Agenda of Strath Taieri Community Board

Notice of Meeting:

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

Date: Thursday 16 November 2017

Time: 5.00 pm

Venue: Strath Taieri Community Centre, Middlemarch

Sue Bidrose

Chief Executive Officer

Strath Taieri Community Board

PUBLIC AGENDA

MEMBERSHIP

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

Senior Officer Kristy Rusher, Manager Civic and Legal

Governance Support Officer Kristy Rusher

Jenny Lapham

Governance Support Officer

Telephone: 03 477 4000

jenny.lapham@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.

Strath Taieri Community Board

16 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 Strath Taieri Community Board meeting - 28 September 2017 9

Part A Reports (Strath Taieri Community Board has power to decide these matters)

6 Project Fund Applications 10

7 Allocation of the Community Board Fund 19

8 Submission to the Remuneration Authority 30

9 Gig City Funding Application Update 49

10 Meeting Schedule for 2018 50

11 Governance Support Officers Report 52

12 Chairperson's Report 59

13 Notification of Agenda Items for Consideration by the Chair 60

Strath Taieri Community Board

16 November 2017

Part A Reports

Project Fund Applications

Department: Civic and Legal

EXECUTIVE SUMMARY

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

2 At the meeting held on 7 September 2017 it was resolved that the Community Board fund the cost of the venue and support of a workshop being held on family violence. A grant application has been received for $660 dollars being $300 for food, $60 for venue hire and $300 for a koha. Should the Board wish to meet the cost of the Koha it will need to resolve accordingly.

3 The Taieri Pipe Band applied for and was granted funding of $430.00 in the 2016/17 financial year. I have just been made aware that due to a clerical error this amount was not paid. It is no longer possible to pay the grant from the 2016/17 year and in order to honour this amount funds would need to be allocated from the current year's project fund.

4 A funding application has been received from Karen Dunn on behalf of the young film makers who are finalists for the 2017 International Youth Silent Film Festival.

RECOMMENDATIONS

That the Board:

a) Approves/Declines the additional funding for the Community Workshop.

b) Confirms the payment for the Taieri Pip Band be allocated from the 2017/18 project fund allocation.

c) Approves/Declines the application for travel expenses for Benaiah Dunn, Thomas Dunn and Jack McAtamney.

Signatories

Author:	Jenny Lapham - Governance Support Officer
Authoriser:

Attachments

	Title	Page
a	Funding Application - Travel Costs	13
b	Funding Application - Community Workshop	17

Strath Taieri Community Board

16 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
Authoriser:

Attachments

	Title	Page
a	Community Board Funding - Application Guide	21

Strath Taieri Community Board

16 November 2017

Submission to the Remuneration Authority

Department: Civic and Legal

Discussion

1 Community Boards have the opportunity to provide feedback to stage three of the Remuneration Authority's consultation on setting remuneration levels for elected members.

2 The relevant part of the consultation document was circulated to members by email, and comments sought. The comments received have been compiled into a draft submission for the Board's consideration. The draft submission is Attachment A to this report. Attachment B is the relevant part of the consultation document from the Remuneration Authority.

3 As this report is for administrative purposes, options and a summary of considerations are not presented.

RECOMMENDATIONS

That the Board:

a) Notes the draft submission

b) Adopts the submission with/without amendment.

Signatories

Author:	Kristy Rusher - Manager Civic and Legal
Authoriser:

Attachments

	Title	Page
a	Draft Submission Outline	31
b	Extract of Consultation Document	33

Strath Taieri Community Board

16 November 2017

Governance Support Officers 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:

· Project Fund

· Draft Local Food Charter

· Gambling and TAB Venue Policy

· Dunedin Branding – City Boundary Signs

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Decides whether to make a submission on the Gambling and TAB Venue Policy;

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

d) Amends the Action List as appropriate

Project Fund

2 $2,360.00 has been expended for the 2017/2018 financial year. The balance remaining is $7,640.00. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
7 September	$2,000.00	Middlemarch Golf Club
7 September	$360.00	Costs of Community Workshop (cost still to be confirmed)

Total grants to date	$2,360.00

Draft Local Food Charter - opportunity for feedback

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.

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

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

10 Refer to Memorandum from Business Advisor Enterprise Dunedin (Attachment A)

Action List

11 An update on outstanding matters is provided in Attachment B.

Signatories

Author:	Jenny Lapham - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Memorandum re Dunedin Branding - City Boundary Signs	55
b	Action List	57

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	☐	☐	☒