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 10 November 2016

Time: 5.00 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	Bevan Dowling	Norma Emerson
	David Frew	Christine Garey
	Jacinta Stevenson

Senior Officer Kristy Rusher – Manager Civic and Legal

Governance Support Officer Kristy Rusher

Kristy Rusher

Manager Civic and Legal

Telephone: 03 477 4000

kristy.rusher@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 the inaugural meeting of the Strath Taieri Community Board held in the Edinburgh Room, Municipal Chambers on Thursday 27 October 2016, commencing at 4.00 pm

PRESENT

Chairperson	Barry Williams
Deputy Chairperson	Joan Wilson
Members	Bevan Dowling	Cr Christine Garey
	David Frew
	Norma Emerson
	Jacinta Stevenson

IN ATTENDANCE

Dr Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager Strategy and Governance) and Tom Dyer (Group Manager, Parks and Recreation)

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 (Barry Williams/Joan Wilson): that the Board

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

Motion carried (STCB/2016/020)

5 Election of Chairperson and Deputy Chairperson
	a) Chairperson

	Moved (Joan Wilson/Bevan Dowling): that the Board
	a) Appoints Barry Williams as Chairperson

	Motion carried

	The Chairperson here occupied the Chair.

	b) Deputy Chairperson

	Moved (Bevan Dowling/David Frew): that the Board
	a) Appoints Joan Wilson as Deputy Chairperson.

	Motion carried

6 Confirmation of agenda

Moved (Joan Wilson/Jacinta Stevenson): that the Board

Confirms the agenda without addition or alteration

Motion carried

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 (David Frew/Christine Garey): that the Board

a) Adopts the Strath Taieri Community Board Code of Conduct as per Attachment A of the report.

Motion carried unanimously (STCB/2016/021)

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 (Joan Wilson/David Frew): 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 (STCB/2016/022)

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 5.00 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 (Jacinta Stevenson/Bevan Dowling): that the Board

a) Confirms that its next meeting will take place on 10 November 2016 at 5.00 pm.

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

Motion carried (STCB/2016/023)

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 (Joan Wilson/Jacinta Stevenson): that the Board

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

Motion carried (STCB/2016/024)

11 Acknowledgement of Retiring Members

Moved (Barry Williams/Joan Wilson): that the Board

a) Records its sincere thanks to Karen Dunn for the loyal and conscientious service given to the City of Dunedin as a member of the Strath Taieri 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 Noel Matthews for the loyal and conscientious service given to the City of Dunedin as a member of the Strath Taieri Community Board for the 6 year period 2010 to 2016.

d) Extends sincere appreciation for the services rendered and every good wish for the future.

e) Records its sincere thanks to Russell Anderson for the loyal and conscientious service given to the City of Dunedin as a member of the Strath Taieri Community Board for the year period 1989 to 2016.

f) Extends sincere appreciation for the services rendered and every good wish for the future.

Motion carried (STCB/2016/025)

The meeting concluded at 4.17 pm.

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

CHAIRPERSON

Strath Taieri Community Board

10 November 2016

Strath Taieri COMMUNITY BOARD - Interest Register CURRENT as at 3 November 2016

Name	Responsibility (i.e.: Chairperson, etc)	Date of Entry		Declaration of Interest		Nature of Potential Interest	Proposed Management Plan
Kristy Rusher	Senior Officer/Governance Support Officer	N/A		Owns property at Cromwell, Christchurch, Opoho Dunedin, Alexandra		To be declared at the meeting
Barry Williams	Chairperson	N/A		Any relevant interest to be declared at the meeting		To be declared at the meeting
Joan Wilson	Deputy Chairperson	N/A		Any relevant interest to be declared at the meeting		To be declared at the meeting
Bevan Dowling	Member	N/A		Any relevant interest to be declared at the meeting		To be declared at the meeting
Norma Emerson	Member	N/A	Any relevant interest to be declared at the meeting		To be declared at the meeting
David Frew	Member	N/A	Any relevant interest to be declared at the meeting		To be declared at the meeting
Jacinta Stevenson	Member	N/A	Any relevant interest to be declared at the meeting		To be declared at the meeting
Christine Gary	Member	N/A	Any relevant interest to be declared at the meeting		To be declared at the meeting

Strath Taieri Community Board

10 November 2016

Governance Support Officer's Report

Department: Civic and Legal

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) Keep Dunedin Beautiful Committee Appointment

c) 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 There is $10,000 in the project fund.

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:	Jenny Lapham - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Keep Dunedin Beautiful AGM Invitation	34
b	Keep Dunedin Beautiful Invitation to Appoint Member to Committee	35
c	Action List	37

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision 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	☐	☐	☒

Māori Impact Statement

There are no known impacts for tangata whenua

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no financial implications.

Significance

This decision is considered low significance in terms of the Council's Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

Internal engagement has occurred with appropriate staff members.

Risks: Legal / Health and Safety etc.

There are no risks.

Conflict of Interest

There is no known conflict of interest.

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

10 November 2016

STRATH TAIERI COMMUNITY BOARD ACTION LIST November 2016
Department	Meeting Date Resolution/Item Number	Action	Status	Report to the Board
Economic Development	11 August	Contact Lesley Marriott from Economic Development for a map to where the Gig Town funding extents to. To follow up the resource and funding support outlined in Dunedin Digital Entitlement Plan
Transport	11 August	George King Memorial Drive the Community Board requires the start date of when the work identified i.e signage is to commence.	Work on the signage at Beehive Corner and the gully section has been approved for Downer to carry out, expect to be complete by mid October 2016. Armadillo bridge markers have already been installed.
	11 August	4 Mile Road – confirm grading schedule for the coming year. And what was the date of the last grading	4 Mile Road was inspected on 20 September 2016 and was found to be within specification. Downer now have two graders working on the DCC unsealed road network and it is expected that the roads in the Strath area will be inspected and graded as required to meet specification every 6 to 8 weeks.
	11 August	Roads that need attention –grading and gravelling Shinglea Road- massive potholes Pukerangi Road- pothole full width of the road Mt Stoker road Farm Road – permanent judder bars Hartfield Road Kidd Road	Shinglea Road – graded on 21 September 2016 and will have maintenance gravel this financial year Pukerangi Road – graded on 7 September 2016 Mt Stoker Road – programmed for grading week commencing 26 September 2016 Farm Road – was last inspected on 30 August 2016 and was found to be within specification, will be re-inspected late September / early October 2016 and graded if required Hartfield Road – was graded on 23 August 2016 and 21 September 2016 Kidd Road - was last inspected on 26 September 2016 and was found to be within specification, will be re-inspected late September / early October 2016 and graded if required
Property	11 August	Follow up with Property for start date of Hall insulation And is it on schedule
NZTA	11 August	Correspond with Graham Hall and confirm who is taking his position as Safer Journey's manager and invite them to the next Strath Taieri to discuss the following issues -50km area at the Cemetery at Outram had been there for 2months with work signs displayed, what work has been done and when is it to be complete. -Solid yellow lines outside the Middlemarch community Hall to stop the big trucks stopping there and blocking the view from the stop sign. To look into more truck layby's to increase the safety for users of SH87 from Outram to Middlemarch.	Below a copy of Graeme Hall's email: Barry I have recorded the following issues from your community board regarding State Highway 87: 1. Wilding trees fallen near highway not cleared from road verge north of Woodside Road SH87 intersection. 2. 50 Km temporary speed restrictions near Outram which you seek to understand the reason for this and how long this is to remain? 3. Community concern over the increased yellow no passing lines that have been introduced along SH87. 4. Pot holes at intersection of SH87 and Mount Gowrie Road. In respect to items 1, 2 & 4, I have referred these to Nick Rodger, Maintenance Contract Manager. He will email you on the speed restriction reason and duration and then phone within the next week to arrange a time to look at the wilding tree issue. The pot hole issue will pass on (via Nick) to the contractor to check and remedy. The ‘Yellow No Passing Line’ matter is best dealt with by two of your community board making a time to view the highway on screen in our Dunedin office so we can establish the sections that you see as being problems for your community. It will give us (NZ transport Agency) a more accurate understanding of local concerns and we can look at the safety situation as to any options to alter or not. Can you suggest a couple of dates/times and I can check on our Safety engineers availability to convene this review meeting. You also noted that we would receive a request via the Dunedin City Council for somebody from NZ transport Agency to attend your next community board meeting. I note that the DCC web site does have any meetings for your community board within the next two months so we will await advice as to the future Community Board date/time. GSO RESPONSE: Hi Graeme, Another couple of points raised at the last Community board meeting , which were regarding safety issues and ones which the community board would like further discussion on are as follows · The establishment of solid yellow lines outside the Community hall to prevent trucks for stopping there and preventing a clear line of sight from the Stop signs adjacent to the hall. · The introduction of more truck laybys on the 3 Mile Hill from Middlemarch to Outram for increased safety for passing of trucks. · As well as the introduction of Blue frost lights at the top of the 3 mile hill and in other high risk frost/ice areas

COMPLETED ITEMS
Resource Consent Team	August 11	The Community Board requests that it is kept informed of resource consents that have been applied for in the area. And has also offered to assist in local knowledge of area for future consents. Strongly advised that site rather than map observation for some consents is recommended. Would like to be kept up to date regarding the Oceana Gold resource application.	The Chairperson will be added to the resource consent application list in the Strath Taieri Area.

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A	Minutes of Strath Taieri Community Board meeting held on 27 October 2016	6