Agenda of Strath Taieri Community Board

Notice of Meeting:

I hereby give notice that an ordinary meeting of the Strath Taieri Community Board will be held on:

Date: Thursday 11 August 2016

Time: 2.00 pm

Venue: Strath Taieri Community Centre, Middlemarch

Sue Bidrose

Chief Executive Officer

Strath Taieri Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Barry Williams
Deputy Chairperson	Joan Wilson
Members	Russell Anderson	Bevan Dowling
	Karen Dunn	Cr Mike Lord
	Mr Noel Matthews

Senior Officer Tom Dyer, Acting Group Manager, Parks and Recreation

Governance Support Officer Andrea Barker

Andrea Barker

Governance Support Officer

Telephone: 03 477 4000

Andrea.barker@dcc.govt.nz

www.dunedin.govt.nz

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

Strath Taieri Community Board

MINUTES

Unconfirmed minutes of an ordinary meeting of the Strath Taieri Community Board held in the Strath Taieri Community Centre, Middlemarch on Thursday 30 June 2016, commencing at 2.00 pm

PRESENT

Chairperson	Barry Williams
Deputy Chairperson	Joan Wilson
Members	Russell Anderson	Bevan Dowling
	Karen Dunn	Cr Mike Lord
	Mr Noel Matthews

IN ATTENDANCE

Alana Reid (Property Officer Civic Property), Merrin McCrory (Asset and Commercial Manager Business Support) and Kristy Rusher (Manager Civic and Legal)

Governance Support Officer Andrea Barker

Councillor Mike Lord entered at 2.01pm

1 Public Forum

1.1 Middlemarch Hall Committee

Representatives from the Middlemarch Hall committee addressed the meeting concerning Middlemarch Hall heating.

Alana Reid was in attendance to respond to the concerns regarding the Middlemarch hall. Ms Reid advised that heating and insulation was still a priority, however further investigation was needed to what was required to comply with current building codes. It was agreed that Ms Reid would provide an update to the Board within the first 2 weeks of July.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Chair Barry Williams/Cr Mike Lord): that the Board

Confirms the agenda without addition or alteration

Motion carried (STCB/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.

Karen Dunn declared an interest in Item 7 – the Strath Taieri School funding application.

5 Confirmation of Minutes

5.1 Strath Taieri Community Board meeting - 26 May 2016

Following discussion it was agreed that the minutes would be amended to record additional comments made by the Deputy Chairperson on State Highway 87 in regards to the petition.

Moved (Deputy Chairperson Joan Wilson/Cr Mike Lord): that the Board

Confirms the public part of the minutes of the Strath Taieri Community Board meeting held on 26 May 2016 subject to the changes as requested.

Motion carried (STCB/2016/015)

Part A Reports

6 Governance Support Officer's Report

A report from Civic provided an update on actions undertaken on its behalf since the last meeting and other matters of on-going interest which included:

a) Project Fund

b) Middlemarch Community Hall update

c) George King Memorial Drive update

Asset and Commercial Manager Business Support (Merrin McCrory) was in attendance to update the Community Board. Ms McCrory will report back to the next meeting when her team have assessed their findings and established costing's for the work identified on George King Memorial Drive.

d) Middlemarch Digital Plan

Mr Matthews addressed the Community Board on the Strath Taieri Digital Plan It was agreed to request Lesley Marriott to attend the next community board meeting to discuss the following points:

· Problems with unreliable and slow connections for the community

· Faster internet at home and for local business

· To advise what assistance GigiCity could offer with costing and problems which have been identified

Mr Matthews would make enquiries regarding viability from internet providers to provide services to the district and how many customers would be required.

e) Action plan

Moved (Deputy Chairperson Joan Wilson/Member 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 of the Action List.

Motion carried (STCB/2016/016)

7 Funding Applications

The Board considered a funding application from Strath Taieri School to assist with the purchase of learning Chromebook devices.

Karen Dunn declared an interest in the Strath Taieri School application and withdrew from the item.

Moved (Deputy Chairperson Joan Wilson/Member Russell Anderson): that the Board

a) Grants the funding application from the Strath Taieri School for $573.00.

Motion carried (STCB/2016/017)

Karen Dunn re-joined the meeting.

8 Chairperson Report
	The Chairperson (Barry Williams) provided an update on matters of interest including: Oceana Gold Following discussion it was agreed that staff be requested to notify the Community Board when Oceana Gold applies for resource consents as it would like to provide local knowledge to assist in consents required within the Dunedin City District. Transport update Ms Merrin McCrory commented that once road issues were lodged with Council the contractors had a certain timeframe in which to respond, and board members should log any reports of maintenance required with the Customer Service Agency. Strath Taieri Evacuation Plan: Senior Constable Helen Fincham-Putter was in attendance to discuss the Strath Taieri Evacuation Plan. It was agreed that the Community Resource list might need to be updated. A copy of the existing resource list was to be obtained from the Civil Defence Office.
	Moved (Chair Barry Williams/Deputy Chairperson Joan Wilson) that the Board: a) Requests that an invitation be sent to Graeme Hall NZTA, inviting him to the next Community Board meeting. Motion carried (STCB/2016/018)
	Moved (Member Russell Anderson/Deputy Chairperson Joan Wilson) that the Board: a) Notes the report Motion carried (STCB/2016/019)

9 Council Activities

The Ward Councillor (Mike Lord) provided a verbal update on Council activities which included the following topics:

1. Dog Control Bylaw 2016

2. Beauticians, Tattooists and Skin Piercers Bylaw 2016

3. South Dunedin community meeting regarding flooding

Moved (Member Russell Anderson/Deputy Chairperson Joan Wilson) that the Board:

a) Notes the report

Motion carried (STCB/2016/020)

10 Items for consideration by the Chair
	There were no items identified for consideration

The meeting concluded at 4.40pm.

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

CHAIRPERSON

Strath Taieri Community Board

11 August 2016

Part A Reports

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1. This report is to inform the Strath Taieri Community Board of activities relevant to the Board area including:

a) Project fund

b) Coming into and vacation of office

c) Action list

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report

b) Approves the addition of requests to the Action List

Project Fund

2. As it is the beginning of the financial year, there is $10,000 in the project fund.

Coming into and vacation of Office

3. For local authority elections (including community boards) where an election is required, a member comes into office on the day after the day on which the official result of the election is declared by public notice (section 115 Local Electoral Act). Official results are usually received around the Thursday following the election and the public notice usually appears on the Saturday following the election.

4. Where an election is not required (i.e. because the number of candidates does not exceed the number of vacancies), those unopposed candidates are declared elected at the close of nominations and they come into office at the same time as the other elected candidates (i.e. the day after the official result of the election is declared by public notice).

5. It is important to note, however, that no person is capable of acting as a member of any local authority until he or she has made a declaration as required by clause 14, Schedule 7, Local Government Act 2002. This is done at the first meeting of the board after the local authority elections.

6. Current members vacate office when members elected at the election come into office.

Action List

7. An update on outstanding matters is provided in Attachment A.

Signatories

Author:	Andrea Barker - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Strath Taieri Community Board Action Plan	14

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

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

Fit with strategic framework

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

In terms of the Action List (Attachment A) there are no inconsistencies with the strategic framework.

Māori Impact Statement

There are no known implications for tangata whenua.

Sustainability

There are no known implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Stakeholder participation has been undertaken via Board initiated community events.

Financial considerations

There are no financial implications for the year commencing 1 July as there are no grant applications pending.

Significance

Under the Significance Policy matters in this report are of low significance.

Engagement – external

No external engagement has been undertaken.

Engagement - internal

Staff have been contacted in relation to issues listed in attachment A.

Risks: Legal / Health and Safety etc.

No risks have been identified.

Conflict of Interest

No conflicts of interest have been identified.

Community Boards

There are no implications for Community Boards except to provide information on activities in or relevant to the Board area.

Strath Taieri Community Board

11 August 2016

STRATH TAIERI COMMUNITY BOARD ACTION LIST 11 AUGUST 2016
Meeting Date Resolution/ Item Number	Action	Status	Report to the Board
Transport
30 June 2016	Following on site meeting, staff to provide update on their findings and costings of work identified on George King Memorial Drive for the Board's next meeting 11 August	Civil works would be unfeasible due to low volume road and no crash history. From a safety point of view there is a lack of signage that could be improved. This includes ‘road narrows’ and ‘one lane bridge’ signs to help illustrate conditions of road ahead. Chevrons on beehive corner to illustrate sharp corner. Edge marker post on some of the steep drop-offs. Bridge markers and ‘armadillos’ along the ford to provide delineation between bridge and drop-off. As this is a washover ford the purpose is for larger material to be able to wash over the top, therefore a rail would defeat the purpose hence the use of the ‘armadillos’	August 2016 Update provide
30 June 2016	Update on the progress of Sutton/Mt Ross Bridge (Bridge 77)	The Group Manager Transport has advised that the final design is due by the middle of August. DCC will then tender the physical works for delivery in this financial year. Staff are liaising with Heritage New Zealand to obtain the appropriate consents for work	August 2016 Update provided
Enterprise Dunedin
30 June 2016	Staff be requested to provide an update on Broadband for Strath Taieri	Strath Taieri sits outside the GigCity foot print and therefore it falls under the Rural Broadband initiative which is explained below: 1. Central Government initiative - the Manager, ICT Policy and Programmes, Building, Resources and Markets (Jane Tier), Ministry of Business, Innovation & Employment will be able to provide the community with an update. Her contact details are email - jane.tier@mbie.govt.nz or phone number 04 896 5276 or postal address – PO Box 1473, Wellington 6140. 2. The Business Relationship Manager (Des Adamson) had provided contact details of Peter Hills who is a Trustee for the Digital Community Trust to enable discussions on how schools in areas such as Strath Taieri have been working with their communities to make access to fast UFB more open. 3. There is a goal that by January 2017 up to 300,000 families and businesses will have access to 4G services under the RBI programme. 4. As at May 2016 nearly 2500 schools around the country were connected to ultra-fast or wireless broadband and some 95% opting to take it up, using the Network for Learning (N4L), managed service. 5. There are more than 1400 schools in urban areas and more than 1050 in rural areas now able to connect. 6. In September 2015 Crown Fibre Holdings (CFH) released a Request for Proposals for the UFB2 extension. Tenders closed in late October and CFH has now provided the Government with a commercial analysis of results. CFH are using the tenders received as a starting point for negotiations between them and potential suppliers. 7. DigiMBIE have advised policy work on RBI2 is now underway and that this includes assessing the areas that will be prioritised for improved rural broadband. The Digital Enablement plan that was supplied last September is a valuable input into this work. Reference: http://www.crownfibre.govt.nz/business/	August 2016 Update provided
Property
30 June 2016	Update on DCC Property Meeting with the Strath Taieri Hall Committee on Friday 29^th July 2016.	DCC Property and the Hall Committee agreed on the following priorities: 1. Install insulation, this will include all underfloor and the rest of the ceiling spaces where there is no insulation. (August 2016) 2. Install 48kW of infra red heating in the main hall area as soon as possible. (Late August 2016) 3. Install double glazing units to the committee and supper room. (late October 2016) 4. Scope and develop solution to provide an accessible entry to the main hall, committee and supper room. (September – December 2016). This will provide the necessary information to gain a building consent. 5. Install solid fuel burners in the main hall and supper room (March 2017). 6. Scope and install doors facing north in the supper room. 7. A summary of expenditure/budget/timeframe will be provided for the next hall committee meeting. This will inform a long term maintenance plan to be in place for 2017/2022.	August 2016 Update provided

STRATH TAIERI COMMUNITY BOARD ACTION LIST 11 AUGUST 2016
COMPLETED ITEMS
Transport
	Mount Gowrie-SH87 intersection bad potholes	The NZ Transport Agency is assuming responsibility for maintenance activities along metalled side roads within 50m of a State highway intersection. Staff have advised the Transport Agency of the Board's concerns and requested some remedial works.	Update provided 14 April 2016
	4 Mile Road down to mud or dust – when will maintenance occur	Road was last graded late in February 2015, and last metalled in 14/15. The next grading is currently scheduled for May 2016. A Staff request has been logged for our maintenance contractor to inspect and respond accordingly.	Update provided 14 April 2016
Civic
	The Board had requested the outcome of the Annual Plan submission for the Strath Taieri Swimming Pool	The Strath Taieri Swimming Pool was allocated $10,000 in the Annual Plan process.	Letters were sent

Strath Taieri Community Board

11 August 2016

Strath Taieri Community Board Emergency Resources Survey

The Community Board is currently in the process of updating the Civil Defence and Emergency resource list for Strath Taieri Community Emergency preparations .The Community Board would appreciate you filling in the attached survey and posting it back to the Board c/- Postal Agency Middlemarch.

The information is to support Police, the Fire Service with rural fires, DCC Civil Defence, SARS or other organizations should they be called to attend an emergency and need help with manpower or equipment.

We encourage you to fill it in – it might be you that needs help.

The database will be kept confidential and only be accessible by those agencies if the need arises.

The types of risks that we are considering in devising the list include extreme weather storms, access to emergency sites, earthquakes and fire.

Name: …………………………………………….

Address: include (rapid number) ………………

I usually have on site: –

Tick or x

Jet boat o

Winch o

Tractor o

Digger o

Fuel supply – diesel or petrol o

Wire ropes o

Generator o

Other helpful assets

My mobile phone number …………………………………

Alternative phone number………………………………….

I give consent for this information to be shared when necessary with emergency services

Signed……………………………………

In emergencies it is also good to know what skills we have nearby. If you are happy to share any special skills e.g. paramedic experience, midwifery skills etc. we would like to add that to a list.

Name…………………………………………

Skill(s) ………………………………………..

Name…………………………………………

Skill(s)………………………………………..

Other useful information

I confirm that we/I are happy for this information to be shared with emergency services

	Title	Page
A	Minutes of Strath Taieri Community Board meeting held on 30 June 2016	7

	Title	Page
a	Strath Taieri Community Resources Survey	21