West Harbour Community Board

MINUTES

Unconfirmed minutes of the inaugural meeting of the West Harbour Community Board held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Wednesday 26 October 2016, commencing at 4.00 pm

PRESENT

Chairperson	Steve Walker
Deputy Chairperson	Trevor Johnson
Members	Francisca Griffin
	Ryan Jones
	Ange McErlane
	Jan Tucker
	Cr Aaron Hawkins

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager Strategy and Governance) and Graham McKerracher (Communication and Marketing Manager)

Governance Support Officer      Jennifer Lapham

1       Apologies

There were no apologies.

2       Welcome by the Chief Executive Officer, Dr Sue Bidrose
	The Chief Executive Officer welcomed elected members, families, staff and members of the public to the meeting.

3       Declarations By Members
	Board members made the declarations required by Schedule 7, Clause 14 of the Local Government Act 2002, which were witnessed by the Chief Executive Officer.

4       Voting Procedure for Appointment of Chairperson and Deputy Chairperson
	A report from Civic and Legal advised that voting for appointments such as the Board Chairperson and Deputy Chairperson was to be carried out in accordance with Schedule 7, Clauses 25(2), (3) and (4)  of the Local Government Act 2002 Amendment Act 2004.
	Moved (Jan Tucker/Trevor Johnson): that the Board a)     Adopts first past the post (System B) the voting method for the appointment of Chairperson and Deputy Chairperson. Motion carried (WHCB/2016/001)

5       Election of Chairperson and Deputy Chairperson
	a)      Chairperson
	Moved (Trevor Johnson/Jan Tucker): that the Board
	a)     Appoints Steve Walker as the Chairperson.
	Motion carried
	The Chairperson here occupied the Chair.
	b)      Deputy Chairperson
	Moved (Jan Tucker/Aaron Hawkins): that the Board
	a)     Appoints Trevor Johnson as the Deputy Chairperson.
	Motion carried

6       Confirmation of agenda
	Moved (Steve Walker/Jan Tucker): that the Board Confirms the agenda without addition or alteration Motion carried (WHCB/2016/002)

Part A Reports

7       Adoption of Code of Conduct
	A report from the Executive Management Team advised that the Local Government Act 2002 required that Community Boards adopt a Code of Conduct.  The report provided a summary of the updated Code of Conduct (the Code) that was prepared by Local Government New Zealand following consultation across the sector. The Code updated the previous national standard and provided a plain English version of standards of behaviour expected of elected members in the exercise of their duties.  The Code also provided details on how breaches of the Code would be dealt with. The Code should be read in conjunction with the Community Board's Standing Orders. A discussion took place on Section 9 (Register of Interests) and in particular the requirement for information to be supplied by a members spouse or partner.
	Moved (Deputy Chairperson Trevor Johnson/Member Jan Tucker): that the Board a)     Adopts the West Harbour Community Board Code of Conduct as per Attachment 1 of the report, excluding the register of interest           Motion lost with one abstention Jan Tucker. Motion carried (WHCB/2016/003)
	Moved (Aaron Hawkins/Steve Walker): that the Board a)     Adopts the West Harbour Community Board Code of Conduct as per Attachment 1 of the report Motion carried on a 75% majority with Trevor Johnson recording his vote against (WHCB/2016/004)

8       Adoption of Standing Orders
	A report from Civic and Legal advised that a local authority must adopt a set of standing orders for the conduct of its meeting and those of its committees (clause 27, Schedule 7, Local Government Act 2002). Local Government New Zealand had reviewed and revised the form of standing orders which applied to community board meetings.  The report recommended the adoption of the revised standing orders.
	Moved (Steve Walker/Ange McErlane): that the Board a)     Notes that the form of standing orders proposed is as recommended by Local Government New Zealand. b)     Adopts the standing orders in the form proposed in Attachment 1 to the report. Motion carried unanimously (WHCB/2016/005)

9       Meeting Schedule
	A report from Civic and Legal advised that the Board was requested to consider the date of the next Board meeting, which was proposed for Wednesday, 16 November 2016 commencing at 5.30 pm. A meeting schedule for Council and Community Boards during 2017 would be considered at the 15 November 2016 Council meeting. A Community Board meeting schedule would be considered and brought to the next meeting of the Board for confirmation.
	Moved (Steve Walker/Ange McErlane): that the Board a)     Confirms that its next meeting will take place on 16 November 2016 at 5.30 pm. b)     Notes that the meeting schedule for 2017 will be considered by the Community Board at the meeting of 16 November 2016. Motion carried (WHCB/2016/006)

10     Local Government Legislation - Briefing for the Inaugural Community Board Meeting 2016
	A report from Civic and Legal advised that Clause 21 of Schedule 7 of the Local Government Act 2002 required that, at the inaugural meeting of the Council and Community Boards following the triennial election, the Chief Executive Officer must provide a general explanation of the following legislation: a)     The Local Government Official Information and Meetings Act 1987; b)     The Local Authorities (Members' Interests) Act 1968; c)     Sections 99, 105 and 105A of the Crimes Act 1961; d)     The Secret Commissions Act 1910; and e)     The Financial Markets Conduct Act 2013.
	Moved (Steve Walker/Jan Tucker): that the Board a)     Notes the advice regarding key legislation that applies to members of Community Boards. Motion carried (WHCB/2016/007)

11     Acknowledgement of Retiring Members

Moved (Steve Walker/Trevor Johnson): that the Board a)     Records its sincere thanks to Peter Cole for the loyal and conscientious service given to the City of Dunedin as a member of the Chalmers Community Board for the 3 year period 2013 to 2016. b)     Extends sincere appreciation for the services rendered and every good wish for the future. c)     Records its sincere thanks to Raewynne Pedofski for the loyal and conscientious service given to the City of Dunedin as a member of the Chalmers Community Board for the 9 year period 2007 to 2016. d)     Extends sincere appreciation for the services rendered and every good wish for the future. Motion carried (WHCB/2016/008)

The meeting concluded at 4.28 pm.

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CHAIRPERSON