Agenda of West Harbour Community Board

West Harbour Community Board

UNCONFIRMED MINUTES

Unconfirmed Minutes of an ordinary meeting of the West Harbour Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 22 November 2017, commencing at 5.30 pm

PRESENT

Chairperson	Steve Walker
Deputy Chairperson	Trevor Johnson
Members	Francisca Griffin	Cr Aaron Hawkins
	Ryan Jones	Ange McErlane
	Jan Tucker

IN ATTENDANCE

Graham McKerracher (Communications and Marketing Manager), Bernie Hawke (Group Manager Arts and Culture), Richard Saunders (Group Manager Transport) and Ainslie Heather (Community Librarian – Port Chalmers)

Governance Support Officer Jennifer Lapham

1 Public Forum

1.1 Public Forum - Sarah Latta

Sarah Latta did not attend the meeting

1.2 Public Forum - Graeme Wall

Graeme Wall spoke to the Board regarding the former Sims building. He advised that he would like to see the retention of the building and the roof replaced. He felt that the Council should find a viable use for the building as it has a history and an iconic value.

Mr Wall said suggested that a public meeting should be held for people to discuss the reuse of the building. Mr Wall commented that the Council did not own the building and this comment was corrected by staff.

1.3 Public Forum - Jack Austin

Jack Austin spoke about the recent upgrade of the Pioneer Hall. He advised that the Committee had received a grant to upgrade the hall and it had recently been painted. He felt it was now a building that people would want to be use. Mr Austin thanked the Board for the grant.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Steve Walker/Jan Tucker):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (WHCB/2017/069)

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.

Mrs Tucker advised that she had nominated a number of people for the Community Awards and would withdraw from the discussion.

Cr Hawkins advised that he would withdraw from the discussion on the Project Fund application from Robert Scott as he was involved in the Fringe Festival.

Moved (Steve Walker/Aaron Hawkins):

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 (WHCB/2017/070)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 4 October 2017

Moved (Steve Walker/Ryan Jones):

That the Board:

Confirms the public part of the minutes of the West Harbour Community Board meeting held on 4 October 2017 as a correct record.

Motion carried (WHCB/2017/071)

Part A Reports

6 Library Activity Report
	In a report from Arts and Culture a summary of the activities of the Dunedin Public Libraries for the period 1 July to 30 September 2017 was provided. The report focused on services to the West Harbour community through the Port Chalmers Library and Service Centre.

	Moved (Aaron Hawkins/Jan Tucker): That the Board: a) Notes the Library Activity Report Motion carried (WHCB/2017/072)

7 Meeting Schedule 2018

A schedule of meetings for 2018 is attached for your consideration. As this is an administrative report, no summary of considerations is required.

Moved (Ryan Jones/ Francisca Griffin):

That the Board:

a) Approves the 2018 meeting schedule.

Motion carried (WHCB/2017/073)

8 Allocation of the Community Board Fund

In a report from Civic and Legal the Board was advised that the Council had allocated Community Boards $10,000 each to distribute as the Board considers appropriate throughout the financial year. The project fund was used to financially support particular community projects, scholarships or grants to community groups.

The Council had recently had an audit of the business process for grants issued from the community board project fund and there were several recommendations made. A need to review the grants criteria was also required. As a result, the advice of the Auditor General has been included.

Moved (Steve Walker/Jan Tucker):

That the Board:

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

b) Allocates $5,000 for the purpose of awarding grants to community groups. $1,000 for Scholarships and with the balance allocated to Board projects;

c) Agrees that the above is a guideline only and that any funds unallocated in one category maybe used for another category if required.

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

d) Appoints Francisca Griffin to the role of assisting groups to complete the reporting back to the Board.

Motion carried (WHCB/2017/074)

9 Funding Application
	Cr Hawkins withdrew from this item. Consideration was given to a funding application from Robert Scott/The Journey has requested $350 funding towards the cost of a musical performance featuring local writings about people emigrating from Scotland to Dunedin.
	Comment was made that the application did not include any detail as to whether the play was being performed in the West Harbour area. It was agreed that the application would not be considered at this meeting and that Francisca Griffen would seek further information from the applicant.

10 Submission to the Remuneration Authority

In a report from Civic and Legal, the Board was advised that it had the opportunity to provide feedback to stage three of the Remuneration Authority's consultation on setting remuneration levels for elected members.

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.

Moved (Steve Walker/Jan Tucker):

That the Board:

a) Notes the draft submission

b) Adopts the submission without amendment.

Motion carried (WHCB/2017/075) – Cr Hawkins abstained from voting.

11 Governance Support Officers Report

In a report the Governance Support Officer provided an update on matters of interest including:

· Project Fund

· Draft Local Food Charter

· Gambling and TAB Venue Policy

· Dunedin Branding – City Boundary Signs

· Action List

Moved (Steve Walker/Aaron Hawkins):

That the Board:

a) Notes the Governance Support Officers Report;

b) Amends the Action List as appropriate

Motion carried (WHCB/2017/076)

12 Chairperson's Report

In a report the Chairperson provided an update on matters he had dealt with since the last meeting an other matters of interest.

· Meeting with NZTA – The Chairperson and Cr Hawkins attended the meeting and were advised that NZTA have put in a new structure for communicating with the Board.

· Dunedin Rotary Club – a letter has been sent to Dunedin Rotary Club thanking them for the work on the cycle path.

· Attended a Department of Conservation public meeting in Purakaunui. Department of Conservation will advise that barriers will be put in place to prevent cars entering the beach.

· Sycamore Trees – Stage three is about to commence.

· Potential new public toilet in Port Chalmers to replace the current one.

· Moller Memorial opening date – Trevor Johnson will co-ordinate the opening of the new Memorial.

Moved (Steve Walker/Jan Tucker):

That the Board:

a) Notes the Chairperson's Report.

Motion carried (WHCB/2017/077)

13 Board Representation and Areas of Responsibility

a) Port Environment Liaison Committee

Ange McErlane provided an update on the activities of the Port Environment Liaison Committee.

b) Ravensdown Community Liaison Group

Trevor Johnson advised that there was nothing to report.

c) Keep Dunedin Beautiful

Steve Walker advised that at the AGM Jan Tucker had been elected as Chairperson.

d) Communications/Facebook

Ryan Jones advised that the facebook page has exceeded 500 followers.

e) State Highway 88 Liaison Group

A meeting has not yet been held.

f) Funding Applications Report Back

Francisca Griffen provided an update on funding applications and report backs received.

g) West Harbour Beautification Trust

Steve Walker advised that a meeting will be held with Reece Miller to discuss when the development strategic plan for sycamore tree removal will commence.

h) Policing Issues

Jan Tucker advised that there was nothing to report.

i) Vision Port Chalmers

That the installation of banners has been put on hold.

14 Council Activities
	Cr Hawkins provided an update on the 10 year plan process and the December Council meeting.

15 Notification of Items for Consideration by the Chairperson
	Discussion on the Boards community plan and an update on the Sims Building.

Resolution to exclude the public

Moved (Chairperson Steve Walker/Member Jan Tucker):

That the Board:

Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:

General subject of the matter to be considered

Reasons for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Reason for Confidentiality

C1 Community Awards

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987, and the particular interest or interests protected by Section 6 or Section 7 of that Act, or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above after each item.

Motion carried (WHCB/2017/078)

The meeting went into non-public at 7.00 pm

West Harbour Community Board

7 February 2018

Governance Support Officers Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the West Harbour Community Board of activities relevant to the Board area including:

· Project Fund

· Housing New Zealand

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Amends the Action List as appropriate

Project Fund

2 $7,466.30 remains in the Project Fund. The following grants/scholarships/other expenditure has been made so far this financial year:

Meeting Date	Amount	Recipient
*Project Fund*

30 August 2017	$1,000.00	Harbour City Dunedin Heritage Festival
30 August 2017	$1,283.70	Rothesay News Contribution

*Scholarship Fund*

30 August 2017	$250.00	Samuel Gradwell

Total	$2,533.70

Housing New Zealand

3 A response has been received from the Boards query regard Housing New Zealand Properties in Port Chalmers/Sawyers Bay.

Housing New Zealand owns 47 properties in Port Chalmers/Sawyers Bay.

Two are presently vacant but both have been ‘offered and accepted’ to state housing applicants and are due to be occupied within the next week/10 days, following completion of our routine maintenance and refurbishing between tenancies.

Together with the Ministry of Social Development, we constantly monitor and respond to demand for state housing. Currently, we have no plans to increase our housing numbers in the area.

Action List

3 An update on outstanding matters is provided in Attachment A.

Signatories

Author:	Jenny Lapham - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
a	Action List	33

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	☐	☐	☒