social well-being strategy objectives 

             Division

The Council voted by division:

 

For:                  Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Marie Laufiso, Mike Lord, Jim O'Malley, Chris Staynes, Steve Walker, Andrew Whiley and Mayor Aaron Hawkins (11).

Against:          Crs Doug Hall, Carmen Houlahan, Jules Radich and Lee Vandervis (4).

Abstained:    Nil

 

The division was declared CARRIED by 11 votes to 4

 

Motion carried (AP/2020/006)

 

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

Take Item 14, the 10 Year Plan Amendment – Community Services Targeted Rate as the next item of the agenda.

 

Motion carried

 

14        10 Year Plan Amendment - Community Services Targeted Rate

 

A report from Civic and Finance summarised the community feedback received on a proposal to amend the 10 year plan 2018-28, to decrease the community services targeted rate (CSTR) to $100.  The proposed amendment was consulted on concurrently with the draft 2020/21 Annual Plan. 

The General Manager City Services (Sandy Graham), the Financial Controller (Gavin Logie) and the Senior Management Accountant (Carolyn Allan) spoke to the report.

 

 

Moved (Cr David Benson-Pope/Cr Christine Garey):

That the Council:

 

a)             Approves the Community Services Targeted Rate for 2020/21 be set at $100.00 for all rateable properties

Division

The Council voted by division:

For:                  Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Marie Laufiso, Jim O'Malley, Chris Staynes, Steve Walker, Andrew Whiley and Mayor Aaron Hawkins (10).

Against:          Crs Doug Hall, Carmen Houlahan, Mike Lord, Jules Radich and Lee Vandervis (5).

Abstained:    Nil

 

The division was declared CARRIED by 10 votes to 5

 

Motion carried (AP/2020/007)

 

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

 

That the Council:

 

             Adjourns the meeting until 1.30 pm.

 

             Motion carried

 

The meeting adjourned at 12:20 pm and reconvened at 1:35 pm.

 

9          10 Year Plan 2018-28 Capital Budget Changes

 

A report from Finance provided the updated capital expenditure programme reflecting timing changes and reallocation of budgets.

The General Manager City Services (Sandy Graham), General Manager Infrastructure Services (Simon Drew) and Senior Management Accountant (Carolyn Allan) spoke to the report and responded to questions.

 

 

Moved (Cr David Benson-Pope/Cr Steve Walker):

That the Council:

 

a)         Approves the updated 2018/19 – 2027/28 capital expenditure budget for inclusion in the 2020/21 Annual Plan.

Division

The Council voted by division:

 

For:                  Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Doug Hall, Carmen Houlahan, Marie Laufiso, Mike Lord, Jim O'Malley, Jules Radich, Chris Staynes, Steve Walker, Andrew Whiley and Mayor Aaron Hawkins (14).

Against:          Cr Lee Vandervis (1).

Abstained:    Nil

 

The division was declared CARRIED by 14 votes to 1

 

Motion carried (AP/2020/008)

 

10        Community Board Discretionary Funding

 

Councillors Jules Radich, Andrew Whiley and Steve Walker withdrew from this item.

A report from Civic sought approval for a one off carry forward of unspent balances into the 2020/21 financial year with those balances being added to the Boards 2020/21 annual allocation of $10,000.

 

The General Manager City Services (Sandy Graham) spoke to the report and responded to questions.

 

 

Moved (Cr Mike Lord/Mayor Aaron Hawkins):

That the Council:

 

a)     Approves carrying forward unspent 2019/20 Community Board discretionary funding of $31,742 into the 2020/21 financial year.

Division

The Council voted by division:

 

For:                  Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Doug Hall, Carmen Houlahan, Marie Laufiso, Mike Lord, Jim O'Malley, Chris Staynes, Lee Vandervis and Aaron Hawkins (12).

Against:          Nil

Abstained:    Nil

 

The division was declared CARRIED by 12 votes to 0

 

Motion carried (AP/2020/009)

 

 

11        Commuter Rail Feasibility Study

 

A report from Transport request provided costings for a feasibility study into a commuter rail pilot using Dunedin Rail Limited (DRL) assets to be in time for the Regional Public Transport Plan (RPTP).

The General Manager Infrastructure and Services (Simon Drew) and the Group Manager Transport (Jeanine Benson) spoke to the report and responded to questions.

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

Extends the meeting beyond six hours as per Standing Order 4.2.

 

Motion carried

 

 

Moved (Cr Jim O'Malley/Cr Lee Vandervis):

That the Council:

 

Declines to  provide funding for a feasibility study into a commuter rail pilot.

Motion carried (AP/2020/010)

 

 

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

That the Council:

 

Adjourns the meeting for 15 minutes.

 

Motion carried

 

The meeting adjourned at 3:25 pm and reconvened at 3:40 pm.

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

Takes Item 16 – Local Government Funding Agency – Summary of feedback and next steps and Item 15 – Adoption of 2020/21 Fees and Charges as the next two items of the agenda.

 

Motion carried (AP/2020/011)

 

16        Local Government Funding Agency - Summary of Feedback and Next Steps

 

A report from Finance provided a summary of community feedback regarding Council’s proposal to join the Local Government Funding Agency (LGFA) as a Guaranteeing Local Authority.

The General Manager Finance and Commercial (Dave Tombs) spoke to the report.

 

 

Moved (Cr Marie Laufiso/Cr Rachel Elder):

That the Council:

 

a)     Notes community feedback on Council’s proposal to join the Local Government Funding Agency (LGFA) as a Guaranteeing Local Authority.

b)     Approves that the Dunedin City Council join the LGFA as a Guaranteeing Local Authority.

Motion carried (AP/2020/012) with Cr Radich recording his vote against.

 

15        Adoption of 2020/21 Fees and Charges

 

A report from Corporate Policy provided the schedule of fees and charges for the 2020/21 financial year for Council’s consideration and adoption.

The General Manager City Services (Sandy Graham) and Senior Management Accountant (Carolyn Allan) spoke to the report.

 

Moved (Cr David Benson-Pope/Cr Steve Walker):

That the Council:

 

a)     Adopts the schedule of fees and charges for 2020/21 noting that the fees for social housing would increase by 3% as from 1 January 2021.

Motion carried (AP/2020/013) with Cr Lee Vandervis recording his vote against.

 

 

 

Moved (Mayor Aaron Hawkins/Cr Marie Laufiso):

That the Council:

 

Adjourns the meeting until 9:00am on Thursday 28 May 2020.

 

Motion carried

 

 

The meeting adjourned at 4:28 pm on Wednesday 27 May 2020 and reconvened at 9:05 am on Thursday 28 May 2020.

12        Annual Plan 2020/21 - Funding Requests

 

A report from Corporate Policy summarised the funding requests from external organisations and resource requests received during the community feedback period on the Annual Plan 2020/21.

 

The General Manager City Services (Sandy Graham) and the Senior Policy Analyst (Sean Jacobs) spoke to the report.

 

 

Mountain Biking Otago

There was a discussion on the request from Mountain Biking Otago for an additional $50,000 to increase their annual maintenance grant to $80,000.

 

Cr Doug Hall left the room at 09:35 am and returned at 09:37 am.

 

Moved (Cr Rachel Elder/Cr Mike Lord):

That the Council:

 

a)        Approves an increase of $30,000 in the annual maintenance grant to Mountain Biking Otago for 2020/21.

Motion carried (AP/2020/014) with Cr Sophie Barker recording her vote against.

 

 

Disabled Persons Assembly NZL/Donald Beasley Institute

There was a discussion on the request from Disabled Persons Assembly NZL/Donald Beasley Institute for the construction of a “Changing Places Bathroom” in the Dunedin city.

 

 

Moved (Cr Christine Garey/Cr David Benson-Pope):

That the Council:

a)       Request that staff present a report to Council by December 2020 to inform the development of the 10 year plan with a programme and costs to address the need for more public toilets throughout the city with the inclusion of a ‘Changing Places’ bathroom to inform the development.

 

Motion carried (AP/2020/015)

 

 

Moved (Mayor Aaron Hawkins/Cr Chris Staynes):

That the Council:

Adjourn the meeting for 15 minutes.

Motion carried

 

The meeting adjourned at 10:25 am and reconvened at 10:50 am.

Cr Doug Hall entered room at 10:53 am.

 

 

Tomahawk Smaills Beachcare Trust

There was a discussion on the request from the Tomahawk Smaills Beachcare Trust for an additional $23,000 annual funding towards operational costs of producing plants.

 

 

Moved (Cr Andrew Whiley/Cr Jim O'Malley):

That the Council:

a)             Approves $23,000 to the Tomahawk Smaills Beachcare Trust for the production of 2,000 native plants in the 2020/2021 financial year.

Motion lost (AP/2020/016) with Crs Andrew Whiley and Marie Laufiso recording their votes for the resolution.

 

 

Puaka Matariki Festival

 

 

Cr Marie Laufiso withdrew from this item.

 

Cr Andrew Whiley left the meeting at 11.34 am and returned at 11.36 am.

 

 

There was a discussion on the provision of additional funding of $20,000 to the 2020/2021 community development budget to increase support for the Puaka Matariki Festival.

 

 

Moved (Cr Jim O'Malley/Cr Carmen Houlahan):

That the Council:

a)       Provide additional funding of $20,000 to the 2020/2021 community development          budget to increase support for the Puaka Matariki Festival.

Motion carried (AP/2020/017) with Cr Lee Vandervis recording his vote against.

 

 

Moved (Cr Jim O'Malley/Cr Carmen Houlahan):

That the Council:

b)      Request staff prepare a report on elevating the profile of the Puaka Matariki on the Council event calendar

Motion carried (AP/2020/018) with Cr Lee Vandervis recording his vote against.

 

 

Arts Funding

 

 

There was discussion on the submissions which requested increases to discretionary arts funding with an emphasis on vocational pathways in the arts industry.

 

 

Moved (Cr Carmen Houlahan/Cr Jules Radich):

 

That the Council:

 

a)        Increases the Arts Funding for vocational pathways in the Arts Sector to $20,000.

 

 

Following further discussion moved (Cr Carmen Houlahan/Mayor Aaron Hawkins):

 

That the Council:

 

b)        Withdraw the resolution to increase the Arts Funding for vocational pathways in the Arts Sector to $20,000.

 

                 Motion carried

 

 

Rail Feasibility Work

 

The Group Manager Transport (Jeanine Benson) responded to a request submitted on the previous day for the budget required for staff to complete a rail assessment She advised that the study estimated to cost $100,000 to undertake freight and passenger opportunities could be undertaken within existing budgets and would be reported back to Council at the appropriate time.


 

 

New Zealand Chinese Language Week Trust

 

There was a discussion on the request from NZ Chinese Language Week Trust for $5,000 to assist with the delivery cost of the NZ Chinese Language week. 

 

Moved (Cr Marie Laufiso/Cr Christine Garey):

 

That the Council:

a)       Approves the application from the New Zealand Chinese Language Week Trust for $5,000 to assist with the delivery cost of the NZ Chinese Language Week.

Motion lost on a show of hands

 

 

It was agreed that the Trust be encouraged to apply for funding through the Community Grants  the contestable funding pool.

 

Cr Carmen Houlahan left the meeting at 11.23 am.

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

             Adjourn the meeting and reconvene at 1:30pm.

 

             Motion carried

 

The meeting adjourned at 12:24 pm and reconvened at 1:38 pm.

 

 

Dunedin Area Tracks and Trails Trust

 

The application from the Dunedin Areas Tracks and Trails Trust was discussed and it was noted that Enterprise Dunedin was working with the Trust with a view to apply to the Long Term Plan process.

 

 

 

Consideration was then given to the remaining funding requests and constraints which had arisen due to the COVID-19 situation.

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

a)       Declines the remaining funding requests acknowledging the current constraints arising from the post-COVID-19 environment.

b)      Acknowledges the work achieved by the groups and thank them for their engagement in the process.

Motion carried (AP/2020/019)

 

13        Annual Plan 2020/21 - Summary of Community Feedback

 

A report from Corporate Policy provided a summary of the community engagement process and the feedback received on the draft Annual Plan 2020/21.

The report noted that feedback on specific consultation items were included in separate reports, including the proposed amendment to the 10 year plan and joining the New Zealand Local Government Funding Agency.

The General Manager City Services (Sandy Graham) and Senior Policy Analyst (Sean Jacobs) spoke to the report.

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

a)     Notes the feedback received from the community.

Motion carried (AP/2020/020)

 

 

17        Completion of Annual Plan deliberations and decision-making

 

A report provided the recommendations to be taken at the completion of Council consideration of feedback and final decision-making on the budgets for the Annual Plan 2020/21.

The recommendations allowed the decisions and budget changes made during the Annual Plan deliberations meeting to be incorporated into the Annual Plan 2020/21, prior to adoption by the Council on 30 June 2020.

 

Moved (Mayor Aaron Hawkins/Cr Chris Staynes):

 

That the Council:

 

             Adjourns the meeting for five minutes.

 

             Motion carried

 

 

The meeting adjourned at 2.00 pm and reconvened at 2.05 pm.

 

 

The Mayor advised that as approved under Item 6 – Overarching Recommendation - pursuant to Standing Order 23.5, any resolution made in the meeting, may be subject to further discussion and decision by the meeting.

 

Cr Staynes advised that he wished to readdress the resolution for Item 8 – Operating Budgets and COVID-19 Support Options 2020.

 

8

OPERATING BUDGETS AND COVID-19 SUPPORT OPTIONS 2020/21

 

 

Moved (Cr Chris Staynes/Cr Christine Garey):

That the Council:

a)       Approves an overall rates increase of 4.1% for the Annual Plan 2020/21;

b)      Allocates $950,000 to a COVID-19 Support Fund;

c)       Requests staff provide a report to the 30 June 2020 meeting outlining options for allocating the support fund towards COVID-19 recovering initiatives for social wellbeing and economic development objectives; and

d)      Acknowledges combined borrowing for the Dunedin Railway Limited mothballing costs and the 2020/21 revenue shortfall currently budgeted at $7.538 million.

Division

 

The Council voted by division:

 

For:                 Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Doug Hall, Carmen Houlahan, Marie Laufiso, Mike Lord, Jim O'Malley, Jules Radich, Chris Staynes, Steve Walker, Andrew Whiley and Mayor Aaron Hawkins (14).

Against:         Cr Lee Vandervis (1).

Abstained:    Nil

 

The division was declared CARRIED by 14 votes to 1

 

Motion carried (AP/2020/021)

 

17

COMPLETION OF ANNUAL PLAN DELIBERATIONS AND DECISION MAKING

 

 

Further discussion took place on the completion of Council consideration of feedback and final decision-making on the budgets for the Annual Plan 2020/21.

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

a)     Approves staff comments for feedback topics as shown in the consultation 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 Annual Plan 2020/21 as appropriate; and

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

b)     Approves the changes to draft 2020/21 budgets resolved at this meeting for inclusion in the Annual Plan 2020/21, for adoption by the Council on 30 June 2020.

Motion carried (AP/2020/022)

             

 

The meeting concluded at 2:48 pm.

 

 

 

 

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

CHAIRPERSON