Agenda of West Harbour Community Board

Notice of Meeting:

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

Date: Wednesday 16 November 2016

Time: 5.30 pm

Venue: Rolfe Room, Port Chalmers Town Hall, Port Chalmers

Sue Bidrose

Chief Executive Officer

West Harbour Community Board

PUBLIC AGENDA

MEMBERSHIP

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

Senior Officer

Governance Support Officer Jenny Lapham

Jenny Lapham

Governance Support Officer

Telephone: 03 477 4000

Jenny.Lapham@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.

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.

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

CHAIRPERSON

West Harbour Community Board

16 November 2016

West Harbour COMMUNITY BOARD - Interest Register CURRENT as at 10 November 2016

Name	Responsibility (i.e.: Chairperson, etc)	Date of Entry		Declaration of Interest		Nature of Potential Interest	Proposed Management Plan
Jennifer Lapham	Governance Support Officer	N/A		Any relevant interest to be declared at the meeting		To be declared at the meeting
Steve Walker	Chairperson	N/A		Any relevant interest to be declared at the meeting		To be declared at the meeting
Trevor Johnson	Deputy Chairperson	N/A		Any relevant interest to be declared at the meeting		To be declared at the meeting
Francisca Griffin	Member	N/A		Any relevant interest to be declared at the meeting		To be declared at the meeting
Ryan Jones	Member	N/A	Any relevant interest to be declared at the meeting		To be declared at the meeting
Ange McErlane	Member	N/A	Any relevant interest to be declared at the meeting		To be declared at the meeting
Jan Tucker	Member	N/A	Any relevant interest to be declared at the meeting		To be declared at the meeting
Aaron Hawkins	Member	N/A	Any relevant interest to be declared at the meeting		To be declared at the meeting

West Harbour Community Board

16 November 2016

Draft 2017/18 Community Plan

Department: Civic and Legal

EXECUTIVE SUMMARY

1 The draft 2017/18 Community Plan is attached for the Board's consideration.

RECOMMENDATIONS

That the Board:

a) Adopts the updated West Harbour Community Board 2017/18 Community Plan.

b) Notes that a workshop to consider the grants application criteria and an updated community plan template is to be held.

Signatories

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

Attachments

	Title	Page
a	2017 Community 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	☐	☐	☒

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 in terms of the Council's Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

Staff have been consulted as appropriate.

Risks: Legal / Health and Safety etc.

There are no risks identified.

Conflict of Interest

There are no conflicts of interest.

Community Boards

There are no implications for the other Community Boards.

West Harbour Community Board

16 November 2016

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the West Harbour Community Board of Activities relevant to the Board area including:

a) Project Fund

b) Keep Dunedin Beautiful Committee Appointment

c) Reimbursement of Expenditure

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) Approves/Declines the reimbursement of expenditure by Raewynne Pedofski.

d) Amends the Action List as appropriate.

Project Fund

2 $5186.30 remains in the Project Fund of $10,000.00. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
13 July 2016	$900.00	Port Chalmers Historical Society
13 July 20216	$1,000.00	Rotary Club of Dunedin
13 July 2016	$500.00	Scholarship – A Latta
17 August 2016	$500.00	West Harbour Pony Club
17 August 2016	$1283.70	Rothesay News $116.70 x 11
Total	$4183.70

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.

Reimbursement of Expenditure

5 Former Board member Raewynne Pedofski brought food for the barbeque at the Port Chalmers pool and has applied for reimbursement of $75.85.

Action List

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

Signatories

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

Attachments

	Title	Page
a	Invitation to attend Keep Dunedin Beautiful AGM	50
b	Invitation to Appoint a Member to Keep Dunedin Beautiful Committee	51
c	Action list as at 10 November 2016.	53

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	☐	☐	☐

There is no contribution to the Strategic Framework.

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 – all funding is within budget.

Significance

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

Engagement – external

There has been no external engagement.

Engagement - internal

There are has been no internal engagement.

Risks: Legal / Health and Safety etc.

There are no risks.

Conflict of Interest

There is no conflict of interest.

Community Boards

There are no implications for the other Community Boards.

West Harbour Community Board

16 November 2016

West Harbour Community Board Action List Meeting Date 16 November 2016
Topic	Date of Meeting/ Resolution	Action Requested	Report Back to the Board	Department	Status/Due Date
Moller Memorial	1/10/2014 Item 5	Staff to investigate the relocation of the Moller Memorial	16 November 2016	Parks and Recreation	Staff are working with Kiwi Rail to finalise a beautification lease for the proposed new area at the beginning of the cycleway for a memorial for Mr Moller. Once the lease is finalised an open tender for the beautification of the area and an installation of a new memorial (stone or small plinth) to hold the plague will be complete. At the completion of the installation the existing Moller Arch will be demolished. Staff are in contact with a Moller family representative and they will be part of the decision on the final design. Ravensdown is also still actively engaged and supportive of the project. Staff will report back to the community board, through the Chairperson, prior to Christmas with some further project timelines.
Port Chalmers Centennial Garden -Skateboard area	29/04/2015 Item 14 (h)	Staff to investigate the lease and condition of the skateboard area	Discussions on the lease are continuing.	Parks and Recreation	No due date for this item is available at this time.
Aramoana Wharf - restoration		Staff to investigate the proposal from the Aramoana League	Report to follow for the Community and Environment Committee.	Parks and Recreation	Report to Community and Environment Committee in August for options for the future of the wharf.
Yacht Club Parking	Public Forum 13 July 2016	Issue of the car park access being reduced and used for private parking.	Group and Manager Parks and Recreation (Tom Dyer) will be in attendance to discuss the agenda item.	Parks and Recreation	Separate agenda item.
Purakaunui Toilets – Mouats Bay	Public Forum – 17 August 2016	Request not to proceed with public toilet at Purakaunui		Parks and Recreation
Parking George Street	30/09/2015 Item 12	Parking Bays to be painted on George Street	Request has been sent to the Maintenance Team and waiting for it to be programmed.	Transport	Will advise when have timeframe for implementation.
Gorse on Private Land	9 March 2016 Item 8	Removal of Gorse Write to land owners requesting them to remove the gorse due to the risk to other properties.	Urban Fire District Bylaw has lapsed. 17 August 2016 Letters to be written to property owners. November Advice has been received from Civic and Legal Manager. Chairperson will provide an update.	Rural Fire Authority	To be considered as part of Chairperson's report.
Fencing on SH 88	9 March 2016 Item 12 (h)	Improvement of fencing	Fencing matter raised with NZTA and discussions commenced.	Transport	Awaiting report back on progress of discussions with NZTA
Footpath Rail Crossing – Beach Street	1 June 2016	Request a meeting to discuss the safety of the footpath/rail crossing by the tunnel entrance.	Meeting will be held with Kiwi Rail, DCC, NZTA and Port Company 13 July 2016 Meeting has been arranged	Group Manager Community Planning to Co-ordinate	Report on progress at August meeting.
Wickliffe Terrace	13 July 2016 Item 9	General maintenance on street was poor	Group Manager Transport will contact the Chairperson to arrange and onsite meeting	Transport	Update will be provided at November meeting
Boundary Road, Purakuanui	13 July 2016 Item 13	Speed Count/Safety analysis of Boundary Road, Purakuanui	Steve Walker meet with the Safety Team Leader on 19 August 2016 and he will investigate the possibility of speed humps.	Transport	Consultation has commenced, Chairperson will update at meeting.
Car park, Mackies Hotel	13 July 2016 Item 13	Request 120 minute limit be placed on car park behind Mackies Hotel	Transport Department are liaising with the Parking Services Team to have this installed.	Transport	Will advise when have a time frame for implementation
Heavy Traffic in George Street Port Chalmers	Public Forum	Request to remove heavy vehicles from George Street		Transport
Reviews
Blueskin Road	8/07/2015 Item 8	Staff to carry out traffic engineer's risk assessment on Blueskin Road	Transportation advises investigations are continuing. Initial advice was sent to passenger transport providers in September reminding them of the axel length restriction on Blueskin Road. Continue to monitor activity. April 2016 Police advised to consider during Cruise ship season. Continue to monitor activity. July 2016 Most of the trucking companies have now agreed not to use Blueskin Road.	Transport	An update will be provided when/if new information is available.
Completed
Planting of Gardens	17 July 2016	Are gardens being planted seasonally, if not why not. Query response from staff regarding a permanent display, what are the criteria for deciding the garden should be permanently planted and the board want to be consulted on the design.		Parks and Recreation	Advice from staff (19 August 2016) Garden will be planted in perennials (will last 2 – 3 years) in 5 weeks' time. Permanent design will be developed over the next 2 – 3 years.

	Title	Page
A	Minutes of West Harbour Community Board meeting held on 26 October 2016	6