Agenda of Mosgiel-Taieri Community Board

Mosgiel-Taieri Community Board

UNCONFIRMED MINUTES

Unconfirmed minutes of an ordinary meeting of the Mosgiel-Taieri Community Board held in the Downes Room, Mosgiel Service Centre, Hartstonge Avenue, Mosgiel on Wednesday 22 November 2017, commencing at 12.00 pm

PRESENT

Chairperson	Sarah Nitis
Deputy Chairperson	Joy Davis
Members	Phillipa Bain	Martin Dillon
	Cr Mike Lord	Dean McAlwee
	Maurice Prendergast

IN ATTENDANCE

Adrian Blair (Group Manager Customer and Regulatory Services), Bernie Hawke (Group Manager, Arts and Culture), Tom Dyer (Group Manager, 3 Waters), Linda Roxburgh (Mosgiel Library and Service Centre Manager) and Emma Christmas (Policy Planner, City Development)

Governance Support Officer Doug Jackson

1 Public Forum

Jean Bonner from Taieri Rural Ladies Group provided a background to the Group and the various activities that were being undertaken by the Group. Ms Bonner intimated that she saw an opportunity for the Community Board and Council to use the Group to gather ideas and disseminate information which would benefit all parties.

Maurice Prendergast entered the meeting at 12.10 pm.

2 Apologies

An apology was received from Maurice Prendergast (for lateness).

Moved (Sarah Nitis/Cr Mike Lord):

That the Board:

Accepts the apology from Maurice Prendergast.

Motion carried

3 Confirmation of agenda

Moved (Sarah Nitis/Martin Dillon):

That the Board:

Confirms the agenda with the following alterations:

Item 6 – Library Action Report to be taken at an appropriate time in the meeting following the arrival of staff; and

Item 16 – Council Activities to be taken before Item 12.

Motion carried (MTCB/2017/065)

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.

Moved (Sarah Nitis/Phillipa Bain):

That the Board:

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

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

Motion carried (MTCB/2017/066)

5 Confirmation of Minutes

5.1 Mosgiel-Taieri Community Board meeting - 4 October 2017

Moved (Sarah Nitis/Phillipa Bain):

That the Board:

Confirms the minutes of the Mosgiel-Taieri Community Board meeting held on 4 October 2017 with the amendments as agreed.

Motion carried (MTCB/2017/067)

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 Mosgiel Taieri community through the Mosgiel Library and Service Centre, as well as the Bookbus.

Linda Roxburgh advised that the policy for mobility scooters in the Library building had been implemented and publicised. She also commented that a wheelchair was available for Library patrons. Following discussion, Ms Roxburgh advised that staff would follow up on the possibility of parks for Mobility Scooters.

Moved (Sarah Nitis/Cr Mike Lord):

That the Board:

a) Notes the Library Activity Report

Motion carried (MTCB/2017/068)

7 Water Safety Plans - Framework, Development and Implementation

The Board considered the Water Safety Plans – Framework, Development and Implementation Report which was presented to the Infrastructure Services and Networks Committee meeting held on 16 October 2017

The Group Manager, 3 Waters (Tom Dyer) responded to questions which included an overview of Water Safety Plans and the framework in place for the management of risks to the Council’s drinking water supplies along with an update on various projects underway to mitigate these risks.

In answer to a question, Mr Dyer commented that the works associated with the increased pumping capacity for the Reid Avenue and Carlyle Road areas should be commenced by April 2018.

Moved (Sarah Nitis/Phillipa Bain):

That the Board:

a) Notes the report.

Motion carried (MTCB/2017/069)

8 2GP Overview

Emma Christmas, Policy Planner City Development provided an overview of the proposed 2GP and updated the Board on the timelines for when the Plan would become operative. Ms Christmas explained that the City had been classified as a ‘Medium Growth City’ when meant a different set of criteria needed to be applied to the 2GP.

Moved (Sarah Nitis/Martin Dillon):

That the Board:

a) Notes the 2GP Update

Motion carried (MTCB/2017/070)

9 2018 Meeting Schedule

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

It was agreed that the meeting to be held on 7 February 2018 would be held in the Mosgiel Coronation Hall.

Moved (Sarah Nitis/Joy Davis):

That the Board:

a) Adopts the schedule of meetings for 2018.

b) Notes that the venue for the Wednesday 2 May 2018 and Wednesday 3 October 2018 would be confirmed at the Board's meeting to be held on Wednesday 7 February 2018.

Motion carried (MTCB/2017/071)

10 Mosgiel-Taieri Community Board - Community Plan

A report provided a copy of the Mosgiel Taieri Community Board Long Term Plan for the Board's approval. It noted that the following changes had been made – grammatical changes; layout to include appendices; and the inclusion of a paragraph on "The Taieri Flood Plain"

The report also provided a proposal – "Tidy the Taieri Campaign" for the Board's consideration.

Moved (Sarah Nitis/Phillipa Bain):

That the Board:

a) Adopts the Mosgiel-Taieri Community Board Long Term Plan dated 13 November 2017.

b) Supports the proposal for the "Tidy the Taieri" campaign for early 2018.

c) Authorises the lead project co-ordinator to progress the "Tidy the Taieri" campaign, providing a budget for approval at the February meeting.

Motion carried (MTCB/2017/072)

11 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.

The Board noted that Council had recently had an audit of the business process for grants issued from the community board project fund and there were several recommendations to implement. There was also a need to review the grants criteria so that we were incorporating the advice of the Auditor General that had issued since the grants criteria were developed.

Moved (Sarah Nitis/Joy Davis):

That the Board:

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

b) Allocates $4,000.00 for the purpose of awarding grants to community groups with the balance allocated to Board projects;

c) Appoints Dean McAlwee to the role of assisting groups to make applications and advising applicants of the Board's decision;

d) Appoints Dean McAlwee to the role of assisting groups to complete the reporting back to the Board.

Motion carried (MTCB/2017/073)

16 Council Activities

Councillor Mike Lord provided an update on matters of interest which included:

a) Council's 10 Year Plan;

b) Proposed Local Easter Sunday Shop Trading Policy;

c) Camping Control Bylaw; and

d) The Shanghai Delegation.

Moved (Chairperson Sarah Nitis/Member Maurice Prendergast):

That the Board:

a) Notes the Council Activities update.

Motion carried (MTCB/2017/074)

12 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.

The report noted that the relevant part of the consultation document had been circulated to members by email, and comments sought. The comments received have been compiled into a draft submission.

Moved (Sarah Nitis/Dean McAlwee):

That the Board:

a) Notes the draft submission

b) Adopts the submission without amendment.

Motion carried (MTCB/2017/075)

13 Governance Support Officer's Report

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

a) Project Fund

b) Draft Local Food Charter

c) Proposed Gambling and TAB Venue Policy

d) Mosgiel Clock

e) Dunedin Branding – City Boundary Signs

f) Inwards Correspondence

g) Action List

Moved (Sarah Nitis/Martin Dillon):

That the Board:

a) Notes the Governance Support Officer's Report;

b) Authorises the Chair to submit in support of the proposed change to the Gambling and TAB Venue Policy in particular in relation to the extension of "the sinking lid";

c) Amends the Action List as appropriate

Motion carried (MTCB/2017/076)

14 Board Updates

Board members provided updates on activities including:

1 Keep Dunedin Beautiful (KDB)

Phillipa Bain provided an update which included:

a) the Keep Dunedin Beautiful AGM;

b) "Tidy the Taieri" campaign – KDB have advised that they would support the project by supplying the rubbish bags, gloves, etc.

c) NZ Motor Caravan Association (NZMCA) – Mrs Nitis requested a letter of thanks be sent to them for the great clean-up that they had undertaken.

2 Mosgiel Coronation Hall

Dean McAlwee advised that the AGM had been held recently and Mark Willis had been re-elected Chairman. Patronage was good and some maintenance had been carried out.

3 Mosgiel Business Association

Sarah Nitis commented that a ‘black tie’ dinner was being arranged in conjunction with the ‘Festival of the Plain’ to raise funds for the new ‘Aquatic Centre’. She advised that the Mosgiel Business Association were also looking taking on responsibility for the Xmas tree next year.

4 Proposed Taieri Aquatic Facilities

Martin Dillon provided an update and advised that the Taieri Community Facilities Trust had raised over $500,000.00 in either cash or pledges. Mr Dillon commented that a report requesting Council give consideration to a Project Group be formed, was being presented to the Council at its meeting being held on 11 December 2017.

Mr Dillon commented that a number of fundraising events were being planned for early 2018 which included "Run the Runway" on 28 January 2018.

Moved (Sarah Nitis/Maurice Prendergast):

That the Board:

a) Notes the report.

b) Updates the Mosgiel-Taieri Community Board Members’ Action List as required.

c) Endorses a letter of thanks be sent to the NZMCA for the comprehensive clean-up that its members had undertaken.

Motion carried (MTCB/2017/077)

15 Chairperson's Report

A report from the Chairperson provided an update on matters of interest since the previous meeting which included:

· A summary of what the Board has achieved for the year

· Discussions with the Otago Regional Council

· Community Board representations on local Resource Consent hearings

· Community BBQ to celebrate the fort rebuild at the playground.

· Emergency Response Group update

· Mosgiel Christmas tree.

Moved (Sarah Nitis/ Martin Dillon):

That the Board:

a) Notes the Chairperson's report

b) Authorises the Chairperson to prepare a submission to Council on the 10 Year Plan. Draft to be circulated to the Board for comment and approval.

Motion carried (MTCB/2017/078)

17 Items for consideration by the Chair

There were no items for consideration.

The meeting concluded at 2.40 pm.

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

CHAIRPERSON

Mosgiel-Taieri Community Board

7 February 2018

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the Mosgiel-Taieri Community Board of activities relevant to the Board's area including:

a) Project Fund

b) 10 Year Plan Community Engagement

c) Proposed Gambling and TAB Venue Policy

d) Meeting Venues

e) Inwards Correspondence

f) Outwards Correspondence

g) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report;

b) Endorses the Board's submission to the proposed Gambling and TAB Venue Policy;

c) Amends the Action List as appropriate

Project Fund

2 $7,605.00 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
30 August 2017	$250.00	Saurian (band)
30 August 2017	$1,000.00	Mosgiel-Taieri Community Patrol
30 August 2017	$750.00	Taieri Dramatic Society
4 October 2017	$395.00	Taieri over the Tea Leaves events for 2017/18 financial year
Total	$2,395.00

10 Year Plan Community Engagement

3 The Policy Team have provided the following update on the 10 Year Plan Community Engagement and will be in attendance to respond to any questions.

4 What’s happening? - You’ll be aware the consultation period for our 10 year plan is coming up – it will run from 14 March until noon on 23 April. The 10 year plan is the best opportunity for people to tell the Council what we should do and where money should be spent.

5 We’re planning for the consultation period and are keen to work with Boards to get the message out to your communities and to get feedback on proposals.

6 Following the success last year of Community Boards playing a critical role in engagement in their areas, we will send each Board a resource pack that includes information about key projects, how people can have their say, as well as posters and emails that you can easily distribute through your community networks or use in meetings you might hold. There will be information at DCC service centres and on our book bus.

7 What do I do? - Are there are other ways that we can support your community to have its say on plans for the next 10 years?

8 If so, please contact Anne.Gray@dcc.govt.nz or Jane.Nevill@dcc.govt.nz 477 4000 to discuss.

9 Other things to know - Hearings: This year, to enhance the process, hearings will be during the consultation period (9-13 April) rather than afterwards. Anyone can speak at the hearings – you don’t have to complete a feedback form beforehand though may if you wish.

Proposed Gambling and TAB Venue Policy

10 Please find attached a copy of the Board's submission to the "Proposed Gambling and TAB Venue Policy" for its endorsement (Attachment A).

Meeting Venues

11 At the last meeting it was agreed that the Board would confirm the venue for its 2 May and 3 October meetings.

Inwards Correspondence

12 Grant Feedback form received from the Taieri Dramatic Society Inc (Attachment B).

Outwards Correspondence

13 Letter of thanks sent to the New Zealand Motor Caravan Association Otago Area (Attachment C).

Action List

14 An update on outstanding matters is provided in Attachment D.

Signatories

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

Attachments

	Title	Page
a	Mosgiel-Taieri Community Board's submission to the proposed Gambling and TAB Venue Policy	24
b	Taieri Dramatic Society Inc Grant Feedback form	25
c	Letter to NZ Motor Caravan Association - Otago Area	26
d	Mosgiel-Taieri Community Board Action List	27

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	☐	☐	☒