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 Blueskin Bay Library on Wednesday 23 August 2017, commencing at 5.30 pm

PRESENT

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

IN ATTENDANCE

Bernie Hawke (Group Manager, Arts and Culture) and

Andrew Lord (Contracts Supervisor, Transport)

Governance Support Officer Janet Favel

1 Public Forum

1.1 Warrington School - Funding Application

Dee Gilbert spoke to the funding application from Warrington School towards the cost of uniforms for the School to take part in Polyfest 2018.

The Board noted that quotes for the material to make the uniforms had not been provided. Mr Morrison suggested the application lie on the table and the school present further information to the Board’s next meeting. The Board suggested that the School approach other bodies such as the local Runaka for funding and assistance.

1.2 Progress of Waikouaiti Area - Funding Application

Sonya Billyard, Progress of Waikouaiti Area (POWA) addressed the meeting concerning their funding application to purchase a flag to be used at POWA's office and public events.

2 Apologies

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

Accepts the apology from Mark Brown (for absence) and Councillor Jim O'Malley (for lateness).

Motion carried (WC/2017/014)

3 Confirmation of agenda

Moved (Alasdair Morrison/ Geraldine Tait):

That the Board:

Confirms the agenda with the following addition

New Item – Transport update (Item 13) to be taken after Item 5

Motion carried (WC/2017/015)

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.

There were no declarations of interest made or conflicts of interest declared.

Moved (Geraldine Tait/ Alasdair Morrison):

That the Board:

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

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

Motion carried (WC/2017/016)

5 Confirmation of Minutes

5.1 Waikouaiti Coast Community Board meeting - 5 July 2017

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

That the Board:

Confirms the public part of the minutes of the Waikouaiti Coast Community Board meeting held on 5 July 2017 as a correct record.

Motion carried (WC/2017/017)

Part A Reports

13 Tranport Update

Councillor O'Malley entered the meeting at 6.00 pm during discussion.

The Contracts Supervisor, Transport (Andrew Lord) provided an update on roading activities in the board’s area which included:

· Roads worst affected by the recent floods – Blueskin Road, road to Purakanui and Coast Roads.

· Waikouaiti/Karitane work.

· Debrief meeting with the Volunteer Fire Brigades – list of items requiring attention would be forwarded to staff.

· Downers had checked all culverts.

· Karitane School – the school understood that delays to the work resulted from the recent flooding. Prices were now to be sought and it was planned to carry out the work in the school holidays.

· Corner Bank Road and Bay Road, Warrington – positioning of yellow ‘no parking’ lines to be checked.

· Footbridge, Waitati – Andrew Lord to check progress on work on bridge.

· South side of Coast Road slip – maintenance of ditch may be required. Mr Lord advised the area would be stabilised once the slip had stopped moving.

· A site visit between the Chair and staff would be arranged to investigate a drainage issue on Jones Road.

· Footbridge to be checked before estuary boardwalk grand opening 4 November.

· Blueskin Road – deep trenches at sides of road – Andrew Lord advised the site would be regularly inspected.

6 Classification of Waikouaiti Recreation Reserve

The report which was presented to the Council at its meeting held on 1 August 2017 was provided to the Waikouaiti Coast Community Board for their information.

The report presented to Council noted the following:

Council had the control and management under the Reserves Act 1977 of a large amount of Crown-derived land at Waikouaiti.

Part of the land contained the Waikouaiti camping ground. The remaining area was known as the Waikouaiti Domain and contains sports fields, a local playground and the clubrooms of various sporting groups within the Waikouaiti Community.

Council currently maintained the sports fields, playground, toilets and surrounding areas that were not leased within the Waikouaiti Domain Reserve.

To allow Council to efficiently and effectively manage the land, it recommended the land was vested in Council.

The purpose of the report was to classify parts of the Waikouaiti Domain Reserve as Recreation. Following Council resolution and publication of the Gazette Notice the land would vest in Council under Section 26A of the Reserves Act 1977.

Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:

a) Notes that at the Council meeting on 1 August the Council passed the following resolution:

Under Section 16(1) of the Reserves Act 1977, and on behalf of the Minister of Conservation under Instrument of Delegation dated 12 June 2013, that part of the Reserve land known at 186 and 188 Beach Street and 99, 111, 133 and 135 Matanaka Drive, Waikouaiti, that is administered under Section 16(7) of the Reserves Act 1977, be classified as Recreation Reserve legally described as:

· 19.7890 hectares more or less being part Lot 3, Deeds Plan 413, Compulsory Application C 5945 (formerly Deeds Index X 433), pursuant to NZ Gazette 1966 page 763; and

· 0.3452 hectares more or less being Section 4, Survey Office Plan 410310, part Computer Freehold Register 334205, pursuant to NZ Gazette 1966 page 763.

b) Notes that public notification is not required as under Section 16(5) of the Reserves Act 1977, the classification proposed is the same as the purpose for which the reserve was held and administered immediately before the commencement of the Reserves Act 1977.

Motion carried (WC/2017/018)

7 Funding Applications
	The report provided a copy of the funding applications which had been received for the Waikouaiti Coast Community Board’s consideration.
	An application was received from Warrington School to assist in the cost of the materials to create costumes for the school to perform at the 2018 Otago Polyfest. Following discussion, it was agreed that the Warrington School be contacted to obtain further information on the application to enable the Board to give consideration to the application at a later meeting. The additional information to include quotes for the material costs. The Board also encouraged the Warrington School to seek funding from other sources.
	Moved (Alasdair Morrison/ Richard Russell): That the Board: a) Lays the Warrington School funding application on the table to allow the School to obtain additional information as requested. An equality of votes was recorded 3:3 following which the Chairperson used his casting vote in favour of the motion. Motion carried (WC/2017/019)
	A funding application was requested from Progress of Waikouaiti Area (POWA) towards the purchase of a flag.
	Moved (Cr Jim O'Malley/Richard Russell): That the Board: a) Uplifts the POWA application from the table. b) Approves the funding application from POWA for $300.00 towards the cost of a flag. Motion carried (WC/2017/020)

8 Members' Reports

Board members provided updates on activities which included:

· Keep Dunedin Beautiful.

Moved (Alasdair Morrison/Mandy Mayhem-Bullock):

That the Board:

a) Notes the updates.

Motion carried (WC/2017/021)

9 Governance Support Officer's Report

A report from Civic provided an update of activities relevant to the Board's area which included:

· Project Fund

· Community Board Executive Committee Update. It was noted that there were no Community Board members available to attend the next meeting being held in Gore on 9 September 2017.

· Festivals and Events Plan Review

· Action List

Moved (Alasdair Morrison/Richard Russell):

That the Board:

a) Notes the Governance Support Officers Report

b) Agrees the addition of items and removal of completed items on the Action List.

Motion carried (WC/2017/022)

10 Chairperson's Report

The Chairperson provided an update on matters of interest since the previous meeting which included:

1 Proposed Camping Bylaw 2017

2 Waikouaiti Bus Shelter

3 Civil Defence

4 Waitati Public Toilets

5 BMX Track

6 Waitati Public Toilets

7 Public meeting in Waikouaiti

8 Waikouaiti Coastal Reserve Replanting

9 Waikouaiti Transfer Station

10 Parking on Warrington Beach.

Moved (Alasdair Morrison/Rose Stringer-Wright):

That the Board:

a) Notes the report.

Motion carried (WC/2017/023)

11 Council Activities

Councillor Jim O'Malley provided an update on following matters of interest to the Board which included:

a) Warrington Beach

b) Kati Huirapa Runaka ki Puketeraki would like a meeting with the Board. It was agreed that Rose Stringer-Wright would contact them to find out what items they would like to discuss.

c) Otago Regional Council urban freshwater workshops.

Moved (Cr Jim O'Malley/Alasdair Morrison):

That the Board:

a) Notes the update.

Motion carried (WC/2017/024)

12 Notification of Agenda Items for Consideration by the Chair

Draft Waikouaiti Coast Community Board Annual Plan and Long Term Community Plan

The meeting concluded at 7.28 pm.

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

C H A I R P E R S O N

Waikouaiti Coast Community Board

27 September 2017

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the Waikouaiti Coast Community Board of activities relevant to the Board area including:

· Project Fund

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report

b) Agrees the addition of items and removal of completed items on the Action List.

DISCUSSION

Project fund

2 $9,700.00 remains in the Project Fund in the 2017/2018 year. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
23 August 2017	$300.00	Progress of Waikouaiti Area
Total	$300.00

ACTION LIST

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

Signatories

Author:	Rebecca Murray - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Action List	25

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

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

Fit with strategic framework

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

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no financial implications.

Significance

This decision is considered low 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.

	Title	Page
A	Minutes of Waikouaiti Coast Community Board meeting held on 23 August 2017	10

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

	Title	Page
a	Blueskin Youth & Community Amenities Association	18
b	Warrington School	20