Council

28 March 2017

Council

28 March 2017

Council

28 March 2017

Title

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Council Register of Interests as at 22 March 2017

7

Council

28 March 2017

Council

28 March 2017

Council

28 March 2017

Council

28 March 2017

Council

28 March 2017

Council

28 March 2017

Council

28 March 2017

Council

28 March 2017

Title

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Minutes of Ordinary Council meeting  held on 21 February 2017

16

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager Strategy and Governance), John Christie (Director Enterprise Dunedin), Simon Pickford (General Manager Community Services), Kristy Rusher (Manager Civic and Legal), Ruth Stokes (General Manager Infrastructure and Networks), Jamie Shaw (Senior Communications Advisor), Andrea Jones (Communications Team Leader), Jendi Paterson (Recreation Planning and Facilities Manager), Ashley Reid (Parks and Recreation Planner), Maria Ioannou (Corporate Policy Manager), Jane Nevill (Corporate Planner) and Tami Sargeant (Senior Policy Analyst)

2.1    High Performance Sport New Zealand – Road to Tokyo

Alex Baumann, Chief Executive Officer, High Performance Sport New Zealand attended the meeting together with Dean Horo, Regional Relationship and Facility Manager, and addressed the meeting concerning the value of high performance sport success, the performance of New Zealand athletes at the Rio de Janeiro Olympics and Paralympics in comparison with other nations, and the increasing number of medals won by New Zealand athletes in an increasing number of sports since 2000.  He also commented on facilities and the Key Facility Partners.

Mr Baumann responded to questions from Councillors.

2.2    Aramoana Ecological Area and Jetty

Bradley Curnow and Adrian Hall, Aramoana Conservation Trust addressed the meeting concerning the Aramoana Ecological Area and Jetty.  Mr Hall expressed the view that Aramoana was an extraordinary place, a sensitive area and home to many unique creatures.  He showed a number of photos of the area.  The Trust wished to protect the area and worked with the Department of Conservation to achieve this.

In response to questions Messrs Hall and Curnow asked the Council to rescind the decision to replace the wharf, or if not, to consider the knock-on effects and who would take responsibility for any negative effects.  The Department of Conservation needed to know how any negative effects would be mitigated.  They considered that there had been very little consultation but the pro and anti-jetty arguments had not been good for the community.  They also pointed out that sea lions had returned to the area when the jetty had fallen into disrepair.

2.3    Aramoana, Sea Lions and Other Ecological Matters

Janet Ledingham, Forest and Bird, addressed the meeting concerning Aramoana, sea lions and other ecological matters.  She provided a number of photos of sea lions and their pups in the proximity of the Aramoana wharf, some of which illustrated occasions on which people came too close to the sea lions.  She emphasised the need for people to keep their distance and considered that a new wharf would be incompatible with sea lions in the area.  She did not believe that the wharf should be used for increased recreational activity and was concerned about the protection of plants, birds and the saltmarsh.  In response to a question she doubted that wildlife and humans could co-exist in the space.  She was concerned that reinstatement of the wharf might drive away the sea lions from the area and considered that Aramoana needed to be protected as their habitat.  Consultation with different groups was needed over the wharf.

Miss Ledingham responded to questions from Councillors.

2.4    Ecological Implications of Aramoana Wharf Restoration

Sir Alan Mark addressed the meeting concerning the Ecological Implications of the Aramoana Wharf Restoration.  He noted that the land was vested in the Otago Conservation Board.  It was an area of ecological value and a unique and productive system.  Aramoana was a very natural area.  Its flora was incomparable in Otago and it was also home to bird life and sea lions.  Ecological areas should be managed in their natural state.  The boardwalk at Aramoana had been designed to provide an opportunity for interested members of the public to get into the salt marsh and appreciate it.  He considered that sea lions should not be disturbed.  Aramoana was an ecosystem unique in Otago and nationally significant.  The boardwalk and viewing of the area from the Monarch provided a lack of disturbance.  The wharf put people on the end of the saltmarsh and encouraged more visitation inappropriate to the area.

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

a)     Notes the Elected Members' Interest Register attached as Attachment A of the report; and

b)     Confirms the proposed management plan for Elected Members' Interests.

Motion carried (CNL/2017/042)

6.1    Ordinary Council meeting - 6 December 2016

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

Confirms the public part of the minutes of the Ordinary Council meeting held on 6 December 2016 as a correct record.

Motion carried (CNL/2017/043)

6.2    Ordinary Council meeting - 12 December 2016

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

Confirms the public part of the minutes of the Ordinary Council meeting held on 12 December 2016 as a correct record.

Motion carried (CNL/2017/044)

6.3    Ordinary Council meeting - 23 AND 24 January 2017

Moved (Mayor Dave Cull/Cr Andrew Whiley):

That the Council:

Confirms the minutes of the Council meeting held on 23 and 24 January 2017 as a correct record.

Motion carried (CNL/2017/045)

7       Waikouaiti Coast Community Board - 1 February 2017

Moved (Cr Andrew Whiley/Cr Lee Vandervis):

That the Council:

a)     Notes the minutes of the Waikouaiti Coast Community Board meeting held on 1 February 2017.

Motion carried (CNL/2017/046)

8       Otago Peninsula Community Board - 2 February 2017

Moved (Cr Andrew Whiley/Cr Lee Vandervis):

That the Council:

a)     Notes the minutes of the Otago Peninsula Community Board meeting held on 2 February 2017.

 Motion carried (CNL/2017/047)

9       Mosgiel-Taieri Community Board - 8 February 2017

Moved (Cr Andrew Whiley/Cr Lee Vandervis):

That the Council:

a)     Notes the minutes of the Mosgiel-Taieri Community Board meeting held on 8 February 2017.

Motion carried (CNL/2017/048)

10     Saddle Hill Community Board - 9 February 2017

Moved (Cr Andrew Whiley/Cr Lee Vandervis):

That the Council:

a)     Notes the Part A items and public forum of the minutes of the Saddle Hill Community Board meeting held on 9 February 2017.

b)     Approves the following Part B item of the minutes of the Saddle Hill Community Board meeting held on 9 February 2017: 

Item 11:   Proposal to name Private Way off Chadwick Street, Fairfield.

Motion carried (CNL/2017/049)

11     Botanic Garden/Town Belt Reserve - Proposed Easement in favour of Chorus

A report from Parks and Recreation discussed an application by Chorus for the grant of an easement over part of the Dunedin Botanic Garden and recommended the easement be granted.  The easement was necessary to service the expansion of the Dunedin City Council Gig City wireless project, providing free wireless internet access to the public.

The Council would be making two decisions:  first, a decision in its capacity as the administering body for the reserve and second, a decision to exercise the Minister of Conservation's delegation.

Moved (Cr Mike Lord/Cr Kate Wilson):

That the Council:

a)     Grants a public purpose easement for the installation of wireless infrastructure equipment over the Dunedin Botanic Garden being part Town Belt, shown marked on Attachment A to the report, in favour of Chorus as easement in gross subject to the conditions outlined in the report and subject to survey.

b)     Decides the criteria for exemption for public notification has been met.

c)     Acting under its delegation from the Minister of Conservation dated 12 June 2013 and pursuant to s48 of the Reserves Act 1977, consents to the grant of public purpose easements for telecommunications infrastructure over the Dunedin Botanic Garden, being part Town Belt shown marked on Attachment A to the report, in favour of Chorus as easements in gross, subject to the conditions outlined in the report.

Motion carried (CNL/2017/050)

12     Annual Plan Final Budget Options

A report from the Office of the Chief Executive and Finance noted that during the Annual Plan meeting in January 2017, the Council resolved to consult on the inclusion of funds for both the Environment Strategy and work on food resilience.  These were the only proposed financial changes to the draft Annual Plan which was an exceptions based document.  Since that meeting, staff reviewed the budgets and now recommended the items should be funded in the draft Annual Plan from money previously identified in the Investment Account.

In doing so, community engagement could focus on beginning the conversation with the community about the Long Term Plan 2018 and reinforcing the position that the current year's Annual Plan was an exceptions-only document.

Staff commented on the report and responded to questions from Councillors.

Moved (Cr Aaron Hawkins/Cr Chris Staynes):

That the Council:

a)     Includes in the Draft Annual Plan 2017/18 a budget of $50,000 for Food Resilience work.

b)            Includes in the Draft Annual Plan 2017/18 a budget of $150,000 for the delivery of Te Ao Turoa.

c)             Consults with the community, through the public engagement plan, on the options of maintaining that level of Te Ao Turoa resourcing or increasing it to $200,000 in 2017/18.

d)            Notes that all Annual Plan decisions made during deliberations in May will be informed by more accurate forecasting of Council income and expenditure for the 2016/17 year.

Motion carried (CNL/2017/051) Cr Vandervis recorded his vote against

13     Community Engagement for Annual Plan 2017/18

A report from Community and Planning proposed community engagement options to inform key stakeholders and the wider community on the content of the draft 2017/18 Annual Plan budgets and to provide opportunities for feedback.  This engagement process would also act as the first part of early engagement on the Long Term Plan (LTP) 2018.  A comprehensive and wide ranging engagement programme would be developed for the LTP.

The budget updates for the 2017/18 Annual Plan which were considered by the Council in January 2017 did not involve significant or material changes from the LTP, meaning a consultation process was not legislatively required.  However, it was recommended that a community engagement process be undertaken, based around an information document which would set out the key messages about the 2017/18 Annual Plan.  A range of opportunities for engagement and feedback would be provided.

Options for community engagement for the Annual Plan included opportunities for face to face dialogue with elected members, the distribution of key information, networking with communities and key stakeholders, and the use of online and social media.

Staff responded to questions from Councillors.

Moved (Cr Aaron Hawkins/Cr Marie Laufiso):

That the Council:

a)        Notes the updates to the 2017/18 budget approved at the 23 January 2017 Council meeting have not resulted in significant or material changes to the forecast for the 2017/18 year in the LTP therefore there is no legislative requirement to consult.

b)        Resolves to hold formal hearings on the Draft Annual Plan 2017/18.

c)        Approves the menu of engagement options as presented by staff.

d)        Agrees that any face to face engagement about the Annual Plan will be conducted with the support of staff present.

During the course of discussion staff provided explanations of the menu of engagement options and responded to questions from Councillors.

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

Adjourns the meeting.

Motion carried

The meeting adjourned from 2.17 pm to 2.30 pm.

Motion a was put and carried.

Motion b was put and lost on a division 6:9.

Division

The Council voted by division on Motion b.

For:          Crs David Benson-Pope, Rachel Elder, Aaron Hawkins, Marie Laufiso, Damian Newell and Jim O'Malley (6).

Against:     Crs Christine Garey, Doug Hall, Mike Lord, Chris Staynes, Conrad Stedman, Lee Vandervis, Andrew Whiley and Kate Wilson and Mayor Dave Cull (9).

The division was declared LOST by 9 votes to 6

Motion c was put and carried with Cr Vandervis recording his vote against.

Motion d was put and carried.

Staff would come back to the Council on the menu of options.

Motion carried (CNL/2017/052) (Motions a, c and d).

14     Delegations to the Hearings Committee

A report sought a minor amendment to the delegations provided for the Hearings Committee.

Moved (Cr Kate Wilson/Cr Chris Staynes):

That the Council:

a)     Approves the proposed amendments to improve the clarity of expression and delegating the power to resolve proceedings by negotiation to the Chief Executive or their delegate.

Motion carried (CNL/2017/053)

15     Notice of Motion - Dunedin Hospital Rebuild

In accordance with Standing Order 26.1, a Notice of Motion was received from Crs David Benson-Pope and Aaron Hawkins for inclusion on the agenda for the Council meeting being held on Tuesday, 21 February 2017:

This was originally requested to be considered at the Council meeting of 23 January 2017 but was referred to this meeting as it did not relate to the Annual Plan, which was the subject of the January meeting.

The Council debated the proposal.

Moved (Cr David Benson-Pope/Cr Aaron Hawkins):

That the Council:

a)            Communicates to Government its complete opposition to a rebuild of Dunedin Hospital outside the central city

b)            Expresses a preference for the hospital to remain as close as possible to its current location

c)             Requests the immediate removal from consideration of any sites outside the scope of (a) and (b); and

d)            Asks other organisations, agencies and individuals who support this view to also convey it to Government.

Division

The Council voted by division.

For:          Crs David Benson-Pope, Rachel Elder, Christine Garey, Aaron Hawkins, Marie Laufiso, Damian Newell, Jim O'Malley, Chris Staynes, Conrad Stedman and Andrew Whiley and Mayor Dave Cull (11).

Against:     Crs Doug Hall, Mike Lord and Lee Vandervis (3).

The division was declared CARRIED by 11 votes to 3

Motion carried (CNL/2017/054)

Council

28 March 2017

Title

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Minutes of Infrastructure Services and Networks Committee held on 13 February 2017

27

IN ATTENDANCE

Ruth Stokes (General Manager Infrastructure and Networks), Richard Saunders (Acting Group Manager Transport), Tom Dyer (Acting Group Manager Parks and Recreation), Laura McElhone (Group Manager Water and Waste), Bruce Hall (Information Support), Michael Tannock (Transport Network Team Leader), Jendi Paterson (Recreation Planning and Facilities Manager), Catherine Irvine (Solid Waste Manager) and Jamie Shaw (Senior Communications Advisor)

1.1    Bill Brown

Bill Brown addressed the meeting concerning St Clair Erosion – Geotubes; he circulated his presentation and showed additional photos of the St Clair erosion.

Mr Brown congratulated the Council on the installation and the ongoing maintenance of the geotubes.  He illustrated the effects of dune erosion on the section of Middle Beach not protected by the geotubes.  Mr Brown commented that he felt Council should give consideration to extending the geotubes eastward by 300 metres to protect the areas most prone to erosion.

Mr Brown responded to questions from Councillors on the frequency of maintenance for the geotubes.

Moved (Cr Aaron Hawkins/Cr Christine Garey):

That the Committee:

a)     Notes the Elected Members' Interest Register attached as Attachment A; and

b)     Confirms the proposed management plan for Elected Members' Interests.

Motion carried (INF/2017/002)

5       Alteration of a Road Name - Kinloch Lane

A report from Information Services requested an amendment to a previously approved road name within the Highland Park subdivision to alter the spelling of a name.  The request, made on behalf of the developer, was to amend the spelling of "Kinlock Lane" to "Kinloch Lane".

The report noted that the Local Government Act 1974 allowed for road name alterations. 

Moved (Cr Mike Lord/Cr Andrew Whiley):

That the Committee:

a)     Approves the alteration of the spelling of “Kinlock Lane" to "Kinloch Lane" pursuant to Section 319A of the Local Government Act 1974.

Motion carried (INF/2017/003)

6       Proposed Road Stopping - Marewa Street

The Chairperson advised that Councillors Benson-Pope, Garey and O'Malley would be withdrawing from the discussion and voting on the item to allow a hearings panel to be formed should there be any objections to the proposal.

A report from Transport advised that the owner of 14 Marewa Street, Dunedin, had applied to have a portion of unformed legal road which adjoined the property stopped and amalgamated with their property.  Preliminary consultation indicated that there were no objections to the proposal.

The report also sought a resolution to issue public notice of the Council’s intention to stop the road, under section 342 and Schedule 10 of the Local Government Act 1974.

There was discussion on the Road Stopping Policy; and the fees and charges associated with process in particular the reasons for difference between this application and the one for corner of Delta Drive and Vulcan Road.

Moved (Cr Chris Staynes/Cr Doug Hall):

That the Committee:

a)     Approves the publishing of a public notice advertising the intention to stop a portion of legal road adjacent to 14 Marewa Street, Dunedin, subject to the applicant agreeing to:

i)      Pay the Council the non-refundable fee for processing the stopping

ii)     Pay the Council the actual costs involved in the stopping, regardless of whether or not the stopping reaches a conclusion, OR the value of the stopped road, assessed by the Council’s valuer, whichever is the greater amount

iii)    Amalgamate the stopped portion of the road with the title of the adjacent land that is owned by the applicant, namely  OT281/227

iv)    Accept the application of the standards contained within the Dunedin City Council Code for Subdivision and Development to the stopped road

v)     Register an easement upon the stopped portion of the road for the benefit of any utility companies that have assets located on, over, or under that land.

Motion carried (INF/2017/004) with Cr Vandervis recording his vote against

7       Proposed Road Stopping, Corner Delta Drive and Vulcan Road

A report from Transport advised that the owners of 8 and 10 Vulcan Road, Waldronville had applied to have portions of unformed legal road which adjoined their properties stopped and amalgamated with their properties.  It noted that preliminary consultation indicated that there were no objections to the proposal.

The report also sought a resolution to allow stopping of these portions of unformed legal road using the Public Works Act 1981.

Moved (Cr Mike Lord/Cr Andrew Whiley):

That the Committee:

a)     Approves the proposal to stop the existing unformed legal road, and to amalgamate the stopped road with the adjacent properties, subject to the applicants agreeing to:

i)      Meet all costs involved in the stopping, amalgamation and legalisation process (apart from the cost of survey work adjacent to the reserve), regardless of whether or not the stopping reaches a conclusion.

ii)     Pay the Council the value of the stopped road, assessed by the Council’s valuer, noting that there will be no valuation or payment for the portion of reserve.

iii)    Amalgamate the stopped portions of the road with the titles for the adjacent land OT5B/1270, and OT3C/379 as shown in the diagram in this report.

iv)    Legalise as recreation reserve the portion of stopped road at the frontage to the recreation reserve Lot 167 DP 8263 as shown in the diagram in this report.

v)     Accept the application of the standards contained within the Dunedin City Council Code for Subdivision and Development to the stopped road

vi)    Where required, register an easement upon the stopped portion of the road for the benefit of any utility companies that have assets located on, over, or under that land.

Motion carried (INF/2017/005)

8       Transport Activity Report For The Quarter Ended 31 December 2016

A report from Transport provided an update on Transport operations, maintenance and capital works, including contracted out services for the quarter ending 31 December 2016.

The report also provided highlights for the quarter which included the following:

a)     Completion of the public open day for the Peninsula Connection Project;

b)     Commencement of the 2016/17 reseal programme;

c)     Improvement in the mud tank cleaning programme to ensure that all tanks are cleaned prior to the end of May; and

d)     Recruitment of new senior management positions within the Transport Group commenced.

The Acting Group Manager Transport (Richard Saunders) spoke to the report and advised that Downer had been awarded the transport maintenance contract in July 2016.  Mr Saunders commented that there were five key performance areas which included service delivery; value for money; customer service; safety; and collaborative and sustainable working environment.  He advised that there had been an improvement to customer service response times since 31 December 2016 which was now at 93%.

Moved (Cr Jim O'Malley/Cr Mike Lord):

That the Committee:

a)     Notes the Transport Activity Report for the Quarter ended 31 December 2017.

Motion carried (INF/2017/006)

9       Parks and Recreation Activity Report Quarter Ending 31 December 2016

A report from Parks and Recreation provided an update on Parks & Recreation operations, maintenance and capital works, including contracted out services for the quarter ending 31 December 2016.

The report provided the highlights for the quarter which included:

·          The Vegetation Maintenance Contract being awarded to Delta Utility Services Ltd.    Delivery began on 1 December 2016.

·          The public consultation on the Parks and Recreation Strategy and two Action plans has been completed. 100 submissions were received during the 5 week consultation.

The Parks and Recreation Facilities Manager (Jendi Paterson) responded to questions from the Councillors on the lease of the former Tomahawk School site, freedom camping and the Aramoana Wharf removal.

Moved (Mayor Dave Cull/Cr David Benson-Pope):

That the Committee:

a)     Notes the Parks and Recreation Activity Report for the Quarter ending 31 December 2016

Motion carried (INF/2017/007)

10     Solid Waste Activity Report for the Quarter ending 31 December 2016

A report from Water and Waste Services provided an update on Solid Waste operations, maintenance and capital works, including contracted out services for the quarter ending 31 December 2016.

The report provided highlights for the quarter which included:

·          the development of the strategy for Waste Services and Facilities contracts ready for tender.

·          the design confirmation of the pilot CBD recycling facilities and confirming the safe cardboard collection areas.

·          the development and approval for the Clean Streets Action Plan for the campus area.

In responses to questions, the Solid Waste Manager (Cath Irvine) advised that additional refuse and recycling collections in the campus would be undertaken during Orientation Week.

Moved (Cr Jim O'Malley/Cr Chris Staynes):

That the Committee:

a)     Notes the Solid Waste Activity Report for the Quarter ended 31 December 2016. 

Motion carried (INF/2017/008)

11     3 Waters Activity Report for the Quarter Ending 31 December 2016

A report from Water and Waste Services provided an update on water, wastewater and stormwater operations, maintenance and capital works, including contracted out services for the quarter ending 31 December 2016.

The report provided highlights for the quarter which included

a)     The installation of a new screen at the Portobello Rd stormwater pumping station in October 2016.

b)     The Tahuna incinerator has been successfully running on 24 hour operation which has led to a significant reduction in the volume of sludge being sent to landfill.

c)     The tender for the Ross Creek dam refurbishment was awarded, with construction work due to start in February 2017.

Moved (Cr Rachel Elder/Cr Jim O'Malley):

That the Committee:

a)     Notes the Three Waters Activity Report for the Quarter ended 31 December 2016.

Motion carried (INF/2017/009)

Council

28 March 2017

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Minutes of Economic Development Committee held on 13 March 2017

35

IN ATTENDANCE

John Christie (Director Enterprise Dunedin), Ruth Zeinert (Food Resilience Business Advisor), Fraser Liggett (Economic Development Programme Manager) and Ryan Craig (Destination Dunedin Manager)

1.1    Public Forum

Kimberly Smith, addressed the meeting concerning broken glass and rubbish on streets in North Dunedin area.

Ms Smith advised that the glass was unsightly and also a health and safety issue. She advised that children in the local area had written a letter asking people to put their glass in recycling bins. 

Cr Newell entered the meeting at 2.02 pm.

In response to questions she advised that she would like the street cleaning patrols increased, and that there was a similar quantity of rubbish and glass.  Ms Smith advised that she had been in touch with the University and had been advised that it was a complicated issue.

1.2    Public Forum

Prof Jim Flynn, addressed the meeting concerning climate change and South Dunedin.

Prof Flynn gave a copy of his recent book (No Place To Hide) to each Committee member, and drew the Committee's attention to information in the book.

He advised that he believed within five years South Dunedin may be un-insurable.  He acknowledged that this was a national and global issue but felt that that the Council should do whatever it can to ensure that the infrastructure is working and invest in the protection that is already in place. 

Moved (Chairperson Chris Staynes/Cr David Benson-Pope):

That the Committee:

a)     Amends if necessary the Elected Members' Interest Register attached as Attachment A of the report; and

b)     Amends the proposed management plan for Elected Members' Interests.

Motion carried (ED/2017/004)

5       Food Resilience Project Update

The report provided an update on the Dunedin City Council's Food Resilience project.  Staff spoke to the report and responded to questions.

Cr Aaron Hawkins left the meeting at 02:46 pm.

Moved (Cr Christine Garey/Cr Andrew Whiley):

That the Committee:

a)     Notes the Food Resilience project update.

Motion carried (ED/2017/005)

6       Dunedin Marketing - Spring Campaign 2016

The report updated the Committee on the results of the Spring Campaign 2016 Activity between August and November 2016.

The purpose of the campaign was to raise awareness of Dunedin as compelling destination. The primary target market focus was Auckland and included the wider upper North Island as a secondary market. 

Provide visibility across Enterprise Dunedin’s Spring Campaign 2016 targeted spend and the channels utilised in marketing the city as a domestic break destination in the North Island.

The Destination Dunedin Manager spoke to the report and responded to questions on the spring campaign, the Australian campaign and the Chinese tourism market.

Cr Aaron Hawkins returned to the meeting at 02:47 pm.

Moved (Cr Christine Garey/Cr Doug Hall):

That the Committee:

a)     Notes the Dunedin Marketing Spring Campaign 2016 report.

Motion carried (ED/2017/006)

7       Items for consideration by the Chair

Cr Benson-Pope requested that staff prepare a report on the potential use of a targeted rate in the North Dunedin area as a tool for recouping the cost of street cleaning, noting that it was not directed at permanent residential dwellings. 

Council

28 March 2017

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Minutes of Finance and Council Controlled Organisations Committee held on 13 March 2017

40

IN ATTENDANCE

Gavin Logie (Acting Chief Financial Officer) and Kristy Rusher (Manager Civic and Legal)

Moved (Cr Chris Staynes/Cr Doug Hall):

That the Committee:

a)     Amends the Elected Members' Interest Register attached as Attachment A of the report; and

b)     Amends the proposed management plan for Elected Members' Interests.

Motion carried (FCCO/2017/011)

5       Financial Result - Period Ended 31 January 2017

        The report provided the financial results for the period ended 31 January 2017 and the financial position as at that date.

The Acting Chief Financial Officer (Gavin Logie) provided an overview of the report and responded to questions.

Moved (Cr Chris Staynes/Cr Doug Hall):

That the Committee:

a)     Notes the Financial Performance for the period ended 31 January 2017 and the Financial Position as at 31 January 2017.

Motion carried (FCCO/2017/012)

6       Waipori Fund - Quarter Ending December 2016

The report from Dunedin City Treasury Limited provided information on the results of the Waipori Fund for the quarter ending 31 December 2016.

Moved (Cr Chris Staynes/Cr Kate Wilson):

That the Committee:

a)     Notes the report from Dunedin City Treasury Limited on the Waipori Fund for the quarter ending 31 December 2016.

Motion carried (FCCO/2017/013)

7       Dunedin City Holdings Limited - Interim Report for the six months ended 31 December 2016

Consideration was given to the interim report for the six months ended 31 December 2016 for the Dunedin City Holdings Limited (DCHL) Group.

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Committee:

a)     Notes the Dunedin City Holdings Limited Interim Report for the six months ended 31 December 2016.

 Motion carried (FCCO/2017/014)

8       Dunedin City Holdings Limited Group Companies - Interim Reports for the six months ended 31 December 2016

Consideration was given to the interim reports for the six months ended 31 December 2016 for the Dunedin City Holdings Limited (DCHL) Group Companies.

Members requested that the names of the directors be included on the Statement of Responsibility as well as the signatures and also that Councillors be advised the names of all company directors their appointment date to the relevant company.

In order to respond to questions from members on a confidential matter it was resolved that the Committee go into non-public.

The Committee went into non-public at 3.31 pm and returned to open meeting at 3.50 pm.

Moved (Cr Chris Staynes/Cr Kate Wilson):

That the Committee:

a)     Notes the Dunedin City Holdings Limited Group Companies Interim Reports for the six months ended 31 December 2016.

Motion carried (FCCO/2017/016)

9       Dunedin City Holdings Limited - Draft Statement of Intent 2017/18

Consideration was given to the draft Statement of Intent for the 2017/18 year for Dunedin City Holdings Limited (DCHL).

Moved (Cr Doug Hall/Cr Kate Wilson):

That the Committee:

a)     Notes the Statement of Intent for the 2017/18 year for Dunedin City Holdings Limited.

b)     Provides comments (if required) on the draft Statement of Intent, by 1 May 2017.

Motion carried (FCCO/2017/017)

10     Dunedin City Holdings Limited Group Companies - Draft Statements of Intent 2017/18

Consideration was given to the draft Statements of Intent for the 2017/18 year for Dunedin City Holdings Limited (DCHL) Group Companies.

Moved (Cr Damian Newell/Cr Rachel Elder):

That the Committee:

a)     Notes the Statements of Intent for the 2017/18 year for Dunedin City Holdings Limited Group Companies.

b)     Provides comments (if required) on the draft Statements of Intent, by 1 May 2017.

Motion carried (FCCO/2017/018)

11     Items for Consideration by the Chair

There were no items raised.

Council

28 March 2017

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Minutes of Audit and Risk Subcommittee held on 14 December 2016

46

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager Strategy and Governance), Gavin Logie (Acting Chief Financial Officer) and Andrew Slater (Risk and Internal Audit Manager)

4       New Standing Orders 2016

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 and subcommittees (clause 27, Schedule 7, Local Government Act 2002).  It noted that Local Government New Zealand had reviewed and revised the form of standing orders which applied to local authority meetings and the new version of Standing Orders were adopted by Council on 25 October 2016.

The report also noted that the new Standing Orders would apply to the Audit and Risk Subcommittee. 

The Chairperson and Ms Copeland expressed an interest in receiving training on the new Standing Orders.

Moved (Janet Copeland/Cr Chris Staynes): that the Subcommittee

a)     Notes that new standing orders were adopted by Council on 25 October 2016.

Motion carried (AR/2016/042)

5       Dunedin City Council Code of Conduct

A report from Civic and Legal advised that the Local Government Act 2002 required that Council adopt a Code of Conduct.  It noted that Council adopted a Code of Conduct at their inaugural Council meeting held on 25 October 2016.

The report also noted that 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.  It advised that the Code should be read in conjunction with the Council's Standing Orders.

The General Manager Strategy and Governance (Sandy Graham) responded to questions which included the process that elected members should follow when they received information that concerned the Council's ability to give effect to its responsibilities and social media.

The Chairperson congratulated staff on the new Dunedin City Council Code of Conduct document.

Moved (Susie Johnstone/Cr Mike Lord): that the Subcommittee

a)     Notes the Code of Conduct Report.

Motion carried (AR/2016/043)

6       Audit and Risk Subcommittee's Terms of Reference and CEO's delegations

A report from Civic and Legal provided a copy of the Audit and Risk Subcommittee's terms of reference and the Chief Executive's delegations as presented to Council for their consideration at their meeting held on 12 December 2016.

Due to the timing of the Council meeting, and the requirements for distribution of the agenda, a verbal update was provided which included confirmation that Council had adopted the Committee Structure and Delegations Manual in its entirety.

In response to questions regarding staff delegations, the Chief Executive Officer (Sue Bidrose) advised that delegations were set by position.  Following discussion, it was agreed that the financial section of the Staff delegations manual would be presented to the Audit and Risk Subcommittee on completion of the revised manual.

Moved (Cr Mike Lord/Cr Chris Staynes): that the Subcommittee

a)     Notes the Terms of Reference and CEO's Delegations Report.

Motion carried (AR/2016/044)

7       Audit and Risk Subcommittee Work Plan 2016/17

A report from Civic and Legal provided a copy of the updated Audit and Risk Subcommittee Work plan for 2016/17.  Following discussion, it was agreed that the that the internal audit tender process would be included in the work plan and that there would be six meetings for 2017.

Moved (Chairperson Susie Johnstone/Janet  Copeland): that the Subcommittee

a)     Notes the Audit and Risk Subcommittee Work Plan 2016/17.

Motion carried (AR/2016/045)

8       Schedule of Governance/Financial Policies

The report provided a copy of the updated Schedule of Governance/Financial Policies.

Moved (Susie Johnstone/Cr Chris Staynes): that the Subcommittee

a)     Notes the Schedule of Governance/Financial Policies subject to changes as discussed.

Motion carried (AR/2016/046)

9       Legislative Compliance Policy - December 2016

The report provided the final draft of the Legislative Compliance Policy for the Subcommittee's consideration.  It noted that Council was required to comply with an array of legislative, regulatory and professional accreditation obligations

There was a discussion on the Legislative Compliance procedures and it was agreed that the procedures and the policy would be presented to the Subcommittee.  Particular interest was expressed in the reporting framework and the register of key legislation.  It was agreed that an annual review of legal compliance would be included in the Audit and Risk Subcommittee's work plan.

Moved (Susie Johnstone/Cr Chris Staynes): that the Subcommittee

a)     Approves that the Dunedin City Council Legislative Compliance Policy noting that it was a living document.

Motion carried (AR/2016/047)

Council

28 March 2017

Title

Page

A

Minutes of Waikouaiti Coast Community Board held on 8 March 2017

55

IN ATTENDANCE

Cam McCracken (standing in for Bernie Hawke), Hamish Black (Parks Operations Manager), Andrew Lord (Transport)

1.1    Public Forum

Andy Barrett and Judy Martin were invited to the meeting to speak about the Waikouaiti Resource Recovery Park, but sent their apologies and will attend at a later meeting.

Kirby Leckie spoke on the issue of freedom camping. She said she was one of the people who surveyed campers on behalf of the council. She spoke to many campers and they raved about how good it was there. She didn't see any rubbish left behind. When she was there it was quiet. People played music quietly. A lot had travelled both the north and south island, others were starting their trip in the south island. The survey was for two hours every second evening from 7pm to 9pm and all campers were surveyed during that time.

Cr O'Malley joined the meeting at 5.36pm

Alan Cooper spoke on the issue of freedom camping. He and his wife own a house at Warrington. It used to be a peaceful place but this has changed with the domain becoming a freedom camping destination. People can no longer have picnics because this part of Warrington has been transformed into a campground. Increased volume of cars. Vehicles coming and going and there is a lack of privacy, and pressure on toilet facilities. This has led to criticism of the location on the internet. The areas originally set aside in the bylaw for different types of camping have never been enforced. One solution is to fence off some sections of the domain and return part of the domain to locals for picnicking. Setting up freedom camping sites has been a substantial cost to DCC and ratepayers. Difficult to gather revenue from freedom campers. He asked what plans are afoot for revision of the bylaw and finding alternative sites.

The chairman updated the meeting on the background to the issues and community board efforts to improve the situation. The bylaw is currently being reviewed and will be publically notified, with public submissions called for soon. Everyone will have input into that process, including the community board.

Discussion followed on the review of the bylaw and points raised by Mr Cooper.

Margie Harris spoke on the issue of freedom camping. Margie Harris said her property backs onto the Warrington Domain. There were big problems there at Waitangi weekend. Large sessions of group drinking, making noise, and hooning in cars. This is of concern to people. She is concerned there is no way to stop problem people. Locals with small children feel the domain is not safe with so much traffic. Some groups of people are menacing with scary dogs. She said there is no monitoring of how many nights people are staying. Some people are living there. One couple is living there for three months and working in Dunedin. She would like to see the numbers regulated.

Josie Harris said the numbers were not anticipated in the beginning. There are too many campers. They are taking undersized cockles and paua from the beach. She highlighted Chinese people taking shellfish and also one person taking a dump near the water. The signage around shellfish gathering and freedom camping needs to be in Chinese.

At 6pm the chairman moved to extend the time of the public forum. This was seconded by Mark Brown and the motion was carried.

Josie Harris would like to see more coordination between DCC and MPI on the impact on local shellfish, and baseline studies on marine life. She would like to see the camping area reduced to half of the second domain so the community can use the remaining area. A lot of dogs are off the lead on the domain. Dogs need to be on a lead at all times. Margie Harris said her fruit trees have been stripped the last two seasons by freedom campers. There should be a camera recording cars using the domain in case of a criminal act.

The chairman then read a letter on the issue of Freedom Camping from Naomi Ingram of Warrington.

5.1    Waikouaiti Coast Community Board meeting - 1 February 2017

Moved (Member Rose Stringer-Wright/Member Mark Brown):

That the Board:

Confirms the public part of the minutes of the Waikouaiti Coast Community Board meeting held on 1 February 2017 as a correct record.

 Motion carried (WC/2017/007)

6       Parks and Recreation Maintenance Update

Hamish Black (Parks Operations Manager) and Peter Walker from Delta spoke to the community board about the parks maintenance contract. This is a five year contract, audited by an outside contractor. They welcome feedback from the board when the level of service is not right for a particular area.

The chairman asked if it was possible to increase the size of the rubbish bin at the Blueskin Library. Hamish Black offered to come back to the chairman regarding this and it will be added to the action list.

The chairman asked Hamish Black for an update on the clearing of forestry at Waikouaiti. Staff have recently undertaken a drone survey to get images of the wider area to use in the drawing of a landscape plan. Discussions are underway on what the area will be planted with, and the location of walking tracks.There was concern from community about the amount of slash left lying on the ground. This will be scraped up and put in rows. Planting the area is a 2-3 year project. Tracks will be shown on the landscape plan for feedback from the community. Hamish Black thinks it will be possible to have a public meeting in about three months. The board suggested that the northern area near the car park would be the best place to start planting.

Hamish Black also answered questions about the removal of trees from the Waitati cemetery. Discussion on this matter was held later in the meeting under the Governance Support Officer's report.

7       Biodiversity Update

Aalbert Rebergen (Biodiversity Officer) from Parks and Recreation, sent his apologies and will attend a future meeting.

8       Governance Support Officer's Report

This report was to inform the Waikouaiti Coast Community Board of activities relevant to the board area including:

a)     Project Fund

b)     Annual Plan Engagement Activities

c)     Removal of Trees at Waitati cemetery

d)     Submission to Reserves and Beaches Bylaw

b)     Action List

Consideration of the Governance Support Officer's Report included the following:

1.  Removal of trees at Waitati Cemetery – This will be notified in the Blueskin news on April 1, with trees taken down on about April 16. Wood to be dropped on land next to the fire station for community use.

2.  The chairman asked for the engineers report on the Karitane wharf.

3.  Emergency management - two workshops are coming up. Members will attend these.

4.  Resealing of Doctors Point Road - Work has started. The chairman asked for spare loose chips to go to the land next to the fire station, to address a problem with mud.

5.  Downer has taken on a local person as a subcontractor in response to a previous suggestion from the board that local contractors be used. The chairman asked for the results of the traffic count taken recently on Doctors Point road. Member Mandy Mayhem-Bullock asked staff  to look into a problem with people parking on broken yellow lines in a dangerous area. She will forward information to the chairman for action.

6.  Water for fire -fighting at Michies Crossing – The chairman invited the local fire chief Jeff Burrow to speak on this issue. He explained that flow was the issue, rather than water pressure. There are similar problems at Warrington and this area is to be added to the action list. Jeff Burrow was asked to put his concerns in writing so the chairman can take them further with staff.

7.  Annual Plan feedback – The board will have a stand at the Blueskin A&P Show on April 9, with the Mayor invited. The Otago Regional Council and regional councillor Andrew Noone will also have a stand, and the library will be taking part. This event will form the basis of the community board's consultation with the community on the Annual Plan.

Moved (Deputy Chairperson Geraldine Tait/Member Rose Stringer-Wright):

That the Board:

a)     Notes the Governance Support Officer's Report.

b)     Amends the Action List as appropriate.

c)     Endorses the Waikouaiti Coast Community Board submission to the review of the Reserves and Beaches Bylaw 2017.

Motion carried (WC/2017/008)

9       Funding Applications

Chairman Alasdair Morrison, member Mark Brown and member Richard Russell declared a conflict of interest with this funding application and left the room during the discussion and decision making process. The chair was handed to Geraldine Tait for this item.

One funding application was considered. It was received from a non-profit organisation and within the required timeframe. $5,846.00 remained in the Project Fund of $10,000.00.

The members discussed the application, from the Waikouaiti Golf Club, and decided to grant $1000 towards plantings. A resolution was passed and the conflicted members were invited back into the meeting. Geraldine Tait handed the chair back to the chairman.

Moved (Member Mandy Mayhem-Bullock/Member Rose Stringer-Wright):

That the Board:

a)     Grants the funding application from the Waikouaiti Golf Club for the amount of $1,000.00.

Motion carried (WC/2017/009)

10     Chairperson's Report

A verbal update by the chairman included the following matters:

1.  A request to add to the agendas an item for regular reports from members on committee activity, and also a report from Member Rose Stringer-Wright on grant feedback.

2.  Member Mandy Mayhem-Bullock reported on the latest initiatives of the Keep Dunedin Beautiful committee. Discussion took place on a number of possible nominations for the upcoming Keep Dunedin Beautiful awards.

3.  Waitati Public Toilet update - The chairman said public toilets are now the responsibility of the parks department. He will meet on site next week with staff to discuss progress on the Waitati Public Toilets.

4.  Waikouaiti Transfer Station - An update from Catherine Irvine, Solid Waste Manager, was tabled. The chairman asked who would like to be involved in upcoming workshops. The following members put their names forward: the chairman Alasdair Morrison, Cr Jim O'Malley, deputy chair Geraldine Tait, and member Mark Brown.

5.  Freedom camping bylaw – this is being reviewed soon. The board has been asked for input on what they feel should be included in the reviewed bylaw. The chairman asked members for ideas. It was noted that the board needed to take a balanced approach because there were people in Warrington who both agreed and disagreed with freedom campers coming there. Other suggestions included limiting the numbers, subdividing part of the land for a park and part for a domain, more policing and dog control. Dogs should be on a leash. The members agreed they did not want to differentiate between self-contained freedom camping vehicles and others.

The chairman tabled an email received earlier in the day from resident Rhys Owen and read it out.

The chairman asked members to suggest additional sites for freedom camping. The following suggestions were made:

·      John Wilson Drive

·      Back of Railway Station

·      Rotary Park

·      Puddle Alley near Invermay

·      Car park at Bethune's Valley

·      Outram Glen

·      Long Beach

·      Middlemarch

·      Karitane

·      Any existing domain

·      Car park at top of Botanic gardens

·      Truby King Park at Seacliff

·      Stadium carpark

6.  The Reserves and Beaches Bylaw hearing will be held next week. Deputy chair Geraldine Tait will speak on behalf of the community board.

7.  Chairman's report in Blueskin News – The GSO tabled an advertising account from the Blueskin News for $160. This was to pay for the publication of two chairman's reports in two issues of the newsletter (at $80 per issue). Discussion was held on the format and cost of this, and the chairman provided background information regarding the history of the publication of the chairman's report and how it came to be a paid advert instead of published as free editorial content. Members suggested negotiating a better advertising rate and that the board sends the invoice to the Council's communications and marketing department for payment.

8.  The chairman read out an email from Blueskin Bay Library. They are holding a barbeque on March 25 and would like help from community board members. Member Mandy Mayhem-Bullock and deputy chair Geraldine Tait agreed to help with this.

Moved (Chairperson Alasdair Morrison/Deputy Chairperson Geraldine Tait):

That the Board:

Notes the chairman's report.

Motion carried (WC/2017/010)

Moved (Chairperson Alasdair Morrison/Member Mandy Mayhem-Bullock):

That the Board:

          Submits the invoice for advertising the chairman's report in the Blueskin News, at the cost of $160, to Council's communications and marketing department for payment.

Motion carried (WC/2017/011)

11     Council Activities

Cr O'Malley provided the board with an update on Council activities.

Moved (Chairperson Alasdair Morrison/Member Rose Stringer-Wright):

That the Board:

        Notes the report from Cr Jim O'Malley.

Motion carried (WC/2017/012)

12     Notification of Agenda Items for Consideration by the Chair

For the next meeting:

·      A late funding application has been received and will be considered at the next meeting.

·      Discussion to be held on the upcoming A&P Show, with the GSO to provide information resources to Geraldine Tait.

Council

28 March 2017

Title

Page

a

Minutes of Otago Peninsula Community Board held on 9 March 2017

63

IN ATTENDANCE

Richard Saunders (Group Manager Transport), Hamish Black (Parks Operation Manager) and Greg Shaw (Contracts Manager, City Care)

Moved (Hoani Langsbury/Christine Neill):

That the Board:

a)     Notes the Elected Members' Interest Register attached as Attachment A of the report; and

b)     Confirms the proposed management plan for Elected Members' Interests.

Motion carried (OPCB/2017/012)

6.1    Otago Peninsula Community Board meeting - 2 February 2017

Moved (Christine Neill/Edna Stevenson):

That the Board:

Confirms the minutes of the Otago Peninsula Community Board meeting held on 2 February 2017 as a correct record.

Motion carried (OPCB/2017/013)

7       Parks and Recreation Maintenance Contractor

Hamish Black (Parks Operations Manager) and Greg Shaw (Contracts Manager, City Care) were present to meet the Board and discuss the contractor's role in the upkeep and maintenance of recreation spaces in the Board area. 

The Board was advised that Parks were now responsible for all green work (eg grass cutting alongside road verges and vegetation control), some of which was previously carried out by Transport.  The Council had moved away from a lump sum contract to a frequency based contract that was prescriptive about what happened when.  The Council now had a better understanding of the levels of service required.  An independent auditor was auditing sites and there was an opportunity for City Care to learn about assets.  Challenges had been experienced with growth throughout a wet spring and a wet and windy summer.  Input from the Board and others as to how the contract could be changed was valued.  Anything could be done with the contract but this would come at a cost.

During questions from Board members advice was given on procedures for responding to issues and a number of matters that required attention were advised to staff.  Discussion was also held on the replacement of playground equipment.

8       Governance Support Officer's Report

The report informed the Otago Peninsula Community Board of activities relevant to the Board area including:

a)     Project Fund

b)     Scholarship Fund

c)     2017 Community Boards Conference

d)     Proposed Reserves and Beaches Bylaw

e)     2017/18 Annual Plan Engagement Activities

f)     Freedom Camping

g)     Action List.

Thanks were extended to staff for their work on freedom camping.

The request regarding Tomahawk Beach Access would be deleted from the Action List.

The repair to the two car slip would be completed later in the month.  The Board thanked the Group Manager Transport for his regular emails to the community and noted there had been no complaints.

The pull-over areas would be separated into Portobello Road and Highcliff Road.  The Group Manager Transport advised that staff wished to use consistent signs used nationally.  There were sites on Highcliff Road that could be used and others that needed work done.  He would arrange for the Safety Team Leader to work with Lox Kellas on this and report back in a couple of meetings.

Good responses had been received on the Peninsula Connection project.  Cyclists appeared to be happy and staff were working with the national NZTA cycling team.  A request was made for Spokes to be asked for cyclists to wear high visibility clothing and use lights on their cycles as days were getting shorter.

The slip repair at Hatchery Road was almost complete and other work on slips would be done after the tourist season.  Traffic management information would be brought back to the Board.  A request was made for a map showing the slip sites to be provided for the next Governance Support Officer's report.

The Group Manager Transport advised that a preliminary plan had been done on Wellers Rock parking which was awaiting a response from the Monarch operators.  A meeting would be held with all groups following the tourist season and it was hoped this would be in place for the following summer.

The issue of tracks was to be added to the Community Plan.

Freedom camping issues had been quiet and the commercial campground had been busy.

It was noted that public toilets for Taiaroa Head were in the Community Plan, and these would also be considered for Macandrew Bay and Seal Point Road.

Graham McArthur would liaise with the Parks Operations Manager over an alloy boat for the Broad Bay playground.

Christine Neill updated the Board on the Tidewater Drive drainage issue.

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

a)     Notes the Governance Support Officer's Report.

b)     Appoints Paul Pope as its representative to attend the 2017 Community Boards Conference, and agrees to cover the registration, travel and accommodation costs of another Board representative from its Project Fund.

c)     Approves the submission on the Reserves and Beaches Bylaw.

d)     Amends the Action List as appropriate.

Motion carried (OPCB/2017/014)

9       Funding Application - Peninsula Community Coffee Group

The report appended a copy of a funding application for the Board's consideration from the Peninsula Community Coffee Group for a regular community coffee morning.  The application was deferred at the meeting of 2 February 2017 until additional information was received.  An updated application had now been submitted.

Moved (Christine Neill/Hoani Langsbury):

That the Board:

a)     Grants the funding application from the Peninsula Community Coffee Group for $300.00 for a community coffee morning.

Motion carried (OPCB/2017/015)

10     Funding Application - Macandrew Bay Scout Group

The report appended a copy of a funding application for the Board's consideration from the Macandrew Bay Scout Group for scout hall renovations.

Moved (Lox Kellas/Graham McArthur):

That the Board:

a)     Grants the funding application from the Macandrew Bay Scout Group for $2,500.00 for scout hall renovations.

Motion carried (OPCB/2017/016)

11     Funding Application - Caselberg Trust

Graham McArthur declared an interest and left the meeting at 11.15 am.

The report provided a copy of a funding application for the Board's consideration from the Caselberg Trust for landscaping at the artists' studio.

Moved (Lox Kellas/Edna Stevenson):

That the Board:

a)     Grants the funding application from the Caselberg Trust for $2,500.00 for landscaping at the artists' studio.

Motion carried (OPCB/2017/017)

Graham McArthur returned to the meeting at 11.16 am.

12     Working Parties/Board Area Liaison Updates

a)  Keep Dunedin Beautiful

Graham McArthur advised of matters discussed at the two meetings since the last Board meeting including a mural at Port Chalmers, sycamore removal etc.

b)  Rural Roads Update

Lox Kellas advised that sealed roads were in good condition.  He commented on the state of various roads, which were in reasonable condition.

c)  Area Updates

Hoani Langsbury advised that at a recent meeting at Te Rauone it had been asked whether it would be possible to set back blocks to allow more room for vehicles to pull off the road between Otakou Fisheries and Wellers Rock.  He also noted that there were four corners between Otakou Fisheries and Broad Bay where tour coaches had no option but to cross the centre line because of the tightness of corners and asked whether it would be possible to cut back those corners.  He also commented on the repositioning of blocks and consistency in the cycleway.

Graham McArthur mentioned footpath issues in Broad Bay, which he would bring to the attention of staff.

Edna Stevenson commented that the Macandrew Bay newsletter to which the Board had contributed funding had been a big success in the community.

Edna Stevenson also commented on the meeting at Te Rauone on 15 February 2017 attended by the Dunedin City Council, Otago Regional Council, Port Otago, Board members, the Te Rauone Beach Coast Care Committee and the engineers for the Te Rauone project.  There had been an agreement to proceed to do the design and it was hoped that the design and consent process would be under way by the end of the year.

Christine Neill reported there were still issues with the Puketeraki recycling centre.  Volumes suggested that businesses were dumping materials there.

Lox Kellas mentioned vegetation issues he had conveyed to the Council.

13     Community Plan

The 2017/18 Community Plan had previously been adopted but it was noted that it could be updated during the course of the year as required.  The Chairperson reported that following the Community Plan briefing given by the Policy Team, there was work to do on the Plan before the end of May.  He also suggested the inclusion of an item in the Civil Defence section relating to a cruise ship incident affecting the Peninsula.

14     Chairperson's Report

A report from the Chairperson updated the Board on matters dealt with since the last meeting and other matters to be considered. 

The Chairperson commented on the useful meeting held at Te Rauone.  He noted that it was proposed that the next Heritage Festival should be focused on the Otago Harbour. 

Members were asked to consider dates for the Board clinics to be held in their designated areas.  A Biodiversity Forum would also be arranged for later in the year.

Graham McArthur was asked by the Board to liaise with Keep Dunedin Beautiful about restoration of the mural on the Macandrew Bay Scout Hall.

There was discussion on rural Broadband and cellphone coverage on the Peninsula and whether a project could be developed through Gigatown.  Hoani Langsbury, Paul Pope and Cr Andrew Whiley would meet with the Gigatown Trust.

The Board's annual meeting with local tourism operators would be held in May.

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

a)     Notes the report from the Chairperson for March 2017.

b)     Agrees to spend $100.00 of the Project Fund on posters and flyers for the Board community clinics.

c)     Agrees to spend up to $200.00 of the Project Fund on catering for the meeting with Otago Peninsula tourism operators.

Motion carried (OPCB/2017/018)

15     Council Activities

Councillor Andrew Whiley was not present at the meeting so there was no update.

16     Items for Consideration by the Chair

There were no items identified.

Council

28 March 2017

Title

Page

a

Minutes of Strath Taieri Community Board held on 2 February 2017

71

IN ATTENDANCE

Kristy Rusher (Manager Civic and Legal)

Moved (Jacinta Stevenson/Norma Emerson):

That the Board:

a)     Amends the Elected Members' Interest Register attached as Attachment A;

b)     Amends the proposed management plan for Elected Members' Interests.

 Motion carried (STCB/2017/002)

5.1    Strath Taieri Community Board meeting - 10 November 2016

Moved (Bevan Dowling/David (Jock) Frew):

That the Board:

Confirms the public part of the minutes of the Strath Taieri Community Board meeting held on 10 November 2016 as a correct record.

Motion carried (STCB/2017/003)

6       Keep Dunedin Beautiful Update

Ms Stevenson provided an update on the activities of Keep Dunedin Beautiful.  She advised that there was funding available to develop a mural in Middlemarch.  The meetings are being held on the 1 Monday of each month, items discussed at the last meeting included clean up days, community food gardens and artistic pedestrian crossings.  The next meeting was scheduled for Monday the 13 of February due to the public holiday falling on the 6 of February 2017.

7       Governance Support Officer's Report

The report informed the Strath Taieri Community Board on activities relevant to the Board area including:

a)     Project Fund

b)     Draft Dunedin Destination Plan

c)     2017 Community Plan Conference

d)     Training for Community Board Chairs

        e)     Proposed Reserves and Beaches Bylaw

        f)     Middlemarch Hall Heating

g)     Correspondence

h)     Action List

It was agreed that the Board would decide who would attend the Community Board Conference at the next meeting.  The Chairperson and Deputy Chairperson advised that they were not available to attend the Local Government New Zealand training day on 11 March.

The Deputy Chairperson advised that they would respond to the correspondence from the Middlemarch Promotions Group by telephone call.

Board members discussed the correspondence from the local resident concerning dog walking.

Moved (Joan Wilson/David (Jock) Frew):

That the Board:

a)     Notes the Governance Support Officer's Report.

b)     Amends the Action List to include the following actions:

        (i)   Council staff to advise on defibrillator cupboard doors in use by Council

        (ii)  Governance Support Officer to follow up on newspaper advertising of   road works occurring in the board area

        (iii) Governance Support Officer to update Board Chairperson on installation of the Middlemarch Hall heating before the next meeting.

        (iv)   Governance Support Officer requested to ask Animal Control for an  additional dog bag dispenser for Browns Road.

Motion carried (STCB/2017/004)

8       Chairperson's Report

The Chairperson updated the Board on matters of interest including:

SH87 has a significant amount of gorse and broom growth, especially near Hyde and through to Outram.  The Chairperson will contact NZTA to get this matter resolved.

The Chairperson will arrange a meeting with Simon Underwood at the NZTA to advocate for improvements in the behaviour of cyclists, and to explore the benefits and costs of cycle registration.

The Chairperson commented on the Otago Rural Fire Association imposing fire bans and he advocated for sensible boundaries

9       Council Activities

Councillor Chris Garey updated the Board on matters of interest including the Annual Plan submission process.

10     Notification of Agenda Items for Consideration by Chair

There were no items notified.

Council

28 March 2017

Title

Page

A

Minutes of Strath Taieri Community Board held on 9 March 2017

76

IN ATTENDANCE

Tom Dyer (Group Manager Parks and Recreation), Greg Shaw (City Care) and Andrew Lord (Transport)

Moved (Barry Williams/Jacinta Stevenson):

That the Board:

a)     Notes the Elected Members' Interest Register attached as Attachment A; and

b)     Confirms the proposed management plan for Elected Members' Interests.

Motion carried (STCB/2017/006)

5.1    Strath Taieri Community Board meeting - 2 February 2017

Moved (Joan Wilson/Norma Emerson):

That the Board:

Confirms the public part of the minutes of the Strath Taieri Community Board meeting held on 2 February 2017 as a correct record.

 Motion carried (STCB/2017/007)

6       Parks and Recreation Maintenance Update

The Group Manager Parks and Recreation (Tom Dyer) and Mr Greg Shaw (City Care) were in attendance to update the Board on matters of interest and respond to questions.

7       Governance Support Officer's Report

1      The report provided an update on activities relevant to the Board's area including:

a)     Project Fund

b)     2017/18 Annual Plan Community Engagement Activities

c)     Freedom Camping

d)     Sutton – Mt Ross Road Bridge

e)     Action List

Moved (Joan Wilson/Norma Emerson):

That the Board:

a)     Notes the Governance Support Officers Report.

b)     Nominates Jock Frew to attend the 2017 Community Board Conference to be held on 12-13 May 2017 in Methven.

c)     Amends the action list to include:

        (i)     Transfer of hall hire costs to the appropriate budget

        (ii)    Advertises the closing date for applications for the project fund in the   April and May meetings

        (iii)   Various maintenance tasks on Ngapuna Road and Four Mile Road and   transport to schedule a meeting with Russell Anderson regarding         beehive corner at George King Memorial Drive.

        (iv)   The Governance Support Officer is to provide the Chairperson with         the contact details of the officer responsible at Otago Rural Fire         Authority.

        (v)    Advise the Corporate Planner that a ½ hour session in advance of the           next community board meeting be held for Annual Plan.  The session             is to be advertised in the Taieri Pet

.Motion carried (STCB/2017/008)

8       Chairperson's Report

1      The Chairperson provided an update on matters of interest including:

a)     Weed Spraying

b)     Tennis Court Sealing

c)     Extension of Rail Trail to Sutton

Moved (Norma Emerson/David (Jock) Frew):

That the Board:

a)     Notes the Chairperson's report.

Motion carried (STCB/2017/009)

9       Council Activities

Councillor Christine Garey updated the Board on various issues of interest including the Cadbury factory closure, Ultra Fast Broadband, Annual Plan engagement process and the opportunity to apply for the awards for Community Board best practice.

Moved (Norma Emerson/David (Jock) Frew):

That the Board:

        a) Notes the Council Activities report.

Motion carried (STCB/2017/010)

10     Notification of Agenda Items for Consideration by the Chair

·     

Three grant applications – from Strath Taieri Historical Society and East of the Rock and Pillar Group and application from Joan Wilson for ANZAC Day commemorations.

·     

Broadband update (to be provided by Norma Emerson) 

·     

Civil Defence – invitation to be issued to Civil Defence to update the Board on the arrangements for the Strath Taieri area.

Council

28 March 2017

Title

Page

A

Minutes of Mosgiel-Taieri Community Board held on 15 March 2017

81

IN ATTENDANCE

Bernie Hawke (Group Manager, Arts and Culture), Aalbert Rebergen (Biodiversity Officer), Catherine Hosted  (Volunteer Projects Facilitator), Mick Ball (Planning and Delivery Manager, Water and Waste Services), Josh Von Pein (Transport Delivery Manager) and Greg Shaw, (City Care)

1.1    Alistair Finnie

Alistair Finnie spoke to his concerns regarding the lack of parking enforcement in the Mosgiel Area.  Mr Finnie commented that his main concerns were motorists parking over and blocking the footpath as it was a safety concern for pedestrians in particular the disabled or elderly people.  He felt that the current enforcement by parking services was inadequate and requested the Board advocated for increased enforcement.

Moved (Sarah Nitis/Joy Davis):

That the Board:

a)     Amends if necessary the Elected Members' Interest Register attached as Attachment A; and

b)     Amends the proposed management plan for Elected Members' Interests.

Motion carried (MTCB/2017/011)

5.1    Mosgiel-Taieri Community Board meeting - 8 February 2017

That the Board:

Confirms the minutes of the Mosgiel-Taieri Community Board meeting held on 8 February 2017 as a correct record.

6       Parks and Recreation Maintenance Update

Greg Shaw, Parks Manager for City Care was present to meet the Board and discuss the contractor's role in the upkeep and maintenance of recreation spaces in the Board area.

Mr Shaw responded to questions on the mowing of parks and maintenance and upgrade of the playgrounds.

7       Introduction to Parks and Recreations Biodiversity Officer

Aalbert Rebergen, Biodiversity Officer from Parks and Recreation was present to meet the Board and provided an overview of his role within Council.

8       Introduction to the Parks and Recreations Volunteer Projects Facilitator

Catherine Hosted, Volunteer Projects Facilitator from Recreation Planning and Facilities, Parks and Recreation was present to meet the Board and provided an overview of her role which included community engagement and promotion of volunteering.

9       Water Renewals Programme Update

Mick Ball, Planning and Delivery Manager from Water and Waste Services provided        an update on Water and Waste Services in particular the capital works projects that were programmed for the Mosgiel area in the next two financial years.

Mr Ball responded to questions on the landfill, water supply in Mosgiel and stormwater collection.

Following discussion, it was agreed that staff be requested to provide an update on recycling in particular disposal of the city's recycling.

Moved (Sarah Nitis/Dean McAlwee):

That the Board:

      Notes the Water and Waste Services Update

        Motion carried (MTCB/2017/012)

10     Governance Support Officer's Report

        A report from Civic provided an updated on activities to the Board's area which included:

a)     Project Fund.  The Chairperson advised that Project Fund balance would be $2,219.55 as Council had agreed to fund the Deputy Chairperson's attendance at the Community Board Chairs/Deputy Chairs training.

b)     Freedom Camping

c)     2017/18 Annual Plan Community Engagement.  Following discussion, it was agreed that the Board would like to host an informal meeting before their next meeting being held on Wednesday 3 May 2017.

d)     Correspondence.  There was discussion on the request from the Mosgiel-Taieri Community Patrol.  It was agreed that the Mosgiel-Taieri Community Patrol would be invited to update the Board biannually in place of Board representation on their committee.

e)     Action List.  There was a discussion on the action list which included Henderson Street and roading maintenance concerns.

Moved (Sarah Nitis/Martin Dillon):

That the Board:

a)     Notes the Governance Support Officer's Report.

b)     Approves the additional payment of $247.25 for the Mosgiel-Taieri Community Board Brochure.

c)     Invites the Mosgiel-Taieri Community Patrol to attend a Board meeting to provide an update biannually

d)     Amends the Action List as appropriate

Motion carried (MTCB/2017/013)

11     Funding Applications

A report from Civic provided a copy of the funding applications which have been received for the Mosgiel-Taieri Community Board's consideration. 

The report noted that all the funding applications have been received from non-profit organisations and were received within the timeframe.  It also noted that $2,119.55 remains in the Project Fund of $10,000.00.  The total of the funding applications received is $3,145.88.

Councillor Lord declared an interest in the funding applications for the Rotary Club of Mosgiel and the Mosgiel Memorial RSA and withdrew from the items.

Cr Mike Lord left the meeting at 02.15 pm

An application was received from the Rotary Club of Mosgiel to assist in the cost of the organisation and promotion of local body election candidates evening which had been held on 15 September 2016.

Moved (Martin Dillon/Dean McAlwee):

That the Board:

a)     declines the funding application from the Rotary Club of Mosgiel for $1055.88.

Motion carried (MTCB/2017/014)

An application from the Mosgiel Memorial RSA was received to assist with the traffic management costs associated with the 2017Anzac Day commemorations.

Moved (Maurice Prendergast/Phillipa Bain):

That the Board:

Grants the funding application from the Mosgiel Memorial RSA for $800.00 towards the costs associated with the 2017 Anzac Day commemorations/parade.

Motion carried (MTCB/2017/015)

Cr Mike Lord returned to the meeting at 02:27 pm.

An application was received from Otago Access Radio to assist with a weekly radio show dedicated to the engagement with the Mosgiel-Taieri community.

Moved (Sarah Nitis/Joy Davis):

That the Board:

a)  Grants the funding application from Otago Access Radio for $364.00 towards the costs of a weekly radio show.

Motion carried (MTCB/2017/016)

There was discussion on the funding application from the Mosgiel Business Association towards the costs of a Mosgiel-Taieri business networking evening.

Moved (Martin Dillon/Cr Mike Lord):

That the Board:

a)     Grants the funding application from the Mosgiel Business Association for $350.00.

Motion carried (MTCB/2017/017)

12     Chairperson's Report

A report from the Chairperson updated the Board on matters of interest since the previous meeting which included:

·      Taniwha Mural at the pocket park on the corner of Gordon and Factory Roads;

·      Gap Filler workshops;

·      Damaged fort and slides at the Mosgiel Memorial Gardens Playground; and

·      Green spaces

Moved (Sarah Nitis/Dean McAlwee):

That the Board:

a)     Notes the Chairperson's report

b)     Writes to the Taieri Community Facilities Trust and staff requesting:

i       significant consideration be given to minimising the impact on ALL green spaces when determining the preferred site for the proposed Mosgiel Aquatic Facility;

ii      complete a comprehensive review of traffic movements and car parking requirements for all clubs and facilities within the immediate area, as part of the final design phase

c)     Updates the Community Plan to include an item on the protection of green spaces from further encroachment.

Motion carried (MTCB/2017/018)

13     Council Activities

Councillor Mike Lord provided an update on the following matters of interest which included the following:

a)     Soper Road, Wingatui;

b)     Finance and Council Controlled Organisations Committee; and

c)     Reserves and Beaches Bylaw hearings.

Moved (Cr Mike Lord/Sarah Nitis):

That the Board:

a)     Notes the Council Activities update

Motion carried (MTCB/2017/019)

14     Items for Consideration by the Chair

A update on cemeteries within the Mosgiel area in regards to possible expansion and plot availability.

Council

28 March 2017

Title

Page

A

Minutes of West Harbour Community Board held on 8 February 2017

88

IN ATTENDANCE

Graham McKerracher (Council Communications and Marketing Manager), Jason Forbes (Project Manager, NZTA) and Richard Saunders (Group Manager Transport)

1.1    Brailleys Track

Jack Austin addressed the meeting concerning the maintenance of Brailleys Track. He tabled material on the history of the road and its previous maintenance, and noted that the Council had stopped carrying out maintenance on it, arguing it was a private road.  Mr Austin did not consider that this was correct as it had been maintained in the past by previous councils.  He noted that the road was present on various maps and promoted as a tourist walk.  The road was now in a bad state.  He requested that the road be maintained to a basic level as it had been in prior years and that in the event that the road was not formally designated, that custom, precedence and usage be given due weight and earlier agreements be honoured.

It was agreed that this matter be included on the Action List for the next meeting for staff to report back on maintenance.

1.2    Aramoana Wharf

Tracey Densem and Bill Brown from the Aramoana Pilots Wharf Trust addressed the meeting concerning the Aramoana Wharf.  They provided background information on the wharf and their desire to restore it, and had received permission to do so.  The Council had now demolished unsafe parts of the wharf for health and safety reasons and stored the materials.  They commented on an engineer's report and noted that they were working with the Council regarding an application to the Department of Conservation for a concession. 

The Board thanked the Trust for the work it had done so far.  It was suggested that the matter be discussed further at the next meeting.

Moved (Chairperson Steve Walker/Ryan Jones):

That the Board:

a)     Notes the Elected Members' Interest Register attached as Attachment A of the report; and

b)     Confirms the proposed management plan for Elected Members' Interests.

Motion carried (WHCB/2017/003)

5.1    West Harbour Community Board meeting - 16 November 2016

It was noted that Jan Tucker's appointment to Vision Port Chalmers had been omitted  from Item 11.

Trevor Johnson noted that a requested report on power poles in the Board area had been received and asked whether the Board would discuss it.

Moved (Chairperson Steve Walker/Jan Tucker):

That the Board:

Confirms the public part of the minutes of the West Harbour Community Board meeting held on 16 November 2016 as a correct record incorporating the amendment to Item 11.

Motion carried (WHCB/2017/004)

6       West Harbour Shared Path Update

Jason Forbes, Project Manager, of NZTA updated the Board on the latest plans for the St Leonards to Port Chalmers section of the shared path, which he circulated.  He commented on a raised path through the Roseneath cutting and a reclamation in Blanket Bay.

Mr Forbes responded to questions on timelines, consent and funding processes and safety work on the main highway.  It was agreed that NZTA should be invited to the June Board meeting to provide a further update.

7       Governance Support Officer's Report

A report informed the West Harbour Community Board of activities relevant to the Board area including:

a)     Project Fund

b)     Scholarship Fund

c)     2017 Community Boards Conference

d)     Training for Community Board Chairs

e)     Proposed Reserves and Beaches Bylaw

f)     Dunedin Destination Plan

g)     Safety Concerns on Boundary Street and Hill Street, Purakaunui

h)     Action List.

There was discussion on attendance at the 2017 Community Board Conference and the Chair indicated that he would like to attend.  Ryan Jones also indicated his interest in attending.

Moved (Jan Tucker/Trevor Johnson):

That the Board:

Appoints Steve Walker as its nominated representative to the 2017 Community Boards Conference.

Motion carried (WHCB/2017/005)

Moved (Trevor Johnson/Ange McErlane):

That the Board:

Funds one additional member from its project fund to the 2017 Community Boards Conference.

Motion carried (WHCB/2017/006)

Information was to be obtained on whether members other than Chairs or Deputies could attend the Community Board Chairs training in Gore in March.

There was discussion on issues relating to the Reserves and Beaches Bylaw in respect of horses on beaches and drones, and clarification to be published in the following day's Otago Daily Times.

Discussion turned to Action List items:

·      Port Chalmers Centennial Gardens skateboard area – to be deleted from list

·      Planting of gardens – the Board to be consulted on planting

·      Parking, George Street – to be deleted from list

·      Fencing, State Highway 88 – the Group Manager Transport advised that staff were working with NZTA and it was hoped that it would be done in time for next summer

·      Boundary Road – this matter was progressing

·      Mount Street public car park – It was suggested that a note be published in the Rothesay News reminding people about their obligations with regard to 30 and 60 minute parks.  A letter could also be sent to Port Otago reminding workers not to use parks all day.  It was agreed that this be temporarily placed on hold and feedback be sought via the Rothesay News for the next meeting.

Moved (Trevor Johnson/Jan Tucker):

That the Board:

Reaffirms its support for the Aramoana Pilots Wharf Trust proposal to rebuild the wharf and provides a letter of support for the group.

Motion carried (WHCB/2017/007)

Trevor Johnson provide the following list of vegetation and footpath issues in the Ravensbourne area, which it was agreed should be included on the Action List:

·      Unsealed section of footpath in upper Wanaka Street where repairs have been done.

·      Trees growing over footpath in Upper Wanaka Street need trimming back to the boundary.

·      Traffic travelling south on Manapouri Street and turning into Wanaka Street - visibility blocked by vegetation growing on the bank.

·      Large hole in footpath above Wanaka Street zig zag in Rata Street.

·      Overgrowth on left turn warning sign as motorists come down Wanaka Street to turn into Rata Street.  Sycamore trees also need removed.

·      Toi Tois and flax growing over the footpath at the bottom of Ellesmere Street turning left from Wanaka Street - these should be trimmed back to the boundary.

·      Corner of Adderley Terrace and Junction Road - large shrub growing over the footpath and further up Junction Road trees growing over the footpath in several places.

·      Upper part of Junction Road - a large hawthorn tree growing over the footpath needs trimmed back to the owner's boundary, as do several others of their trees.

·      Sign at the bottom of the Manuka Street zig zag on state highway broken.

Moved (Chairperson Steve Walker/Jan Tucker):

That the Board:

a)     Notes the Governance Support Officer's Report.

b)     Amends the Action List as appropriate.

Motion carried (WHCB/2017/008)

7A     Board Representation

Board members provided verbal updates on their areas of responsibility:

a)     Port Environment Liaison Committee

Ange McErlane reported on a proposed mural on a shed project.  The Committee had a meeting scheduled for the following week.

b)     Ravensdown Community Liaison Group

Trevor Johnson advised that the group had not met recently.  There had been difficulty with KiwiRail over the lease of an area of land where it was proposed to relocate the plaque from the Moller monument.

c)     Keep Dunedin Beautiful

Jan Tucker reported the Committee was about to meet for the first time in the current year.  She also commented on a KNZB initiative of a mural in George Street.

d)     Communications/Facebook

Ryan Jones reported on feedback received via social media on the surface of the skate park, Sawyers Bay, litter below Church Road and a broken Port Chalmers information sign.

e)     State Highway 88 Liaison Group

No meeting had yet been held in the current year.

f)     Funding Applications Report Back

Francisca Griffin commented on reports she had received via Raewynne Pedofski from the following grant recipients:  Pioneer Hall, the West Harbour Arts Charitable Trust and West Harbour Beautification Trust.

g)     West Harbour Beautification Trust

Steve Walker reported that there had been no meeting held recently.

h)     Policing Issues

Jan Tucker reported that she had spoken to Police regarding traffic management when large cruise ships were in port.  A 30 km/h speed limit and a temporary one-way for Peninsula Beach Road seemed to help the situation.

i)      Vision Port Chalmers

Jan Tucker reported that the group's website was being given a facelift.  The group was looking at sourcing rata from Project Crimson and was also planning for the Seafood Festival.

8       Communications and Engagement Strategy for the West Harbour Community Board 2017

A report appended a proposed Communications and Engagement Strategy for the West Harbour Community Board prepared for consideration by Ryan Jones.  Also appended was a document used in preparing the proposed strategy.

Ryan Jones advised that he had met with Council Communications staff when preparing the document which focused on three goals: awareness, engagement and education.

A suggestion was made that there needed to be links to funding application forms on the website and outreach in other communities.  It was also suggested that the Board's noticeboard in the hallway of the Port Chalmers Library needed to be reinstated.

Moved (Chairperson Steve Walker/Francisca Griffin):

That the Board:

a)     Adopts the proposed Communications and Engagement Strategy for the West Harbour Community Board 2017

b)     Confirms the allocation of $100 from the Project Fund to a communications budget.

Motion carried (WHCB/2017/009)

9       Community Plan

The draft 2017/18 Community Plan had been circulated. 

Moved (Trevor Johnson/Ryan Jones):

That the Board:

a)     Adopts the updated West Harbour Community Board Community Plan.

Motion carried (WHCB/2017/010)

10     Chairperson's Report

A report from the Chairperson appended an update to the Board on matters dealt with since the last meeting and other matters to be considered. 

a)  Speeding issues - Te Ngaru – this had had a good outcome with 50 km/h signs on the road and residents were happy.

b)  Community Board awards application – it was suggested that the Board's project working with the Council on the sycamore project should be entered.

c)  Moller Arch update- this had struck a hurdle over the amount requested to lease the land.

d)  Flagstaff Point – a meeting had been held with the Acting Group Manager Parks and Recreation and this could be a Lions project.

e)  Pre Annual Plan presentation – this had been circulated for information.

f)  Zone 6 representative - Christine Garey had been the nominated representative.

g)  Potential community award – Ryan Jones had suggested that the Board could organise an annual "good sorts" award recognising people in the community.  It was agreed that Ryan should progress the project.

h)  Port Chalmers cigarette butt issues – a butt bin had been suggested for location outside the municipal building.  The Board supported the proposal.

i)   Correspondence from Aramoana League re Aramoana Playground – this was in the Community Plan and would be actioned when funds became available.

j)   Correspondence from Port Chalmers Senior Citizens re Parking, Grey and Mount Streets, Port Chalmers

Jan Tucker withdrew from the meeting at 7.15 pm as she was patron of the organisation.

Moved (Trevor Johnson/Chairperson Steve Walker):

That the Board:

Supports the application from Port Chalmers Senior Citizens for two mobility car parks to be installed at the bottom of Grey Street (opposite the hall main entrance).

Motion carried (WHCB/2017/011)

Jan Tucker returned to the meeting at 7.17 pm.

k)  Albertson Avenue Garden – this needed tidying and a tree needed removal.  Jan Tucker was delegated to action this.

l)   Discretionary Funding workshop – this had been held for Community Board Chairs in order to create consistency across the Boards with regard to application forms, criteria, reporting back etc.  Applications would now be accepted every second meeting.  The Chair thanked Kristy Rusher and Christine Garey for facilitating this workshop.

m) Thanks were extended to Richard Saunders and Jendi Paterson for the recent workshop they conducted for the Board on Transport and Parks issues.

n)  Port Chalmers Maritime Museum – consideration was to be given to the retention of life membership by the Board.

o)  Pool mural – the Chairperson would be meeting with the Community Pools Supervisor on Friday 10 February about a possible mural at the Port Chalmers Pool.

Moved (Chairperson Steve Walker/Jan Tucker):

That the Board:

a)     Notes the report from the Chairperson for February 2017.

Motion carried (WHCB/2017/012)

11     Council Activities

The Chairperson read a report provided by Councillor Aaron Hawkins on the following matters of interest:

·      Draft Annual Plan

·      2GP

·      Reserves and Beaches Bylaw

·      The Council purchase of the "Sammy's" building.

Jan Tucker would attend the Merchant Navy Memorial Service on 12 February 2017 on behalf of the Board.

Moved (Chairperson Steve Walker/Ange McErlane):

That the Board:

Notes the report.

Motion carried (WHCB/2017/013)

12     Items for Consideration by the Chair

The following items were notified for consideration:

·      Jan Tucker asked for information on Port Chalmers swimming pool hours for the 2017/18 season.

·      Delta would be asked for an update on timelines for power pole replacement and clearance of vegetation around power lines in the Board area.

Council

28 March 2017

RECOMMENDATIONS

That the Council:

a)     Approves the Council’s participation in detailed regional service reviews of Solid Waste, Regulatory Services and Waterways and Harbours under section 17A(1) of the Local Government Act 2002.

b)     Notes that a number of other potential future reviews have been identified and that further assessment of the potential regional benefits of reviews of Three Waters and Land Transport will be undertaken.   

c)     Decides not to conduct any other reviews under section 17A(1) of the Local Government Act 2002 before August 2017, for the reason in section 17A(3)(b) of the Local Government Act 2002.

Three Waters

Generally consistent activities

 $1,445,213,233

104.8

Land Transport

Generally consistent activities

 $1,286,471,872

57.0

Parks and Recreation

Highly varying activities

 $403,951,305

48.7

Economic Development and District Promotion

Generally consistent activities, includes ORC

 $273,000,064

30.0

Solid Waste

Generally consistent activities

 $258,399,072

9.4

Property Management

Inconsistent activities, includes ORC

 $245,488,282

30.9

Regulatory Services

Generally consistent activities

 $238,911,528

132.7

Aquatics

Generally consistent activities

 $219,652,325

105.4

Planning and Compliance

Generally consistent activities, includes ORC

 $219,534,154

72.4

Arts and Culture

Highly varying activities

 $216,473,671

65.2

Information Technology

Generally consistent activities, includes ORC

 $175,968,651

67.4

Libraries

Partially consistent activities

 $175,657,047

117.9

Governance and Legal

Generally consistent activities, includes ORC

 $144,401,104

20.9

Public Transport

ORC only

 $134,089,000

4.5

Finance

Generally consistent activities, includes ORC (WDC excludes Payroll)

 $133,515,715

66.9

Community Housing

Excludes WDC (in Property). Excludes DCC FTEs (in Property)

 $89,393,616

1.8

Customer Services

Generally consistent activities, includes ORC

 $62,911,303

48.3

Community Planning

Generally consistent activities, includes ORC

 $60,400,193

10.0

Community Development

Highly varying activities

 $48,669,649

12.4

Communications

Generally consistent activities, includes ORC

 $45,080,207

34.2

Civil Defence and Emergency Management

Generally consistent activities, includes ORC – s17A review completed

 $39,402,631

8.1

Fleet

Generally consistent activities, includes ORC

 $32,714,187

4.9

Parking Operations

DCC and QLDC only

 $29,655,000

2.0

Human Resources

Generally consistent activities, includes ORC

 $27,691,747

17.6

Waterways and Harbours

Includes ORC

 $14,184,756

2.2

Airfields

DCC, QLDC CCOs not included

 $11,645,025

1.6

Rural Fire

ORFA into Fire & Emergency NZ per national  Review

 $11,310,986

0.0

Community Safety

Excludes DCC

 $2,548,737

1.5

Key:

Infrastructure

Regulatory Function

Service (External)

Service (Internal)

Notes

All figures are based on reported figures or best estimates in some cases.

Total costs include allocated internal costs, hence will be reported twice in some cases.

Certain councils were unable to isolate costs for certain activities, hence data may be incomplete in some cases.

Assess-ment

Regional activity groups

Recommendation

Status under s17A

Strong potential

Solid Waste; Regulatory Services; Waterways and Harbours

Undertake regional service reviews

Review recommended  under s17A(1)

Uncertain potential

Three Waters; Land Transport

Undertake further potential benefits assessments to determine if a review should proceed

Review not recommended until the s17A(3)(b) cost-benefit test is satisfied, or review resources become available 

Public Transport; Parks and Recreation; Economic Development and District Promotion; Customer Services; Property Management; Information Technology; Finance; Governance and Legal; and Human Resources. 

Undertake regional service reviews if and when the overall review programme allows

Limited potential

Aquatics; Libraries; Arts and Culture; Community Housing; Parking Operations; Airfields; Community Safety; Rural Fire; Planning and Compliance; Community Planning; Community Development; Communications; and Fleet.

Undertake no regional service review

Review not recommended as the s17A(3)(b) cost-benefit test is unlikely to be satisfied

Scale, scope and location

Services provided by split of geographic coverage

·   Sub-district based services

·   District based services (status quo)

·   Sub-regional services

·   Regional services

·   Multi-region services

Service solution

Services provided by process or function

·   Status quo

·   Outsourced management

·   Outsourced delivery

·   Individual shared services

·   Total shared services

·   CCO without assets

·   CCO with assets

·   Contract agreement  (e.g. funding and delivery outsourced)

Service delivery

Resourcing models

·   Status quo

·   Contracting firms

·   Consulting firms

·   Other providers

Implementation

Timing and pace of change

·   Modular transition (e.g. as contracts expire)

·   Phased transition (e.g. by agreement over time)

·   Single step (e.g. by legislation)

Funding

Considerations

·   Status quo (existing rates / charges)

·   Harmonised rates / charges

·   User charges only

·   Debt

Author: