Agenda of Waikouaiti Coast Community Board

Waikouaiti Coast Community Board

MINUTES

Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the Karitane Hall, Coast Road, Karitane on Wednesday 19 April 2017, commencing at 5.30pm

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, Andrew Lord, Contract Supervisor Road Maintenance.

Governance Support Officer Arlene Goss

1 Public Forum

1.1 Public Forum

Ben Owen addressed the community board regarding a walkway off Apes Road. He requested that a pathway be built to assist walkers with safety concerns. He would like to see cyclists using the path as well. This is 1.5km long walkway. It may need to cross over the road in places. Mr Owen was asked if there was community support for his request. He was willing to seek support from the community.

The chairman offered to raise this request with transport staff.

1.2 Public Forum
Shirley McKewen addressed the community board regarding an application for funding for work on pathways at Hawkesbury Lagoon, and the potential use of an area of DCC Recreation Reserve near the Waikouaiti Race Course on Inverary Street for a BMX track or skate park. The grant application will be fully considered at the May meeting. Discussion was held on the suitability of the Inverary Street site for a skate park. Need to check site history for hazardous waste. Proximity of railway line is a hazard. The chairman offered to have a look at the suggested location and come back to Ms McKewen. She was asked to find out whether the children of the area wanted this facility.
1.3 Public Forum
Ewart Campbell, Secretary/Treasurer of the Waikouaiti RSA spoke regarding an application on the agenda for a grant to assist with painting the RSA building. It was last painted in the 1970s and the building is used three days a week by the community.
1.4 Resolution to Extend Public Forum

	Moved (Chairperson Alasdair Morrison/Member Mandy Mayhem-Bullock): That the Board: Agrees that the time given to the public forum is extended past half an hour.
1.5 PUBLIC FORUM CONTINUED
	Neil Kennedy spoke on the planting of former forestry land at Waikouaiti. He is concerned about the lack of public consultation on the type of trees to plant. The chairman said Council are putting drones in the air to take photos of the area and create plans. Once these are done there will be public meetings. Member Mark Brown said the community board have been assured that no further planting will happen without consultation with the community. Mr Kennedy also raised a problem with rabbits in the area and the chairman agreed this needs to be addressed.

2 Apologies

There were no apologies.

3 Confirmation of agenda

The chairman invited Andrew Lord from Council's Transportation department to talk to the board about a recent flood event. Moved Alastair, seconded Rose

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

That the Board:

Confirms the agenda with the addition of a verbal report from Contract Supervisor, Road Maintenance, Andrew Lord, on recent flooding.

Motion carried (WC/2017/013)

Andrew Lord spoke about the impact of recent heavy rain on the road network. He asked for feedback from the board members. The chairman raised Shortcut Road - repairs are being prioritised. Manse Road - resident concerned about grading. Council only maintains to the fork in the road. Will be checked out.

Mr Lord also updated community board members on other projects including yellow lines. Traffic count results at Waitati do not look alarming. The chairman asked for results of a current traffic count taking place at Warrington, when available.

Mr Lord was thanked for attending.

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.

4 Confirmation of Minutes

5.1 Waikouaiti Coast Community Board meeting - 8 March 2017

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

That the Board:

Confirms the public part of the minutes of the Waikouaiti Coast Community Board meeting held on 8 March 2017 as a correct record.

Motion carried (WC/2017/014)

Part A Reports

6 Library Activity Report
	This report provided a summary of the activities of the Dunedin Public Libraries for the period 1 January to 31 March 2017, with a focus on the activities of the Waikouaiti and Blueskin Bay Libraries and Service Centre, with statistics covering the period from 1 July 2016 to 31 March 2017. Bernie Hawke, Group Manager Arts and Culture, answered questions on this report.
7 Funding Applications
	The Waikouaiti Coast Community Board received three applications for funding to be considered from the project fund. The Waikouaiti RSA Inc applied for $3,000.00 towards the cost of repainting the exterior of the RSA building situated at 10 Pratt Street, Waikouaiti. Discussion included the timing of the application and whether it would be better to wait until next Spring when the painting project would take place. Also whether the RSA had looked into other funding sources. Member Geraldine Tait said she would be happy to help applicants source other funding. Bernie Hawke also offered the use of a funding database. It was resolved that the community board leave the grant application from the Waikouaiti RSA on the table, and provide advice to the RSA on other funding sources, and also ask the RSA to come back to the community board later in the year when the painting project is due to start. The Waikouaiti/Palmerston Toy Library applied for $1,000.00 for assistance with rent and power at their premises for 2017. Cr Jim O'Malley sat back from the table during the consideration of this item because he has written a reference letter for the Toy Library. He did not vote. The chairman was unsure if council policy allowed the community board to give grants for operating costs. The members also asked questions regarding the operation of the Toy Library that needed to be answered. It was resolved that this remain on the table to seek further advice on council policy and also seek further information from the Toy Library. Cr O'Malley returned to the table. The Progress of Waikouaiti Area organisation applied for $630.00 for a teardrop flag to be used at the POWA office and events. Discussion was held on whether a flag would be a good investment to benefit the community. The community board resolved to decline the application.
	Moved (Member Richard Russell/Member Mandy Mayhem-Bullock): That the Board: Agrees to let the grant application from the Waikouaiti RSA lie on the table, and will provide advice to the RSA on other funding sources, and will also ask the RSA to come back to the community board later in the year when the painting project is due to start. Motion carried (WC/2017/015)
	Moved (Chairperson Alasdair Morrison/Member Richard Russell): That the Board: Agrees to let the grant application from the Waikouaiti/Palmerston Toy Library lie on the table to seek further advice on council policy and also seek further information from the Toy Library Motion carried (WC/2017/016)
	Moved (Deputy Chairperson Geraldine Tait/Member Richard Russell): That the Board: Declines the grant application from the Progress of Waikouaiti Area organisation applied for $630.00 for a teardrop flag. Motion carried (WC/2017/017)

8 Proposed Community Communications and Engagement Plan 2017

Member Geraldine Tait circulated a communications plan drawn up by the community board at an earlier time and suggested upgrading this plan. Discussion was held on different communication channels including a facebook page.

It was agreed that a workshop was needed to discuss communication and also the drafting of the new community plan. This could be held at the Blueskin Library meeting room with policy people in attendance.

Moved (Deputy Chairperson Geraldine Tait/Member Richard Russell):

That the Board:

Holds a workshop to discuss the Community Plan and a communications strategy.

Motion carried (WC/2017/018)

9 Governance Support Officer's Report

The board discussion included the following items:

1. It was agreed to pay the Blueskin News for the publication of two recent chairman's columns.

2. The first meeting of the Waikouaiti Transfer Station group will be on May 22, with the time to be decided.

3. It was agreed to add the following items to the Action List:

· Chairman to alert Nick McGuire of the rabbit problem at Waikouaiti Beach.

· Chairman to follow up on 2015 email recommending no traffic on Karitane Wharf. Site meeting to be organised by member Richard Russell.

4. The Warrington Domain has re-opened after flooding. Council will be looking at the Freedom Camping bylaw on May 29. The chairman has requested to speak at the public forum of that meeting. An email on freedom camping from resident Dee O'Halloran was circulated to members.

5. The community board would like to request a workshop on the Civil Defence Emergency Plan. Dates were discussed and May 31 suited most people.

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

That the Board:

Approves the payment of $160 from the board's projects budget to the Blueskin News, for the publication of the chairman's column.

Motion carried (WC/2017/019)

10 Reports from Members
	Deputy chair Geraldine Tait reported back from the community board chair and deputy chairs meeting in Gore. Mandy Mayhem-Bullock updated the board on the activities of Keep Dunedin Beautiful.

11 Chairperson's Report
	The chairman gave a verbal update on the following matters: · Workshop in Palmerston with the Safe Roads Alliance. · Attendance at Blueskin on Show. · Removal of trees from Waitati Cemetary. · RMA training for community board members. GSO to seek information on opportunities for members.
	There was a discussion on the speed limit on state highway one on the Waitati corner. Cr O'Malley offered to take concerns to the regional transport meeting. The community board expressed frustration at the lack of progress on new toilets at Waitati. It was agreed that the chairman and Cr O'Malley would meet with the council chief executive to express their concerns regarding this matter.
	Moved (Chairperson Alasdair Morrison/Member Richard Russell): That the Board: Accepts the chairman's report. Motion carried (WC/2017/020)
12 Council Activities
	Cr O'Malley updated the board on council activities including the Long Term Plan process and the Freedom Camping bylaw review.

Part B Reports

13 Notification of Agenda Items for Consideration by the Chair
	The community board would like a report back on the land being considered for a skate park (discussed earlier in this meeting). Member Many Mayhem Bullock agreed to work on updating the communications plan and bringing it back to the next meeting.

The meeting concluded at 8.39pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

24 May 2017

Funding Applications

Department: Civic and Legal

EXECUTIVE SUMMARY

The Waikouaiti Coast Community Board has received three new applications for funding. It also has two applications lying on the table from the last meeting.

APPLICATIONS

1. At the last meeting, the Waikouaiti RSA Inc applied for $3,000.00 towards the cost of repainting the exterior of the RSA building situated at 10 Pratt Street, Waikouaiti. The community board resolved:

Moved (Member Richard Russell/Member Mandy Mayhem-Bullock):

That the Board:

Agrees to let the grant application from the Waikouaiti RSA lie on the table, and will provide advice to the RSA on other funding sources, and will also ask the RSA to come back to the community board later in the year when the painting project is due to start.

Motion carried (WC/2017/015)

At this meeting the community board will need to decide whether to approve or decline the funding application from the Waikouaiti RSA.

2. At the last meeting, the Waikouaiti/Palmerston Toy Library applied for $1,000.00 for assistance with rent and power at their premises for 2017. The community board resolved:

Moved (Chairperson Alasdair Morrison/Member Richard Russell):

That the Board:

Agrees to let the grant application from the Waikouaiti/Palmerston Toy Library lie on the table to seek further advice on council policy and also seek further information from the Toy Library

Motion carried (WC/2017/001)

The following advice on council policy has been received from Paul Coffey, Events and Community Development:

"Section 3 page 4 of the Dunedin City Council Grants Policy, 2015, says "Projects which do not qualify … Rents or other overhead costs, except as a proportion of total project costs or when the application is for Rates Relief or a City Service Grant.

However, community board grants do not formally fall under the Council Grants Policy."

Community boards currently set their own guidelines (located in the appendix to each Community Plan). The grant guidelines previously approved by the Waikouaiti Coast Community Board do not specifically rule out grants towards overhead costs, but do include the statement that funding is "for community-initiated projects".

At this meeting the community board will need to decide whether to approve or decline the funding application from the toy library.

3. The Hawkesbury Lagoon Society has applied for $650 towards the cost of lime chip to improve the service of the Scotia Street causeway. Shirley McKewen spoke at the public forum of the last meeting about this application and further details are attached.

4. Tumai Ora Whanau Services has applied for $1500 towards the cost of youth programmes for East Otago Youth. Further information is attached.

5. Flag Swamp School has applied for $637.03 to paint a 60m fence at the school. Advice from staff is that Flag Swamp School lies within the Waitaki District, and is not within the Waikouaiti Coast community board area. This makes it ineligible for a community board grant.

There is $4,691.22 remaining in the project fund following the payments to earlier grant recipients. This meeting (May 24) is the last opportunity to allocate project funds from this year's budget.

RECOMMENDATIONS

That the Board:

a) Approves/Declines the funding application from the Waikouaiti RSA Inc.

b) Approves/Declines the funding application from the Waikouaiti/Palmerston Toy Library.

a) Approves/Declines the funding application from the Hawkesbury Lagoon Society.

b) Approves/Declines the funding application from Tumai Ora Whanau Services.

c) Declines the funding application from Flag Swamp School as it is not located within the Waikouaiti Coast Community Board area.

Signatories

Authoriser:

Attachments

	Title	Page
a	Waikouaiti RSA Funding Application	19
b	Waikouaiti/Palmerston Toy Library Funding Application	21
c	Hawkesbury Lagoon Society Funding Application	24
d	Tumai Ora Funding Application	26
e	Flag Swamp School Funding Application	29

Waikouaiti Coast Community Board

24 May 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) Community Plan

c) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report.

b) Amends the Action List as appropriate.

Project Fund

$4,686 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
8 March 2017	$1000.00	Waikouaiti Golf Club
19 April 2017	$160.00	Blueskin News Chairman's Column
Total grants to date	$5314.00

Community Plan

Community boards have been asked to identify their long-term projects/focus by the end of June this year for inclusion the 2018-27 Long Term Plan. This means completing Sections 4 and 5 of the Community Plan template over the next two months.

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 want them done by.

Members have been asked to email the chairman with any items they feel should be included. The next meeting of the community board is not until July 5, therefore this work needs to progress as far as possible at this meeting to meet the deadline of the end of June.

Action List

The updated action list is attached.

Signatories

Author:	Arlene Goss - Governance Support Officer
Authoriser:

Attachments

	Title	Page
a	Action List May 2017	35

	Title	Page
A	Minutes of Waikouaiti Coast Community Board meeting held on 19 April 2017	10

	Title	Page
a	Interests Register	7