Agenda of Waikouaiti Coast Community Board

Waikouaiti Coast Community Board

UNCONFIRMED MINUTES

Unconfirmed minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the Karitane Hall, Coast Road, Karitane on Wednesday
15 November 2017, commencing at 5.30pm

PRESENT

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

IN ATTENDANCE

Andrew Lord, Maintenance Team Leader and

Eryn Makinson, Community Librarian Waikouaiti

Governance Support Officer Kristy Rusher

1 Public Forum

The speakers scheduled to speak at public forum, Amee and Rafferty Parker, were unable to attend the meeting.

2 Apologies

An apology was received from Mark Brown.

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

That the Board:

Accept the apology from Mark Brown.

Motion carried (WC/2017/036)

3 Confirmation of agenda

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

That the Board:

Confirms the agenda with the addition of:

a) a verbal update from Maintenance Team Leader, Andrew Lord on road maintenance matters to follow the library activity report;

b) verbal update from members at the conclusion of the Chairperson's report.

Motion carried (WC/2017/037)

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.

Mandy Mayhem-Bullock declared an interest in an application for funding for the Waitati Music Festival.

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

a) Notes the interest declared by member Mayhem-Bullock and amends the Elected Members' Interest Register attached as Attachment A; and

b) Amends the proposed management plan for Elected Members' Interests to record that Member Mayhem-Bullock will leave the meeting when the funding application for the Waitati Music Festival is discussed.

Motion carried (WC/2017/038)

5 Confirmation of Minutes

5.1 Waikouaiti Coast Community Board meeting - 27 September 2017

Moved (Richard Russell/Mandy Mayhem-Bullock):

That the Board:

Confirms the public part of the minutes of the Waikouaiti Coast Community Board meeting held on 27 September 2017 as a correct record.

Motion carried (WC/2017/039)

Part A Reports

6 Library Activity Report

A report from the Library provided a summary of the activities of the Dunedin Public Libraries for the period 1 July to 30 September 2017, with a focus on services to the Waikouaiti community through the Waikouaiti Library and Service Centre.

The Community Librarian Eryn Makinson spoke to the report outlining the key activities of the library and responded to questions

Moved (Geraldine Tait/Alasdair Morrison):

That the Board:

a) Notes the Library Activity Report

Motion carried (WC/2017/040)

15 Transport Update

The Maintenance Team Leader, Andrew Lord provided a verbal update on the road maintenance within the Board area. Mr Lord responded to questions from the Board which included:

· Vegetation encroachment on roads. Mr Lord advised that vegetation encroachment onto the footpath was to be scheduled for removal along Orokonui Road;

· Assistance with matters that have been reported following the rain event in July for drains, ditches and road surface repairs required along Coast Road.

· Scheduling of road surface repairs at Seacliff.

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

a) Notes the verbal report from the Maintenance Team Leader.

Motion carried (WC/2017/041)

7 Allocation of the Community Board Fund

A report from Civic and Legal provided a copy of the draft DCC Community Board Funding Application for the Board's consideration.

Kristy Rusher, Manager Civic and Legal spoke to the report in particular the progress with developing funding guidelines. Ms Rusher commented that a new funding form had been developed in consultation with community boards and feedback from the Board was sought. Board members provided comments about the layout and style of the forms. It was considered that it would be useful to understand the perspective of other community boards before making a decision.

Moved (Alasdair Morrison/Richard Russell):

That the Board:

a) Lays Item 7, Allocation of the Community Board Fund on the table until its next meeting and not discuss it further at this meeting.

Motion carried (WC/2017/042)

8 Funding Application
	Waitati Music Festival Incorporated has requested $598.00 for toilet hire for the 2018 Waitati Music Festival. $8,437.26 remained in the Project Fund of $10,000.00.
	Mandy Mayhem-Bullock left the meeting at 6:53 pm.
	Moved (Alasdair Morrison/ Rose Stringer-Wright): That the Board: a) Approves the funding application from the Waitati Music Festival Incorporated for $598.00. Motion carried (WC/2017/043) Member Mandy Mayhem-Bullock returned to the meeting at 07:19 pm.

9 Meeting Schedule 2018

A report from Civic and Legal provided a copy of the proposed schedule of meetings for 2018.

There was a discussion on meeting venues and the possibility of the Puketeraki Marae as a venue.

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

a) Adopts the schedule of meetings for 2018 as proposed;

b) Liaises with the iwi regarding a meeting at the Puketeraki Marae.

Motion carried (WC/2017/044)

10 Submission to the Remuneration Authority

A report from Civic and Legal advised that Community Boards had an opportunity to provide feedback to stage three of the Remuneration Authority's consultation on setting remuneration levels for elected members.

Following consideration, the Board requested members that two points needed additional emphasis.

Firstly, remuneration should reflect that community board members were expected to be available at any time and often at short notice.

Secondly, it was also decided to amend the submission to note that a greater diversity of candidates might stand for election if remuneration was set so that assistance for meeting the costs of childcare or elder care was available.

Moved (Alasdair Morrison/Rose Stringer-Wright):

That the Board:

a) Adopts the submission with amendments.

Motion carried (WC/2017/045)

11 Governance Support Officer's Report

This report provided an update on activities relevant to the Board's area which included the current status of the Project Fund and Action List; as well as the opportunity to make submissions on the Draft Local Food Charter and the Gambling and TAB Venue Policy.

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

a) Agrees not to make a submission on the Gambling and TAB Venue Policy;

b) Decides to provide feedback on the Draft Local Food Charter, with the Board to retrospectively consider the submission at its next meeting;

c) Amends the Action List to add the topic of the State Highway Speed reduction.

Motion carried (WC/2017/046)

12 Chairperson's Report

A verbal report was presented from the Chairperson which covered a range of issues relevant to the district including progress and future workshop dates for finalising the civil defence plans for the region.

Moved (Alasdair Morrison/ Geraldine Tait):

That the Board:

a) Notes the report from Alasdair Morrison

Motion carried (WC/2017/047)

16 Member updates

Board members provided updates on activities including:

Keep Dunedin Beautiful (KDB)

Mayhem-Bullock advised that the current focus of this group was on three projects:

· Increasing awareness of the adopt a spot website;

· Add colour to urban streetscapes - board members suggested re-instating the hanging flower baskets in George Street and other locations;

· Planning new building murals at new sites.

Moved (Alasdair Morrison/ Geraldine Tait):

That the Board:

a) Notes member updates.

Motion carried (WC/2017/048)

13 Council Activities

The Board Councillor (Councillor Jim O'Malley) provided an update on matters of interest to the Board.

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

That the Board:

a) Notes the update.

Motion carried (WC/2017/049)

14 Notification of Agenda Items for Consideration by the Chair

No items were notified for the consideration of the Chairperson.

The meeting concluded at 7:47pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

31 January 2018

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:

a) Project Fund

b) Incoming Correspondence

c) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report;

b) Amends the Action List as appropriate.

Project Fund

2 $7,839.26 remains in the Project Fund taking into account expenditure on grants. The expenditure made so far this financial year is as follows:

Meeting Date	Amount	Recipient/Purpose
23 August 2017	$300.00	Progress of Waikouaiti
27 September 2017	$612.74	Warrington School
27 September 2017	$650.00	Blueskin Youth & Community Amenities Association
15 November 2017	$598.00	Toilet Hire for the 2018 Waitati Music Festival
Total	$2160.74

Incoming Mail

3 Grant Feedback from has been received from Progress of Waikouaiti Area (POWA) (Attachment A).

Action List

4 An update on outstanding matters is provided in Attachment B

Signatories

Author:	Rebecca Murray - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
a	POWA - Report Back on Funding Received	41
b	Waikouaiti Coast Community Board Action List	42

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 are 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 15 November 2017	10

Author:	Wendy Collard - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

	Title	Page
a	Blueskin A&P Society Funding Application	33