Agenda of Strath Taieri Community Board

Strath Taieri Community Board

MINUTES

Minutes of an ordinary meeting of the Strath Taieri Community Board held in the Strath Taieri Community Centre, Middlemarch on Thursday 20 April 2017, commencing at 2.00 pm

PRESENT

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

IN ATTENDANCE

Tom Dyer (Acting Group Manager Parks and Recreation), Andrew Lord (Contract Supervisor Road Maintenance)

Governance Support Officer Jennifer Lapham

1 Public Forum

There was no Public Forum.

2 Apologies

An apology was received from Joan Wilson.

Moved (Barry Williams/Bevan Dowling):

That the Board

Accepts the apology from Joan Wilson.

Motion carried

3 Confirmation of agenda

The Chairperson advised that the Emergency Management Officer (Training and Readiness) was unable to attend the meeting due to the Activation debrief being held at this time.

Moved (Barry Williams/Bevan Dowling):

That the Board:

Confirms the agenda noting that item 6, Civil Defence, had been withdrawn.

Motion carried (STCB/2017/011)

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.

Barry Williams declared an interest in the Project Fund applications from Strath Taieri Historical Society, The Taieri Pipe Band and The Strath Taieri Medical Services Committee.

Norma Emerson declared an interest in the Project Fund applications from the Strath Taieri Historical Society and The Strath Taieri Lions Club

David (Jock) Frew declared an interest in the Project Fund applications from the Strath Taieri Lions Club.

Moved (Bevan Dowling/Jacinta Stevenson):

That the Board:

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

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

Motion carried (STCB/2017/012)

5 Confirmation of Minutes

5.1 Strath Taieri Community Board meeting - 9 March 2017

Moved (Norma Emerson/David Frew):

That the Board:

Confirms the public part of the minutes of the Strath Taieri Community Board meeting held on 9 March 2017 as a correct record.

Motion carried (STCB/2017/013)

Part A Reports

6 Civil Defence
	This item was withdrawn due to the unavailability of Emergency Management Officer (Glenn Mitchell).
7 Project Fund Applications
	Consideration was given to funding applications from the Strath Taieri Historical Society, East of the rock and Pillar group, the Taieri Pipe Band, Strath Taieri Lions, Middlemarch Community Library and the Strath Taieri Medical Services Committee.
	The Chairperson withdrew from the Chair as he had declared an interest in some of the applications. Councillor Garey chaired this part of the meeting. Discussion took place on the applications. Members commented on the quotes received in the applications for the Middlemarch Community Library and the Strath Taieri Medical Services Committee with some believing that more than one quote should have been supplied.
	Moved (Christine Garey/Bevan Dowling): Barry Williams and Norma Emerson withdrew from this item. That the Board: a) Grants funding of $3,000.00 to the Strath Taieri Historical Society towards the Platypus Submarine Conservation – Part One. Motion carried (STCB/2017/014)
	Moved (Christine Garey/Norma Emerson): That the Board: a) Grants funding of $1,200.00 to the East of the Rock and Pillar Group towards a new local history project. Motion carried (STCB/2017/015)
	Moved (Bevan Dowling/David Frew): Barry Williams withdrew from this item. That the Board: a) Grants funding of $430.00 to the Taieri Pipe Band toward transportation costs on Anzac Day. Motion carried (STCB/2017/016)
	Moved (Bevan Dowling/Barry Williams): Norma Emerson and David Frew withdrew from this item. That the Board: a) Grants funding of $2000.00 the Strath Taieri Lions towards the purchase of a marque. Motion carried (STCB/2017/017)
	Moved (Christine Garey/Bevan Dowling): That the Board: a) Declines the funding application from the Middlemarch Community Library. Motion carried (STCB/2017/018)
	Moved (Christine Garey/David Frew): Barry Williams withdrew from this item. That the Board: a) Grants funding of $2797.00 to the Strath Taieri Medical Services Committee towards the repainting of the fence subject to a second quote being received Motion carried (STCB/2017/019) A discussion took place on how the information from the second quote would be assessed.
	Moved (Bevan Dowling/David Frew): That the Board: a) Delegates to Cr Garey and Jacinta Stevenson the authority to liaise with the Strath Taieri Medical Services Committee regarding the requirement for a second quote and determine if the funding should be allocated. Motion carried (STCB/2017/020)

8 Governance Support Officer's Report
	The report provided an update on matters of interest including: a) Project Fund b) Community Plan c) Correspondence c) Action List
	· Community Plan – it was agreed that this would be added to the agenda for the next meeting, and members were requested to provide ideas for inclusion in Section 4 and 5. Suggestions included the upgrading of the Community Hall Roof, and a bridge over the rail trail. The Chairperson advised he would put a note in the Taieri Pet to seek any comments or suggestions. · Correspondence – discussion took place on the correspondence from Richard Muir and the Cycle Surgery in response to an article in the Taieri Pet from the Chairperson commenting on the behaviour of cyclists. Members commented that the main concern was not the cyclists using the Rail Trail but road cyclists particularly between Mosgiel and Outram. It was agreed that the Chairperson would contact the Chairperson of the Mosgiel Taieri Community Board to with a view to contacting NZTA to make the road safer for all users. · Action List – discussion took place on the Action List. Gordon Marr (Contract Specialist Facilities Management) joined the meeting to provide an update on the heating in the hall which was being signed off. The meeting adjourned between 3.20 pm and 3.27 pm to allow members to view the new heaters in the hall. Members requested that netting be placed on the road fence at the playground to stop balls rolling out on to the road.
	Moved (Bevan Dowling/Jacinta Stevenson): That the Board: a) Notes the Governance Support Officer's report b) Amends the action list as appropriate c) Delegates to the Chairperson to contact the Chairperson of the Mosgiel-Taieri Community Board regarding safety issues on the Mosgiel to Outram road with a view to contacting NZTA to seek a solution. Motion carried (STCB/2017/021)

9 Chairperson's Report
	The Chairperson provided an update on the weed control programme and noted other items had been considered earlier in the meeting.

	Moved (Bevan Dowling/Jacinta Stevenson): That the Board: a) Notes the Chairperson's report. Motion carried (STCB/2017/022)

10 Council Activities
	Councillor Garey provided an update on the Dunedin Destination plan and the Dunedin Hospital SOS campaign.
	Moved (Norma Emerson/David Frew): That the Board: a) Notes the report. Motion carried (STCB/2017/023)

11 Notification of Agenda Items for Consideration by the Chair
	Norma Emerson advised that she would provide information relating to the Wifi Hot Spots projects and as she was not able to attend the next meeting she would ask Noel Matthews if he was available to speak in the public forum.

The meeting concluded at 3.52 pm.

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

C H A I R P E R S O N

Strath Taieri Community Board

25 May 2017

Part A Reports

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the Strath Taieri Community Board of activities relevant to the Board area including:

a) Project Fund

b) Community Plan

c) Correspondence

d) Action List

RECOMMENDATIONS

That the Board:

a) Approves the Governance Support Officer’s Report

b) Approves finalisation and adoption of Sections 4 and 5 of the Long Term Community Plan via email.

c) Decides whether they will support the proposed workshop as detailed in attached correspondence.

d) Amends the Action List as appropriate.

PROJECT FUND

2 The Project Fund of $10,000 has been fully expended. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
June 2016	$573.00	Strath Taieri School Grant
20 April 2017	$3,000.00	Strath Taieri Historical Society
20 April 2017	$1,200.00	East of the Rock and Pillar Group
20 April 2017	$430.00	Taieri Pipe Band
20 April 2017	$2,000.00	Strath Taieri Lions
20 April 2017	$2,797.00	Strath Taieri Medical Services*
Total grants to date	$10,000.00
*this grant is subject to further information being provided

COMMUNITY PLAN

3 Community Boards have been asked to identify their long term projects/focus by the end of June this year for inclusion in the 2018-27 Long Term Plan. This means completing sections 4 and 5 of the Strath Taieri Community Board Long Term Plan template over the next month.

4 Section 4 asks for high-level, broad projects such as the effective management of freedom camping issues, or greater opportunities for youth (as examples). Section 5 asks for specific actions to make these happen and when you would like them done by.

5 The next meeting of the Community Board is not until 6 July 2017, therefore this work needs to progress as far as possible at this meeting. Members are then asked to email the Chairman with any items you would like included with approval for electronic sign off to ensure the deadline of the end of June is met.

CORRESPONDENCE

6 Correspondence seeking the support of the Strath Taieri Community Board to run a workshop is attached for discussion.(Attachment A)

7 Correspondence from Middlemarch Community Library regarding their funding application is attached for discussion. (Attachment B)

ACTION LIST

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

Signatories

Author:	Lynne Adamson - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Correspondence from Patricia Browne	18
b	Correspondence from Middlemarch Community Library	19
c	Action List	21

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision enables democratic local decision making and action by, and on behalf of communities.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☐	☐	☒
Environment Strategy	☐	☐	☒
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☐	☐	☒
Other strategic projects/policies/plans	☐	☐	☒

Māori Impact Statement

There are no known impacts for tangata whenua

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no financial implications.

Significance

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

Engagement – external

There has been no external engagement.

Engagement - internal

Internal engagement has occurred with appropriate staff members.

Risks: Legal / Health and Safety etc.

There are no risks.

Conflict of Interest

There is no known conflicts of interest.

Community Boards

There are no implications for Community Boards except to provide information on activities in or relevant to the Board area.

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

	Title	Page
a	Strath Taieri Community Board Register of Interest - May 2017	7

	Title	Page
A	Minutes of Strath Taieri Community Board meeting held on 20 April 2017	10

Author:	Wendy Collard - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

	Title	Page
a	Middlemarch Golf Club funding application	24