Date:                                                    Tuesday 29 September 2020

Time:                                                   10.00 am

Venue:                                                Council Chamber, Municipal Chambers, The Octagon, Dunedin

 

 

 

Council

OPEN ATTACHMENTS

UNDER SEPARATE COVER

 

 

ITEM         TABLE OF CONTENTS                                                                                                                                 PAGE

   

6.1             Ordinary Council meeting - 25 August 2020

a         Minutes of Ordinary Council meeting  held on 25 August 2020                                       2

6.2             Ordinary Council meeting - 14 September 2020

a         Minutes of Ordinary Council meeting  held on 14 September 2020                            13  

7                 Economic Development Committee - 31 August 2020

a         Minutes of Economic Development Committee held on 31 August 2020                  18

8                 Finance and Council Controlled Organisations Committee - 31 August 2020

a         Minutes of Finance and Council Controlled Organisations Committee held on 31 August 2020                                                                                                                                                               22

9                 Audit and Risk Subcommittee - 2 July 2020

a         Minutes of Audit and Risk Subcommittee held on 2 July 2020                                       25

10              Council Meeting - 17 September 2020

a         Minutes of Council meeting held on 17 September 2020                                                36    

 

 


Council

29 September 2020

 

 

 

 

Council

MINUTES

 

Minutes of an ordinary meeting of the Dunedin City Council held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Tuesday 25 August 2020, commencing at 10.02 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 Mike Lord

 

Cr Jim O’Malley

Cr Jules Radich

 

Cr Chris Staynes

Cr Steve Walker

 

Cr Andrew Whiley

 

 

IN ATTENDANCE

Sandy Graham (Acting Chief Executive), Simon Drew (General Manager Infrastructure Services), Simon Pickford (General Manager Community Services), John Christie (Director Enterprise Dunedin), Robert West (Acting General Manager City Services), Graham McKerracher (Manager, Council Communications and Marketing), Clare Sullivan (Team Leader Civic), Tom Dyer (Group Manager 3 Waters); Karilyn Canton (Senior In-House Legal Counsel), Suzie Ballantyne (Senior Policy Analyst), Sean Jacobs (Senior Policy Advisor)

 

Governance Support Officer                  Lynne Adamson

 

 

The Mayor acknowledged the Muslim community and advised our thoughts were with them as the sentencing of the the man responsible for the Christchurch Mosque attacks that took place in March 2019 was being held this week.

1          Opening

The Very Revd Dr Tony Curtis SCP, Dean of Dunedin, St Pauls Cathedral opened the meeting with a prayer.

1          Public Forum

2.1       Public Forum - ŌCASA - Ōtepoti Collective Against Sexual Abuse

 

Hazel Potterton, Sexual Violence Prevention Programme Co-ordinator and Angelo Libeau, OCASA Development Coordinator addressed the meeting and provided an update on the work of ŌCASA - Ōtepoti Collective Against Sexual Abuse  and responded to questions.

 

   2       Apologies

             There were apologies from Crs Marie Laufiso and Lee Vandervis.

             Moved (Mayor Aaron Hawkins/Cr Christine Garey):

             That the Council:

                         Accepts the apologies from Crs Marie Laufiso and Lee Vandervis.

                         Motion carried

 

 

3          Confirmation of agenda

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

Confirms the agenda with the following alterations:

 

In regards to standing order 21.1, that standing order 21.4 Option C be adopted in relation to moving and seconding and speaking to amendments.

 

That Item C6 Confidential Council Actions be taken before Item C5 Appointment of District Licensing Committee Members.

 

Motion carried

 

 

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.

 

Cr Andrew Whiley requested that the Interest Register be updated to reflect that he was now a member of Dunedin Community House Executive Committee.

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

a)     Amends the Elected Members' Interest Register attached; and

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

c)     Notes the proposed management plan for the Executive Leadership Team’s Interests.

Motion carried (CNL/2020/065)

 

5          Confirmation of Minutes

6.1       Ordinary Council meeting - 28 July 2020

 

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

That the Council:

 

Confirms the public part of the minutes of the Ordinary Council meeting held on 28 July 2020 as a correct record.

Motion carried

  

Minutes of Committees

7          Economic Development Committee - 15 June 2020

 

Moved (Cr Chris Staynes/Cr Rachel Elder):

That the Council:

 

Notes the minutes of the Economic Development Committee meeting held on 15 June 2020.

Motion carried

 

8          Audit and Risk Subcommittee - 20 May 2020

 

Moved (Cr Mike Lord/Cr Doug Hall):

That the Council:

 

a)     Notes the minutes of the Audit and Risk Subcommittee meeting held on 20 May 2020.

b)     Takes Part C items of the minutes of the Audit and Risk Subcommittee held on Wednesday, 20 May 2020, in the non-public part of the meeting.

Motion carried

 

9          Infrastructure Services Committee - 3 August 2020

 

Moved (Cr Jim O'Malley/Cr Jules Radich):

That the Council:

 

Notes the minutes of the Infrastructure Services Committee meeting held on 03 August 2020.

Motion carried

 

10        Planning and Environment Committee - 4 August 2020

 

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

That the Council:

 

Notes the minutes of the Planning and Environment Committee meeting held on 04 August 2020 with the following correction:

That Cr Jules Radich had submitted an apology for the meeting.

Motion carried

 

11        Community and Culture Committee - 4 August 2020

 

Moved (Cr Christine Garey/Cr Andrew Whiley):

That the Council:

 

a)     Notes the minutes of the Community and Culture Committee meeting held on 04 August 2020.

b)     Takes Part C items of the minutes of the Community and Culture Committee held on Tuesday, 4 August 2020, in the non-public part of the meeting.

Motion carried (CNL/2020/066)

 

Minutes of Community Boards

12        Saddle Hill Community Board - 18 June 2020

 

Moved (Cr Jules Radich/Cr Steve Walker):

That the Council:

 

Notes the minutes of the Saddle Hill Community Board meeting held on 18 June 2020.

Motion carried

 

 

13        Strath Taieri Community Board - 18 June 2020

 

Moved (Cr Mike Lord/Cr Steve Walker):

That the Council:

 

Notes  the minutes of the Strath Taieri Community Board meeting held on 18 June 2020.

Motion carried

 

14        West Harbour Community Board - 24 June 2020

 

 

Moved (Cr Mike Lord/Cr Steve Walker):

That the Council:

 

Notes the minutes of the West Harbour Community Board meeting held on 24 June 2020.

Motion carried

 

15        Otago Peninsula Community Board - 18 June 2020

 

Moved (Cr Mike Lord/Cr Steve Walker):

That the Council:

 

Notes the minutes of the Otago Peninsula Community Board meeting held on 18 June 2020.

Motion carried

 

16        Waikouaiti Coast Community Board - 17 June 2020

 

Moved (Cr Mike Lord/Cr Steve Walker):

That the Council:

 

Notes the minutes of the Waikouaiti Coast Community Board meeting held on 17 June 2020.

Motion carried

 

Reports

17        Three Waters Reform Programme: Memorandum of Understanding and Stimulus Funding

 

A report from 3 Waters and Legal advised that in July 2020, the Government announced a $761 million funding package to provide post COVID-19 stimulus to maintain and improve three waters infrastructure; support a three-year programme of reform of local government water service delivery arrangements (reform programme), and support the establishment of Taumata Arowai, the new Water Services Regulator.

The report sought decisions on matters relating to the MoU, Funding Agreement and Delivery Plan and noted that to receive funding, the MoU must be signed by 31 August 2020, with the Funding Agreement and Delivery Plan submitted by 30 September 2020.

 

The General Manager Infrastructure Services (Simon Drew) and Group Manager 3 Waters (Tom Dyer) spoke to the report and responded to questions.

Cr Doug Hall left the meeting at 10.39 am and returned at 10.41 am.

Cr Carmen Houlahan left the meeting at 11.00 am and returned at 11.03 am

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

a)     Agrees to sign the Memorandum of Understanding (MoU) and Funding Agreement.

b)     Nominates the Acting Chief Executive Officer/Chief Executive Officer as the primary point of communication for the purposes of the MoU and reform programme.

c)     Authorises the Mayor to agree an allocation of regional funding through the Otago Mayoral Forum, noting that participation by two-thirds of territorial authorities within the Otago region is required to access the regional allocation.

d)     Notes that the MoU and Funding Agreement cannot be amended or modified by either party, and doing so would void these documents.

e)     Notes that participation in this initial stage is to be undertaken in good faith, but this is a non-binding approach, and the Council can opt out of the reform process at the end of the term of the agreement.

f)     Notes that the Council has been allocated $7.92 million of funding, which will be received as a grant as soon as practicable once the signed MoU and Funding Agreement are returned to the Department of Internal Affairs, and a Delivery Plan has been supplied and approved.

g)     Notes that the Delivery Plan must show that the funding is to be applied to operating and/or capital expenditure relating to three waters infrastructure and service delivery, and which:

i)          supports economic recovery through job creation; and

ii)         maintains, increases and/or accelerates investment in core three waters infrastructure renewal and maintenance.

h)     Agrees to submit a Delivery Plan that sets out an accelerated programme of three waters network renewals.

i)      Authorises the Acting Chief Executive Officer/Chief Executive Officer to finalise the Delivery Plan to address Government feedback and obtain the approval needed to release funding. 

Division

The Council voted by division:

 

For:                  Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Doug Hall, Carmen Houlahan, Mike Lord, Jim O'Malley, Jules Radich, Chris Staynes, Steve Walker, Andrew Whiley and Mayor Aaron Hawkins (13).

Against:          (0).

Abstained:    Nil

The division was declared CARRIED unanimously

 

Motion carried (CNL/2020/067)

 

18        10 year plan early engagement

 

A report from Corporate Policy and Communications and Marketing outlined the options for early engagement with the community, in the context of the 10 year plan 2021-2031 development.

 

The Acting General Manager City Services (Robert West) and Sean Jacobs (Senior Policy Advisor) and spoke to the report and responded to questions.

 

Cr Christine Garey left the meeting at 11.40 am and returned at 11.43 am.

Cr David Benson-Pope left the meeting at 11.43 am and returned at 11.45 am.

Cr Doug Hall left the meeting at 11.48 am and returned at 11.52 am.

 

 

Moved (Cr Carmen Houlahan/Cr Rachel Elder):

That the Council:

 

a)         Approves Option Three – Online and targeted stakeholder meetings.

b)        Notes that staff would implement the early engagement schedule.

Motion carried (CNL/2020/068) on a show of hands

 

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

 

That the Council:

 

             Adjourns the meeting until 1.30 pm.

 

             Motion carried

 

The meeting adjourned at 12.32 pm and reconvened at 1.31 pm.

 

19        10 year plan 2021-31 Update and Supporting Information

 

A report from Corporate Policy and Community and Planning provided Council with an update on the development of the 10 year plan 2021-31 (the Plan).

 

The Acting General Manager City Services (Robert West) and Senior Policy Analyst (Suzie Ballantyne) spoke to the report and responded to questions.

 

Cr David Benson-Pope left the meeting at 1.35 pm and returned at 1.38 pm.

 

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

That the Council:

 

a)     Approves, for the purposes of developing the 10 year plan 2021-31, and consulting with the community:

i)          the use of the existing community outcomes, with minor amendments;

ii)         the draft city profile; and

iii)        the significant forecasting assumptions.

b)     Notes the 10 year plan 2021-31 Update and Supporting Information report.

Division

The Council voted by division:

 

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

Against:          Cr Jules Radich (1).

Abstained:    Cr Sophie Barker (1).

 

The division was declared CARRIED by 11 votes to 1

 

Motion carried (CNL/2020/069)

 

20        Council Forward Work Programme

 

A report from Civic proved the updated forward work programme for the 2020-2021 year.

 

The Acting Chief Executive Officer (Sandy Graham) spoke to the report and responded to questions.

 

Moved (Cr Andrew Whiley/Cr Steve Walker):

That the Council:

 

a)     Notes the updated Council Forward Work Programme.

Motion carried (CNL/2020/070)

21        Actions From Resolutions of Council Meetings

 

A report from Civic detailed the open and completed actions from resolutions of Council meetings from the start of the triennium in October 2019.

 

The Acting Chief Executive Officer (Sandy Graham) spoke to the report and responded to questions.

 

 

Moved (Cr Andrew Whiley/Cr Carmen Houlahan):

That the Council:

 

a)     Notes the Open and Completed Actions from resolutions of Council meetings.

Motion carried (CNL/2020/071)

                

Resolution to exclude the public

Moved (Mayor Aaron Hawkins/Cr Steve Walker):

That the Council:

 

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  Ordinary Council meeting - 28 July 2020 - Public Excluded

S7(2)(g)

The withholding of the information is necessary to maintain legal professional privilege.

 

S7(2)(i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

 

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

.

 

C2  Audit and Risk Subcommittee - 20 May 2020 - Public Excluded

S6(b)

The making available of the information would be likely to endanger the safety of a person.

 

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

.

 

C3  Community and Culture Committee - 4 August 2020 - Public Excluded

 

 

.

 

C4  Smooth Hill

S7(2)(g)

The withholding of the information is necessary to maintain legal professional privilege.

 

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

S7(2)(i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

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.

 

C5  Appointment of District Licensing Committee Members

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

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.

 

C6  Confidential Council Actions

S6(a)

The making available of the information would be likely to prejudice the maintenance of the law, including the prevention, investigation, and detection of offences and the right to a fair trial.

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 6.

 

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.

That Michael Garbett (Anderson Lloyd) be permitted to remain in the meeting after the public had been excluded because of his knowledge of Item C2.  This knowledge, which will be of assistance is relevant to the matter to be discussed.

 

 

It was moved (Mayor Aaron Hawkins/Cr Chris Staynes):

 

That the Council:

 

Adjourns the meeting to move into non-public.

 

Motion carried

 

 

The meeting moved into non-public at 2.16 pm and concluded at 4.05 pm.

 

 

 

 

 

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

MAYOR

    

 


Council

29 September 2020

 

 

 

 

Council

MINUTES

 

Minutes of an ordinary meeting of the Dunedin City Council held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Monday 14 September 2020, commencing at 10.00 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

Sandy Graham (Acting Chief Executive), Simon Pickford (General Manager Community Services), John Christie (Director Enterprise Dunedin), Clare Sullivan (Team Leader Civic); Jemma Adams (General Manager Dunedin City Holdings Ltd)

 

 

Governance Support Officer                  Lauren McDonald

 

 

1          Public Forum

There was no Public Forum.  

 

2          Apologies

There were no apologies.

 


 

 

3          Confirmation of agenda

 

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

Confirms the agenda with the following addition:

 

In regard to standing order 21.1, that standing order 21.4 Option C be adopted in relation to moving and seconding and speaking to amendments.

 

Motion carried (CNL/2020/074)

 

 

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 Aaron Hawkins/Cr Chris Staynes):

That the Council:

 

a)     Notes the Elected Members' Interest Register and

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

c)     Notes the proposed management plan for the Executive Leadership Team’s Interests.

Motion carried (CNL/2020/075)

 

5          Confirmation of Minutes

5.1       Ordinary Council meeting - 5 August 2020

 

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

Confirms the public part of the minutes of the Ordinary Council meeting held on 05 August 2020 as a correct record.

Motion carried (CNL/2020/076)

   

Reports

6          Freedom camping end of season report

 

A report from Parks and Recreation provided a summary of statistics from the Freedom Camping End of Season Report 2019-2020 and the Freedom Camper Visitors Survey Summary 2019-2020.

Acting Group Manager Parks and Recreation (Scott MacLean) and Parks and Recreation Planner (Stephen Hogg) spoke to the report and responded to questions.      

 

Moved (Cr David Benson-Pope/Cr Rachel Elder):

That the Council:

 

a)     Notes the Freedom Camping End of Season Report 2019-2020 and the Freedom Camper Visitors Survey Summary 2019-2020.

Motion carried (CNL/2020/077)

 

7          Dunedin City Holdings Limited - Constitution

 

A report from Dunedin City Holdings Ltd presented an updated Constitution of Dunedin City Holdings Ltd (DCHL) for Council approval formalising amendments which maintain alignment with Dunedin City Council Policy and changes to the Companies Act 1993.

General Manager, Dunedin City Holdings Ltd (Jemma Adams) spoke to the report on the proposed amendments and responded to questions.

 

Ms Adams outlined an omission from the draft Constitution (as circulated with the agenda) which required additional wording to clause 10.4, regarding the maximum term for Directors of DCHL.  The additional wording was noted as:

 

10.4 No person may be a Director for more than 9 years (whether consecutive or not) unless resolved otherwise by Special Resolution.

 

 

Moved (Cr Mike Lord/Cr Christine Garey):

That the Council:

 

a)     Approves the updated Constitution of Dunedin City Holdings Limited; noting that clause 10.4 should read “No person may be a Director for more than 9 years (whether consecutive or not) unless resolved otherwise by Special Resolution.”

b)     Authorises signing of the Special Resolution under Seal.

Motion carried (CNL/2020/078)

 

Resolution to exclude the public

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

 

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  Chair Reappointments

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

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.

This report is confidential because the appointment of a chair is made public once the appointee has been notified of the decision.

C2  Development of the Centre of Digital Excellence (CODE) Legal Entity

S7(2)(g)

The withholding of the information is necessary to maintain legal professional privilege.

 

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

S7(2)(i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

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.

 

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.

That Chris Ford (external consultant) be permitted to remain at the meeting, after the public has been excluded, because of his knowledge of Item C2.  This knowledge, which would be of assistance in relation to the matters discussed, was relevant because they would be reporting on the item under consideration.

Motion carried (CNL/2020/079)

 

The meeting moved into public excluded session at 10:50am and returned to public session at 11:07am.

 

 

The meeting was declared closed at 11:07am.

 

 

 

 

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

MAYOR

 


Council

29 September 2020

 

 

 

 

Economic Development Committee

MINUTES

 

Minutes of an ordinary meeting of the Economic Development Committee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Monday 31 August 2020, commencing at 1.35 pm

 

PRESENT

 

Chairperson

Cr Chris Staynes

 

Deputy Chairperson

Cr Rachel Elder

Cr Andrew Whiley

 

Members

Cr Sophie Barker

Cr David Benson-Pope

 

Cr Christine Garey

Cr Doug Hall

 

Mayor Aaron Hawkins

Cr Carmen Houlahan

 

Cr Marie Laufiso

Cr Mike Lord

 

Cr Jim O'Malley

Cr Jules Radich

 

Cr Lee Vandervis

Cr Steve Walker

 

 

IN ATTENDANCE

Sandy Graham (Acting Chief Executive Officer), John Christie (Director Enterprise Dunedin), John Gallaher (Grow Dunedin Partnership), David Thomson (Grow Dunedin Partnership), Malcolm Anderson (City Marketing Manager), Chanel O’Brien (Business Development Advisor Skills and Entrepreneurship), Margo Reid (Study Dunedin Co-Ordinator), Benje Patterson (Business Analyst) and Clare Sullivan (Team Leader Civic)

 

Governance Support Officer                  Wendy Collard

 

 

 

1          Public Forum

There was no Public Forum.  

 

2          Apologies

There were no apologies.

 

3          Confirmation of agenda

 

 

Moved (Cr Chris Staynes/Cr Rachel Elder):

That the Committee:

 

Confirms the agenda with the following addition or alteration:

 

that standing order 21.4 Option C be adopted in relation to moving and seconding and speaking to amendments.

 

Motion carried (ED/2020/011)

 

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 (Cr Chris Staynes/Cr Andrew Whiley):

That the Committee:

 

a)     Notes the Elected Members' Interest Register; and

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

Motion carried (ED/2020/012)

      

Part A Reports

5          Terms of Reference for the Grow Dunedin Partnership

 

A report from Enterprise Dunedin provided the Terms of Reference for the "Grow Dunedin Partnership" (GDP).

John Gallaher and David Thomson, on behalf of Grow Dunedin Partnership; and the Director, Enterprise Dunedin (John Christie) spoke to the report and responded to questions. 

 

Moved (Cr Andrew Whiley/Cr Rachel Elder):

That the Committee:

 

a)     Recommends that Council adopt the Terms of Reference for the Grow Dunedin Partnership.

b)     Notes that Councillor Staynes is the Council representative on Grow Dunedin Partnership with Councillors Elder and Whiley as alternates.

Motion carried (ED/2020/013)

 

6          Enterprise Dunedin Activity Report - August 2020

 

During discussion, Cr Doug Hall left the meeting at 02:22 p.m. and returned to the meeting at 02:27 p.m.

A report from Enterprise Dunedin provided an update on the Enterprise Dunedin activities.

The Director Enterprise Dunedin (John Christie), the City Marketing Manager (Malcolm Anderson) and the Business Development Advisor Skills and Entrepreneurship (Chanel O’Brien) spoke to report and responded to questions.

 

Moved (Cr Andrew Whiley/Cr Doug Hall):

That the Committee:

 

a)     Notes the Enterprise Dunedin Activity Report – August 2020.

Motion carried (ED/2020/014)

 

7          Study Dunedin Education Update

 

During discussion, Cr David Benson-Pope left the meeting at 02:49 p.m. and returned at 02:50 p.m.

A report from Enterprise Dunedin provided an update on the recent activity undertaken by Study Dunedin The report noted that Study Dunedin supported international education in partnership with tertiary institutions, secondary schools and the Otago Chamber of Commerce.

The Director, Enterprise Dunedin (John Christie) and Study Dunedin Co-ordinator (Margo Reid) spoke to the report and responded to questions.

 

Moved (Cr Rachel Elder/Cr Christine Garey):

That the Committee:

 

a)     Notes the Study Dunedin Education Update

Motion carried (ED/2020/015)

 

8          Items for Consideration by the Chair

 

There were no items for consideration.

The meeting concluded at 2.56 pm.

 

 

 

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

CHAIRPERSON


Council

29 September 2020

 

 

n

 

Finance and Council Controlled Organisations Committee

MINUTES

 

Minutes of an ordinary meeting of the Finance and Council Controlled Organisations Committee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Monday 31 August 2020, commencing at 1.00 pm

 

PRESENT

 

Chairperson

Cr Mike Lord

 

Deputy Chairperson

Cr Doug Hall

 

 

Members

Cr Sophie Barker

Cr David Benson-Pope

 

Cr Rachel Elder

Cr Christine Garey

 

Mayor Aaron Hawkins

Cr Carmen Houlahan

 

Cr Marie Laufiso

Cr Jim O'Malley

 

Cr Jules Radich

Cr Chris Staynes

 

Cr Lee Vandervis

Cr Steve Walker

 

Cr Andrew Whiley

 

 

 

IN ATTENDANCE

Gavin Logie (Acting General Manager Finance), John Christie (Director Enterprise Dunedin), Richard Davey (Treasury Manager), Jemma Adams (General Manager DCHL) and Clare Sullivan (Team Leader Civic)

 

Governance Support Officer                  Wendy Collard

 

 

 

1          Public Forum

There was no Public Forum.  

 

2          Apologies

There were no apologies.

 

 

3          Confirmation of agenda

 

 

Moved (Cr Mike Lord/Cr Chris Staynes):

That the Committee:

 

Confirms the agenda with the following addition or alteration:

 

that standing order 21.4 Option C be adopted in relation to moving and seconding and speaking to amendments.

 

Motion carried (FCCO/2020/012)

 

 

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.

 

Cr Marie Laufiso provided an update to her register of interests.

 

 

Moved (Cr Mike Lord/Cr Doug Hall):

That the Committee:

 

a)     Amends the Elected Members' Interest Register; and

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

Motion carried (FCCO/2020/013)

      

Part A Reports

5          Waipori Fund - Quarter Ending June 2020

 

Cr Jules Radich entered the meeting at 1.04 pm.

A report from Dunedin City Treasury Limited provided information on the results of the Waipori Fund for the quarter ended 30 June 2020.

The General Manager DCHL (Jemma Adams) and the Treasury Manager (Richard Davey) spoke to the report and responded to questions.

 

 

Moved (Cr Mike Lord/Cr Doug Hall):

That the Committee:

 

a)     Notes the report from Dunedin City Treasury Limited on the Waipori Fund for the quarter ended 30 June 2020.

Motion carried (FCCO/2020/014)

 

6          Financial Result - Year Ended 30 June 2020

 

A report from Finance provided the financial results for the year ended 30 June 2020 and the financial position as at that date.

The Acting General Manager (Gavin Logie) spoke to the report and responded to questions.

 

Moved (Cr David Benson-Pope/Cr Mike Lord):

That the Committee:

 

a)     Notes the Financial Performance for the year ended 30 June 2020 and the Financial Position as at that date.

b)     Notes that the year end result is subject to final adjustments and external audit by Audit New Zealand.

c)       Request staff provide a report to Council detailing a comprehensive analysis of the total direct and indirect costs of the COVID-19 lockdown to the Council in support of the community.

Motion carried (FCCO/2020/015)

 

7          Items for Consideration by the Chair

 

There were no items for consideration.

 

The meeting concluded at 1.34 pm.

 

 

 

 

 

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

CHAIRPERSON


Council

29 September 2020

 

 

 

 

Audit and Risk Subcommittee

MINUTES

 

Minutes of an ordinary meeting of the Audit and Risk Subcommittee held in the Otaru Room, Civic Centre, The Octagon, Dunedin on Thursday 02 July 2020, commencing at 2.00 pm

 

PRESENT

 

Chairperson

Susie Johnstone

 

Deputy Chairperson

Janet Copeland

 

 

Members

Cr Christine Garey

Mayor Aaron Hawkins

 

Cr Mike Lord

 

 

 

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager City Services), Dave Tombs (General Manager Finance and Commercial), Andrew Slater (Risk and Internal Audit Manager), Julian Tan (Director, Audit NZ) and Monique Kruger (Manager, Audit NZ)

 

Governance Support Officer                  Wendy Collard

 

 

 

 

1          Apologies

An apology was received from Mayor Aaron Hawkins (for early departure).

 

Moved: (Cr Christine Garey/Janet Copeland)

 

That the Subcommittee

 

Accepts the apology from Mayor Aaron Hawkins

 

Motion carried

 

 

2          Confirmation of agenda

 

 

Moved (Susie Johnstone/Cr Mike Lord):

That the Subcommittee

 

Confirms the agenda without addition or alteration

 

Motion carried (AR/2020/026)

 

 

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.

 

Susie Johnstone provided an update to her register of interest and declared that she was a member of the Office Of the Auditor Generals Audit and Risk Committee.

 

 

Moved (Mayor Aaron Hawkins/Cr Mike Lord):

That the Subcommittee:

 

a)     Amends the Elected or Independent Members' Interest Register; and

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

Motion carried (AR/2020/027)

 

4          Confirmation of Minutes

4.1       Audit and Risk Subcommittee meeting - 20 May 2020

 

Moved (Cr Christine Garey/Janet Copeland):

That the Subcommittee:

 

Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 20 May 2020 as a correct record.

Motion carried (AR/2020/028)

    

Part A Reports

5          Audit and Risk Subcommittee Work Plan 2020

 

A report from Civic provided a copy of the updated Audit and Risk Subcommittee Work Plan 2020 and  Governance and Financial Policies.

There was discussion on the additional ‘risk review’ work streams that had been added to the workplan and it was agreed that an update on Business Continuity Planning would be presented to the next Audit and Risk Subcommittee meeting.

 

 

Moved (Cr Mike Lord/Janet Copeland):

That the Subcommittee:

 

a)     Notes the Audit and Risk Subcommittee Work Plan.

Motion carried (AR/2020/029)

 

6          Financial Results

 

A report from Finance provided a copy of the Financial Results for the period ending 31 May 2020 report which had been presented to the Finance and Council Controlled Organisations Committee meeting held on 15 June 2020.

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

 

Moved (Susie Johnstone/Janet Copeland):

That the Subcommittee:

 

a)     Notes the Financial Results for the period ending 31 May 2020 report.

Motion carried (AR/2020/030)

 

7          Annual Report Timetable for Year Ended 30 June 2020

 

A report from Finance provided an update with regards the timetable related to the preparation and approval of the Dunedin City Council Annual Report for the year ended 30 June 2020.

The report also considered new accounting standards and any other matters that may impact financial reporting for the year ended 30 June 2020.

The Director, Audit NZ (Julian Tan) spoke to the report and responded to questions.

 

Moved (Susie Johnstone/Mayor Aaron Hawkins):

That the Subcommittee:

 

a)         Notes the report as presented.

Motion carried (AR/2020/031)

             

 

Resolution to exclude the public

Moved (Susie Johnstone/Cr Christine Garey):

That the Subcommittee:

 

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  Audit and Risk Subcommittee meeting - 20 May 2020 - Public Excluded

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

 

S7(2)(b)(i)

The withholding of the information is necessary to protect information where the making available of the information would disclose a trade secret.

 

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

S7(2)(g)

The withholding of the information is necessary to maintain legal professional privilege.

 

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

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.

 

S6(b)

The making available of the information would be likely to endanger the safety of a person.

 

.

 

C2  Audit Engagement Letter and Audit Arrangements for Year Ending 30 June 2020

S7(2)(i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

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.

 

C3  Audit and Risk Subcommittee Action List Report

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

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.

 

C4  DCC Policy Update Report

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

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.

 

C5  DCC Corporate Risk Register Update - June 2020

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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.

 

C6  COVID-19 Risk Update Report - June 2020

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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.

 

C7  Internal Audit Workplan Update

S7(2)(b)(i)

The withholding of the information is necessary to protect information where the making available of the information would disclose a trade secret.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

 

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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.

 

C8  Update on the DCC Internal Audit Actions Register

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

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.

 

C9  Update on the DCC External Audit Actions Register

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

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.

 

C10  ComplyWith Legal Compliance Report (Jan - Dec 2019)

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

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.

 

C11  Health and Safety Monthly Report for April / May 2020

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

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.

 

C12  Treasury Risk Management Compliance Report

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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.

 

C13  Dunedin City Holdings Ltd - Update on Audit and Risk Activity

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.

 

C14  Protected Disclosure Register

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

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.

 

C15  Investigation Register

S6(b)

The making available of the information would be likely to endanger the safety of a person.

 

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

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 6 and 7.

The matters detailed i this report are subject to investigation and information should remain confidential so not to prejudice the investigation and any possible outcomes of the investigation.

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.

 

That Julian Tan (Audit New Zealand) and Monique Kruger (Audit New Zealand) be permitted to remain at the meeting, after the public has been excluded, because of their knowledge of Item C2.  This knowledge, which would be of assistance in relation to the matters discussed, was relevant because they would be reporting on the item under consideration.

 

Motion carried (AR/2020/032)

 

The meeting went into non-public at 2.43 pm and concluded at 5.08 pm.

 

 

 

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

CHAIRPERSON

   

 

 


Council

29 September 2020

 

 

PDF Creator


 

PDF Creator


 

PDF Creator