Notice of Meeting:
I hereby give notice that an ordinary meeting of the Dunedin City Council will be held on:
Date: Tuesday 10 August 2021
Time: 1.00 pm
Venue: Edinburgh Room, Municipal Chambers, The Octagon, Dunedin
Sandy Graham
Chief Executive Officer
Council
PUBLIC AGENDA
MEMBERSHIP
Mayor |
Mayor Aaron Hawkins |
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Deputy Mayor |
Cr Christine Garey
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Members |
Cr Sophie Barker |
Cr David Benson-Pope |
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Cr Rachel Elder |
Cr Doug Hall |
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Cr Carmen Houlahan |
Cr Marie Laufiso |
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Cr Mike Lord |
Cr Jim O'Malley |
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Cr Jules Radich |
Cr Chris Staynes |
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Cr Lee Vandervis |
Cr Steve Walker |
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Cr Andrew Whiley |
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Senior Officer Sandy Graham, Chief Executive Officer
Governance Support Officer Lynne Adamson
Lynne Adamson
Governance Support Officer
Telephone: 03 477 4000
Lynne.Adamson@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
Council 10 August 2021 |
ITEM TABLE OF CONTENTS PAGE
1 Apologies 4
2 Confirmation of Agenda 4
3 Declaration of Interest 5
Reports
4 Representation Review 2021 19
Council 10 August 2021 |
At the close of the agenda no apologies had been received.
Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.
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Council 10 August 2021 |
EXECUTIVE SUMMARY
1. Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected representative and any private or other external interest they might have.
2. Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.
3. Staff members are reminded to update their register of interests as soon as practicable.
That the Council: a) Notes/Amends if necessary the Elected Members' Interest Register attached as Attachment A; and b) Confirms/Amends the proposed management plan for Elected Members' Interests. c) Notes the proposed management plan for the Executive Leadership Team. |
Attachments
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Title |
Page |
⇩a |
Councillor Register of Interest |
7 |
⇩b |
Executive Leadership Team Register of Interest |
17 |
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Council 10 August 2021 |
Representation Review 2021
Department: Civic
EXECUTIVE SUMMARY
1 The purpose of the report is to present the findings of the review of representation arrangements conducted by the Independent Review Panel (the Panel).
2 Local authorities are required to conduct a review of their representation arrangements at least every six years under provisions contained in the Local Electoral Act 2001 (the Act). The review includes the number of elected members, the basis of election (whether councillors should be elected at large, by means of a ward system or by a mixture of both systems) and also matters relating to community boards. The position of the Mayor is not part of the review.
3 The Panel’s report is attached (Attachment A). It recommends that the current representation arrangements remain.
That the Council: a) Adopts the following recommendations as the Council’s initial proposal for consultation with the community, that: i) The Council continues to be elected at large. ii) The number of Councillors remains at 14. iii) There continue to be six Community Boards and the boundaries of those six Boards remains the same. iv) The number of elected members on the Community Boards remains at six and that Council continues to appoint one Councillor per Board. v) No further communities be constituted, and none be divided for electoral purposes. b) Notes that public notice will be given of the proposals contained in this resolution. |
BACKGROUND
4 Councils are required to review their representation arrangements at least once every six years. The Council last reviewed its arrangements in 2015 so in September 2020 Council agreed to establish an independent review panel to conduct a review of the Council’s representation arrangements and report to Council.
5 Following a call for expressions of interest, in December 2020 Council appointed David Ayers, (Chair), Rachel Wesley and Eleanor Doig to undertake initial investigations including consultation and report back to the Council with its’ findings. The panel’s report is attached.
DISCUSSION
6 The Panel’s report sets out the consultation it undertook, the consideration of the feedback received and the conclusions it reached with regards to the Council’s representation arrangements. The Panel considered the matters that are required in the Act including communities of interest, effective and fair representation, how councillors should be elected and the number of councillors. It also reviewed whether community boards should be retained and if so, how many and their boundaries. The Panel’s work formed the preliminary consultation of the representation review process.
7 Council is now required to decide on its initial proposal (no later than 31 August) and call for submissions on its proposal. Submissions will be open for a month. Once submissions are received, there will be hearings if submitters wish to be heard. Once Council has considered the submissions it must decide and advertise the final proposal. This includes notifying the public of the right of appeal.
8 If appeals or objections are received, the Local Government Commission will consider any appeals and objections and issue a determination prior to 10 April 2022.
9 The timetable is as follows.
Proposed timeframe |
Action/Resolution |
10 August 2021 |
Council considers Independent Review Panel’s report and passes resolutions required to adopt initial proposal for consultation. |
14 August 2021 |
Public notice of resolution of initial proposal. |
18 September 2021 |
Submissions on initial proposals close. |
5 October 2021 |
Council meeting to hear submissions. |
27 October 2021 |
Council meeting to adopt Final proposal. |
30 October 2021 |
Public notice of final proposal/start of appeal/objection period. |
1 December 2021 |
Close of public appeals/objections. |
December 2021 |
Forward any appeals/objections and documentation to the Local Government Commission. |
10 April 2022 |
Final date for Local Government Commission determination. |
OPTIONS
10 While there is always the option not to adopt the recommendations from the panel and for Council to determine other representation arrangements staff can identify no reason not to adopt the recommendations, as Council’s initial proposal for consultation. On this basis there are no recommended options.
11 This is because Council asked the Independent Review Panel to conduct a review and provide a proposal instead of conducting its own process.
12 The process used brought an independent external perspective. Panel membership covered a variety of skills, knowledge of governance arrangements, representation from mana whenua and community-based interests.
13 A public consultation process was conducted, a variety of views were received. The panel’s report is based on the feedback received.
14 The public will have the opportunity to comment on the proposal through a further submission process.
15 Following the submission process Council is able to make changes to the initial proposal.
NEXT STEPS
16 Once adopted, the timetable noted in paragraph 11 will take effect. Public notice will be given on Saturday 14 August with submissions closing on 18 September. Council is then required to consider the submissions, decide on its final proposal and give public notice of its final proposal and the opportunity to appeal or object within six weeks of the closing of submissions (30 October 2021).
Signatories
Author: |
Clare Sullivan - Manager Governance |
Authoriser: |
Jeanette Wikaira - Manahautū (General Manager Māori Partnerships and Policy) Sandy Graham - Chief Executive Officer |
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Title |
Page |
⇩a |
Independent Review Panel Report |
24 |
⇩b |
Community Board Map |
35 |
⇩c |
Survey Results Summary |
37 |
⇩d |
Survey Questions for pre-consultation |
38 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision enables democratic local decision making and action by, and on behalf of communities.
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Fit with strategic framework
The representative arrangements directly contribute to the Council’s strategic framework, priorities and plans.
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Māori Impact Statement The Panel’s report considers the issue of Māori representation. Representation arrangements provide the opportunity to enhance representation. |
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Sustainability There are no implications for sustainability. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations The representation review is budgeted for. |
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Significance This decision is considered medium in terms of the significance and engagement policy. Consultation is the next step of the process and a range of opportunities will be provided. |
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Engagement – external As part of the Panel’s consideration it undertook a range of consultation including a public survey, meetings with community boards and other interested groups. |
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Engagement - internal Internal engagement included interviews with the Mayor and each councillor, the chief executive and senior governance staff. |
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Risks: Legal / Health and Safety etc. The only identified risks are not meeting the statutory timeframes. A timeframe to meet these requirements has been identified. |
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Conflict of Interest There are no known conflicts of interest. |
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Community Boards The review of representation requirements will affect community boards. The panel met with community boards as part of its consultation and boards will be encouraged to make a submission on the proposal identified. |