Chalmers Community Board

MINUTES

Confirmed Minutes of an ordinary meeting of the Chalmers Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 13 July 2016, commencing at 5.30 pm

PRESENT

Chairperson	Steve Walker
Members	Peter Cole	Ange McErlane
	Cr Andrew Noone	Raewynne Pedofski

IN ATTENDANCE

Nicola Pinfold (Group Manager Community and Planning), Joy Gunn (Manager Events and Community Development), Anne Gray (Policy Analyst)

Governance Support Officer      Jennifer Lapham

1       Public Forum

1.1    Public Forum

Warren Lewis, spoke to the Board in regards to the public car park at Back Beach.  He was concerned that there was an intention to remove some of the parks and reduce access to the public in this area. 

He commented that this area is a public space for all to use and it should not be fenced off.   He said that this area does provide access for emergency service, including marine search and rescue and any reduction in the space will comprise these activities.  

2       Apologies
	Moved (Steve Walker/Ange McErlane): that the Board Accepts the apology from Trevor Johnson for absence and Cr Noone for lateness. Motion carried (CCB/2016/013)

3       Confirmation of agenda
	The Chairperson advised NZTA was no longer attending the meeting as they were still working on the project. It was hoped to report to the August meeting.  He also advised that as staff were in attendance to discuss item 3, Dunedin Strategic Framework, the item in the Governance Support Officer's report would be brought forward to become item 6. .
	Moved (Steve Walker/Peter Cole): that the Board Confirms the agenda noting that item 6 had been withdrawn and part of the Governance Support Officer's report would be brought forward to become item 6. Motion carried (CCB/2016/014)

4       Declarations of interest

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

5       Confirmation of Minutes

5.1    Chalmers Community Board meeting - 1 June 2016
	Moved (Steve Walker/Raewynne Pedofski): that the Board Confirms the public part of the minutes of the Chalmers Community Board meeting held on 1 June 2016 as a correct record. Motion carried (CCB/2016/015)

Part A Reports

6       Dunedin Strategic Framework

The Group Manager Community and Planning (Nicola Pinfold) and Policy Analyst (Anne Gray) spoke to the Board about the Dunedin Strategic Framework. Mrs Pinfold provided a background to the development of the Dunedin Strategic Framework and in particular the vision for Dunedin and the eight Strategies.  The Board was provided with set of strategies and a check list of priorities from the strategies for use in its forward planning. Ms Gray explained the "Community Outcomes" in particular the importance of the Community Plans, Annual/Long Term Plans in relation to these outcomes.  She suggested that the Board give consideration to  moving the timing of their Community Plan to align with the Council budget process deadlines. The Manager Events and Community Development, Joy Gunn, was introduced to the Board.  Ms Gunn gave an overview of her background and the Events and Community Development team.

7       Extraordinary Vacancy - Chalmers Community Board
	In a report the Electoral Officer advised that an extraordinary vacancy had been created on the Chalmers Community Board as a result of the recent resignation of Mel Aitken.  In accordance with Clause 117 (2) of the Local Electoral Act 2001 the Chief Executive had notified the Community Board of the vacancy and the Board must decide whether or not to fill the vacancy.
	Moved (Steve Walker/Peter Cole): that the Board a)     Resolves that given the short time frame prior to the triennial election the vacancy not be filled. Motion carried (CCB/2016/016)

8       Funding Applications
	Consideration was given to an application for funding and also the application deferred at the previous meeting for a scholarship.
	Moved (Steve Walker/Cr Andrew Noone): that the Board a)     Grants application from the Port Chalmers Historical Society Inc. for $900.00. Motion carried (CCB/2016/017)
	Moved (Chair Steve Walker/Member Ange McErlane): that the Board a)     Grants application from the Rotary Club of Dunedin. for $1,000.00. Motion carried (CCB/2016/018)
	Moved (Steve Walker/Andrew Noone): that the Board a)     Uplifts the Community Board Scholarship application from Annabelle Latta. Motion carried (CCB/2016/019)
	Moved (Ange McErlane/Steve Walker): that the Board a)     Grant a Community Board Scholarship of $500 to Annabelle Latta to go towards a Spanish Language Study Trip. Motion carried (CCB/2016/020)

9       Wickliffe Terrace

Angela McErlane tabled photographs of the footpath in Wickliffe Terrace.  She advised that the street was looking messy and unkempt and during the cruise ship season a lot of people walk this area.  The Chairperson advised that he had meet with the Group Manager Transport on a number of matters and he advised to put all issues into the Action List.  It was agreed that the issue be added to the Action List and that a site visit be arranged.

10     Governance Support Officers Report
	In a report the Governance Support Officer provided an update on matters of interest including: a)     Project Fund b)     Dunedin Strategic Framework c)     Action List         A discussion took place on the action list and the Chairperson provided an update on his meeting with the Acting Group Manager Transport. He advised that Ellesmere Street would be placed on the gritting list.  Cr Noone advised that he had discussed the issue of gorse on private land and had been advised that  the Urban Fire District Bylaw should be used to deal with urban hazard.  He will discuss with the appropriate Council Officer.
	Moved (Steve Walker/Andrew Noone): that the Board a)     Notes the Governance Support Officer's Report b)     Amends the Action List as appropriate. Motion carried (CCB/2016/021)

11     Board Representation and Other Responsibilities
	Board members provided an update on their various representative roles and other responsibilities: a)     Port Environment Liaison Committee Ange McErlane provided an update on the activities of the Port Environment      Liaison Committee.  She advised that the Committee were recommending that Lana Oranje and Carolyn Leese be appointed to the Board as Community Representatives.
	Moved (Ange McErlane/Steve Walker):           That the Chalmers Community Board appoints Lana Oranje and Carolyn Leese to     the Port Environment Liaison Committee. Motion carried (CCB/2016/022)
	Ange McErlane also advised that it was intended to extend the A shed which would assist in the Cruise Ship season by providing additional cover and facilities for the passengers. b)     Ravensdown Community Liaison Group There was no update as Trevor Johnson was not in attendance c)     Keep Dunedin Beautiful The Chairperson advised that the first lot of tagging at the start of the cycleway had been cleaned but was re-tagged.  This has now been cleaned and to date the site had not been re-tagged.  d)     Facebook It was agreed that the Chairperson would be the administrator for the Board's face book page. e)     Vision Port Chalmers Peter Cole advised that the organisation hadn't been able to get a quorum and therefore have not been able to meet.  However the matter was being resolved, with Ange McErlane being appointed as chairperson and himself as Vice Chair. f)     SH88 Liaison Group The Ward Councillor that the group had met on 23 June and the next traffic counts were due in September. g)     Funding Applications – Report Back Raewynne Pedofski advised that she would contact recipients for an update      on their projects.
	Moved (Chair Steve Walker/Member Ange McErlane): that the Board a)     Notes the report. Motion carried (CCB/2016/023)

12     Council Activities
	The Ward Councillor provided an update on matters of interest including: · Local Government Conference would be held in Dunedin 24/25 July. · Purakaunui toilet:  A meeting had been held with John Cocks from MWH and Alana Reid from the council.  It was agreed that a Portaloo should be placed on the site to determine if there was a need for a permanent toilet. · Prospect Row Trees · Drainage Issues.
	Moved (Cr Andrew Noone/Chair Steve Walker): that the Board a)     Notes the report. Motion carried (CCB/2016/024)

13     Chairperson's Report
	The Chairperson provided an update on matters of interest including: · Policing Port Chalmers – Jason Guthrie is working with the Local Policeman to ascertain which day and the hours the Police Station would be open. · Winter Gritting Ellesmere Street – this had been resolved. · Graffiti – Start of Shared Path – discussed in the Governance Support Officer's report. · Blueskin Road – That trucking companies and Cedar Farm had agreed to cease using  Blueskin Road and would now use the State Highway. · Geese Update – The Chairperson thanked Hamish Black and his team for the sensitive way in which they dealt with this issue.  It was also noted that the majority of the community had supported the process. · Speeding Boundary Road – Purakaunui – that an action plan was being put in place. · State Highway 88 Safety Work – Soft safety barriers would be put in place. · Car Park behind Mackies – a complaint had been received regarding people parking there all day.  It had been agreed that a 180 minute parking restriction would be put in place · Resignation of Peter Standring – the Board expressed their sincere appreciation to Peter of all his service over the years on behalf of the Board.
	Moved (Chair Steve Walker/Cr Andrew Noone): that the Board a)     Notes the report. Motion carried (CCB/2016/025)

14     Notification of Agenda Items

There were no items notified.

The meeting concluded at 6.53 pm.

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C H A I R P E R S O N