Agenda of Planning and Environment Committee

Notice of Meeting:

I hereby give notice that an ordinary meeting of the Planning and Environment Committee will be held on:

Date: Monday 14 February 2022

Time: 1.00 pm

Venue: via Zoom Audio Visual Link

Sandy Graham

Chief Executive Officer

Planning and Environment Committee

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Cr David Benson-Pope
Deputy Chairperson	Cr Sophie Barker	Cr Steve Walker
Members	Cr Rachel Elder	Mr Matapura Ellison
	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 Chris Staynes	Cr Lee Vandervis
	Ms Rachel Wesley	Cr Andrew Whiley

Senior Officer Robert West, General Manager Corporate and Quality

Governance Support Officer Lynne Adamson

Lynne Adamson

Governance Support Officer

Telephone: 03 477 4000

Lynne.adamson@dcc.govt.nz

www.dunedin.govt.nz

The meeting will be live streamed on the Council’s YouTube page: https://youtu.be/EVoy352vGCw

Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.

Planning and Environment Committee

14 February 2022

Planning and Environment Committee

MINUTES

Minutes of an ordinary meeting of the Planning and Environment Committee held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Tuesday 02 November 2021, commencing at 1.47 pm.

PRESENT

Chairperson	Cr David Benson-Pope
Deputy Chairperson	Cr Sophie Barker	Cr Steve Walker
Members	Cr Rachel Elder	Cr Christine Garey
	Cr Doug Hall	Mayor Aaron Hawkins
	Cr Carmen Houlahan	Cr Marie Laufiso
	Cr Jim O'Malley	Cr Jules Radich
	Cr Chris Staynes	Cr Lee Vandervis
	Cr Andrew Whiley

IN ATTENDANCE

Sandy Graham (Chief Executive Officer), Robert West (General Manager Corporate and Quality), Simon Drew (General Manager Infrastructure and Development), Jeanette Wikaira (Manahautū – General Manager Māori Partnerships & Policy), Claire Austin (General Manager Customer and Regulatory), Paul Henderson (Manager Building Solutions), Anna Johnson (Manager City Development), Ros MacGill (Manager Compliance Solutions), Graeme Riley (Chief Information Officer), Suzie Ballantyne (Team Leader City Development Planning) and Clare Sullivan (Manager Governance)

Governance Support Officer Rebecca Murray

1 Public Forum

There was no Public Forum.

2 Apologies

An apology was received from Cr Mike Lord.

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

That the Committee:

Accepts the apology from Cr Mike Lord.

Motion Carried

3 Confirmation of agenda

Moved (Cr David Benson-Pope/Cr Jules Radich):

That the Committee:

Confirms the agenda without addition or alteration.

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.

Moved (Cr David Benson-Pope/Cr Marie Laufiso):

That the Committee:

a) Notes the Elected Members' Interest Register; and

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

Motion Carried

5 Confirmation of Minutes

5.1 Planning and Environment Committee meeting - 21 September 2021

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

That the Committee:

Confirms the minutes of the Planning and Environment Committee meeting held on 21 September 2021 as a correct record.

Motion Carried

Part A Reports

6 Actions from resolutions of Planning and Environment Committee meetings

A report from Civic provided an update on the implementation of resolutions from Planning and Environment Committee meetings.

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

That the Committee:

Notes the public open actions from resolutions of Planning and Environment Committee meetings.

Motion Carried

7 Planning and Environment Committee Forward Work Programme

A report from Corporate Policy provided an updated forward work programme for the 2021-2022 year.

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

That the Committee:

Notes the Planning and Environment Committee forward work programme.

Motion Carried

8 Planning and Environment Activity Report for the period to 30 September 2021

A report from Customer and Regulatory and City Development provided an update on levels of service for the City Development, Resource Consents, and Regulatory Services activities for the period 1 July 2021 to 30 September 2021.

The General Manager Customer and Regulatory (Claire Austin) and Manager City Development (Anna Johnson) responded to members’ questions.

Moved (Cr David Benson-Pope/Cr Sophie Barker):

That the Committee:

Notes the update reports on the City Development, Resource Consents, and Regulatory Services activities.

Motion Carried

9 DCC Archive Update

A report from Business Information Services provided an update on plans to relocate Dunedin City Council Archive to a storage facility that met Archives New Zealand Standards for maintenance of a public archive mandated under the Public Records Act 2005.

The General Manager Corporate and Quality (Robert West) and Chief Information Officer (Graeme Riley) spoke to the report and responded to questions.

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

That the Committee:

Notes the DCC Archive Update report.

Motion Carried

10 Initiation of Variation 3 - minor improvements to the 2GP
	Crs Steve Walker, Doug Hall and Jim O’Malley withdrew from this item.

	A report from City Development sought approval to initiate a variation to the Second Generation District Plan (2GP) - Variation 3 - minor improvements. The Manager City Development (Anna Johnson) and Team Leader City Development Planning (Suzie Ballantyne) responded to members’ questions.
	Moved (Cr David Benson-Pope/Mayor Aaron Hawkins): That the Committee: Approves the initiation of Variation 3 – minor improvements. Motion carried (PLA/2021/014)

11 Rainbow Crossing
	A report from the Executive Leadership Team provided the an assessment of the feasibility and costs of the installation of a rainbow pedestrian crossing at the intersection of Lower Stuart Street and Moray Place. The General Manager Infrastructure and Development (Simon Drew) and Manahautū – General Manager Māori, Partnerships and Policy (Jeanette Wikaira) responded to members’ questions.
	Moved (Cr David Benson-Pope/Cr Steve Walker): That the Committee: Approves the investigation and installation of a rainbow crossing into the City Centre Plan Creative Quarter or Cultural and Entertainment Quarter projects. Division The Committee voted by division: For: Crs Sophie Barker, Rachel Elder, Christine Garey, Doug Hall, , Carmen Houlahan, Marie Laufiso, Andrew Whiley, Jim O'Malley, Jules Radich, Chris Staynes, Steve Walker, David Benson-Pope and Mayor Aaron Hawkins (13). Against: Cr Lee Vandervis (1). Abstained: Nil The division was declared CARRIED by 13 votes to 1 Motion carried (PLA/2021/015)
Cr Andrew Whiley left the meeting at 2.36 pm.

12 Dunedin Parking Roadmap Work Plan
	A report from Transport presented a high-level work plan showing how the recommendations from the MRCagney Dunedin Parking Roadmap would be progressed during the 2022 calendar year. The General Manager Infrastructure and Development (Simon Drew) responded to members’ questions.
Cr Carmen Houlahan left the meeting at 2.42 pm and returned at 2.49 pm.

	Moved (Cr David Benson-Pope/Cr Christine Garey): That the Committee: Notes the Dunedin Parking Roadmap Work Plan. Division The Committee voted by division: For: Crs Sophie Barker, Rachel Elder, Christine Garey, Doug Hall, , Carmen Houlahan, Marie Laufiso, Jim O'Malley, Chris Staynes, Steve Walker, David Benson-Pope and Mayor Aaron Hawkins (11). Against: Crs Jules Radich and Lee Vandervis (2). Abstained: Nil The division was declared CARRIED by 11 votes to 2 Motion carried (PLA/2021/016)

13 2021 Annual Report to the Alcohol Regulatory and Licensing Authority

A report from Civic provided the annual report to the Alcohol Regulatory and Licensing Authority pursuant to section 199 of the Sale and Supply of Alcohol Act 2012 for noting.

The Manager Governance (Clare Sullivan) and Alcohol Drug Gambling Advisor (Kevin Mechen) spoke to the report and responded to members’ questions.

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

That the Committee:

Notes the 2021 Annual Report to the Alcohol Regulatory and Licensing Authority.

Motion carried

14 Items for Consideration by the Chair

Cr Benson-Pope requested a report be presented to the appropriate Committee or Council around the implications of the change in legislation with regard urban intensification.

Mayor Hawkins requested that planning related issues around live music discussions be considered in the 2GP variation 3.

Mayor Hawkins requested a progress update on traffic demand management work.

Resolution to exclude the public

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

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 Planning and Environment Committee meeting - 21 September 2021 - Public Excluded

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.

C2 Confidential Actions from Resolutions at Planning and Environment Committee Meetings

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.

Motion carried

The meeting moved into confidential at 3.15 pm and concluded at 3.16 pm.

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

CHAIRPERSON

Planning and Environment Committee

14 February 2022

Planning and Environment Activity Report for the period to 31 December 2021

Department: Customer and Regulatory and City Development

EXECUTIVE SUMMARY

1 This report provides an update on progress towards achieving levels of service for the City Development, Resource Consents, and Regulatory Services activities for the period 1 July 2021 to 31 December 2021, as provided in Attachments A and B.

2 As this is an administrative report only, there are no options or Summary of Considerations.

RECOMMENDATIONS

That the Committee:

a) Notes the update reports on the City Development, Resource Consents, and Regulatory Services activities as provided in Attachment A and Attachment B.

DISCUSSION

3 The 10 year plan sets out the activities undertaken by Council. Each activity has levels of service that describe what Council will provide to the community, along with measures and targets used to assess the level of achievement in delivering those activities. Council reports on its achievement of all levels of service through its Annual Report.

4 Attachments A and B report on progress towards achieving the levels of service, measures and targets as detailed in the 10 year plan for City Development, Resource Consents, and Regulatory Services, for the six months to 31 December 2021. Information on specific areas of work is also provided for each activity.

5 The Residents’ Opinion Survey (ROS) is used by Council to measure achievement of some of its levels of service, and the results from the survey are shown in the attached activity reports. Respondents of the survey are asked to rate their satisfaction levels for some activities on a scale of 1-10 from very dissatisfied to very satisfied.

6 The survey is carried out on a continuous monthly basis, with the aim of getting 100 responses each month. This provides a sample size of around 1,200 for the year, with a six monthly sample size of around 600 residents. A sample size of 600 has an expected margin of error (at the 95% confidence interval) of ± 4.1%.

7 As part of the Strategic Framework Refresh project, a review is underway of both levels of service and the DCC’s suite of survey tools, including the ROS survey, to improve how we measure and report on our performance, and how we monitor wellbeing.

8 A review of linkages between current levels of service and Council’s Strategies is also in progress and will be reported on in future activity reports.

NEXT STEPS

9 An update report for the nine months to 31 March 2022 will be presented at the first Committee meeting in 2022.

Signatories

Author:

Ros MacGill - Manager Compliance Solutions

Paul Henderson - Building Solutions Manager

Anna Johnson - City Development Manager

Authoriser:

Claire Austin - General Manager Customer and Regulatory

Simon Drew - General Manager Infrastructure and Development

Attachments

	Title	Page
⇩a	Community and Planning Activity Report	37
⇩b	Regulatory Services Activity Report	43

Planning and Environment Committee

14 February 2022

George Street Retail Quarter project update

Department: Project Management Office

EXECUTIVE SUMMARY

1 The purpose of this report is to update the Planning and Environment Committee on progress on the George Street Retail Quarter upgrade project.

RECOMMENDATIONS

That the Committee:

a) Notes the George Street Retail Quarter Project Update report.

BACKGROUND

2 The Central City Plan and Retail Quarter George Street upgrade have been reported to Council on several occasions.

3 The Retail Quarter (George Street) project aims to renew existing three waters infrastructure, improve safety and accessibility, and enhance the amenity of the Retail Quarter.

DISCUSSION

4 This report updates the Committee on the George Street Retail Quarter upgrade. Since the Detailed Business Case was presented to Council on the 28 September 2021, progress has been made with: opening of a project office, communications and notifications, launching of business initiatives and activations and undertaking enabling construction works. This report also updates the Committee on the activities of the Retail Quarter Construction Reference Group.

Pītau whakatipu – Project Office

5 A project office containing information about the project, engagement material, opportunities to share stories about the history of George Street and provide a first point of contact for the resolution of any construction-related issues is soon to be opened at 125 George Street.

6 The office has been gifted the name Pītau whakatipu by mana whenua, meaning young fern frond. This name represents the visual re-emergence of mana whenua in the built environment through partnership and participation. It signifies a commitment to grow our understanding of Te Aō Māori and mana whenua mātauraka, which will be expressed through co-design and creative cultural expression through the project.

Upcoming communications and notifications

7 Communication with stakeholders in the Retail Quarter is increasing. An introductory letter (Attachment A) covering the project objectives, timing and what the DCC and project team are doing to reduce disruption is being delivered to stakeholders over the first two weeks of February.

8 Stakeholders will receive additional follow-up communications before construction work begins in their area. This communication will encourage them to attend workshops and drop-in sessions to assist the project team consider access or other issues ahead of construction commencing.

9 A regular e-newsletter has been established. It covers project progress, important notifications, profiles members of the project and construction team, and relevant news and history related to George Street.

Retail Quarter Construction Reference Group

10 The Group has met three times with a fourth meeting scheduled for late-February. The group has provided valuable input to the project. Attendance at the meetings has been mixed, with some of the original nominated members not being present at any of the meetings either in-person or online. The Project Director Central City Plan will work the Chair of the group to identify potential replacement members to ensure the project continues to receive valuable feedback.

11 In accordance with a previous Council resolution (CNL/2020/064), work is underway to facilitate the formation of ‘block groups’ (of owners, retailers and residents) in the Retail Quarter. These groups will provide further input into the measures proposed to minimise the impact of construction.

Business initiatives, activations and marketing

12 The project team have launched the first two pilot business initiatives designed to both offset potential impacts of construction and to assist businesses to build greater resilience and adapt to broader changes occurring in the retail and business environment. Additional targeted initiatives could be added as the work of the Retail Quarter Construction Reference Group advances.

13 The first initiative is a series of workshops to assist local businesses improve their digital presence and learn more about retailing and marketing online. The second is a partnership with Business South to provide business mentoring.

14 A partnership with Dunedin Dream Brokerage has also been established to implement a series of activations to encourage people to continue to visit the CBD during construction. These will focus on encouraging people to visit and spend more time in the area. The first two activation events have been announced publicly and include a lighting and an auditory installation. These installations will commence in March. A second round of expressions of interest closes in late-February.

15 A broad multimedia marketing campaign to encourage people to visit the central city during the construction works will also launch shortly. Under the slogan “Totally Georgeous”, it will showcase local businesses and the range of offerings available in the area as well as providing project information and updates.

16 To help measure the impacts of these initiatives on foot traffic, pedestrian counters are being installed throughout the central city. They will provide publicly available pedestrian counts 365 days a year at 15 locations from South Princes Street through to Albany Street.

Progress and timing

17 The enabling work in London Street commenced in September, with a break in December to minimise impact on Christmas trade. The enabling works are designed to support the George St upgrade by improving traffic flows, road safety and access to car parking on surrounding streets.

18 Enabling works are now continuing in London, Frederick and Filleul Streets. Pre-construction works are also underway for the next stages in Filleul, Hanover and Great King Streets. The enabling works have so far replaced approximately 800m of stormwater, wastewater and water pipes, some of which dated back to the late 1800s.

19 Planning is now also underway for the first stage of construction work in George Street, which is scheduled to commence in April following the Easter break.

NEXT STEPS

20 The enabling works and commencement of the George Street stage of works will continue in the coming months.

21 Communication with stakeholders and the Retail Quarter Construction Reference Group will continue.

22 A further update report will be presented to the Committee in May.

Signatories

Author:

Glen Hazelton - Project Director, Central City Plan

Authoriser:

Josh Von Pein - Programme Manager - Major Projects

Simon Drew - General Manager Infrastructure and Development

Attachments

	Title	Page
⇩a	Retail Quater News Letter	59

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision enables democratic local decision making and action by, and on behalf of communities.

This decision promotes the social well-being of communities in the present and for the future.

This decision promotes the economic well-being of communities in the present and for the future.

This decision promotes the environmental well-being of communities in the present and for the future.

This decision promotes the cultural well-being of communities in the present and for the future.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☒	☐	☐
Environment Strategy	☒	☐	☐
Arts and Culture Strategy	☒	☐	☐
3 Waters Strategy	☒	☐	☐
Spatial Plan	☒	☐	☐
Integrated Transport Strategy	☒	☐	☐
Parks and Recreation Strategy	☒	☐	☐
Other strategic projects/policies/plans	☒	☐	☐

The Retail Quarter project has worked to embody the key elements of Council’s Strategic Framework.

Māori Impact Statement

There continues to be a focus on working closely with mana whenua on the Retail Quarter project and there is a strong emphasis in the design on re-invigorating the area with visual and cultural expressions of mana whenua identity. The gifting of the name Pītau whakatipu to the Project Office by mana whenua is an example of this collaboration.

Sustainability

There is a focus on sustainability on the outcomes of the project. Options of how to reduce the environmental impacts of construction are being considered.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The Retail Quarter project is funded within the Long Term Plan.

Financial considerations

There are no new financial considerations resulting from this report.

Significance

The report is considered low in terms of Council’s Significance and Engagement Policy.

Engagement – external

Engagement has occurred on the project through many forums such as the Central City Plan and through many groups such as the Central City Advisory Group and Construction Reference Group. Extensive external engagement will continue with the focus now on minimising disruption to stakeholders during construction.

Engagement - internal

There remains internal engagement with all parts of the DCC around the coordination and implementation of the project.

Risks: Legal / Health and Safety etc.

The project maintains a comprehensive risk register, assessed on a monthly basis.

Conflict of Interest

There is no identified conflicts of interest.

Community Boards

The project is of interest to all parts of the city including those areas covered by Community Boards.

	Title	Page
A ⇩	Minutes of Planning and Environment Committee meeting held on 2 November 2021	17

Author:	Lynne Adamson - Governance Support Officer
Authoriser:	Clare Sullivan - Manager Governance

Author:	Sharon Bodeker - Corporate Planner
Authoriser:	Robert West - General Manager Corporate and Quality

	Title	Page
⇩a	Open and Completed Action List	25