Community Services Committee

MINUTES

Minutes of an ordinary meeting of the Community Services Committee held in the Council Chambers, Dunedin Public Art Gallery, The Octagon, Dunedin on Tuesday 20 August 2024, commencing at 1:00pm

PRESENT

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

IN ATTENDANCE

Jeanette Wikaira (General Manager  Arts, Culture and Recreation) Rob West General Manager Corporate Services), Clare Sullivan (Manager Governance), Anna Nilsen (Group Manager Property Services), Lisa Wilkie (Team Leader Creative Partnerships)

Governance Support Officer                  Lauren Riddle

1          Opening

Cr Laufiso opened the meeting a Karakia Timatanga.

2          Public Forum

Eleanor Doig and Mike Hammond (Chairperson) spoke on behalf of the South Dunedin Community Network.  Mrs Doig expressed the value and the importance of the South Dunedin Library and Community Complex as a community resource and meeting place.  She commented that external design and narrative of the building was extremely pleasing.

She acknowledged the commitment and involvement of the community and the South Dunedin Future team in the process of developing the South Dunedin Library and Community Complex. 

Cr Houlahan entered the meeting at 1:08pm.

             Mrs Doig responded to questions.

3          Apologies
	Moved (Cr Marie Laufiso/Cr Mandy Mayhem): That the Committee: Accepts the apology from Cr Steve Walker and from Cr Kevin Gilbert for early departure. Motion carried (CSC/2024/013)

4          Confirmation of agenda
	Moved (Cr Marie Laufiso/Cr Mandy Mayhem): That the Committee: Confirms the agenda without addition or alteration Motion carried (CSC/2024/014)

5          Declarations of interest

Members were reminded of the need to stand aside from decision-making when a conflict arose between their role as an elected representative and any private or other external interest they might have.

No updates were provided.

Moved (Cr Marie Laufiso/Cr Mandy Mayhem):

That the Committee:

a)         Notes Elected Members' Interest Register; and

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

             Motion carried

6          Confirmation of Minutes

6.1       Community Services Committee meeting - 19 June 2024
	Moved (Cr Mandy Mayhem/Cr Andrew Whiley): That the Committee: Confirms the public minutes of the Community Services Committee meeting held on 19 June 2024 as a correct record. Motion carried (CSC/2024/015)

7          Minutes of Committees

7          Toitū Otago Settlers Museum Board
	Moved (Cr Marie Laufiso/Cr Cherry Lucas): That the Committee: Notes the minutes of the Toitū Otago Settlers Museum Board meetings held on 23              August and 22 November 2023, 14 February and 12 June 2024. Motion carried (CSC/2024/016)

11        Grants Subcommittee
	Moved (Cr Marie Laufiso/Cr Bill Acklin): That the Committee: Notes the minutes of the Grants Subcommittee meetings held on 18 and 19 July,              20 September, 15 November 2023 and 10 May 2024 Motion carried (CSC/2024/017)

Part A Reports

16        Community Services Committee - Forward Work Programme
	The Community Services Committee forward work programme provided an update on areas of activity, progress and expected timeframes for decision making across a range of areas of work.
	Moved (Cr Marie Laufiso/Cr Mandy Mayhem): That the Committee: Notes the Community Services Committee forward work programme for August 2024. Motion carried (CSC/2024/018)

17        Ōtepoti Live Music Action Plan - Staffing Allocation Report
	The report from Ara Toi provided an update on staff resourcing for the delivery of the Ōtepoti Live Music Action Plan in 2024/25.  The report also outlined how staff resourcing was currently allocated within existing budgets. Jeanette Wikaira (General Manager Arts, Culture and Recreation) and Lisa Wilkie (Team Leader Creative Partnerships) spoke to the report and responded to questions.
	Moved (Cr Marie Laufiso/Cr Mandy Mayhem): That the Committee: Notes the Staff Allocation for the Delivery of the Ōtepoti Live Music Action Plan 2024/25 report. Motion carried (CSC/2024/019)

18        Ōtepoti Live Music Action Plan, Music Advisory Panel - Draft Terms of Reference Report
	The report from Ara Toi sought the approval of the Committee for the  draft Terms of Reference for the establishment of a Music Advisory Panel for the Ōtepoti Live Music Action Plan (Music Action Plan).
	Jeanette Wikaira (General Manager Arts, Culture and Recreation) and Lisa Wilkie (Team Leader Creative Partnerships) spoke to the report for the draft terms of reference and responded to questions. During discussion of the membership of the Music Advisory Panel (5.4.4.) a preference was indicated for there be two councillors appointed, rather than one, increasing the total membership of the panel to nine.
	Moved (Cr Marie Laufiso/Cr Kevin Gilbert): That the Committee: Adjourn the meeting for five minutes.              Motion carried
	The meeting adjourned at 2:04pm and reconvened at 2:15pm.
	Moved (Cr Marie Laufiso/Cr Bill Acklin): That the Committee: a)         Approves, the draft Terms of Reference for the Music Advisory Panel with the following amendments: i)         (5.4.4) the membership to consist of two councillors. ii)        (5.7) The Quorum is five members, one must be a councillor b)        Notes that if the draft Terms of Reference for the Music Advisory Panel is approved, that next steps include: i)          A public notification process will be undertaken to receive expressions of interest for potential members for the Music Advisory Panel. ii)         Following the public notification process, staff will prepare a further report for the Community Services Committee to consider nominees for the Music Advisory Panel. c)        The Chief Executive is authorised to make minor amendments, as necessary. Motion carried (CSC/2024/020) Cr Vandervis recorded his vote against.

19        Review of Te Whare o Rukutia Operating Model Report
	The report from Ara Toi provided a review of Te Whare o Rukutia, including its operational model, bookings, costs, promotion, use of space, and comparisons with similar performing arts venues.
	Jeanette Wikaira (General Manager Arts, Culture and Recreation) and Lisa Wilkie (Team Leader Creative Partnerships) spoke to the report and responded to questions. Cr Bill Acklin left the meeting at 2:25 p.m. and returned at 2:39 p.m.
	Moved (Cr Christine Garey/Cr Mandy Mayhem): That the Committee: a)         Notes the Review of Te Whare o Rukutia Operating Model Report. b)        Notes that staff will arrange a meeting between Council and Dunedin Fringe Arts Trust Board members by mid-September 2024 as a next step, so that a full understanding of the operation of Te Whare o Rukutia can be achieved.              Motion carried (CSC/2024/021)

20        South Dunedin Library and Community Complex - Update Report
	The report from the Executive Leadership Team provided an update on the development of the new South Dunedin Library and Community Complex (SDLCC).  The report included an update on the building construction, transport, exterior and interior design, community engagement and library services.
	Jeanette Wikaira (General Manager  Arts, Culture and Recreation) and Anna Nilsen (Group Manager Property Services) spoke to the report and responded to questions.
	Moved (Cr Marie Laufiso/Cr Mandy Mayhem): That the Committee: a)         Notes the South Dunedin Library and Community Complex (SDLCC) Update Report. b)        Notes the attachments to this report: i)          Attachment A – SDLCC Floor Plans ii)         Attachment B – SDLCC King Edward Street Render of External Design Motion carried (CSC/2024/022)

21        Items for consideration by the Chair
	There were no items for consideration by the Chair.

Resolution to Exclude the Public

Moved (Cr Marie Laufiso/Cr Mandy Mayhem):

That the Committee:

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

General subject of the matter to be considered	Reasons for passing this resolution in relation to each matter	Ground(s) under section 48(1) for the passing of this resolution	Reason for Confidentiality
C1  Grants Subcommittee - 18 July 2023 - Public Excluded		.
C2  Grants Subcommittee - 19 July 2023 - Public Excluded		.
C3  South Dunedin Library and Community Complex Financial Update Report	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. 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.

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

Motion carried (CSC/2024/023)

The public meeting concluded at 3:17pm.

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CHAIRPERSON