Agenda of Otago Peninsula Community Board

Otago Peninsula Community Board

UNCONFIRMED MINUTES

Unconfirmed minutes of an ordinary meeting of the Otago Peninsula Community Board held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Thursday 16 November 2017, commencing at 10.00 am

PRESENT

Chairperson	Paul Pope
Deputy Chairperson	Hoani Langsbury
Members	Lox Kellas	Graham McArthur
	Christine Neill	Edna Stevenson
	Cr Andrew Whiley

IN ATTENDANCE

Richard Saunders (Group Manager Transport)

Governance Support Officer Greg Sligo

1 Opening

Edna Stevenson opened the meeting with a reflection.

2 Public Forum

2.1 Dunedin Wildlife Trust - Funding Application

Neil Harraway, on behalf of the Dunedin Wildlife Trust, spoke to their funding application to assist with the costs to bring a conservation group from Northland to speak at the Wild Dunedin Festival 2018. Mr Harraway provided a background to the work that they had carried out as members of the Whangarei Heads Land Care Group, in particular their work towards the reintroduction of kiwis to that area.

3 Apologies

An apology was received from Councillor Andrew Whiley (for lateness).

Moved (Paul Pope/Hoani Langsbury):

That the Board:

Accepts the apology from Councillor Andrew Whiley (for lateness).

Motion carried

4 Confirmation of agenda

Moved (Christine Neill/Hoani Langsbury):

That the Board:

Confirms the agenda with the following alteration:

Item 7 to be taken at an appropriate time in the meeting following the arrival of the representatives from the Otago Regional Council

Motion carried (OPCB/2017/069)

5 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.

Paul Pope declared an interest in the Dunedin Wildlife Trust funding application and withdrew from the item.

Hoani Langsbury declared an interest in the Dunedin Wildlife Trust funding application and Anne-Sophie Page's Scholarship application and withdrew from the items.

Moved (Graham McArthur/Edna Stevenson):

That the Board:

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

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

Motion carried (OPCB/2017/070)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 28 September 2017

Moved (Graham McArthur/Edna Stevenson):

That the Board:

Confirms the minutes of the Otago Peninsula Community Board meeting held on 28 September 2017 as a correct record.

Motion carried (OPCB/2017/071)

Part A Reports

8 Funding Application

Paul Pope declared an interest and withdrew from the item and the Chair.

Hoani Langsbury declared an interest and withdrew from the item.

Lox Kellas assumed the Chair.

A report from Civic and Legal provided a funding application from the Dunedin Wildlife Trust for the Board's consideration. The Dunedin Wildlife Trust requested $2,000.00 towards the running of the Wild Dunedin Festival 2018.

That the Board:

a) Approves a grant of $1,000.00 to the Dunedin Wildlife Trust, towards the running of the Wild Dunedin Festival 2018.

Motion carried

Paul Pope resumed the Chair.

9 Scholarship Application
	An application for a scholarship was received from Anne-Sophie Page towards the costs of her travel to the Sub-Antarctic Islands with Heritage Expeditions. Before consideration of the application, there was a discussion on the scholarship funding application and it was agreed that the terms and conditions should be reviewed.
	Moved (Hoani Langsbury/Lox Kellas): That the Board: a) Reviews the Otago Peninsula Community Board's scholarship terms and conditions in 2018. Motion carried (OPCB/2017/072)

	Moved (Lox Kellas/Graham McArthur): That the Board: a) Approves a grant of $100.00 to Anne-Sophie Page subject to her providing a report back to the Board on her trip. Motion carried (OPCB/2017/073)

10 Te Rauone - Development as a Destination

Edna Stevenson provided an update on the Te Rauone Beach Project and advised that Port Otago Ltd was committed to the construction of three rock groynes on the beach frontage, however there was an expectation that the reserve would need to be upgraded and reserve equipment installed to be available for recreational users. Mrs Stevenson commented that the next step was to get a detailed design for the upgrade which would be required to accompany the resource consent application, and to ensure that the project be considered for inclusion in the Council's 10 Year Plan.

Moved (Lox Kellas/Christine Neill):

That the Board:

a) Notes the report

b) Requests the Te Rauone Beach Project be included in the Council's 10 Year Plan.

Motion carried (OPCB/2017/074)

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.
	Moved (Paul Pope/Lox Kellas): That the Board: a) Adopts the community board discretionary funding application guide (including forms). Motion carried (OPCB/2017/075)
	Moved (Paul Pope/Lox Kellas): That the Board: a) Allocates specific amounts as held by the Chair, for the purpose of awarding grants to community groups with the balance allocated to Board projects; b) Appoints all Board members to the role of assisting groups to make applications and advising applicants of the Board's decision; Motion carried (OPCB/2017/076)
	Moved (Paul Pope/Edna Stevenson): That the Board: a) Appoints all Board members to the role of assisting groups to complete the reporting back to the Board. Motion carried (OPCB/2017/077)

12 Submission to the Remuneration Authority
	The Board considered a report on stage three of the Remuneration Authority's consultation on the setting of remuneration levels for elected members; and a draft submission, which was appended to the report as Attachment A.
	Moved (Paul Pope/Edna Stevenson): That the Board: a) Notes the draft submission Motion carried (OPCB/2017/078)
	Moved (Paul Pope/Lox Kellas): That the Board: a) Adopts the submission without amendment. Motion carried (OPCB/2017/079)

13 Meeting Schedule 2018

A report from Civic and Legal provided a copy of the schedule of meetings for 2018 for the Board's consideration.

Moved (Paul Pope/Edna Stevenson):

That the Board:

a) Adopts the schedule of meetings for 2018.

Motion carried (OPCB/2017/080)

14 Working Parties/Board Area Liaison Updates

Board members provided updates on the following:

a) Keep Dunedin Beautiful

Graham McArthur summarised the work carried out by Keep Dunedin Beautiful, including the removal of graffiti. He confirmed that graffiti removal kits were still available.

b) Rural Roads

Lox Kellas provided an update on rural roads that he felt would need to be re-defined next year. There was discussion on the on-going work to reinstate roads affected by slips, and Christine Neill mentioned that the slip on Papanui Inlet Road meant that the road was only one way at that point. Richard Saunders advised that an update on the timeframe for the slip on Papanui Inlet Road would be provided to the Board.

c) Business Directory

Christine Neill provided an update on the business directory which included the progress to the draft documents. Mrs Neill advised that she would circulate the draft to members to review. Paul Pope indicated he would like this project workshopped in February as well.

d) Emergency Response Plan

Following discussion on the emergency response plan, Paul Pope requested that the Board give consideration to holding a workshop in February 2018 on the Emergency Response format.

e) Members' Update

a) Beaconsfield Road Update: Edna Stevenson provided an update on the vegetation issues on Beaconsfield Road.

b) Recycling: Christine Neill commented that the recycling facilities at Highcliff and Hooper's Inlet were going well.

c) Resource Consents - Hoani Langsbury questioned compliance issues for a resource consent granted at Papanui Inlet.

The Board commended Portobello Inc. for organising the flowers around the township.

15 Governance Support Officer's Report
	Councillor Andrew Whiley entered the meeting at 11.22 am. A report from Civic and Legal provided an update on activities relevant to the Board area which included a) Project Fund b) Draft Local Food Charter c) Gambling and TAB Venue Policy d) City Gateway Sign – Brand Update Memorandum e) Outwards Correspondence f) Transport Update – Following discussion, it was agreed that the Board preferred the last "Pull off area" signs from the list provided in the agenda (Attachment E) g) Action Lists.
	Moved (Paul Pope/Lox Kellas): That the Board: a) Notes the Governance Support Officer's Report; b) Amends the Action List as appropriate. Motion carried (OPCB/2017/081)

7 Otago Regional Council

Suzanne Watt and Dr Gavin Palmer provided an update on the Tomahawk Lagoon, in particular the water quality and its height.

Dr Palmer advised that the ORC would be setting dates for the programme very shortly with a community meeting to be held in February 2018. Board members commented that they felt that issues needed to be identified and remedied urgently.

It was agreed that Ms Watt would email the Chairperson the details of the existing water quality.

16 Chairperson's Report
	Hoani Langsbury withdrew from the voting on the resolution below.
	Moved (Paul Pope/Lox Kellas): That the Board: a) Approves the payment of $78.26 for flowers for the Langsbury family. Motion carried (OPCB/2017/082)
	A report from the Chairperson provided an update on matters of interest since the previous meeting which included: a) School Buses b) Drainage Issues: Otakou and Tidewater Drive c) Long Term Plan
	Moved (Paul Pope/Lox Kellas): That the Board: a) Notes the Chairperson's Report. b) Adopts the draft Otago Peninsula Community Board Long Term Community Plan, noting that members were to provide input to the Chairperson by 23 November 2017. Motion carried (OPCB/2017/083)

17 Councillor's Update

Councillor Andrew Whiley provided an update on matters of interest which included:

· Camping Control Bylaw;

· Dunedin City Council Annual Report; and

· 2GP

Moved (Paul Pope/Edna Stevenson):

That the Board:

a) Notes the report.

Motion carried (OPCB/2017/084)

18 Items for Consideration by the Chair

There were no items for consideration.

The meeting concluded at 12.15 pm.

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

CHAIRPERSON

Otago Peninsula Community Board

1 February 2018

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the Otago Peninsula Community Board of activities relevant to the Board area including:

a) Project Fund

b) Action Lists.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report;

b) Amends the Action Lists as appropriate.

Project Fund

2 $5,803.80 remains in the Project Fund taking into account expenditure on grants and scholarships. The following expenditure has been made so far this financial year:

Meeting Date	Amount	Recipient/Purpose
6 July 2017	$893.25	Pukehiki Public Library – Maintenance and painting
6 July 2017	$500.00	Otago Harbour Ferry Inc – Elsie Evans
6 July 2017	$50.00	Flowers
24 August 2017	$50.00	Flowers
28 September 2017	$84.69	Christine Neill - Reimburse catering for Biodiversity Forum
28 September 2017	$940.00	Portobello Broad Bay Play Centre – First aid training/supplies
28 September 2017	$500.00	Southern Heritage Trust – Printing brochures
16 November 2017	$78.26	Flowers
16 November 2017	$1,000.00	Dunedin Wildlife Trust – Wild Dunedin Festival 2018
16 November 2017	$100.00	Anne-Sophie Page, Scholarship, travel to Sub-Antarctic islands
Total	$4,196.20

Action Lists

3 An update on outstanding matters is provided in Attachments A and B.

Signatories

Author:	Pam Jordan - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
a	Action List Parks and Recreation	23
b	Action List Transport	25

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	☐	☐	☒