Agenda of Strath Taieri Community Board

Strath Taieri Community Board

MINUTES

Minutes of an ordinary meeting of the Strath Taieri Community Board held in the Strath Taieri Community Centre, Middlemarch on Thursday 24 May 2018, commencing at 2.00 pm

PRESENT

Chairperson	Barry Williams
Deputy Chairperson	Joan Wilson
Members	David Frew	Cr Mike Lord
	Jacinta Stevenson

IN ATTENDANCE

Sharon Bodeker (Team Leader Civic)

Andrew Lord (Transport Delivery)

Terry Taylor (Transport Delivery)

Paul Allen (Emergency Management Otago)

Governance Support Officer Sharon Bodeker

1 Public Forum

There was no Public Forum.

2 Apologies

Moved (Deputy Chairperson Joan Wilson/Member David Frew):

That the Board:

Accepts the apologies from Norma Emerson and Mark O’Neill.

Motion carried (STCB/2018/010)

3 Confirmation of agenda

Moved (Deputy Chairperson Joan Wilson/Member David Frew):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (STCB/2018/011)

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.

The Chairperson, Barry Williams and Deputy Chairperson, Joan Wilson declared an interest in the funding request received from the medical centre.

Moved (Deputy Chairperson Joan Wilson/Member David Frew):

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 (STCB/2018/012)

5 Confirmation of Minutes

5.1 Strath Taieri Community Board meeting - 19 April 2018

Moved (Cr Mike Lord/Member David Frew):

That the Board:

Confirms the public part of the minutes of the Strath Taieri Community Board meeting held on 19 April 2018 as a correct record.

Motion carried (STCB/2018/013)

Part A Reports

6 New Zealand Transport Agency (NZTA) and Downer Update

Nick Rodger from New Zealand Transport Agency was in attendance and provided an update on its activities including:

· Overhanging Trees – an arborist will be trimming the overhanging trees by the cemetery to make this area safe. NZTA are to have a discussion with DCC, as ideally would like to remove the trees, as concerned they may be hazardous. Around 40 pine trees further down the road will be removed for safety reasons.

· 6 Mile Creek Bridge – spot repairs are being undertaken currently, with a proper fix will to be undertaken at a later date.

· Rumble Strips – it was noted that parts of the road have been narrowed considerably with the installation of rumble strips. The noise to residents in some of the valleys a problem. Mr Rodger advised that there are rules about noise, and a noise issue in this area was not expected. If NZTA could be advised of the problem areas, some could be taken out. Rumble strips have been put in to stop cars running off the road and crossing the centre line. They do wear, so will become less noisy.

· Yellow lines – it was noted that there are a lot of no passing lines on SH87 from Dunedin to Middlemarch. Mr Rodgers noted that road signs and speed limits are often ignored. Road markings are a traffic control tool, and subject to meeting national rules.

· Safety measures – Mr Rodgers advised it would be hard to get more slow vehicle bays due to the low traffic levels on SH87. Signage for ice would be reviewed throughout the district. Mr Rodgers explained the resources that will be available over the winter months to deal with ice and snow. It was suggested that NZTA talk to the community board about areas for improvement, laybys, room to widen etc. Mr Rodgers

An apology was received from Suzanne Watt from Downers.

7 Roading Update

Andrew Lord and Terry Taylor spoke to the items raised by the Chairperson as follows:

· Hartfield Road – some work has been done, but contractors were dealing with deep scouring. Concern was expressed about the work being done heading into winter.

· Culvert work – the DCC flood list had been updated, and culvert work would be done after Hartfield Road. Work is being done by priority

· Dunstan Road – very corrugated with deep rutting. 36 km in from SH87 is the DCC boundary, and issues of vandalism.

· Fill – an issue was raised that offers from locals to take fill from work sites was being declined. Mr Lord advised that where possible, fill being dump where wanted locally was desirable.

8 Emergency Management Update

Paul Allen from Emergency Management Otago was in attendance and provided an update of the activities of Emergency Management Otago to the Community Board.

Mr Allen gave an update on community response planning noting that his role involves working with communities building plans. The plans will have lists of hazards appropriate for each area, and ensure that people have information on how to deal with those hazards. Emergency management staff want to engage with communities to identify people who know what to do, how to activate in an emergency, and receive training etc.

Local hazards are being prioritised and information tailored for the local community. It was suggested that a planning afternoon be held, inviting others along with those already involved.

9 Funding Application - Middlemarch Surgery

The Chairperson Barry Wilson and Deputy Chairperson Joan Wilson withdrew from this item.

Consideration was given to a funding application from the Middlemarch Surgery for $2,000 toward a new defibrillator.

Moved (Member David Frew/Cr Mike Lord):

That the Board:

a) Approves the funding application for $2,000.00 from the Middlemarch Surgery, but increases it to a total grant of $3,020.

Motion carried (STCB/2018/014)

10 Funding Application - Strath Taieri Junior Rugby

Consideration was given to a funding application from the Strath Taieri Junior Rugby for $500.00 for funding more gear for the junior rugby kids.

Moved (Deputy Chairperson Joan Wilson/Member Jacinta Stevenson):

That the Board:

a) Approves the funding application for $500.00 from Strath Taieri Junior Rugby.

Motion carried (STCB/2018/015)

11 Funding Application – Sarah Lindsay

Consideration was given to a funding application from the Sarah Lindsay for $500.00 for contributing to her participation at the International Rugby Academy in Palmerston North in February 2018.

The Board was concerned that the application did not fit within the guidelines for providing grants, as the application was for an individual rather than a community group, and that it was difficult to identify any community benefit from the grant.

Moved (Cr Mike Lord/Chair Barry Williams):

That the Board:

a) Declines the funding application for $500.00 from Sarah Lindsay.

Motion carried (STCB/2018/016)

11 Governance Support Officers Report

The Governance Support Officer provided an update on activities relevant to the Board area including:

· Project Fund

· Action List

Moved (Chair Barry Williams/Member Jacinta Stevenson):

That the Board:

a) Notes the Governance Support Officers Report;

b) Amends the Action List as appropriate

12 Chairperson's Report

The Chairperson provided an update on matters of interest including:

· Police Replacement

· Cemetery Update

· Maintenance Schedule of Trees and Shrubs

· Police replacement – The Chairperson advised that a permanent replacement will be found for Helen.

· Website – the board considered that the website needs updating and this is something that the promotions group could do rather than the community board.

Moved (Chair Barry Williams/Deputy Chairperson Joan Wilson):

That the Board:

Agree that a letter be sent to the Promotions Group, asking it to consider including in its activities the upgrade and management of the website.

· Cemetery update – Deputy Chairperson Joan Wilson advised that she had good meeting with Annette Hutton from the DCC and that the cemetery is very tidy now. Trees that take a long time to grow, e.g. oak, are wanted, they will do well, and require little care.

· Recycling at Lee Stream Hall – it was noted that wheelie bins are up against the hall. They need a shed or a place to put them in where the wind can’t blow the contents around. The community board requested an update on what is happening with this please.

13 Council Activities

Cr Lord provided an update on matters of interest, including the following:

· The 10 year plan, - the rates rise of 7.84% and the increase in debt levels were explained. , which means less pressure to sell land. Council agreed to an additional spend of approximately $850k supporting other activities.

· The announcement of the new hospital site.

· The bridge and waterfront vision.

Resolution to exclude the public

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 Strath Taieri Community Board meeting - 19 April 2018 - Public Excluded

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

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.

The meeting moved into confidential at 4.25 p.m.

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

CHAIRPERSON

Strath Taieri Community Board

5 July 2018

Governance Support Officers Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Strath Taieri Community Board of activities relevant to the Board area including:

· Project Fund

· Action List

· Correspondence

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Amends the Action List as appropriate

Project Fund

2 As this is the start of the new financial year, $10,000 is now available in the project fund. The fund for the 2017/2018 financial year was spent as follows:

Meeting Date	Amount	Recipient
7 September	$2,000	Middlemarch Golf Club
7 September	$300	Catering for the Community Workshop
7 September	$50	Venue hire for Community Workshop
	$300	Expenses towards Community Workshop (Sophie Elliot Foundation)
16 November	$430	Taieri Pipe Band (previously allocated in the 2016/17 funds)
16 November	$1,000	STARTT (towards attendance at the 2017 International Youth Silent Film competition.
19 April	$400	Taieri Pipe Band – ANZAC day travel
19 April	$2,000	Lee Stream School – replacement of the games courts.
24 May	$3,020	Middlemarch Surgery – new defibrillator
24 May	$500	Strath Taieri Junior Rugby - gear
Total grants to date	$10,000

Action List

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

Signatories

Author:	Sharon Bodeker - Team Leader Civic
Authoriser:

Attachments

	Title	Page
a	Action List July 2018	21
b	Letter received	22

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	☐	☐	☒