Agenda of Otago Peninsula Community Board

Otago Peninsula Community Board

MINUTES

Unconfirmed minutes of the inaugural meeting of the Otago Peninsula Community Board held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Thursday 27 October 2016, commencing at 2.00 pm

PRESENT

Chairperson	Paul Pope
Deputy Chairperson	Hoani Langsbury
Members	Lox Kellas	Graham McArthur
	Christine Neill	Edna Stevenson
	Cr Andrew Whiley

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager Strategy and Governance) and Richard Saunders (Group Manager Transport)

Governance Support Officer Jennifer Lapham

Chairperson The Chief Executive Officer chaired the meeting until the election of the Chairperson in item 5a.

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 (Cr Andrew Whiley/Hoani Langsbury):

That the Board:

a) Adopts first past the post (System B) as the voting method for the appointment of Chairperson and Deputy Chairperson.

Motion carried (OPCB/2016/024)

5 Election of Chairperson and Deputy Chairperson
	a) Chairperson

	Moved (Lox Kellas/Christine Neill):

	That Paul Pope be nominated as Chairperson.

	Moved (Edna Stevenson/Graham McArthur):

	That Hoani Langsbury be nominated as Chairperson.

	Paul Pope and Hoani Langsbury spoke on their experience in the role of Chairperson. A vote was held which was tied, so in accordance with Schedule 7, Clause 25(4) of the Local Government Act 2002 the Chairperson was drawn by lot by the Chief Executive Officer.
	Paul Pope was declared elected.
	The Chairperson here occupied the Chair.

	b) Deputy Chairperson

	Moved (Lox Kellas/Christine Neill):

	That Hoani Langsbury be nominated as Deputy Chairperson.

	Motion carried

6 Confirmation of agenda

Moved (Lox Kellas/Cr Andrew Whiley):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (OPCB/2016/025)

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.

Moved (Hoani Langsbury/Lox Kellas):

That the Board:

a) Adopts the Otago Peninsula Community Board Code of Conduct as per Attachment A of the report.

Motion carried unanimously (OPCB/2016/026)

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 (Christine Neill/Edna Stevenson):

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 A to the report.

Motion carried unanimously (OPCB/2016/027)

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 Thursday 10 November 2016 commencing at 10.00 am.

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 (Lox Kellas/Hoani Langsbury):

That the Board:

a) Confirms that its next meeting will take place on Thursday 10 November 2016 commencing at 10.00 am.

b) Notes that the meeting schedule for 2017 will be considered by the Community Board at the meeting of Thursday 10 November 2016.

Motion carried (OPCB/2016/028)

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 (Christine Neill/Edna Stevenson):

That the Board:

a) Notes the advice regarding key legislation that applies to members of Community Boards.

Motion carried (OPCB/2016/029)

The meeting concluded at 2.22 pm.

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

CHAIRPERSON

Otago Peninsula Community Board

10 November 2016

OTAGO PENINSULA COMMUNITY BOARD - Interest Register CURRENT as at 4 November 2016

Name	Responsibility (i.e.: Chairperson, etc)	Date of Entry	Declaration of Interest	Nature of Potential Interest	Proposed Management Plan
Paul Pope	Chairperson	N/A	Scholarship Application Report	Family relationship to applicant.	To withdraw and leave the room during consideration of the report. Deputy Chairperson to chair this item.
Hoani Langsbury	Deputy Chairperson	N/A	Any relevant interest to be declared at the meeting	To be declared at the meeting
Lox Kellas	Member	N/A	Any relevant interest to be declared at the meeting	To be declared at the meeting
Graham McArthur	Member	N/A	Any relevant interest to be declared at the meeting	To be declared at the meeting
Christine Neill	Member	N/A	Any relevant interest to be declared at the meeting	To be declared at the meeting
Edna Stevenson	Member	N/A	Any relevant interest to be declared at the meeting	To be declared at the meeting
Andrew Whiley	Council Representative	N/A	Any relevant interest to be declared at the meeting	To be declared at the meeting
Richard Saunders	Group Manager Transport	N/A	Any relevant interest to be declared at the meeting	To be declared at the meeting
Pam Jordan	Governance Support Officer	N/A	Any relevant interest to be declared at the meeting	To be declared at the meeting

Otago Peninsula Community Board

10 November 2016

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the Otago Peninsula Community Board of activities relevant to the Board area including:

a) Project Fund

b) Scholarship Fund

c) Keep Dunedin Beautiful Representation

d) Action List.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report.

b) Appoints a representative to the Keep Dunedin Beautiful Committee.

c) Amends the Action List as appropriate.

Project Fund

2 $8,452.00 remains in the Project Fund. The following grants/other expenditure have been made so far this financial year:

Meeting Date	Amount	Recipient/Purpose
11 August 2016	$798.00	Quarantine Island/Kamau Taurua Community Inc (portable marine radio)
11 August 2016	$750.00	Portobello Blues Festival 2017 (lighting and sound for the Festival)
Total	$1,548.00

Scholarship Fund

3 No scholarships have been awarded in the new financial year.

Keep Dunedin Beautiful

3 The Keep Dunedin Beautiful Co-ordinator, Ashlea Muston, has extended an invitation to Board members to attend the group's AGM on 21 November 2016 at 10.00 am (Attachment A).

4 The Board has also been asked to nominate a member to represent it on the Keep Dunedin Beautiful Committee for the triennium (Attachment B). Ashlea has also offered to attend a Board meeting at some stage if required to talk about the activities of the group.

Action List

5 An update on outstanding matters is provided in Attachment C.

Signatories

Author:	Pam Jordan - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Keep Dunedin Beautiful AGM Invitation	15
b	Keep Dunedin Beautiful Invitation to Appoint Member to Committee	16
c	OPCB Action List 10 November 2016	18

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 impacts for tangata whenua.

Sustainability

There are no known implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no known implications.

Financial considerations

There are no financial implications, as all grants are made within budget.

Significance

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

Engagement – external

No external engagement has been undertaken.

Engagement - internal

Various departments have provided contributions to the report.

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.

Otago Peninsula Community Board

10 November 2016

Otago Peninsula Community Board Action List 10 November 2016
Topic	Date/ Resolution No	Action Requested	Report Back to the Board	Department	Status/ Due Date
Tomahawk Beach Access	Request from Chairperson 28 January 2016 Item 8 3 March 2016 Item 7	Update requested.	Further signs to be erected at the beach access following the stranding of cars. In addition to these signs, Water Safety message signs have recently been installed to Tomahawk and Smaills Beaches (completed in conjunction with Surf Life Saving NZ). Investigations are continuing into legal status of Tomahawk Beach and vehicle access to it across the Reserve. The legal team have advised that it is possible to control vehicle access with a bylaw. Vehicle access on reserves and beaches is being dealt with as part of the Reserves Bylaw review which is due to be completed before April 2017.	Parks and Recreation	Written update on legal status of beach access to be provided to the Board when received.
Camp Road Tree Removal	24 September 2015 Item 10 12 November 2015 Item 7 28 January 2016 Item 8 26 May 2016 Item 9	Update requested on consent process for tree removal. Request from Board to address prior to start of 2016 tourist season.	Works to remove 18 trees are expected to commence in the next month following meetings with the land owner and Larnach Castle.	Transport	Removal works to commence in the next month
Repair to Dropout on Highcliff Road near Seal Point Road (two car slip)	2 July 2015 Item 5 13 August 2015 Item 9(24) 24 September 2015 Item 7 12 November 2015 Item 7 28 January 2016 Item 8 3 March 2016 Item 7 14 April 2016 Item 8 26 May 2016 Item 9	Updates requested until complete. Board requested email updates to be provided to affected residents. Meeting with affected residents/ key holders to be held. Request to ensure 477 4000 can be used for after-hours enquiries. Request from Chair to provide update on how current traffic management is working/timing of repairs and plan for management of multiple repairs/update on consultation with the community. Request for completion prior to the 2016 tourist season.	Update as per the recent email to inform the community of progress and advise on road closures.	Transport	Progressing
Provision of more pull-over areas: Highcliff Road and Portobello Road and request for signage alerting motorists to pull over areas (including existing pull overs)	13 August 2015 Item 9(9) 24 September 2015 Item 7 12 November 2015 Item 7 28 January 2016 Item 8 3 March 2016 Item 7 14 April 2016 Item 8 26 May 2016 Item 9	Board considers urgent for tourist season. Board requested more urgency to be given to this. Board requests budget provision. Chairperson requested an area near the top of Castlewood Road.	A number of pull-off areas have been identified on both Portobello Road and Highcliff Road. Some of these are existing and some will require physical works to form them. A new sign plan is being developed for the existing pull-offs and these will be installed prior to the summer tourist season. New pull-off areas will be considered during the design stage for the Portobello Road widening and a review of additional areas on Highcliff Road and associated physical works will also continue.	Transport	Verbal update at meeting
Portobello/ Harington Point Road Safety Improvement Project	13 August 2015 Item 9(22) 12 November 2015 Item 7 28 January 2016 Item 8 3 March 2016 Item 7 14 April 2016 Item 8 26 May 2016 Item 9	Advice to be provided on approximate start of project.	GHD have been awarded the professional services contract and have commenced concept designs. There will be a public open day held prior to Christmas to allow the community to have input into the design process.	Transport	Regular updates at Board meetings
Slip at Hatchery Road, Portobello etc	13 August 2015 Item 11(b) 24 September 2015 Item 9(c) 12 November 2015 Item 7 28 January 2016 Item 8 14 April 2016 Item 8 26 May 2016 Item 9	Slip has increased and requires checking.	Southroads has been awarded the contract for the slip repair work. Staff are working through a programme at the moment to minimise disruption during the summer season. Staff are aware of the need to plan works around the busy tourist season.	Transport	Further update at next Board meeting
Bayne Terrace Steps	24 September 2015 Item PF(a) 12 November 2015 Item 7 28 January 2016 Item 8 14 April 2016 Item 8	Options requested.	Staff have confirmed the location of services and have provided information to the community group. No further action at this stage.	Transport
50 km/h signage between Otakou and Harington Point	Request from Chairperson 26 May 2016 Item 9	Request for update on progress to reinstate removed sign	Further mitigation measures have been installed and staff are monitoring the situation.	Transport
Maintenance of sea walls eg repairs to wash outs on the sea walls around Hoopers Inlet on Allans Beach Road eg repairs to road edges – top of sea walls	14 April 2016 Item 8 26 May 2016 Item 9	Update requested on undermining	A citywide programme for sea wall works is being completed currently and will then be tendered. Staff are monitoring known problem sites and action can be taken if issues arise. Board asked to phone in any new and specific issues as they occur. Edging issues from the widening works have been remediated by sealing. These areas will be reviewed as part of the remaining widening works.	Transport
Completed (or underway)
Tomahawk School	Request from Chairperson 28 January 2016 Item 8 3 March 2016 Item 7 26 May 2016 Item 9	Update requested on open days and expressions of interest.	Nine individual submissions and seven letters of support/endorsement for some of these proposals were received. Staff are still reviewing the proposals and will be contacting submitters individually if more information is needed. It is expected that the review process will have finished by the end of September, at which stage staff will let submitters know the next steps. The future of the site is expected to be considered by the new Council later this year.	Parks and Recreation
Roadside weed control	Request from Chairperson	Request for contract specifications.	New contract to be tendered. Specifications and work schedules are currently being developed. It is anticipated that tendering will be complete by September 2016. In the interim, one-off maintenance work will be completed on a case-by-case basis. Staff will provide specifications to OPCB when available.	Parks and Recreation	Summary of specifications to be provided to Community Board.
Road adjacent to Portobello Cemetery and School	Request from Chairperson	Road legalisation/ownership issues	Has been added into the Board's list for the Portobello/Harington Point Road Safety Improvement Project.	Transport
Tidewater Drive Drainage Issue	Request from Chairperson 28 January 2016 Item 8 3 March 2016 Item 7 14 April 2016 Item 8 26 May 2016 Item 9	Update requested. Board to be advised when communication with affected residents has been carried out. Importance of on-going maintenance noted.	A meeting has been held with the affected resident. Additional work will occur at the outlet end. This is currently being programmed and the owner will be kept informed.	Transport

	Title	Page
A	Minutes of Otago Peninsula Community Board meeting held on 27 October 2016	6

	Title	Page
a	OPCB Interest Register as at 4 November 2016	11

	Title	Page
a	Otago Peninsula Community Board Meeting Schedule for 2017	29