Agenda of Saddle Hill Community Board

Notice of Meeting:

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

Date: Thursday 23 November 2017

Time: 3.30 pm

Venue: Ocean View Community Hall, Brighton Road, Ocean View

Sue Bidrose

Chief Executive Officer

Saddle Hill Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Scott Weatherall
Deputy Chairperson	Leanne Stenhouse
Members	Peter Gouverneur	Christina McBratney
	Keith McFadyen	Cr Conrad Stedman
	Paul Weir

Senior Officer Adrian Blair, Group Manager Customer and Regulatory Services

Governance Support Officer Lynne Adamson

Lynne Adamson

Governance Support Officer

Telephone: 03 477 4000

Lynne.Adamson@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.

Saddle Hill Community Board

23 November 2017

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

2 Apologies 4

3 Confirmation of Agenda 4

4 Declaration of Interest 5

5 Confirmation of Minutes 9

5.1 Saddle Hill Community Board meeting - 5 October 2017 9

Part A Reports (Saddle Hill Community Board has power to decide these matters)

6 Funding Applications 10

7 2018 Meeting Schedule 16

8 Allocation of the Community Board Fund 18

9 Governance Support Officer's Report 29

10 Board Updates 37

11 Chairperson's Report 38

12 Council Activities 39

13 Items for Consideration by the Chair 40

Saddle Hill Community Board

23 November 2017

Part A Reports

Funding Applications

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report provides a copy of the funding applications which have been received for the Saddle Hill Community Board’s consideration. As this is an administrative report only, the Summary of Considerations is not required.

2 Brighton Surf Lifesaving Club have requested funding towards the purchase of a Defibrillator.

3 Christmas on the Domain have requested $517.50 funding towards a community based Christmas on the Domain event for families.

4 There is $9,575.00 remaining in the project fund.

RECOMMENDATIONS

That the Board:

a) Approves/Declines the funding application from Brighton Surf Lifesaving Club.

b) Grants the Brighton Surf Lifesaving Club $x towards the purchase of a defibrillator.

c) Approves/Declines the funding application from Christmas on the Domain.

d) Grants Christmas on the Domain $x towards the Christmas on the Domain event.

Signatories

Author:

Lynne Adamson - Governance Support Officer

Attachments

	Title	Page
a	Brighton Surf Lifesaving Club Application	11
b	Christmas on the Domain funding application	13

Saddle Hill Community Board

23 November 2017

Allocation of the Community Board Fund

Department: Civic and Legal

EXECUTIVE SUMMARY

1 Council has allocated Community Boards $10,000 each to distribute as the Board considers appropriate throughout the financial year. The project fund is used to financially support particular community projects, scholarships or grants to community groups.

2 The Council has recently had an audit of the business process for grants issued from the community board project fund and there are several recommendations to implement. We also need to review our grants criteria so that we are incorporating the advice of the Auditor General that have issued since the grants criteria were developed.

RECOMMENDATIONS

That the Board:

a) Adopts the community board discretionary funding application guide (including forms);

b) Allocates $[specify amount] for the purpose of awarding grants to community groups with the balance allocated to Board projects;

c) Appoints [Board Member] to the role of assisting groups to make applications and advising applicants of the Board's decision;

d) Appoints [Board Member] to the role of assisting groups to complete the reporting back to the Board.

BACKGROUND

3 The Council's auditors had reviewed the Community Board Grant Scheme and had made several recommendations. Community Board chairs had also workshopped the current funding forms and criteria.

DISCUSSION

4 The following areas of improvement in the administration of the community board grants were identified by the auditors:

· Criteria for issuing grants should be principle based and the same for each Community Board so that fairness in making grants was achieved;

· Implement a consistent system for checking the project is completed and/or grant funds have been used for the purpose they were issued;

· Grant criteria and decisions to make or decline applications should make reference to the Community Plan and the Council’s Community Outcomes;

· Specify that surplus funds must be returned to the board for re-distribution (this will be done by letter advising of the Board's decision).

5 Community Board Chairs workshopped how the application process could be improved and what they would like to see from the applications.

6 Key themes of the workshop were that while there needed to be some consistency between the Boards, there also needed to be flexibility for each Board to achieve the range of outcomes and priorities set out in their Community Plans. Groups should have an opportunity to explain on paper and (if they wish) in person, that their projects celebrated and contributed to the Board's community outcomes and the wider community. Another important goal of redesigning the process was to make the application process more inviting, and to offer assistance to groups so that they could put their "best foot forward" particularly if they rarely applied for funding.

7 The Community Board Funding – Application Guide (Attachment A) is the result of those discussions, and is presented to the board for consideration and comment.

OPTIONS

8 As this is an administrative report about the adoption of a policy, options and a summary of considerations are not presented.

NEXT STEPS

9 Once further comments from the Boards have been provided, the forms and guidelines will be updated and made available online and in hardcopy. It is anticipated the forms will be available for the next round of Community Board meetings.

Signatories

Author:

Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Community Board Funding - Application Guide	20

Saddle Hill Community Board

23 November 2017

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the Saddle Hill Community Board of activities relevant to the Board's area including:

a) Project Fund

b) Draft Local Food Charter

c) Proposed Gambling and TAB Venue Policy

d) Dunedin Branding – City Boundary Signs

e) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report;

b) Decides whether to provide feedback on the Draft Local Food Charter;

c) Decides whether to submit on the Gambling and TAB Venue Policy;

d) Amends the Action List as appropriate

Project Fund

2 $9,575.00 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/Purpose
13/7/2017	$150.00	Fairfield Tavern Project – Blue Mountain Nurseries Ltd
13/7/2017	$50.00	Gifts to thank volunteers
5/10/2017	$200.00	Community Consultation meeting costs
5/10/2017	$25.00	Greater Green Island annual website subscription
Total	$425.00

Draft Local Food Charter

3 Good Food Dunedin is a Dunedin City Council-led initiative, supported by individuals, communities, organisations and businesses who share a vision to transform Dunedin into a thriving and sustainable food city. As part of the project, we are working on developing a local food charter. A food charter is a statement of aspirational values and principles, which will guide future food policy and action planning in our city. The charter will be supported by an action plan, which will outline our goals and actions in detail.

4 We are currently seeking feedback on the content and direction of the draft, and would appreciate your input. Further information, the draft charter, and the online feedback form can be found here www.goodfooddunedin.com. The last day for comments is Friday 30 November 2017.

5 If you have any questions please contact Ruth Zeinert on 474 3897 or Fraser Liggett, Economic Development Programme Manager, on 474 3332.

Proposed Gambling and TAB Venue Policy

6 The Dunedin City Council is reviewing its Gambling and TAB Venue Policy and would like to know what you think of the proposed changes. The proposed policy is to extend the sinking lid for non-casino gambling or ‘pokie’ machine venues and gambling machines, currently in place in South Dunedin, to the entire Dunedin district.

7 The purpose of the policy is to minimise the harm caused by gambling in Dunedin communities. The policy is required by law and must say whether new gambling venues will be allowed within the DCC area. If these are allowed, the policy must state where they can be located. The policy can also limit the number of electronic gambling machines at those locations. The Council must also decide if and when it will grant consent to gambling venues which want to relocate. This policy does not affect existing gambling venues.

8 While the Dunedin City Council must have a Gambling Venue Policy, the Department of Internal Affairs (DIA) is the licensing authority and is responsible for the granting or refusing of gambling licences.

9 More information and a feedback form are available at www.dunedin.govt.nz/gamblingvenues or by phoning 03 477 4000. Feedback closes at 5pm on 6 December 2017.

Dunedin Branding – City Boundary Signs

15 A Memorandum from Business Advisor, Enterprise Dunedin (Michael Harrison) regarding six boundary gateways signs is attached for the Board's information. (Attachment A)

Action List

17 An update on outstanding matters is provided in Attachments B and C.

Signatories

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

Attachments

Title

Page

Memorandum on Dunedin Branding - City Boundary Signs

Transport Action List

Parks Action List

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	☐	☐	☒