Council Annual Plan Hearings MINUTES Unconfirmed minutes of an ordinary meeting of the Council Annual Plan Hearings held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Wednesday 4 May 2016, commencing at 9.00 am and Thursday 5 May 2016 commencing at 9.00 am. PRESENT Chairperson Mayor Dave Cull Deputy Chairperson Cr Chris Staynes Members Cr David Benson-Pope Cr John Bezett Cr Hilary Calvert Cr Doug Hall Cr Aaron Hawkins Cr Mike Lord Cr Jinty MacTavish Cr Andrew Noone Cr Neville Peat Cr Richard Thomson Cr Lee Vandervis Cr Andrew Whiley Cr Kate Wilson IN ATTENDANCE Sue Bidrose (Chief Executive Officer), Grant McKenzie (Group Chief Financial Officer), Simon Pickford (General Manager Services and Development), Ruth Stokes (General Manager Infrastructure and Networks), Sandy Graham (Group Manager Corporate Services), Nicola Pinfold (Group Manager Community and Planning), Jane Nevill (Corporate Planner), Carolyn Allan (Senior Management Accountant), Wai Piggott (Financial Analyst) and Bridget Brown (Sign Language Interpreter) Governance Support Officers Lynne Adamson, Andrea Barker, Wendy Collard, Arlene Goss, Pam Jordan and Jennifer Lapham 1 WELCOME FROM THE MAYOR The Mayor welcomed everyone to the meeting, explained the process for the hearing and introduced Bridget Brown, NZ Sign Language Interpreter, who would provide interpretation when appropriate. 2 APOLOGIES There was an apology (for lateness) from Councillor Lee Vandervis. Moved (Mayor Dave Cull/Cr Chris Staynes): That the Council: Accepts the apology from Cr Vandervis. Motion carried Council Annual Plan Hearings/Deliberations Minutes 4 and 5 May 2016 Page 1 of 17 3 CONFIRMATION OF AGENDA Moved (Mayor Dave Cull/Cr Chris Staynes): That the Council: Confirms the agenda with the following additions or alterations: a) Item 8 (Consideration of Late Submissions – Addendum) to be taken with Item 5 (Consideration of Late Submissions) and the submission circulated the previous evening. Motion carried (AP/2016/001) Moved (Mayor Dave Cull/Cr Chris Staynes): That the Council: Confirms the following addition to the agenda: b) an addition of the resolution regarding Suspension of Standing Orders, to allow for more efficient conduct of the meeting. Motion carried (AP/2016/002) 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. 4A SUSPENSION OF STANDING ORDERS Moved (Mayor Dave Cull/Cr Chris Staynes): That the Council: a) Suspends the requirement for Councillors to stand while speaking for the duration of the meeting. b) Suspends Standing Order 3.7.17 to allow Councillors to use electronic devices during the meeting. Motion carried (AP/2016/003) PART A REPORTS 5 CONSIDERATION OF LATE SUBMISSIONS A report from Civic advised that submissions to the 2016/2017 Annual Plan closed on Wednesday 20 April 2016 at 5.00 pm. Six submissions had been received since the closing date. Moved (Mayor Dave Cull/Cr Chris Staynes): That the Council: Council Annual Plan Hearings/Deliberations Minutes 4 and 5 May 2016 Page 2 of 17 a) Accepts the late submissions from Angela Ross, Bruce Halligan, Kerin Smith, Craig Werner, Murray Turner and Leona Carroll. Motion carried (AP/2016/004) 8 CONSIDERATION OF LATE SUBMISSIONS - ADDENDUM An additional report from Civic advised that a further late submission had been received since the agenda was distributed from the Digital Community Trust. Moved (Mayor Dave Cull/Cr Chris Staynes): That the Council: a) Accepts the late submission from the Digital Community Trust. Motion carried (AP/2016/005) The Mayor invited the Group Chief Financial Officer (Grant McKenzie) to provide comments in relation to the status of the current financial year and the impact on the financial performance. Mr McKenzie provided a brief update and advised that additional information would be provided in the reports presented to Council in the deliberations process. Cr Lee Vandervis entered the meeting at 9.17 am. 6 DRAFT 2016 - 2017 ANNUAL PLAN SUBMISSIONS Hearing of Submissions Consideration was given to submissions received on the 2016/17 Draft Annual Plan. The following submitters were heard by the Committee: Bill Feather, Mosgiel Taieri Community Board and Sarah Nitis Mr Feather and Ms Nitis spoke to the submission on behalf of the Mosgiel Taieri Community Board and emphasised the need for increased investment to enhance Mosgiel's existing infrastructure. Ms Nitis spoke on the Economic Development strategy and the positive impact of economic growth and emphasised the need to support and provide additional funding to economic development. She commented that expenditure in Council strategies would benefit the city with the encouragement of new visitors and residents. Mr Feather asked for the consideration of a community board elected member training plan, inclusive of funding, to be put in place for the new triennium. Gerard Collings, Waikouaiti Coast Community Board Mr Collings spoke to the submission on behalf of the Waikouaiti Coast Community Board. He advised that the Board was supportive of funding towards the investigation of coastal erosion however was concerned that the proposed allocated funding of $75,000 may be inadequate and sought assurance that the budget would not be constrained. Mr Collings commented that the Board would like Council to actively ensure there were adequate facilities provided to support freedom camping and cited the problems incurred at the Warrington Domain. He advised that whilst the Board appreciated the installation of temporary port-a-loos for the season, they would like a more permanent year-round solution. Council Annual Plan Hearings/Deliberations Minutes 4 and 5 May 2016 Page 3 of 17 Barry Williams, Strath Taieri Community Board Mr Williams spoke on behalf of the Strath Taieri Community Board's submission and in particular, the deterioration of the maintenance of gravel roads and requested that Council maintain the level of service it provided. Mr Williams suggested that Council could extract gravel from the Taieri River which would both save money and reduce the flooding risk. Mr Williams requested that the funding provided for the Middlemarch swimming pool be increased from $10,000 to $20,000 per annum. Scott Weatherall, Saddle Hill Community Board Mr Weatherall spoke on behalf of the submission from the Saddle Hill Community Board and raised concerns about coastal erosion and freedom camping. He requested that options for additional sites for freedom camping in the area be investigated to alleviate the pressure on the toilets at Ocean View. Mr Weatherall identified the Brighton Surf Club as a possible alternative site but advised that there would need to be consultation with residents and staff prior to the agreement of the site. Mr Weatherall advised that the Board was concerned with coastal erosion in the area and commented that some roads in the Board area were under threat of falling into the ocean. Mayor Dave Cull left the meeting at 9.56 am and Cr Staynes took the Chair. Mr Weatherall spoke of the frustration with the length of time taken by the Environment Court to reach a decision on the quarrying of Saddle Hill. Mayor Dave Cull returned to the meeting at 9.58 am and resumed the Chair. Mr Weatherall spoke of road safety concerns in the area and in particular the Allanton/Scroggs Hill Road – Scroggs Hill Road intersection where cars regularly left the road. He commented that the Board was concerned with the proposed increase in fees for the landfill and advised that it would result in an increase in roadside dumping. Cr Hilary Calvert left the meeting at 10.04 am and returned at 10.08 am. Paul Pope and Edna Stevenson, Otago Peninsula Community Board Mr Pope and Ms Stevenson highlighted concerns raised in the submission from the Otago Peninsula Community Board. Mr Pope and Ms Stevenson commented on the Portobello/Harington Point Road Safety Improvement – Accelerated Programme. They commented that the Te Rauone Beach Rock Breakwater and Sand Nourishment Project was a priority for the Board and requested that Council carry forward the $50,000 funding for a breakwater at Te Rauone beach. Mr Pope spoke of road safety issues and commented on the Board's support for the Dark Skies Project and the need to include parking spaces for viewing the night sky which should be considered in conjunction with the road safety improvements. Mr Pope and Ms Stevenson commented on the need for toilets to be installed on the Otago Peninsula, and in particular at Sandfly Bay. They requested that more emphasis be given to the requests in the Community Plans. Council Annual Plan Hearings/Deliberations Minutes 4 and 5 May 2016 Page 4 of 17 Steve Walker, Chalmers Community Board Mr Walker spoke on behalf of the Chalmers Community Board and reiterated the points raised in its submission. In addition Mr Walker commented that he would like to see Council raise the awareness with residents that despite the questions being asked for the draft Annual Plan, they were able to submit on anything of interest. Mr Walker commented that the Board felt that the state of fencing and general look of the SH88 corridor should be addressed urgently. Cruise ship passengers increased annually and this was a very poor first impression of Dunedin in terms of marketing in the city. Cr Mike Lord left the meeting at 10.37 am and returned at 10.39 am. Mr Walker spoke of the need to complete the shared pathway using the footpath next to SH 88. He noted that a more affordable solution was requested however the Board would not like to see the project corrupted for the sake of early completion. Donna Peacock Donna Peacock was representing herself and her husband. She circulated and read from a document called "Submission DCC Annual Plan 2016/17 Interview D Peacock".