Agenda of Waikouaiti Coast Community Board

Notice of Meeting:

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

Date: Wednesday 8 March 2017

Time: 5.30pm

Venue: Warrington Surf Club Social Rooms, Warrington.

Sue Bidrose

Chief Executive Officer

Waikouaiti Coast Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Alasdair Morrison
Deputy Chairperson	Geraldine Tait
Members	Mark Brown	Mandy Mayhem-Bullock
	Cr Jim O'Malley	Richard Russell
	Rose Stringer-Wright

Senior Officer Bernie Hawke, Group Manager Arts and Culture

Governance Support Officer Arlene Goss

Arlene Goss

Governance Support Officer

Telephone:

arlene.goss@dcc.govt.nz

www.dunedin.govt.nz

Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.

Waikouaiti Coast Community Board

MINUTES

Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the Blueskin Bay Library, Waitati on Wednesday 01 February 2017, commencing at 5.30 pm

PRESENT

Chairperson	Alasdair Morrison
Deputy Chairperson	Geraldine Tait
Members	Mark Brown	Mandy Mayhem-Bullock
	Cr Jim O'Malley	Richard Russell
	Rose Stringer-Wright

IN ATTENDANCE

Bernie Hawke, Group Manager Arts and Culture, Kristy Rusher, Group Manager Civic and Legal, Andrew Lord, Contract Supervisor Road Maintenance

Governance Support Officer Arlene Goss

1 Public Forum

Jennifer Shulzitski spoke to the board about a community meeting she is planning to discuss issues that arose from the recent tsunami warning that followed the Kaikoura earthquake. The meeting will be held at the Waitati Hall at 6pm on February 2. Board member Mark Brown gave Ms Shulzitski a copy of the draft emergency response plan. This is currently being updated by the fire brigade.

2 Apologies

There were no apologies.

3 Confirmation of agenda

The agenda was confirmed with no additions or alterations.

4 Declarations of interest

Members were reminded of the need to stand aside from decision-making when a conflict arose between their role as an elected representative and any private or other external interest they might have.

Kristy Rusher addressed the board regarding the format and purpose of the interests register on page 5 of the agenda.

Member Mark Brown declared that he is a member of the Blueskin A&P Society and this would result in a conflict of interest when an application for funding made by the society was discussed later in the meeting. It was also noted that the chairman and member Mandy Mayhem-Bullock were also members of the A&P Society.

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

That the Board:

a) Amends the Elected Members' Interest Register attached as Attachment A to include the interest declared by Mark Brown; and

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

Motion carried (WC/2017/001)

5 Confirmation of Minutes

5.1 Waikouaiti Coast Community Board meeting - 9 November 2016

Moved (Cr Jim O'Malley/Member Mark Brown):

That the Board:

Confirms the minutes of the Waikouaiti Coast Community Board meeting held on 9 November 2016 as a correct record.

Motion carried (WC/2017/002)

Part A Reports

6 Governance Support Officer's Report

This report informed the Waikouaiti Coast Community Board of Activities relevant to the Board area including:

· Project Fund

The chairman reported back from the chairman's workshop on discretionary funding. Discussion was held on the timing of the allocation of board grants and the members favoured continuing with the current practice of considering grants when applications arrived, rather than committing to four funding rounds per year.

Member Rose Stringer-Wright offered to help with following up on grants to ensure the projects were successful, and member Richard Russell also offered to support this.

The question of whether the community board could hold back part of a grant until the next financial year was discussed. Kristy Rusher offered to raise this question with the council's finance team and come back with a response.

· Dunedin Destination Plan

The upcoming meeting was noted.

· Emergency Management Update

The chairman reported from a meeting he had with Glenn Mitchell, Civil Defence. He would like a flyer distributed locally to inform people of tsunami risk and what actions to take when alerted. Discussion was held on the location and use of sirens as a way to alert people.

· Waikouaiti Forrest Replanting Project Update

The chairman said there is a need to consult the community on providing appropriate walking tracks in the forest area. Hamish Black, Parks Operations Manager, will attend the next meeting to further update the board on this project.

· Waikouaiti Transfer Station

A report from Catherine Irvine was considered. She will be invited to the next meeting, along with members of the North Coast Sustainability Group.

· Doctor's Point Road Maintenance Update

Andrew Lord, Contract Supervisor – Road Maintenance, was invited to address the board. Re-sealing of Doctor's Point Road will begin in 3-4 weeks depending on weather. The chairman requested a drawing to show the movement of the white line and Mr Lord agreed to look into this.

The date and location of a Transport Workshop for community board members was discussed and the workshop was organised for Monday, February 27, at 5.30pm, at Blueskin Library. The governance support officer was asked to send out a reminder to members prior to this.

· Freedom Camping Update

The board was asked to provide feedback by the end of February on how to best manage Warrington Domain. The chairman said there is a local man keeping an eye on the domain and he deserves a letter of thanks and a petrol voucher for the work he has been doing. (A resolution was passed at the end of the meeting to endorse this).

Two people from the community are needed to carry out a survey of freedom campers. Suggestions to go to the chairman.

· 2017 Community Boards Conference

Geraldine Tait said she would consider going to this conference.

· Training for Community Board Chairs and Deputy Chairs

Deputy Chair Geraldine Tait will attend on behalf of the board.

· Action List

The chairman requested a copy of the engineers report on the condition of piles at Karitane wharf. Governance Support Officer to follow this up.

Member Mark Brown requested that the problem of sourcing water for fire fighting at Michie's Crossing be added to the action list.

Moved (Chairperson Alasdair Morrison/Member Mark Brown):

That the Board:

a) Notes the Governance Support Officer's Report.

b) Amends the Action List to include "Water for Fire Fighting at Mickey's Crossing".

Motion carried (WC/2017/003)

7 Funding Applications
	The community board considered the funding applications which have been received for the Waikouaiti Coast Community Board's consideration. $6,862.00 remained in the Project Fund of $10,000.00. The total of the funding applications received was $1016.00. The chairman Alasdair Morrison and members Mark Brown and Mandy Mayhem-Bullock declared a conflict of interest in the consideration of a funding application from Blueskin A&P Society. All three left the meeting at 7.25pm and Deputy Chairperson Geraldine Tait took the chair for this item. At 7.35pm the chairman, Mark Brown and Mandy Mayhem-Bullock re-entered the room and the chairman took the chair for the consideration of the grant application from Waikouaiti School.
	Moved (Member Rose Stringer-Wright/Cr Jim O'Malley): That the Board: a) Grants the funding application from the Blueskin A&P Society for $516.00, with the proviso that the community board receives financial statements from the A&P Society, including the level of reserves, before the next application from the society. · Motion carried (WC/2017/004)
	Moved (Chairperson Alasdair Morrison/Deputy Chairperson Geraldine Tait): That the Board: b) Grants the funding application from the Waikouaiti School for $500.00. Motion carried (WC/2017/005)

8 Chairperson's Report
	A verbal update from the chairman included the following matters: · An update on the new Waitati toilets will come to the next meeting. · The Blueskin Show will take place on April 9 with the community board having a tent at the show. Cr O'Malley offered to invite the Mayor to attend. The governance support officer will assist with a welcome sign and publicity material on council activities. There may be an opportunity to consult on the annual plan at this event. · Geraldine Tait will prepare a draft submission to the Reserves Bylaw Amendment on behalf of the board. The members favoured a ban on vehicles on beaches, and agreed to support the addition of Warrington Beach as a place where horse riding is allowed.
	Moved (Chairperson Alasdair Morrison/Deputy Chairperson Geraldine Tait): That the Board: Notes the chairman's report to the board. Motion carried (WC/2017/007)
9 Council Activities
	Cr O'Malley updated the board on Council activities.
	Moved (Chairperson Alasdair Morrison/Member Rose Stringer-Wright): That the Board: Notes Councillor O'Malley's report to the board. Motion carried (WC/2017/006)

10 Notification of Agenda Items for Consideration by the Chair

	The chairman requested that information comes to the next meeting regarding fire fighting capacity at Waitati.

The meeting concluded at about 8pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

8 March 2017

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

This report is 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

RECOMMENDATIONS

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.

Project Fund

$5,846 remains in the Project Fund of $10,000.00. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
10 August 2016	$1500.00	Blueskin Youth and Community Amenities Association
10 August 2016	$40.00	Fruit Bowl for Board member
9 November 2016	$598.00	Waitati Music Festival
9 November 2016	$1000.00	Warrington Surf Life Saving Club
1 February 2017	$516.00	Blueskin A&P Society
1 February 2017	$500.00	Waikouaiti School

Total grants to date	$4154.00

The last opportunity for the board to allocate money from this year's project fund will be at its meeting on May 24^th, 2017. The deadline to receive applications will be 5pm on Tuesday, May 9, 2017.

Annual Plan Engagement Activities 2016/17

The following update comes from Jane Neville, Corporate Planner:

The Council met on 23 and 24 January to consider draft budgets for the Annual Plan 2017/18.

As there have been no significant or material changes to the draft budgets, the Council is not required to undertake a formal consultation process on the draft budgets or hold formal hearings. The Council will undertake a community engagement process, with opportunities for community feedback, focussed on informing the community on what is planned and programmed in the 2017/18 year. Engagement activities do not include hearings, but will include community conversations with councillors and staff attending.

The engagement period will run from: Thursday 30 March, 2017 - Monday 1 May, 2017. One of the primary engagement activities will be a central city-based community conversation/forum on Tuesday 4 April, 2017

The Community Board will have an opportunity to make submissions and discuss their priorities as part of the community conversations.

The Annual Plan engagement will also be the first part of early engagement on the Long Term Plan (LTP) 2018.

We would appreciate Community Board members taking the lead in supporting engagement in your areas. Please assist us by providing your governance support officer with the following:

1. Local networks/contact lists that can be used for distributing information or advertising material and emailing invitations to the Community conversation/forum.

2. Indicating whether your board wishes to host an informal community meeting prior to your formal board meeting on April 19.

3. How and where advertising can be best placed (e.g. advertisements in local newsletters, locations where posters advertising the engagement and how feedback can be given to the Council.)

Thank you for your attention to this.

Removal of Trees at Waitati Cemetery

The following update comes from Hamish Black, Parks Operations Manager:

Cemetery staff are planning the removal of 32 poplars at Waitati Cemetery. Some trees were removed last year and a lawn area developed. By removing the front trees it has exposed weak spindly trees which are a health and safety hazard. There are also only 4 plots remaining in the current cemetery area so there is a need to establish plots on the recently developed lawn.

The contract for the tree work includes removal of the wood for cost recovery purposes (which in turn keeps the cost down for DCC). The timber would be relocated back to Dunedin. However, I want to make you aware in case there was a desire in the community to have the wood? Last time it was left at the Cemetery it took a long time for it to be removed so it would have to be relocated to an agreed spot within Waitati for community collection.

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Photo showing location of trees to be removed

Submission to Reserves and Beaches Bylaw 2017

The community board's submission to the Reserves and Beaches Bylaw was discussed at the last meeting, with the chairman delegated to write and submit the board's views by the closing date of Friday, February 10. The full community board is now required to retroactively endorse this submission, which is attached to this report.

Signatories

Author:	Arlene Goss - Governance Support Officer
Authoriser:

Attachments

	Title	Page
a	Action List March 2017	20
b	Submission to Reserves and Beaches Bylaw	22

	Title	Page
A	Minutes of Waikouaiti Coast Community Board meeting held on 1 February 2017	10