Council

27 June 2016

Council

27 June 2016

Council

27 June 2016

Council

27 June 2016

Title

Page

A

Minutes of Ordinary Council meeting  held on 23 May 2016

7

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Simon Pickford (General Manager Services and Development), Sandy Graham (Group Manager Corporate Services), Graham McKerracher (Manager, Council Communications and Marketing), Andrea Jones (Communications Team Leader), Kristy Rusher (Manager Civic and Legal), Jendi Paterson (Recreation Planning and Facilities Manager), Tom Dyer (Asset and Commercial Manager), Ros MacGill (Environmental Health/Animal Services Manager), Peter Hanlin (Senior Animal Control Officer), Adrian Blair (Group Manager Customer and Regulatory Services) and John Christie (Director Enterprise Dunedin)

24     Conflict of Interest Policy (Council Officers)

A report from Corporate Services recommended the adoption of the Conflict of Interest Policy (Council Officers) following the incorporation of feedback from staff and further review by the Audit and Risk Subcommittee.

Cr Thomson proposed some minor amendments to the policy to distinguish between situations were staff might be lobbied about a particular decision or as a matter of course in their day-to-day work.

Moved (Cr Richard Thomson/Cr Chris Staynes):

That the Council:

a)  Adopts the Conflict of Interest Policy (Council Officers) with the following amendments:

6.1.1   … conflicts of interest they have and the employee shall not take part in the decision-making activity or process.

6.4.1   Last paragraph now to read:  The disclosure must detail the nature of the employee's involvement and the nature of the dealings the organisation has with the DCC.  In some instances with the agreement of the Group Manager, General Manager or Chief Executive Officer it may be determined that the conflict is so indirect or insignificant or able to be managed in such a robust way, that involvement can continue safely and transparently.  The Group Manager, General Manager or Chief Executive Officer will determine if a management plan is required.

6.2     Delete

4.8(e) … certain point of view and where the receipt of such lobbying would not form part of the normal discharge of the staff member's duties; or

4.8(f)         Has a "material" relationship …

b)     Notes that the management of elected member conflicts of interest is to be part of a separate report as part of the work to update Standing Orders and the elected members' Code of Conduct.

Motion carried (CNL/2016/040)

6.1    Ordinary Council meeting - 11 April 2016

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

Confirms the public part of the minutes of the Ordinary Council meeting held on 11 April 2016 as a correct record.

 Motion carried (CNL/2016/041)

7       Planning and Regulatory Committee - 26 April 2016

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

That the Council:

a)     Notes Part A items (1-6) of the minutes of the Planning and Regulatory Committee meeting held on 26 April 2016.

Motion carried (CNL/2016/042)

8       Infrastructure Services Committee - 26 April 2016

Moved (Cr Kate Wilson/Cr Mike Lord):

That the Council:

a)     Notes Part A items (1-10) of the minutes of the Infrastructure Services Committee meeting held on 26 April 2016.

Motion carried (CNL/2016/043)

9       Community and Environment Committee - 27 April 2016

Moved (Cr Jinty MacTavish/Cr Neville Peat):

That the Council:

a)     Notes Part A items (1-10, 12) of the minutes of the Community and Environment Committee meeting held on 27 April 2016.

b)     Approves the following Part B item of the minutes of the Community and Environment Committee meeting held on 27 April 2016: 

Item 11:   Te Ao Tūroa - Dunedin's Environment Strategy.

Motion carried (CNL/2016/044)

10     Economic Development Committee - 16 May 2016

Moved (Cr Chris Staynes/Cr Andrew Whiley):

That the Council:

a)     Notes Part A items (1-6) of the minutes of the Economic Development Committee meeting held on 16 May 2016.

Motion carried (CNL/2016/045)

11     Finance Committee - 16 May 2016

Moved (Cr Richard Thomson/Cr Hilary Calvert):

That the Council:

a)     Notes Part A items (1-7) of the minutes of the Finance Committee meeting held on 16 May 2016.

Motion carried (CNL/2016/046)

12     Audit and Risk Subcommittee - 5 April 2016

Moved (Cr Richard Thomson/Cr Hilary Calvert):

That the Council:

a)     Notes Part A items (1-10) of the minutes of the Audit and Risk Subcommittee meeting held on 5 April 2016, including items C1-C4 and C7 of the non-public part of the minutes.

b)     Approves the following Part B item of the minutes of the Audit and Risk Subcommittee meeting held on 5 April 2016: 

Item C8:   Treasury Risk Management Policy Review

c)     Takes Part C items of the minutes of the Audit and Risk Subcommittee held on Tuesday, 5 April 2016, in the non-public part of the meeting.

Motion carried (CNL/2016/047)

13     Dog Control Policy and Bylaw and Keeping of Animals (Excluding Dogs) and Birds Bylaw - 23 March 2016

Moved (Cr Neville Peat/Cr David Benson-Pope):

That the Council:

a)     Notes the minutes of the Dog Control Policy and Bylaw and Keeping of Animals (Excluding Dogs) and Birds Bylaw Hearing held on 23 and 24 March and 1 April 2016.

Motion carried (CNL/2016/048)

14     Waikouaiti Coast Community Board - 13 April 2016

Moved (Cr Andrew Noone/Cr Kate Wilson):

That the Council:

a)     Notes Part A items (1-10) and public forum of the minutes of the Waikouaiti Coast Community Board meeting held on 13 April 2016.

Motion carried (CNL/2016/049)

15     Otago Peninsula Community Board - 14 April 2016

Moved (Cr Neville Peat/Cr Doug Hall):

That the Council:

a)     Notes Part A items (1-12) and public forum of the minutes of the Otago Peninsula Community Board meeting held on 14 April 2016.

Motion carried (CNL/2016/050)

16     Strath Taieri Community Board - 14 April 2016

Moved (Cr Mike Lord/Cr Kate Wilson):

That the Council:

a)     Notes Part A items (1-11) of the minutes of the Strath Taieri Community Board meeting held on 14 April 2016.

Motion carried (CNL/2016/051)

17     Mosgiel Taieri Community Board - 19 April 2016

Moved (Cr Kate Wilson/Cr Mike Lord):

That the Council:

a)     Notes Part A items (1-11) and public forum of the minutes of the Mosgiel Taieri Community Board meeting held on 19 April 2016.

Motion carried (CNL/2016/052)

18     Chalmers Community Board - 20 April 2016

Moved (Cr Andrew Noone/Cr Doug Hall):

That the Council:

a)     Notes Part A items (1-13) of the minutes of the Chalmers Community Board meeting held on 20 April 2016.

Motion carried (CNL/2016/053)

19     Saddle Hill Community Board - 21 April 2016

Moved (Cr Andrew Whiley/Cr Mike Lord):

That the Council:

a)     Notes Part A items (1-11) of the minutes of the Saddle Hill Community Board meeting held on 21 April 2016.

Motion carried (CNL/2016/054)

20     183 Gordon Road Easement Report

A report from Parks and Recreation discussed an application by Brocorp Limited for the grant of easements to drain sewage over part of the Mosgiel Memorial Garden and recommended the easements be granted.  The easements were to enable the owner(s) of 183 Gordon Road to connect into the existing Council sewer that was located within the Mosgiel Memorial Garden.  The easements were a condition of the resource consent for the three lot subdivision of 183 Gordon Road, Mosgiel. 

The Council was making two decisions.  First, a decision in its capacity as the administering body for the reserve and second, a decision to exercise the Minister of Conservation's delegation.

Moved (Cr Kate Wilson/Cr Doug Hall):

That the Council:

a)     Acting in its capacity as the administering body of the Mosgiel Memorial Garden pursuant to the Reserves Act 1977:

i)      Grants easements to drain sewage over the Mosgiel Memorial Garden at 7 Hartstonge Avenue, Mosgiel, being Lot 2 DP 9385 as shown marked H and I on DP 489132, in favour of Lots 1, 2 and 3 DP 489132 subject to the conditions outlined in the report.

ii)     Approves waiving the annual rental for use of the reserve.

iii)    Decides the criteria for exemption from public notification has been met.

b)     Acting under delegation from the Minister of Conservation dated 12 June 2013, and pursuant to section 48 of the Reserves Act 1977, consents to the grant of easements to drain sewage over the Mosgiel Memorial Garden at 7 Hartstonge Avenue, Mosgiel, being Lot 2 DP 9385 as shown marked H and I on DP 489132, in favour of Lots 1, 2 and 3 DP 489132 subject to the conditions outlined in the report.

Motion carried (CNL/2016/055)

21     Easement Request Over Dunedin Town Belt - 22 Lachlan Avenue

A report from Parks and Recreation and Corporate Services discussed an application by Alistair and Josephine Regan, the owners of 22 Lachlan Avenue, Dunedin ("Owners").  The Owners were seeking the Council's consent to the creation of a right to drain sewage easement over part of the Town Belt.  That easement would be an easement in gross in favour of the Council.  The report recommended that the easement be granted. 

The Council was making two decisions; first, a decision in its capacity as the administering body for the reserve and second, a decision to exercise the Minister of Conservation's delegation.

Moved (Cr Mike Lord/Cr Andrew Noone):

That the Council:

a)  Acting in its capacity as the administering body of the Town Belt reserve pursuant to the Reserves Act 1977:

i.   Grants an easement in gross in favour of the Dunedin City Council to drain sewage over that part of the Council's Town Belt, as shown approximately as Area A on the plan attached as Attachment C of the report, subject to the conditions outlined in the report.

ii.   Approves waiving the annual rental for use of the reserve.

iii.  Decides the criteria for exemption from public notification has been met.

b)  Acting under delegation from the Minister of Conservation dated 12 June 2013 and pursuant to section 48 of the Reserves Act 1977, consents to the grant of an easement in gross in favour of the Dunedin City Council, as shown approximately as area A on the plan attached as Attachment C of the report, subject to the conditions outlined in the report.

Motion carried (CNL/2016/056)

22     Tree Harvesting at Waikouaiti Reserve

A report from Parks and Recreation sought approval for the harvesting of the remaining nine hectares of planted pine forest and additional wilding pines at the Waikouaiti Beachfront Reserve.  Council approval was required to harvest trees on land classified under the Reserves Act. 

The remaining pine trees at the Waikouaiti Beachfront Reserve required harvesting as the crop was reaching the end of its prime harvest window.  The initial lease for the forested land was granted on the condition that the net harvest profits would be invested in improvements to the Waikouaiti Domain.

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council

a)     Invites the Chairperson of the Waikouaiti Coast Community Board to the table to participate in the discussion.

Motion carried (CNL/2016/057)

Moved (Cr Andrew Noone/Cr Kate Wilson):

That the Council:

a)     Approves harvesting of approximately nine hectares of pine forest and additional wilding pine outliers at Waikouaiti Beachfront Reserve

b)     Approves allocation of harvest profit to the Waikouaiti Forest Reserve Fund

c)     Approves replanting of the harvested area in accordance with a landscape management plan

d)     Delegates approval of a landscape management plan for the Waikouaiti Domain and Waikouaiti Beachfront Reserve to the Waikouaiti Coast Community Board, subject to the Group Manager Parks and Recreation being satisfied that the plan aligns with the Council's strategic framework.  

e)     Approves funding the implementation of the landscape management plan from the Waikouaiti Forest Reserve Fund.

Motion carried (CNL/2016/058)

23     Amended Proposed Dog Control Policy and Bylaw 2016 and Keeping of Animals (Excluding Dogs) and Birds Bylaw 2016

A report from Regulatory Services presented the amended proposed Dog Control Policy and Bylaw 2016 and the proposed Keeping of Animals (Excluding Dogs) and Birds Bylaw 2016.

A hearing panel made up of Councillors Peat (Chair), Lord and Hall considered all submissions and had recommended a number of changes to the proposed Dog Control Policy and Bylaw and no changes to the proposed Keeping of Animals (Excluding Dogs) and Birds Bylaw.

Staff responded to a considerable number of questions from Councillors.

Adjournment of meeting

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

Adjourns the meeting for five minutes.

Motion carried (CNL/2016/059)

The meeting adjourned from 2.55 pm to 3.01 pm.

Moved (Cr Neville Peat/Cr Hilary Calvert):

That the Council:

a)     Approves and adopts the Dog Control Policy 2016 as amended by the Hearings Committee, with an operative date of 1 July 2016.

b)     Determines that the proposed Dog Control Bylaw 2016 is necessary and is the most appropriate form of bylaw and that it does not give rise to any implications under the New Zealand Bill of Rights Act 1990.

c)     Makes the proposed Dog Control Bylaw 2016 as amended by the Hearings Committee, with an operative date of 1 July 2016.

d)     Revokes the 2004 Dog Control Policy and Bylaw, with the effect of revocation being 1 July 2016.

e)     Determines that the proposed Keeping of Animals (excluding dogs) and Birds Bylaw 2016 is necessary and is the most appropriate form of bylaw and that it does not give rise to any implications under the New Zealand Bill of Rights Act 1990.

f)     Makes the proposed Keeping of Animals (excluding dogs) and Birds Bylaw 2016 amended by the Hearings Committee, with an operative date of 1 July 2016.

g)     Revokes the 2010 Keeping of Animals (excluding dogs) and Birds Bylaw, with the effect of revocation being 1 July 2016.

An amendment was moved to Part c of the motion.

Moved (Cr David Benson-Pope/Cr Richard Thomson):

That the Council:

c)     Makes the proposed Dog Control Bylaw 2016 as amended by the Hearings Committee, with the addition that current restrictions in commercial areas in Schedule D continue, with an operative date of 1 July 2016.

Division

Voting was carried out by division.

For:          Mayor Dave Cull, Crs Chris Staynes, David Benson-Pope, Aaron Hawkins, Jinty MacTavish and Richard Thomson (6).

Against:     Crs Hilary Calvert, Doug Hall, Mike Lord, Andrew Noone, Neville Peat and Kate Wilson (6).

An equality of votes was recorded 6:6 following which the Mayor used his casting vote in favour of the motion.

Motion carried (CNL/2016/060)

Following further discussion the substantive motion was then put.

Motion carried (CNL/2016/061)

Moved (Cr Jinty MacTavish/Cr Neville Peat):

That the Council:

a)     Requests that staff, as part of the development of the coordinated cross-agency approach to pest management, review the measures Council currently has in place to address the public nuisance associated with stray and feral cats, and recommend to Council alternative or additional measures that could be employed.

Cr Andrew Whiley returned to the meeting at 3.50 pm.

Cr Richard Thomson left the meeting at 3.52 pm.

Motion carried (CNL/2016/062)

Council

27 June 2016

Title

Page

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Minutes of Extraordinary Council meeting  held on 20 June 2016

20

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Grant McKenzie (Group Chief Financial Officer), Richard Saunders (Group Manager Parks and Recreation), Karilyn Canton (In-House Legal Counsel), Michael Tannock (Transport Network Team Leader) and Andrea Jones (Communications Team Leader)

4       Temporary Road Closure for Event: The Octagon

A report from Transport advised that the combined hospitality businesses had applied to close the lower Octagon on the weekend of the All Blacks vs Wales Rugby Test.  The proposed temporary road closure was from 6.00 am on Friday 24 June 2016 until 11.00 am on Sunday 26 June 2016.  The report sought Council approval to approve the road closure or otherwise. 

The Road Stopping Subcommittee heard an objection to the temporary road closure on 17 June 2016, after the Council report was finalised.  Minutes of the meeting had subsequently been circulated.  The Subcommittee had recommended:

That the Subcommittee:

a)     Notes the objection.

b)     Recommends the Council approves, pursuant to section 342(1)(b) and clause 11(e) of schedule 10 of the Local Government Act 1974 the temporary closure of:

•      The lower Octagon, from George Street, to Stuart Street and the lower Octagon from Stuart Street to Princes Street

•      Stuart Street from Bath Street to the Lower Octagon

•      Stuart Street from Moray Place to Bath Street (closed Octagon bound direction only);

from 6.00 am Friday 24 June 2016 until 11.00 am Sunday 26 June 2016.

c)     Recommends that the Council investigates options at an early opportunity for facilitating use of public space for major events.

Subcommittee members commented on what had taken place at the hearing and staff spoke to the report and answered questions from Councillors.  It was noted that the Regent Theatre, the objector to the proposal, had stated at the hearing that its objection was lodged in order to generate discussion about the process followed for approving activities in the Octagon.  The views of the Police were also outlined.

Cr Andrew Whiley withdrew from the meeting at 1.22 pm.

Moved (Cr John Bezett/Cr Doug Hall):

That the Council:

a)     Notes the objection.

b)     Approves the recommendation of the Road Stopping Subcommittee of 17 June 2016, pursuant to section 342(1)(b) and clause 11(e) of schedule 10 of the Local Government Act 1974 the temporary closure of:

•      The lower Octagon, from George Street, to Stuart Street and the lower Octagon from Stuart Street to Princes Street

•      Stuart Street from Bath Street to the Lower Octagon

•      Stuart Street from Moray Place to Bath Street (closed Octagon bound direction only);

from 6.00 am Friday 24 June 2016 until 11.00 am Sunday 26 June 2016.

c)     Investigates options at an early opportunity for facilitating use of public space for major events.

There was further discussion on the recommendations.

Motion carried (CNL/2016/048)

Cr Andrew Whiley returned to the meeting at 1.31 pm.

5       Road Stopping Subcommittee - 17 June 2016

Moved (Cr Doug Hall/Cr Andrew Whiley):

That the Council:

a)     Notes Part A items (1-3) of the minutes of the Road Stopping Subcommittee meeting held on 17 June 2016.

b)     Approves the following Part B item of the minutes of the Road Stopping Subcommittee meeting held on 17 June 2016: 

Item 4:     Temporary Road Closure for Event: The Lower Octagon and Stuart Street.  

Motion carried (CNL/2016/049)

Council

27 June 2016

Title

Page

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Minutes of Planning and Regulatory Committee held on 7 June 2016

24

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Simon Pickford (General Manager Services and Development) and Ruth Stokes (General Manager Infrastructure and Networks), Richard Saunders (Group Manager, Parks and Recreation), Jendi Paterson (Recreation Planning and Facilities Manager), Nicola Pinfold (Group Manager, Community and Planning), Adrian Blair (Group Manager, Customer and Regulatory Services), Ros MacGill (Manager Environment Health and Animal Services), Andrea Jones (Communications Team Leader) and Gerard Collings (Chairperson Waikouaiti Coast Community Board)

1.1    Rhys Owen - Freedom Camping

Mr Owen tabled photos and commented on freedom camping at the Warrington Domain that had occurred over the summer.  He advised that he felt that the existing infrastructure, such as the toilets, rubbish collection and water supply, could not sustain that number of campers.  Mr Owen commented that the community were not able to use the recreational reserve due to the numbers camping which at certain times had been up to 100 vehicles.  He advised that he would like Council to give consideration to allowing only freedom campers in self-contained vehicles to camp within the city boundaries. 

Mr Owen responded to questions which included the current condition of the Warrington Domain.

          1.2    Alasdair Morrison – Freedom Camping

Mr Morrison commented on freedom camping at the Warrington Domain that had occurred over the past season.  He advised that following concerns raised by members of the Warrington community, himself and two other Waikouaiti Coast Community Board members had undertaken a nightly head count of campers and had advised staff on any issues that had arisen such as signage and the strain on the existing infrastructure.  Mr Morrison commented that staff promptly installed additional rubbish bins and port-o-loos to meet the increased demand.

        1.3    Neil Kennedy – Freedom Camping

Mr Kennedy spoke to his concerns regarding freedom camping within the city and advised that he understood that the Freedom Camping Act 2011 prohibit Councils from completely banning freedom camping.  He commented that he felt that Council should give consideration to approaching Central Government with the issues that freedom camping had created.

Mr Kennedy requested that Council give consideration finding additional freedom camping sites before the upcoming season to help ease the burden on the Ocean View and Warrington Communities.

5       Camping Control Bylaw 2015 - Season Review Update

Gerard Collings (Chair, Waikouaiti Coast Community Board) was invited to the table to participate in the discussion on this report.

A report from Parks and Recreation provided an updated on the 2015/2016 Freedom Camping season following the adoption of the Camping Control Bylaw 2015 in September 2015. 

The Group Manager Parks and Recreation (Richard Saunders) and the Recreation Planning and Facilities Manager (Jendi Paterson) spoke to the report.  Mr Saunders advised that staff were investigating the options for a third site for non-self-contained campers to alleviate the burden on the Warrington Domain and Ocean View Reserve.  He commented that he felt that the implementation of the Camping Control Bylaw 2015 had been successful; however agreed that there had been some issues.

There was discussion on other possible options for the provision of freedom camping which included carparking buildings and private property as the numbers of freedom campers was increasing.

Moved (Cr Mike Lord/Cr Andrew Noone): that the Committee

a)  Notes that staff will work with the local Community Boards before the beginning of the 2016/2017 season to ensure infrastructure requirements are adequately met at the designated unrestricted freedom camping sites, Warrington Domain and Ocean View Recreation Reserve.

b)  Encourage interested landowners or clubs and societies to work with staff to look at other sites that might be available for freedom camping.

Motion carried (PR/2016/006)

6       Planning and Regulatory Non-Financial Activity Report for the Quarter Ended 30 March 2016

A report from Community and Planning provided an update on Council activities which included city planning, resource consents, building services, alcohol licensing, environmental health, animal control and parking enforcement.

Moved (Chairperson David Benson-Pope/Cr Kate Wilson): that the Committee

a)      Notes the planning and regulatory non-financial activity report for the quarter ended 30 March 2016.

Motion carried (PR/2016/007)

7       Items for consideration by the Chair

There were no items identified.

Council

27 June 2016

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Page

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Minutes of Infrastructure Services Committee held on 7 June 2016

29

IN ATTENDANCE

Ruth Stokes (General Manager Infrastructure and Networks), Catherine Irvine (Solid Waste Manager),  Bruce Hall (Information Support), Michael Tannock (Transport Network Team Leader).

5       Naming of a new Private Way off Barr Street

Moved (Cr John Bezett/Cr Jinty MacTavish) that the Committee:

a)     Approves the naming of a new Private Way off Barr Street as "Wattie Fox Lane", pursuant to Section 319(1)(j) of the Local Government Act 1974.

Motion carried (IS/2016/015)

6       Road Name of Private Way within Three Hills Subdivision

Moved (Cr John Bezett/Cr Chris Staynes) that the Committee:

a)     Approves the naming of a new Private Way off Malvern Street as "Fred Hollows Way", pursuant to Section 319(1)(j) of the Local Government Act 1974.

Motion carried (IS/2016/016)

7       Proposed Road Stopping - 17 Maheno Street, Dunedin

Moved (Deputy Chairperson Mike Lord/Cr Chris Staynes) that the Committee:

a)     Approves the publishing of a public notice advertising the intention to stop a portion of legal road adjacent to 17 Maheno Street, Dunedin, subject to the applicant agreeing to:

i)      Pay the Council the non-refundable fee for processing the stopping,

ii)     Pay the Council the actual costs involved in the stopping, regardless of whether or not the stopping reaches a conclusion, OR the value of the stopped road, assessed by the Council’s valuer, whichever is the greater,

iii)    Amalgamate the stopped portion of the road with the title of the adjacent land that is owned by the applicant, namely  Lot 21 DP2191 CFR OT162/199,

iv)    Accept the application of the standards contained within the Dunedin City Council Code for Subdivision and Development to the stopped road,

v)     Register an easement upon the stopped portion of the road for the benefit of any utility companies that have assets located on, over or under that land.

Motion carried (IS/2016/017)

8       Resolution to Stop a Portion of Cliffs Road, Dunedin

Moved (Deputy Chairperson Mike Lord/Cr John Bezett) that the Committee:

a)     Notes that no objections were submitted during the notice period.

b)     Resolves that under Section 342 of the Local Government Act 1974 the portion of unformed road described as Section 1 SO 491683 is stopped, with costs being met by the applicant as per the Infrastructure Services Committee resolution.

a)     Authorises public notice of the road stopping.

Motion carried (IS/2016/018)

9       Solid Waste Activity Report for the quarter ended 30 March 2016

Catherine Irvine (Solid Waste Manager) came to the table and answered councillor's questions.

Moved (Deputy Chairperson Mike Lord/Cr Doug Hall) that the Committee:

a)     Notes the Solid Waste Activity Report for the Quarter ended 30 March 2016.

Motion carried (IS/2016/019)

10     Transport Activity Report For The Quarter Ended 30 March 2016

Ruth Stokes (General Manager Infrastructure and Networks) answered councillor's questions on this report. 

Moved (Cr Jinty MacTavish/Cr Doug Hall) that the Committee:

a)     Notes the Transport Activity Report for the Quarter ended 30 March 2016.

Motion carried (IS/2016/020)

11     Three Waters Activity Report for the quarter ended 30 March 2016

Ruth Stokes (General Manager Infrastructure and Networks) answered councillor's questions on this report. 

Moved (Deputy Chairperson Mike Lord/Cr Chris Staynes) that the Committee:

a)     Notes the Three Waters Activity Report for the Quarter ended 30 March 2016.

Motion carried (IS/2016/021)

12     items for notification of the chair

Cr Benson-Pope raised the issue of people driving over grass on the median strip of Portsmouth Drive. He showed councillors a photograph of the problem and requested that a solution be considered. Ruth Stokes advised that staff have prepared a plan and this plan will be discussed with Cr Benson-Pope.

Cr Hall raised the issue of Two Car slip on the Otago Peninsula.  Ruth Stokes advised tenders close on Monday 13 June and an update will be provided in the next activity report.

Cr Hall also raised the issue of the St Clair replacement handrail. Ruth Stokes advised the replacement was postponed until a decision is reached on broader works that may be required to the wall.

Cr MacTavish asked which councillors would not be attending tomorrow's meeting of the Community and Engagement committee as she wished to ensure a quorum.

Council

27 June 2016

Title

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Minutes of Community and Environment Committee held on 8 June 2016

35

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Simon Pickford (General Manager Services and Development), Jendi Paterson (Recreation Planning and Facilities Manager), Glen Hazelton (Team Leader Urban Design), Nicola Pinfold (Group Manager Community and Planning), Bernie Hawke (Group Manager Arts and Culture), Joy Gunn (Manager Events and Community Development), Paul Coffey (Community Advisor), Richard Saunders (Group Manager Parks and Recreation), Anne Gray (Policy Analyst) and Kevin Taylor (Property Manager)

1.1    Archibald Baxter Memorial

Kevin Clements and Paul Sorrell from the Archibald Baxter Memorial Trust addressed the meeting concerning the Archibald Baxter Memorial.

Prof Clements advised that the plan was for a Dunedin based national memorial not only to those from Dunedin, but to commemorate all those who were conscientious objectors.  The Trust did three things: raised funds for the national memorial, an annual public lecture on some aspect of peace and justice, and an Otago-based high school prize.

The Trust and Council staff had looked at a number of sites and some were felt to be inappropriate.  A site at the Otago Museum Reserve did not work out, and a site at the intersection of Albany and George Streets was being looked at.  Photos of the site were shown.  This did not offer the same contemplative space but an aesthetically challenging monument could be developed that would make an impact in its own way.  A competition for sculptures had already been initiated.

The group was looking for a commitment from the Council.  Further details were provided about design and specifications.

Professor Clements and Mr Sorrell responded to questions about the site, access, design, interpretation and technical requirements of the site.  Although there was not so much foot traffic as some other sites, there would be vehicular traffic with cars stopping at the traffic lights next to the monument.

2.1    Otago Racing Club – Rates Relief Grant

Stephen Grant (President) and Ray Kean (Vice President) of the Otago Racing Club spoke to the Committee about the recommendation of the Grants Subcommittee to decline the Club's application for rates relief as it was concerned about level of community use.  Mr Grant noted that in retrospect the application had been light on that information as it had been done during a time of change of personnel.  They tabled information on the public benefits of the use of the property.  These benefits included an easement to the Council for public access as part of a subdivision consent granted, access to public toilets, recreational use of the facility by various community and sporting groups, and the Club's own charitable activities.

The Chairperson outlined the appeal process available to the Club and Messrs Grant and Kean responded to questions from Councillors.

3.1    Forbury Park Trotting Club – Rates Relief Grant

Tony Dunstan (Chairman) spoke to the Committee about the recommendation of the Grants Subcommittee to decline the Club's application for rates relief.  He thanked the Council for the opportunity to talk about the application and commented on how the Club had benefited from receiving the rates relief in the past.  Financial statements had been submitted with the application showing that the Club was in a precarious situation, with a $200,000 loss the previous year, some of that as a result of the South Dunedin floods.  The Club provided a very good facility and did a lot for groups around town.  He provided details of recent community and other events hosted by the Club, some of which used the facilities free of charge.

5.1    Grants Subcommittee meeting - 24 May 2016

Moved (Chairperson Jinty MacTavish/Cr Kate Wilson):

That the Committee:

Confirms the public part of the minutes of the Grants Subcommittee meeting held on 24 May 2016 as a correct record.

 Motion carried (CE/2016/014)

6       Otago Museum Reports to Council - February and April 2016

A report from Corporate Services appended reports, prepared by the Otago Museum, providing an update on their key activities for the period from December 2015 to April 2016. 

The Director of the Otago Museum, Dr Ian Griffin, spoke on various aspects of the report including attendance, the Planetarium, and a Lotteries grant for a digitisation project.  He responded to questions from Councillors and thanked them for their continued support of the Museum.

Moved (Deputy Chairperson Neville Peat/Cr Kate Wilson):

That the Committee:

a)     Notes the Otago Museum Reports to Contributing Local Authorities – December to February 2016 and February to April 2016.

Motion carried (CE/2016/015)

7       Update on Archibald Baxter Memorial

A report from Parks and Recreation updated the Committee on progress with selecting a site for the proposed Archibald Baxter Memorial in conjunction with the Archibald Baxter Memorial Trust.  The Archibald Baxter Memorial Trust in consultation with staff had identified a preferred site for the memorial to conscientious objectors and was working through selection process for the design of a memorial garden on-site.  The preferred site (at the intersection of Albany and George Streets) was supported by staff and key stakeholders.

The Group Manager Parks and Recreation commented on the site selection process with the Trust and noted that this was the site that stood out.  He responded to questions from Councillors about the site itself, technical issues, design of the memorial, other sites and an ability to name the site.

Moved (Cr David Benson-Pope/Deputy Chairperson Neville Peat):

That the Committee:

a)     Notes the Update on Archibald Baxter Memorial report.

b)     Notes the preferred site for the Memorial is located at the intersection of Albany and George Street.

c)     Notes the approval of the final design of the proposed Memorial at the Albany Street site will be given by the Group Manager Parks and Recreation in consultation with the Urban Design Team Leader with consideration given to the existing environment and on-going maintenance costs.

d)     Reconfirms Council's support of the Trust's proposal to commemorate the actions of Archibald Baxter and other conscientious objectors during the First World War.

The Chairperson commended the Trust for working positively with the Council and also to staff for their work.  This was a prominent site in the Central Business District and would be fitting for such a memorial.

Motion carried (CE/2016/016)

8       Parks and Recreation Activity Report for the quarter ended 30 March 2016

A report from Parks and Recreation updated the Committee on Parks and Recreation operations, maintenance and capital works, including contracted out services.

Staff responded to questions from Councillors.

Moved (Deputy Chairperson Neville Peat/Cr Doug Hall):

That the Committee:

a)     Notes the Parks and Recreation Activity Report for the Quarter ended 30 March 2016.

Motion carried (CE/2016/017)

9       Community, Arts and Culture Non-Financial Activity Report for the Quarter Ended 30 March 2016

A report from Community and Planning and Services and Development updated the Committee on key city, community, arts and cultural outcomes for the quarter ended 30 March 2016.

Moved (Cr Andrew Noone/Cr Chris Staynes):

That the Committee:

a)     Notes the non-financial community and cultural activity report for the quarter ended 30 March 2016.

Motion carried (CE/2016/018)

10     Local Government New Zealand Social Housing Forum

A report from Councillor Jinty MacTavish updated the Committee on the Local Government New Zealand Social Housing Forum held in Wellington on 16 March 2016.

Cr MacTavish spoke on the Forum and its highlights.  She commented on the need to think about a spectrum of housing solutions.

The Property Manager and other staff responded to questions about the Council's housing stock, the types of properties in the portfolio and things being done to make the properties better to live in.

Cr Doug Hall left the meeting at 2.46 pm and returned at 2.48 pm.

The Chairperson advised that a social housing needs assessment that had been carried out would be circulated for information.

Moved (Chairperson Jinty MacTavish/Cr Kate Wilson):

That the Committee:

a)    Notes the report from Councillor Jinty MacTavish regarding the Local Government New Zealand Social Housing Forum.

b)    Requests an update from MSD on their Social Housing Purchasing Intentions in Dunedin, trends in waiting lists, and plans to ensure an adequate supply of social housing in Dunedin.

c)    Requests immediate dialogue with Housing New Zealand to understand their intentions in relation to Dunedin social housing stock, particularly in light of Dunedin having recently become a Refugee Resettlement Centre.

d)    Requests staff to engage with local social housing providers (via the Social Housing Providers Network) and stakeholders to determine:

i.   What needs to be done to ensure housing needs across the housing continuum are being met now and into the future, with a primary focus on social housing, and

ii.   What role Council needs to play in delivering this, consistent with roles agreed in Council's Social Housing Strategy.

e)    Requests staff to report back by November 2016 with progress on the implementation plan in the Council's Social Housing Strategy 2010-2020 and setting out next steps in developing a five year Action Plan for Dunedin on social housing.

There was further discussion on the report and the provision of social housing in Dunedin.

Cr Andrew Noone left the meeting at 3.19 pm.

Motion carried (CE/2016/019)

11     Notification of Agenda Items for Consideration by the Chairperson

The following item was notified:

Cr Lord asked for an update on how the first wave of Syrian refugees was settling into Dunedin.

Council

27 June 2016

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Minutes of Finance Committee held on 13 June 2016

42

IN ATTENDANCE

Grant McKenzie (Group Chief Financial Officer), Simon Pickford (General Manager Services and Development), Gavin Logie (Financial Controller), Lawrie Warwood (Financial Analyst), Kevin Taylor (Property Manager), Nicola Pinfold (Group Manager Community and Planning), Joy Gunn (Events and Community Development), Paul Coffey (Community Advisor), Anne Gray (Policy Analyst) and Andrea Jones (Communications Team Leader)

5       Financial Results - Period Ended 30 April 2016

A report from Finance provided the financial results for the period ended 30 April 2016 and the financial position as at that date.

The Group Chief Financial Officer (Grant McKenzie) spoke to the report and advised that the overall Council operating deficit of $3.513 million as at April 2016 which represented a $1.306 million favourable variance against budget. 

Moved (Cr Andrew Noone/Cr Jinty MacTavish): that the Committee

a)     Notes the financial performance for the period ended 30 April 2016 and the financial position as at 30 April 2016.

Motion carried (FIN/2016/007)

6       Submission to the Government Administration Select Committee on the Healthy Homes Guarantee Bill (No 2)

Councillor Calvert and Whiley withdrew from the item and Councillor Noone resumed the Chair.

Councillor Lord advised that he owned rental properties; however did not feel that he was conflicted and would be participating in the discussion and decision on the item.

A report from Community and Planning provides a background to the Healthy Homes Guarantee Bill (No 2) and a copy of the Dunedin City Council's draft submission to the Government Administration Select Committee for Council's consideration and approval.

The Community Advisor (Paul Coffey) spoke to the report and commented that the condition of the city's housing was considered the number one social issue in Dunedin with the majority of rental properties being built prior to 1920.

In response to an email query, the Group Chief Financial Officer (Grant McKenzie) clarified that landlords were unable to claim depreciation for tax purposes on improvements such as the installation of insulation on their rental properties.

Following discussion it was agreed that the Council's submission on the Healthy Homes Guarantee Bill (No 2) be updated to include:

·       7 to now read: The Dunedin City Council can advise that its social housing provision is fiscally neutral to Council and the improvements proposed in the Bill can be met from existing operating budgets.

·       Point 12 to now read: That the minimum standard for insulation for all rental properties be set at the current NZ Building Code for new builds, with exemptions where compliance is impracticable.

Moved (Cr David Benson-Pope/Cr Doug Hall): that the Committee

a)  Approves the attached submission to the Government Administration Select Committee on the Healthy Homes Guarantee Bill (No 2) subject to the inclusion of the minor amendments as agreed.

b)  Requests that the Chairperson of the Community and Environment Committee present the submission to the Select Committee.

 Motion carried (FIN/2016/008)

Councillor Calvert resumed the chair.

7       Items for Consideration by the Chair

There were no items identified

Council

27 June 2016

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Minutes of Beauticians, Tattooists and Skin Piercers Bylaw held on 21 April 2016

46

IN ATTENDANCE

Ros MacGill (Environmental Health and Animal Services Manager), Tanya Morrison (Environmental Health Officer) and Alison Blair (Environmental Health Officer)

5       Review of the Beauticians, Tattooists and Skin Piercers Bylaw

A report from Regulatory Services presented the submissions received on the Draft Beauty Therapists, Tattooists and Skin Piercers Bylaw 2016 (previously named the Beauticians, Tattooists and Skin Piercers Bylaw) for consideration by the Hearings Committee.  Six submissions were received on the draft bylaw of which two submitters wished to be heard.

Hearing of Submissions

The following submitters were heard by the Committee:

Chris Hibbert, Visio Forma

Mr Hibbert was speaking on behalf of his wife Arasham Karam Singh who had a business providing semi-permanent makeup.  She was the sole owner and operator and the submission was on staff competency and standards.  They believed that the bylaw should recognise qualifications obtained not just in New Zealand.  His wife had trained in the United Kingdom and the qualification included a lot of training on hygiene etc.  They supported the inclusion of alternative words on that matter such as "internationally recognised training standards".

Staff had accepted their proposal regarding international standards which was a complex topic.  Staff had also accepted a correction to dates in the draft bylaw.  There was only one source of pigments for the business, that being Europe, and these were produced under European Community Standards.  He thanked staff for accepting a proposal regarding standards for pigments that applied in countries from which they were imported.

In response to a question regarding mobile trading, Mr Hibbert noted that they would not want to carry out treatments in conditions any less sanitary than they had in their salon.  In response to a question regarding potential future changes in the industry he commented on the supply of equipment and the risk that some had been imported from countries were there were no stringent standards on production.  The cheaper prices may make it easier for people to set themselves up and do this sort of work. 

Jan Lane, NZ Beauty Therapists Association

Ms Lane circulated a further submission on behalf of the NZ Beauty Therapists Association.  The Association felt that the proposed changes did not go far enough to include such complaints as burns, pigmentation damage and other injuries.  They also felt that the bylaw was ambiguous in part and did not provide enough information in other clauses to make sufficient impact and that more consultation was needed.  They were also concerned that beauty therapy and body piercing were included in the same bylaw, as body piercing required a much higher level of infection control.

Ms Lane also expressed the Association's concerns about Clause 17.8(5) in relation to animals on the premises in relation to beauty therapists working from home.  The Association was also concerned that not all overseas qualifications were created equal.  In regard to 17.10(3), the Association noted that there had been no problems experienced with soft flooring used in beauty therapy clinics.  Ms Lane also provided information on appropriate alternative cleaning/disinfecting methods and products.

In response to questions Ms Lane commented on the need for training for new beauty procedures and equipment; the Association's wish to see all bylaws the same; the Association's concern about mobile practitioners and the need to ensure the same level of cleanliness and sterility as in permanent premises; and risks involved in areas other than tattooing such as waxing, hole punching, electrolysis, and disposal of what had been used during treatment.

Adjournment of meeting

Moved (Chairperson Neville Peat/Cr Mike Lord):

That the Committee

Adjourns the meeting to take legal advice.

Motion carried (BEA/2016/003)

Deliberations

Consideration was given to the summary of points made by submitters (Attachment C of the report), the issues raised by submitters at the hearing and staff comments.  There was discussion on each of the points in the summary and particular situations staff had been involved with that the changes to the bylaw would allow them to enforce.

It was noted that Dunedin was the first to adopt a bylaw in this subject area and so would be the first to review it and deal with new issues.  Matters discussed included issues relating to mobile operators, upskilling and training for operators, risks involved in tattooing, the expanding range of beauty therapy treatments, appropriate disposal of sharps and waste following treatments, qualifications of operators, maintaining high standards, floor coverings, appropriate cleaning and sterilising processes, and records of clients' treatments.

Adjournment of meeting

Moved (Chairperson Neville Peat/Cr Mike Lord):

That the Committee

Adjourns the meeting for five minutes.

Motion carried (BEA/2016/004)

Consideration was given to the draft bylaw on a page-by-page basis with the following amendments being agreed:

·      17.4c – to be reworded to aid comprehension

·      17.6 Interpretation:

Contravene – includes "failure" to comply;

Mobile Premises – "Tattooing" rather than "Tattooist"

·      17.7 - minor amendments

·      17.8 – new clause – expand explanatory note to include international qualifications

·      17.10 – reorder.  Also reference to any subsequent legislation to be included where particular legislation mentioned.

·      17.12.1 – exempt from "some of" section 17.10

·      17.12.2.b – to be reworded

·      17.14.4 – typographical errors to be corrected

·      17.17 and following – numbering corrections

·      17.20 – to refer to "Dunedin City Council" Chief Executive

The draft bylaw was to be amended and updated as discussed and to be circulated to the Committee.

Moved (Chairperson Neville Peat/Cr Andrew Whiley):

That the Committee:

a)     Having considered the submissions received on the draft Beauty Therapists, Tattooists and Skin Piercers Bylaw 2016 recommends to the Council the bylaw as amended.

Motion carried (BEA/2016/005)

Council

27 June 2016

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Minutes of Waikouaiti Coast Community Board held on 25 May 2016

51

IN ATTENDANCE

Bernie Hawke (Group Manager Arts and Culture), Hamish Black (Parks Operations Manager), Eryn Makinson (Community Librarian, Waikouaiti) and Louise Booth (Community Librarian, Blueskin Bay)

1.1    Warrington Reserve Group

On behalf of the Warrington Reserve Group, Derek Onley tabled and spoke to the Reserve's concerns at the proposed tree debris removal.  Mr Onley commented that the Warrington Reserve Group would like Council to give consideration to only remove the trees if they were causing safety concerns as they felt that the fallen trees were an important part of the biodiversity of the area.

1.3    Jackie Hughes – Freedom Camping at Warrington Domain

Ms Hughes expressed her concerns to the number of freedom campers that had camped at the Domain over the season and commented on the impact that she felt they were having on the local Community.  She advised that she considered that the existing infrastructure such as the toilets and signage was inadequate. 

Ms Hughes advised that she did not like her children playing at the playground due to the number of people camping in the vicinity of it and people washing and changing in front of them.

Ms Hughes requested that Council give consideration to placing a restriction of vehicle numbers; a restriction to self-contained vehicles only and other reserves within the city opened up to freedom campers.

1.2    Rhys Owen – Freedom Camping at Warrington Domain

Mr Owen commented on freedom camping at the Warrington Domain and in particular the damage that the Domain had sustained over the season.  He reiterated Ms Hughes' suggestion on restricting camper numbers and vehicle type.

Mr Owen felt that the ability for the Domain to be used as a recreational area by the Community had been reduced considerable due to the volume of freedom campers using it.

5.1    Waikouaiti Coast Community Board meeting - 13 April 2016

Moved (Richard Russell/Geraldine Tait): that the Board

Confirms the minutes of the Waikouaiti Coast Community Board meeting held on 13 April 2016 as a correct record.

 Motion carried (WC/2016/012)

7       Policing Update

Otago Coastal Area Commander Inspector Jason Guthrie, New Zealand Police provided an update on Policing matters within the area, including staffing at the local Waikouaiti Police Station. 

There was a discussion on the road policing programme and the deployment of staff.  Inspector Guthrie advised that the public were able to ring their local police station to report non urgent crime 24/7 as the phone was diverted to a crime reporting line when the Police Station was unmanned.

6       Orokonui EcosanCtuary

The Conservation Manager (Elton Smith) was unable to attend to speak to the item.

8       Library Activity Report

A report from the Manager Customer Experience (Mike Collett) provided a summary of the activities of the Dunedin Public Libraries for the period 1 February to 30 April 2016, with a focus on the activities of the Waikouaiti and Blueskin Libraries.

The report noted that there had been a number of events held at the Waikouaiti and Blueskin Bay Libraries which included a Lego party, Science for Supper, Book Passion and Book Share.  The events at the libraries had been well attended by the community. 

The Community Librarian, Waikouaiti (Eryn Makinson) and the Community Librarian, Blueskin Bay (Louise Booth) spoke to the report and commented that Service Centre services such as the payment of rates, dog registration and parking fines would be available at both the Waikouaiti Library and Blueskin Bay Library from 4 July 2016.

The Group Manager Arts and Culture (Bernie Hawke) responded to questions on the Director, City of Literature's role.

Councillor Noone conveyed the Board's thanks to the librarians for the way they served their communities in particular the events that were held which catered for all ages.

Moved (Deputy Chairperson Alasdair Morrison/Cr Andrew Noone): that the Board

a)     Notes the report.

Motion carried (WC/2016/013)

9       Governance Support Officer's Report

A report from the Governance Support Officer (Wendy Collard) updated the Board on issues undertaken on its behalf since the last meeting, and other matters that were of on-going interest, including:

a)     Project Fund

b)     Election Timetable

Hamish Black (Parks Operations Manager) was present to discuss items of interest on behalf of Parks and Recreation.

c)     Warrington Spit

A memorandum from the Parks Operations Manager (Hamish Black) provided a summary of the various views regarding the proposal for the removal of selected tree debris along the Warrington Spit.

Mr Black spoke to the memorandum and commented that the general feedback had been that the tree debris created an important natural habitat and was important for biodiversity.

Moved (Deputy Chairperson Alasdair Morrison/Geraldine Tait) that the Board:

a)      Endorses the staff recommendation that the tree debris at the Warrington Spit not be removed.

Motion carried (WC/2016/014)

d)     Tree Harvesting – Waikouaiti

Mr Black commented that a report on the Tree Harvesting at the Waikouaiti Reserve had been presented to Council at their meeting held on 23 May 2016 and advised that Council had approved staff recommendations with the inclusion of:

”Delegates approval of a landscape management plan for the Waikouaiti Domain and Waikouaiti Beachfront Reserve to the Waikouaiti Coast Community Board, subject to the Group Manager Parks and Recreation being satisfied that the plan aligns with the Council's strategic framework."

Mr Black responded to questions on the Financial Breakdown contained within the report which included the associated costs of replanting and the project management.

There was discussion on the harvesting and Mr Black advised that the tree felling at the northern end of the Domain by the carpark would commence in June followed by the southern end.  He commented that it was anticipated that the felling would take approximately 7 weeks subject to weather conditions and excluding clean up.  Mr Black advised that there would be an additional post-harvest costs which were the chipping of the tree debris at a cost of approximately $60,000 and the removal of the remaining trees within the buffer zone and that have no environmental, economic or cultural value that at a cost of approximately $40,000.

Mr Black advised that during the felling; sections of the beach and the carpark would be closed to the public at various times for safety reasons and that the immediate residents would be notified via a letter drop. 

Mr Black also responded to questions on the wilding pines and the timeline for truck movements.

Moved (Deputy Chairperson Alasdair Morrison/Cr Andrew Noone): that the Board

a)     Notes the Tree Harvesting at Waikouaiti Reserve Report that was presented to Council at their meeting on 23 May 2016.

b)     Endorses the staff recommendations that additional expenditure be allocated to the removal of the remaining trees within the buffer zone and the wilding pines that have no environmental, economic or cultural value.

c)     Endorses the staff recommendation that additional expenditure be allocated for the chipping of tree debris at the completion of the tree harvesting.

 Motion carried (WC/2016/015)

e)     Action List

Doctors Point Road.  Mr Morrison commented that an on-site meeting with staff had yet to be arranged.

Freedom Camping.  Mr Black advised that a report would be presented to Planning and Regulatory Committee on the Camping Control Bylaw 2015 – Season Review Update.

Warrington Domain.  There was a discussion on the condition of the Domain in particular the entrance, the area adjacent to the playground and when the gate should be locked for the winter season.

Moved (Deputy Chairperson Alasdair Morrison/Geraldine Tait): that the Board

a)     Notes the Governance Support Officer's Report.

Motion carried (WC/2016/016)

10     Funding Applications

The Deputy Chairperson (Alasdair Morrison) advised that POWA had sent an email requesting that the withdrawal of their funding application towards the purchase of mobile phones.

The Board considered a funding application from the Waikouaiti Coast Heritage Centre towards the cost of purchasing a digital camera and A3 printer to allow the Museum's collection to be documented.

Moved (Cr Andrew Noone/Deputy Chairperson Alasdair Morrison): that the Board

a)     Grants the Waikouaiti Coast Heritage Centre $700.00 to assist with the purchase of a digital camera and A3 printer subject to the Waikouaiti Coast Heritage Centre liaising with staff at the Dunedin City Library to seek advice on how to create the highest quality digital archive.

Motion carried (WC/2016/017)

11     Chairperson's Report

A report from the Chairperson (Gerard Collings) updated the Board on the following:

·      Community Engagement

·      Warrington Sign Request.  Mr Morrison commented that staff have agreed to the request from the Warrington School for installation of additional and relocation of existing permanent warning signs.

·      DCC draft Annual Plan Submission

·      Waitati Toilets.  Mr Morrison provided an update.

Moved (Deputy Chairperson Alasdair Morrison/Cr Andrew Noone): that the Board

a)     Notes the Chairperson's report.

b)     Notes that staff were actioning the request from the Warrington School for the installation and relocation of the permanent warning signs.

Motion carried (WC/2016/018)

12     Council Activities

The Ward Councillor, Andrew Noone, provided a verbal updated to the Board on:

Draft 2016/17 Annual Plan

Dog Control Policy and Bylaw.

Moved (Cr Andrew Noone/Richard Russell) that the Board:

a)     Notes the report

Motion carried (WC/2016/019)

Council

27 June 2016

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Minutes of Otago Peninsula Community Board held on 26 May 2016

58

IN ATTENDANCE

Laura McElhone (Group Manager Water and Waste), Bernie Hawke (Group Manager Arts and Culture) and Sharon O'Loughlin (PR and Communications Advisor, Enterprise Dunedin)

6.1    Otago Peninsula Community Board meeting - 14 April 2016

Moved (Chairperson Christine Garey/Deputy Chairperson Paul Pope):

That the Board

Confirms the minutes of the Otago Peninsula Community Board meeting held on 14 April 2016 as a correct record.

Motion carried (OPCB/2016/011)

7       Library Activity Report

A report from Services and Development provided a summary of the activities of the Dunedin Public Libraries for the period 1 February to 30 April 2016 with a focus on the activities of the Bookbuses.

There was discussion on the Bookbus services, the appointment of the City of Literature Director who would work with groups across the city, and the digitisation centre.  It was noted that community groups would be able to digitise their archives and it was suggested that the Portobello Museum could be involved in the digitisation project.  It was also suggested that the City of Literature Director could attend a future Board meeting.

Moved (Chairperson Christine Garey/Deputy Chairperson Paul Pope):

That the Board:

a)     Notes the report.

Motion carried (OPCB/2016/012)

8       Enterprise Dunedin Marketing Update

Sharon O'Loughlin (PR and Communications Advisor, Enterprise Dunedin) provided an introduction for the Board on the work of Enterprise Dunedin, which was formed through the merger of Tourism Dunedin, the Council's Economic Development Unit and i-Site.  Enterprise Dunedin was charged with delivering the Council's Economic Development Strategy and to promote Dunedin as a place to live, work, visit, study and do business.  It marketed Dunedin as a tourism destination through various platforms, including websites, and communications with local and external sources. 

Hoani Langsbury entered the meeting at 10.23 am.

Ms O'Loughlin noted that Enterprise Dunedin would like to engage with groups and would like to know questions that she could take back for discussion.

During the course of discussion the Board raised the following issues:

·           The need for those leading initiatives to consider people at the grass roots level, and to take people with them, given the increase in tourism numbers.

·           Whether Enterprise Dunedin worked with other Council departments on infrastructure projects eg a toilet for Sandfly Bay.

·           Enterprise Dunedin's involvement with tourism-related requests the Board had provided to the Council in the past in its Community Plan and Annual Plan submissions.

·           Provision of a more level playing field between city attractions that were essentially competing with each other, some of which were attractions for which visitors were required to pay and which paid rates, and others which were provided to visitors free of charge and received rates funding.  (Hoani Langsbury declared an interest in relation to this question as Manager of the Royal Albatross Centre).

·           Input that community boards could have into the Tourism Strategy.

·           How to access the funding recently announced by the government for provision of toilets.

·           Whether Enterprise Dunedin was working with Parks and Recreation over opportunities to partner over recreational/biodiversity elements in tourism.

·           How Enterprise Dunedin worked with Dunedin Host.

·           The need for Enterprise Dunedin to work more closely with Community Boards.

Ms O'Loughlin advised that she would take the Board's questions back to Enterprise Dunedin for response.  Enterprise Dunedin would also like to know about events in the community so they could promote them.

2.1    Board Scholarship Recipient - Rebekah Langsbury

Rebekah Langsbury, recipient of a Board scholarship, addressed the meeting about her World Challenge trip to India.  The organisation took school groups to third world countries and the groups organised the trips and raised money themselves for both the trip and the projects they undertook.

Lox Kellas entered the meeting at 10.45 am.

Rebekah commented on the travel experience including the places visited, a visit to a local school, the trek the group went on for five days and the terrain covered, the food they experienced, and helping out at an orphanage.

Cr Neville Peat entered the meeting at 10.45 am.

The group also visited the Kerala backwaters, Jaipur and Agra.  She outlined the challenges she and the group faced and the possibilities the trip had opened up to do further volunteer work there or elsewhere.

Rebekah thanked the Board for the opportunity the scholarship had provided.

9       Governance Support Officer's Report

A report from Civic updated the Board on activities relevant to the Board area including:

a)     Project Fund

b)     Scholarship Fund

c)     Election Timetable

d)     Action List

The Chairperson noted that the Scholarship Fund was in the process of changing from a calendar year to a financial year and although the amount appeared to have been overspent, this was not the case.

There was discussion on the following Action List items:

·           Advice was awaited from Parks on when the Portobello Pontoon liftout would take place.  In the meantime this was to be deleted from the Action List.

·           Tomahawk School expression of interest documents were about to be made available publicly.

·           The memorial seat location had been determined and this was to be deleted from the Action List.

·           It had been determined that the Macandrew Bay Pontoon belonged to the Macandrew Bay Boating Club and this was to be deleted from the Action List.  The Boating Club was dealing with Parks over this matter.

·           The Asset List was in hand.

·           The Camp Road tree removal had been escalated to the two General Managers to resolve.  It was noted that this needed to be addressed prior to the start of the next tourist season.

·           The Te Rauone footpath issues would be dealt with as part of the road widening project.  There was then discussion about the repairs to the top of the sea wall and achieving consistency throughout.  There was discussion on whether this should be dealt with as part of the contract maintenance and the need for clarification on this matter.

·           The tender for the repair to the Highcliff Road slip would close on 13 June.  A request was made for more communication to those affected and the need to have this completed prior to the start of the tourist season was stressed.

·           Repairs to other slips were also being tendered in June.

·           Lox Kellas advised that directional arrows would be painted side by side rather than apart.  This was to be deleted from the Action List now this project was underway.

·           Lox Kellas noted that the signage for pull over areas would be done at the same time.  Board members were asked to provide location suggestions to Lox Kellas.  A suggestion was made for a pull over area at the top of Castlewood Road.

·           Portobello/Harington Point Road Safety Improvement Project – the Chairperson advised that staff were working hard in the background but it was important that the Council communicated to the community where this project was up to.  A consultant had been chosen and would be developing a plan.  There would be consultation on the detail of the plan for items such as seat location.

·           The Hatchery Road slip was part of a repair tender and was to be deleted from the Action List now this process was underway.

·           In regard to the Tidewater Drive drainage issue the Group Manager Water and Waste reported that the report was complete and there now needed to be information given to the community.  Upgrading culverts would not help as the problem was the high tide.  However maintenance would be increased.  The Board asked for resolution of this ie communication with the person who first raised it and the wider community as appropriate by the next meeting and the Group Manager would discuss this with the Asset and Commercial Manager.  She noted that actions might include making sure septic tanks were properly sealed and did not mix with flood waters and there was discussion on whether other things such as plantings might assist.

·           In regard to the Bayne Terrace steps, the gradient was less steep than anticipated.  The community representatives had been asked to do a Health and Safety Plan which they were concerned about and Edna Stevenson would speak to Merrin McCrory to seek the Council's assistance for this part of the project.

·           Consultation would take place on the bus stop review at an appropriate time.

·           Turnbulls Bay Quarry was to be removed from the Action List and was to be added to the List for the Safety Improvement Project.

·           Te Rauone sea wall resource consent variation - this was no longer applicable and was to be deleted from the Action List.

·           Maintenance of sea walls – the Chairperson advised that an assessment had been completed and a programme of works had been arranged.  Christine Neill commented on an area at Papanui Inlet which she would log with Customer Services and draw to the attention of relevant staff.

·           Issues relating to road edges had been raised with staff and they were aware of these problems.  The issue would be addressed for the long-term as part of the Safety Improvements Project.

·           Members were asked to look at the email circulated recently regarding road closures to ensure that the distribution list was current and to provide any changes to the Chairperson.

·           The Conway Street culvert matter was with Transport and Laura McElhone would follow this up to ensure that both the school and playcentre had been contacted as agreed.

Moved (Chairperson Christine Garey/Edna Stevenson):

That the Board

a)     Notes the Governance Support Officer's Report.

b)     Updates the Action List with the following items and notes that they are either underway or have been transferred to other lists as appropriate:

§ Portobello Pontoon liftout to be deleted.

§ Memorial seat to be deleted.

§ Macandrew Bay Pontoon to be deleted.

§ Tagging removal to be deleted.

§ Directional arrows to be deleted.

§ Hatchery Road slip to be deleted.

§ Turnbulls Bay Quarry to be deleted.

§ Te Rauone sea wall resource consent variation to be deleted.

§ Camp Road tree removal to be dealt with prior to next tourist season.

§ Highcliff Road slip remediation to be dealt with prior to next tourist season and more communication to take place with affected residents.

§ Portobello/Harington Point Road Safety Improvement Project consultation on plan details.

§ Tidewater Drive resolution update to be provided.

§ Bayne Terrace Steps Health and Safety Plan assistance to be requested.

Motion carried (OPCB/2016/013)

10     Scholarship Application

This item had been withdrawn.

11     Community Plan

The Chairperson asked members to report on areas for which they were responsible.

Edna Stevenson reported that a positive meeting had been held about Te Rauone.  Progress was being made towards a resource consent application being made by the end of September.  The Chairperson extended congratulations to the Committee.

The Chairperson noted that work on ownership of the road parallel to Portobello Road past the cemetery was proceeding well.  The Ministry of Education owned part of the road and this matter was still to be resolved.

In terms of road safety in Portobello Lox Kellas reported that a 40 km/h sign was to be installed outside the school.  At some stage in the future a school patrol or electronic sign would be considered.

Paul Pope reported that he had met with the Hereweka-Harbour Cone Trust and the walking track issues were progressing well.

The Portobello boat ramp had been raised in the Board's Annual Plan submission to the Dunedin City Council, along with the Board's support for the Coastguard.

Hoani Langsbury commented that hopefully a public toilet for Seal Point Road would be in the next year's Council work plan.  Members were asked to provide any feedback from the community to Hoani.  There was discussion on monitoring traffic in terms of numbers of visitors and collecting information on vehicle counts to support Board submissions to the Annual Plan.

Edna Stevenson advised that there was no money available for playground upgrades in the next three years.  It was agreed, however, that this should be kept in the Community Plan.

12     Working Parties/Board Area Liaison Updates

a)      Keep Dunedin Beautiful

Paul Pope reported on tagging and graffiti issues that were creeping into the area, Keep New Zealand Beautiful Week to be held in September, and a national meeting in Auckland in October.

b)      Rural Roads Update

Lox Kellas reported that roads were in good condition for the time of year and some had been recently gravelled.

Christine Neill advised of a speedy response to an incident she had reported.

Hoani Langsbury reported on the collapse of cliffs by the tank traps which had created an overhang which was also likely to collapse.

The Board requested a report following the Council's arborist looking at a tree audit on the Peninsula.

c)      Area Updates

Board members provided updates from their areas of responsibility.

It was reported that the wash out of the rock wall at Macandrew Bay would be addressed as part of the contract for the Safety Improvement Project.

Christine Neill advised that rubbish was still being dumped at the Pukehiki recycling site and the community was doing its best to address the problem.

Hoani Langsbury reported that the new rock wall at Te Rauone had been undermined.

13     Chairperson's Report

A report from the Chairperson updated the Board on the following matters of interest since the previous meeting:

·           Te Rauone

·           Next Visitor Season

·           Community Boards' Executive Committee

·           Car advertisements – moving images/wrong side or road

·           Upcoming elections

·           Meetings/events attended

·           Diary dates

The Chairperson also reported on the meeting she had attended with Lois Scott from Neighbourhood Support.  The matter of training for Board members had also been raised at the regular meeting with the Mayor.  She also advised of possible attendees at the next Board meeting.

Moved (Chairperson Christine Garey/Christine Neill):

That the Board:

Writes to Michael Harrison thanking him for his work for the Board and Otago Peninsula Community.

Motion carried (OPCB/2016/014)

Moved (Chairperson Christine Garey/Cr Neville Peat):

That the Board:

a)     Notes the report from the Chairperson.

Motion carried (OPCB/2016/015)

14     Council Activities

Councillor Neville Peat reported on the following items:

·           The Council meeting held earlier in the week and the adoption of the Dog Control Bylaw

·           The Council's Environment Strategy.

Moved (Cr Neville Peat/Chairperson Christine Garey):

That the Board:

a)     Notes the report from the Ward Councillor.

Motion carried (OPCB/2016/016)

Council

27 June 2016

Title

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Minutes of Strath Taieri Community Board held on 26 May 2016

67

IN ATTENDANCE

Kristy Rusher (Manager Civic and Legal)

5.1    Strath Taieri Community Board meeting - 14 April 2016

Moved (Deputy Chairperson Joan Wilson/Bevan Dowling):

That the Board:

Confirms the minutes of the Strath Taieri Community Board meeting held on 14 April 2016 as a correct record.

Motion carried (STCB/2016/008)

6       Governance Support Officer's Report

The Governance Support Officer updated the Board on the following matters

·      Drain Jetting Programme

·      Taieri River Management Strategy submission

·      Middlemarch Cemetery update

·      Pukerangi Sign

·      NZTA update

·      Action List

Advice was to be sought from the Electoral Officer on the date for the campaign period and advertising for elections.

Joan Wilson would book an advertisement in the Taieri Pet regarding the election timetable.

The Chair advised that the NZTA had not been in contact in regards to the increased presence of yellow lines, after Graeme Hall confirmed he would be.

Moved (Cr Mike Lord/Bevan Dowling):

That the Board:

Agrees Deputy Chairperson Joan Wilson is to approach NZTA regarding the issue of lack of legal passing areas on State Highway 87 from Middlemarch to Mosgiel and to request the addition of ice signal lights for motorist safety.

Motion carried (STCB/2016/009)

Moved (Cr Mike Lord/Noel Matthews):

That the Board:

Requests an onsite meeting with Russell Anderson and a Council Roading Inspector explaining a road slumping issue.

Requests Merrin McCrory to attend the onsite meeting and the next Strath Taieri Community Board meeting, and this be added to the Action List.

Motion carried (STCB/2016/010)

Moved (Karen Dunn/Russell Anderson):

That the Board:

a)     Notes the report.

b)     Approves the removal of completed items from the Action List.

c)     Approves the addition of requests to the Action List.

Motion carried (STCB/2016/011)

7       Funding

Taieri Pipe Band - Anzac Day Service

Moved (Karen Dunn/Russell Anderson):

That the Board:

Agrees to pay $205.00 to the Taieri Pipe Band for transportation to the Anzac Day Service.

 Motion carried (STCB/2016/012)

Hyde Cemetery Trust

Moved (Deputy Chairperson Joan Wilson/Karen Dunn):

That the Board:

Agrees to pay $2,000.00 to aid the Hyde Cemetery Trust in the erection of an information shelter to educate visitors about the Hyde Cemetery.

Motion carried (STCB/2016/013)

7       Chairperson's Report

The Chairperson:

·      Raised concerns about the lack of progress on the Sutton Swing bridge.  Engineers were to inspect it to increase the ton weight from 5 – 19 tonnes.  This was to be added to the Action List to get an update on progress.

·      Gravel extraction - applied to Regional Council. 

·      Defibrillator is now located in Cooks yard and has the new battery which was funded by the Community Board.

·      Hall heating and double glazing.  Maintenance was occurring at the wrong time of the year.  Weed spraying should occur at a more effective time.  Heating and potbelly now to be removed.  This was to be added to the Action List and the  Property team prompted to install new heating and double glazing.

·      Add to Action List the outcome of Annual Plan submission for Strath Taieri swimming pool.

8       Council Activities

Councillor Lord gave an update on recent Council activities

·      Annual Plan is completed, the general outcome is Council is looking at doing more and paying more debt.  Rate rise under 3%

·      Election campaigns are being announced.

·      Flood Report.

·      Gigatown: 65% of the CBD can now be connected, totally 6,000 connections in the city.

·      Gravelling targeted in Taieri.

·      Councillor Kate Wilson passed a resolution at Annual Plan that the Council start to invest in electric cars.

9       Notification of Agenda Items for Consideration by the Chair

A grant application was received from Strath Taieri School for a $2,000.00 contribution to IT equipment.

Council

27 June 2016

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Minutes of Mosgiel Taieri Community Board held on 31 May 2016

72

IN ATTENDANCE

Kristy Rusher, Manager Governance and Legal, Bernie Hawke, Group Manager Arts and Culture, Linda Roxburgh, Mosgiel Librarian.

Adjournment of Item

Moved (Chairperson Bill Feather/Cr Kate Wilson) that the Board:

Adjourns the visit of members of the New Zealand Police until later in the meeting.

Motion carried

6.1    Mosgiel Taieri Community Board meeting - 19 April 2016

Moved (Member Martin Dillon/Member Sarah Nitis) that the Board:

Confirms the public part of the minutes of the Mosgiel Taieri Community Board meeting held on 19 April 2016 as a correct record.

 Motion carried (MTCB/2016/012)

7       Library Activity Report

The chair invited Bernie Hawke and Linda Roxburgh to the table to speak to the library activity report. Bernie drew their attention to page 12.  The new director of City of Literature has started. Also noted the new digital archive for the Lebanese community under item 9 on page 12.

Discussion was held on the use of library Wifi. There is a mixture of travellers and local people using this facility. Exploring providing Wifi hot spots on library buses.

Noted that an attachment is missing. To be circulated to members by the GSO.

The chairman thanked them for their report.

Moved (Chairperson Bill Feather/Cr Kate Wilson) that the Board:

a)     Notes the report.

Motion carried (MTCB/2016/013)

1       visit from New zealand police

District Commander Mike Pannet, Coastal Area commander Jason Guthrie, and Local manager Alistair Dickie were welcomed to the meeting.

The chairman has requested the officers to talk about youth initiatives. Mike Pannet said there is a lot of opportunity for police to work with youth. It's an area worth investment.

He spoke about plans to renovate the police station in Mosgiel. There are opportunities around upgrading or re-building. They would prefer to stay in the same location.

A high level overview of crime in Mosgiel was presented to the board. 538 offenses were recorded this year, a 10% reduction on last year. A survey has shown a reduction in crime and victimisation. Youth crime has peaks and troughs. A very small number of youth offenders. Police have school community officers across the area. One effective package delivered to schools is family violence prevention.

Mosgiel is a safe place to live overall. There are some youth support programmes in the city that are doing good work. Community board members asked questions about youth bullying and updated the officers on a recent grant they have made towards an anti-bullying programme in the high school.

Martin Dillon talked about speed problems on his street. He requested greater police visibility. There has been a recent spike in crashes in Mosgiel, 11 this month. People are driving into parked cars or crashing at intersections.

Officers requested feedback from the members on what is causing concern to people. This helps them to deploy their resources.

The chairman was impressed by the reduction in crime since 2008 given the growth in population in Mosgiel.

Cr Wilson asked about the 2015 flood event and police resourcing. There are things happening with Civil Defence and lessons learned by agencies in the South Dunedin floods. The Mosgiel police are given credit for their work with Civil Defence.

Regarding people driving who shouldn't be - is there enough support and alternatives for those people? Discussion was held on this question. There are a lot of opportunities to encourage people onto buses.

A question was asked on whether a mobility scooter can go on the road at Wingatui, as there is no footpath. Jason Guthrie offered to find a definitive answer and send it to the chairman.

The chairman thanked the officers for their presentation.

Moved (Chairperson Bill Feather/Member Martin Dillon) that the Board:

a)     Notes the presentation from the New Zealand Police.

Motion carried (MTCB/2016/014)

8       Review of Mosgiel/Taieri Community Plan

Kristy Rusher advised that the plan did not need to be completed until after the coming elections. At the last election the plan was prepared in draft by the outgoing board and was confirmed by the newly elected board. A community plan developed this year will come into effect in 2017/18.

Discussion moved to the need to consider the strategies in the Community  Plan when making decisions on actions. It was agreed that Kristy Rusher would request a template to assist the community board with the alignment of strategies and actions. This is to be added to the action list.

Kristy Rusher offered to ask policy staff to recommend a template that would assist with the need to capture the LTP and different strategies within the Community Plan.

Sarah Nitis would like to incorporate the work of Neighbourhood Support into the plan. This is something the community board could drive. She also suggested the board sponsors an essay competition on local historical matters.

The chairman said the plan needs to reflect what the community board is capable of achieving.

Cr Wilson suggested hosting refugee families in the area. The chairman said he has been guided by social services and the Red Cross.

9       Governance Support Officer's Report

The board considered the grant application guidelines. Kristy Rusher suggested starting with a set of principles regarding grants and circulating this to all boards, with each board able to add its own local content. She noted a request for quotes to be included with funding applications. This is to be added to the action list.

The board discussed allocating the residue of the projects fund to Mr Ferguson. The board decided that the money left in the projects fund should instead go to a previous applicant who they had been unable to fully fund. A resolution was passed (below). 

The following changes were requested to the action list:

·      Access to Gigatown – The board would like a date for when this will occur in Mosgiel.

·      Gordon/Factory Road Pocket Park – Sarah Nitis to follow up.

·      Project Fund Grants – GSO to follow up on accountability reports.

·      Keep Dunedin Beautiful Committee – Cr Wilson to go on the email list and receive meeting dates for this committee.

·      New action – Information to be requested from NZTA about planting on the roundabout island on SHW87.

·      Website correction – The name of the community board is incorrect on the DCC website. To be corrected.

Moved (Chairperson Bill Feather/Member Martin Dillon) that the Board:

a)  Notes the report.

Motion carried (MTCB/2016/015)

Moved (Member Martin Dillon/Member Maurice Prendergast) that the Board:

Approves a grant of $140.75 from the projects fund to East Taieri School.

 Motion carried (MTCB/2016/016)

10     Chairperson's Report

The chairman has raised the issue of training for elected members and the Mayor has asked council staff to look into aspects of training and what might be put in place for incoming new members, and re-elected old members. Any community board member can request training at any time.

Moved (Member Sarah Nitis/Member Maurice Prendergast) that the Board:

a)     Notes the report from the Chairperson.

Motion carried (MTCB/2016/017)

11     Board Projects/Community Engagement

The chairman provided an update from the Festival of the Plain annual general meeting.

The Mosgiel sign has been removed and this project has been taken over by a public benefactor who is covering the cost of this.

Economic Development Manager John Christie is to be invited to the next meeting to speak about economic development. The chairman would like to know how his work impacts on this area. The chairman asked the board members if they have any other specific things they would like to ask him about. Cr Wilson spoke about the need for Mosgiel to be promoted as a place to live, work, play and study.

12     Council Activities

Cr Wilson said things are going well in the city compared with six years ago. She is concerned that storm water issues are considered to only happen in South Dunedin, when there are also issues in other areas including Mosgiel. She would like an education project to let people know more about this issue.

Moved (Chairperson Bill Feather/Member Sarah Nitis) that the Board:

Notes the report.

Motion Carried MTCB/2016/018

13     Notification of Agenda Items for Consideration by the Chair

There were no items notified.

Council

27 June 2016

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Minutes of Chalmers Community Board held on 1 June 2016

78

IN ATTENDANCE

Nicola Pinfold (Group Manager Community and Planning), Bernie Hawke (Group Manager Arts and Culture) and Ainslie Heather (Community Librarian Port Chalmers)

5.1    Chalmers Community Board meeting - 20 April 2016

Moved (Chair Steve Walker/Deputy Trevor Johnson): that the Board

Confirms the minutes of the Chalmers Community Board meeting held on 20 April 2016 as a correct record.

 Motion carried (CCB/2016/001)

6       Library Activity Report

The report provided a summary of the activities of the Dunedin Public Libraries for the period 1 February to 30 April 2016, with a focus on the activities of the Port Chalmers Library and Service Centre.

Bernie Hawke and Ainslie Heather were present at the meeting to speak to this report. Mr Hawke drew the board's attention to the highlights contained in his report. The installation of Gig wifi is expected to happen within the next couple of months.

The chairman congratulated Mr Hawke on a product called 'Press Display' available in the libraries that allows people to get newspapers from around the world. It includes a translation service so people can read these in their own language.

Ms Heather said complaints have been received regarding a shortage of parking outside the library, especially with road works happening. The subject of disability car parks was discussed and Ms Heather will continue to monitor this situation.

Moved (Chair Steve Walker/Cr Andrew Noone) that the Board:

a)     Notes the report.

Motion carried (CCB/2016/009)

7       Funding Applications

Consideration was given to funding applications:

a)     West Harbour Beautification for planting in the West harbour area

b)     Port Chalmers Golf Club for a refrigerator

c)     Port Chalmers Kindergarten for storage shed

d)     West Harbour Arts Charitable Trust for a sculpture project

e)     Scholarship fund – Annabelle Latta

f)     Scholarship fund – James Robinson

A further funding application received on the day of the meeting from Ravensbourne school for an area of native bush was also tabled and read by the community board.

As only two scholarship applications can be given away each year and one has already been given, the Chair suggested the community board give a $500 scholarship to James Robinson and let the application from Annabelle Latta lie on the table until the next meeting, which falls within the next funding round.

The chairman declared a conflict of interest in the applications for the West Harbour Beautification Trust and the Port Chalmers Golf Club. He indicated he would step back from the table when these are discussed.

Discussion was held on whether there were other projects that the board might consider to be worthwhile. It was decided that the applications currently before the board would take priority.

Moved (Cr Andrew Noone/Member Ange McErlane) that the Board:

          Grants the grant application from the West Harbour Beautification Trust for $924.30.

Motion carried (CCB/2016/010)

The chairman declared a conflict of interest and stepped back from the table during the consideration of this grant.

Moved (Member Ange McErlane/Member Raewynne Pedofski) that the Board:

        Grants the grant application from the Port Chalmers Golf Club for an amount less than what was requested, the amount to be $800.

Motion carried (CCB/2016/011)

The chairman and Cr Noone declared a conflict of interest and stepped back from the table during the consideration of this grant.

Moved (Chair Steve Walker/Member Ange McErlane) that the Board:

        Grants the grant application from the Port Chalmers Kindergarten for $560.

Motion carried (CCB/2016/012)

Moved (Chair Steve Walker/Member Peter Cole) that the Board:

        Grants the grant application from the West Harbour Arts Charitable Trust for $500.

Motion carried (CCB/2016/013)

Member Trevor Johnson asked for his vote against the motion to be recorded.

Moved (Cr Andrew Noone/Chair Steve Walker) that the Board:

        Defers the consideration of a community board scholarship of $500 to Annabelle Latta until the next meeting of the community board.

Motion carried (CCB/2016/014)

Moved (Cr Andrew Noone/Member Raewynne Pedofski) that the Board:

        Grants a community board scholarship of $500 to James (Jimmy) Robinson to go towards a Young Shakespeare Company Study Trip.

Motion carried (CCB/2016/015)

Moved (Chair Steve Walker/Cr Andrew Noone) that the Board:

Grants the grant application from Ravensbourne School for funding towards an area of native bush for an amount less than what was requested, the amount to be $736.74.

Motion carried (CCB/2016/016)

8       Governance Support Officer's Report

In a report from Civic an update was provided on actions undertaken on behalf of the Board or other matters of on-going interest including:

a)     Project Fund

b)     Election Timetable

c)     Action List

The following matters were raised in the discussion of the report:

·      Remove the item "District Road, Roseneath" from the action list.

·      The chairman requested a report on the item "Blueskin Road" to come to the next meeting.

·      The chairman will take the item "Ellemere Street Traffic Count" to Ruth Stokes for action, as the community board is not happy with the response provided by staff.

·      Regarding gorse on private land, there is some confusion over who is responsible for taking action. Cr Noone offered to follow up on this matter.

·      No action has taken place on the Moller Memorial. The staff member who was planning to take action has resigned from Council.

·      Angela McErlane asked why the gardens at Port Chalmers are not going to be planted seasonally any more. She would like to know if this is true and the reason.

Moved (Cr Andrew Noone/Deputy Trevor Johnson) that the Board:

Appoints Deputy Trevor Johnson to be the board contact person for the Moller Memorial removal, and if he is not available the chairman Steve Walker will be his replacement.

Motion carried (CCB/2016/017)

9       Board Representation and Other Responsibilities

Board members provided an update on their various representative roles and other responsibilities. 

a)     Port Environment Liaison Committee

Angela McErlane said she was not able to attend the last meeting. The chairman read a letter from Port Otago asking the community board to appoint a second person to this committee. Angela McErlane was delegated to find someone for this role.

b)     Ravensdown Community Liaison Group

Trevor Johnson reported that it is business as usual for this group.

c)     Keep Dunedin Beautiful

The chairman said it was worth noting that the 'trees for families' project was successful at the harbour side.

d)     Facebook

No report.

e)     Vision Port Chalmers

Peter Cole did not have anything to update.

f)     SH88 Liaison Group

The Ward Councillor (Andrew Noone) said there will be a meeting on the 23 June at 3pm.  Graeme Hall and Roy Johnson will meet with board members and members of the SHW88 group.

g)     Funding Applications – Report Back

Raewynne Pedofski has received feedback regarding grants. There are no accountability reports outstanding at present.

Moved (Chair Steve Walker/Deputy Trevor Johnson) that the Board:

a)     Notes the reports provided by board members.

Motion carried (CCB/2016/018)

10     Chairperson's Report

The chairperson read out a letter from Mel Aitken to inform the board of her resignation.

The chairperson provided an update on the following matters:

·           Annual Plan Submission Update – The chairperson has attended the annual plan hearing on behalf of the community board.

·           Geese at Watson Park – This is a hot topic on the Port Chalmers Facebook group. The chairman provided an update on the geese situation to members.

·           Swimming Pool Mural – The chairman has met with Bob Scott who will co-ordinate the painting of a mural.

·           Roading Update – Railway Crossing – KiwiRail has upgraded the crossing, but did not reinstate the footpath. The chairman has been involved in discussions on this issue and reported back to the board. Peter Cole requested that a site meeting be added to the action list, including himself, the chairman and representatives of each party. Nicola Pinfold offered to set up this meeting.

·           Next Board meeting change of date – The next community board meeting will take place on the 13 July, 2016, instead of the 6 July as previously planned.

·           Native Tree Planting – State Highway 88 - The replanting has now been done.

·           Fencing – State Highway 88 - The state of the fencing was raised at the annual plan hearing and Cr Wilson offered to follow this up. This fence needs to be replaced rather than patched.  She now has NZTA talking to the council about this issue.

·           Policing Update – The Board has not heard feedback from Jason Guthrie regarding an enquiry about hours. The chairman requested that this be followed up by the GSO.

        The chairperson has been contacted by the SPCA regarding their building in Opoho. They are starting a fundraising programme to replace this and seek a letter of support ffrom the board. The members agreed they were happy to do this.

        Trevor Johnson raised the issue of redactions in the agenda. The personal contact details of applicants has been blacked out to protect their privacy. Raewynne Pedofski  said she needs to have the contact details to follow up on the applications. It was agreed that the GSO will bring original copies of application to meetings to allow access to contact details by community board members.

Moved (Chair Steve Walker/Cr Andrew Noone) that the Board:

a)     Notes the report

Motion carried (CCB/2016/019)

Moved (Deputy Trevor Johnson/Cr Andrew Noone) that the Board:

Requests that the board chairman responds to Mel Aitken's resignation letter thanking her for her efforts and wishing her well for the future.

Motion carried (CCB/2016/020)

11     Council Activities

The Ward Councillor provided an update on matters of interest including:

·      The dog control bylaw has been amended and passed.

·      During the annual plan deliberations Cr Noone raised the issue of hard-to-maintain sections of the gravel road network and whether a budget for seal extensions should be introduced.  A report will come back to Infrastructure Services committee on this.

·      The Purakaunui Amenities Society will hold an AGM and will be discussing the public toilet.  Cr Noone will attend this.

Moved (Chair Steve Walker/Cr Andrew Noone) that the Board:

a)     Notes the report

Motion carried (CCB/2016/021)

12     Notification of Agenda Items

·      NZTA to report back on alternative plans for cycle/walkway.

·      Trevor Johnson put in an apology for the next meeting.

·      Report to be requested from Jason Guthrie, NZ Police, on hours.

·      Angela McErlane requested that the subject "Wickliffe Terrace footpath, Port Chalmers" be added to the next agenda. She said this needs attention and will bring photos to the next meeting.

Council

27 June 2016

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Minutes of Saddle Hill Community Board held on 2 June 2016

86

IN ATTENDANCE

John Christie (Director, Enterprise Dunedin), Bernie Hawke (Group Manager Arts and Culture), Inspector Jason Guthrie (Area Commander) and Constable Fred Jansen, NZ Police

5.1    Saddle Hill Community Board meeting - 21 April 2016

Moved (Pam Jemmett/ Leanne Stenhouse): that the Board

Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 21 April 2016 as a correct record.

 Motion carried (SHCB/2016/007)

6       Update from NZ Police

Inspector Jason Guthrie (Area Commander) and Constable Fred Jansen provided a high level overview of crime over the Otago area and advised that overall Dunedin was a safe place to live.  Inspector Guthrie advised that the Police supported a proactive approach to policing whereby their strategy was prevention first.

They commented on the recent robbery of the Brighton Store and Constable Jansen advised that he had visited the store a week earlier to provide advice on how to handle such incidents.  They spoke of the incident when a child had been approached in Fairfield and praised the child for their quick thinking and alert behaviour.  Constable Jansen commented on the continual proactive approach by the Fairfield community to ensure their children remained safe. 

The Board raised concerns with the rising problem of animal carcasses being dumped in the Brighton area which was noted by Inspector Guthrie and Constable Jansen. 

The Chair thanked Constable Jansen for his ongoing work in the community and thanked them both for their valuable input.

The Chair requested that their congratulations and thanks be passed on to Inspector Mel Aitken and Sergeant Steve Aitken for their contribution to the Dunedin policing and for their community work and wished them well with their new posts at the West Coast.

7       Confirmation of Agenda

It was noted that this item had been covered as Item 3.

8       Library Activity Report

The Group Manager Arts and Culture (Bernie Hawke) provided an update on library activities across the city and in specific items of interest in the Board area. 

Mr Hawke commented on the appointment of Nicky Page as Director for City of Literature and advised that she would be happy to attend a meeting if the Board wished.  They confirmed they would welcome the opportunity for Ms Page to meet the Board and provide any relevant information. 

Mr Hawke spoke of the launch of the Library’s new Community Digitisation Centre and digital archive which took place on 27 April 2016.  He commented that the resource had been made possible by a generous donation from the Cedars of Lebanon Club on behalf of the Lebanese community of Dunedin.  Mr Hawke encouraged community groups, organisations and family groups to digitise their information and advised that there was no cost for this service.  He commented that they were seeking volunteers to write information provided and attach to the photographs.

There was a discussion on the book bus and the downturn in use in the Fairfield area.  The Board queried whether more advertising or different stops would help, they also questioned the temporary location of the book bus stop in Brighton.  Mr Hawke advised that he would have the Mobile and Home Services Team Leader liaise with the Board on these matters.

Moved (Leanne Stenhouse/Cr Andrew Whiley): that the Board

a)     Notes the report

b)     Requests that Nicky Page attend a meeting

Motion carried (SHCB/2016/008)

9       Governance Support Officer's Report

The Governance Support Officer provided an update on items of interest including:

·      Project Fund – The Board agreed that the remaining funds be contributed towards the purchase of materials required for the painting of the mural at Walton Park.

·      Election Timetable

·      Walton Park Mural – The Board considered the options provided for the mural and agreed that their preference was option 3.  It was agreed that they would provide the school with the options and seek an opinion from the children involved.

·      Action List – The Board requested that the surfacing of the track at Walton Park be placed back on the action list.  They requested that staff update the issues identified as a result of the drive around with the road safety team and noted that the Brighton parking issues identified were not related to the South Seas Gallery parking problems.  They stressed their preference for consistency and would like a community consultation to be undertaken on Brighton Footpaths.  The Board spoke of their nervousness regarding potential flooding issues in Ocean View should there be heavy rainfall and commented they would like staff to continue to monitor and upgrade/clear vegetation as necessary.

·      Fairfield Community Meeting – A meeting to discuss the development of a Community Response Plan would be held at 6.30 pm on Tuesday 28 June 2016 in the Fairfield Community Hall.  Members would distribute flyers to all households.  It was agreed that the $65.00 printing charge would be funded from the Project Fund.

Moved (Scott Weatherall/ Keith McFadyen): that the Board

a)     Notes the Governance Support Officer’s Report

b)     Approves Option 3 as the approved design for the Walton Park Mural.

c)     Approves up to $700.00 being the remainder of the project fund be allocated to be used towards the purchase of materials for the Walton Park Mural project.

d)     Approves the addition of items on Brighton parking and Ocean View flooding issues to the Action List and the change of the Brighton Parking from completed to current.

e)     Approves the cost of $65.00 for printing of flyers for the upcoming Community Meeting in Fairfield.

Motion carried (SHCB/2016/009)

10     BOARD UPDATES

Cuppa and Conversation

Ms Stenhouse and Mr McFadyen advised that 30-35 people had attended the Brighton Cuppa and Conversation morning tea held on Wednesday 1 June.

11     Chairperson's Report

The Chair (Scott Weatherall) provided a verbal update on items of interest including:

·      Youth Ambassador Award – The Chair commented that he was endeavouring to arrange a suitable time for Madeline Guthrie to speak to pupils at Fairfield School.  He noted that due to her school commitments this needed to be when Fairfield School was open and a teachers only day for her school.

·      Saddle Hill Quarry – There was a discussion on the Saddle Hill Quarry and the Chair advised that there was an opportunity for the Board to present a submission.  It was agreed that there must be a lot of local information on the history of the quarrying and that it would be beneficial to identify the best means to gather the information.

·      Local Government NZ Conference

·      Freedom Camping – it was noted that a report providing an update on Freedom Camping would be presented to the Planning and Regulatory Committee meeting to be held on Tuesday 7 June 2016.

·      Fairfield Community Meeting – Mr McFadyen advised that he would be an apology for the meeting.

·      Illegal Dumping – this was becoming more prevalent in the community and it was agreed that Council staff would be asked if “No Dumping” signs could be installed.

·      Resignation of Lisa Wheeler – Ms Wheeler had resigned from the Council following 28 years of services in the Parks and Recreation Team.  The Board noted their appreciation of all the work and support she had provided to the community.

12     Council Activities

The Ward Councillor (Andrew Whiley) provided an update on the following Council activities:

·      2GP – the hearings had commenced

·      Dog Control Bylaw – the bylaw had been adopted at the last Council meeting.

·      Parks and Reserves and Cemetery Maintenance Contracts – Cr Whiley advised that City Care had been awarded the contract for parks and reserves and explained the changes with the main benefit of all work being undertaken in one visit.  He commented that Delta had been awarded the cemetery maintenance contract.

·      Tree maintenance

13     NOTIFICATION OF AGENDA ITEMS FOR CONSIDERATION BY THE CHAIR

The following items were identified:

·      A list of significant trees in the Board area

·      Mr Christie commented on the structure of Enterprise Dunedin and advised that they would provide an update at any time suitable to the Board.

Council

27 June 2016

RECOMMENDATIONS

That the Council:

a)     Adopts the 2016/17 Annual Plan

b)     Authorises the Council’s Chief Executive Officer, in consultation with the Mayor, to make any minor editorial changes resulting from the final quality checks that will occur prior to the final printing of the document.

Author:

Jane Nevill - Corporate Planner

Authoriser:

Nicola Pinfold - Group Manager Community and Planning

Simon Pickford - General Manager Services and Development 

Title

Page

a

2016/17 Annual Plan For Adoption - 27 June 2016 (Under Separate Cover)

Fit with purpose of Local Government

This report enables democratic local decision making and action by the consultation on and subsequent development and adoption of the 2016/17 Annual Plan document.

Fit with strategic framework

The Council’s strategic framework was considered in decision making on the 2016-17 Annual Plan.

Māori Impact Statement

There are no known impacts for tangata whenua, other than what has been evaluated on other strategies.

Sustainability

The public are encouraged to use online resources to view the 2016/17 Annual Plan and will  receive feedback on the outcome of decision making online where possible.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

The 2016/17 Annual Plan contains the budgets for the 2016/17 year in the 2016/17-2024/25 Long Term Plan, as legislatively required.

Financial considerations

The 2016/17 Annual Plan forecasts budgets and the funding impact statement for 2016/17.

Significance

The 2016/17 Annual Plan has been developed in accordance with the Council’s Significance and Engagement Policy, and sections 95 and 95A of the Local Government Act 2002.   

Engagement – external

Community consultation on the 2016/17 Annual Plan was carried out in accordance to Sections 82 and 95A of the Local Government Act 2002.

Engagement - internal

Staff from all affected areas have been asked for input.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

The 2016/17 Annual Plan confirms funding for Community Boards in the 2016/17 year.

Council

27 June 2016

RECOMMENDATIONS

That the Council:

a)     Set the following rates under the Local Government (Rating) Act 2002 on rating units in the district for the financial year commencing 1 July 2016 and ending on 30 June 2017.

1      General Rate

A general rate set under section 13 of the Local Government (Rating) Act 2002 made on every rating unit, assessed on a differential basis as described below:

·           A rate of 0.3159 cents in the dollar (including GST) of capital value on every rating unit in the "residential" category.

·           A rate of 0.3001 cents in the dollar (including GST) of capital value on every rating unit in the "lifestyle" category.

·           A rate of 0.7739 cents in the dollar (including GST) of capital value on every rating unit in the "commercial" category.

·           A rate of 0.7013 cents in the dollar (including GST) of capital value on every rating unit in the "commercial Strath Taieri" category.

·           A rate of 0.5527 cents in the dollar (including GST) of capital value on every rating unit in the "residential heritage bed and breakfasts" category.

·           A rate of 0.2527 cents in the dollar (including GST) of capital value on every rating unit in the "farmland" category.