Agenda of Waikouaiti Coast Community Board

Notice of Meeting:

I hereby give notice that an ordinary meeting of the Waikouaiti Coast Community Board will be held on:

Date: Wednesday 14 November 2018

Time: 5.30 pm

Venue: Warrington Surf Club Social Rooms, Warrington Domain

Sue Bidrose

Chief Executive Officer

Waikouaiti Coast Community Board

PUBLIC AGENDA

MEMBERSHIP

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

Senior Officer Nick Dixon, Group Manager Ara Toi

Governance Support Officer Rebecca Murray

Rebecca Murray

Governance Support Officer

Telephone:

Rebecca.Murray@dcc.govt.nz

www.dunedin.govt.nz

Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.

Waikouaiti Coast Community Board

14 November 2018

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

1.1 Waitati Music Festival Inc - Katie Peppercorn 4

1.2 Blueskin History Steering Committee - Stuart Strachan 4

2 Apologies 4

3 Confirmation of Agenda 4

4 Declaration of Interest 5

5 Confirmation of Minutes 9

5.1 Waikouaiti Coast Community Board meeting - 26 September 2018 10

Part A Reports (Waikouaiti Coast Community Board has power to decide these matters)

6 Waikouaiti Coast Community Board Action List 14

7 Funding Application 19

8 Funding Application 22

9 Governance Support Officer's Report 35

10 Meeting Schedule for 2019 39

11 Board Updates 42

12 Chairperson's Report 43

13 Council Activities 44

14 Items for Consideration by the Chair 45

Waikouaiti Coast Community Board

MINUTES

Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the Blueskin Bay Library, Harvey Street, Waitati on Wednesday 26 September 2018, commencing at 5.30 pm

PRESENT

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

IN ATTENDANCE

Nick Dixon (Group Manager Ara Toi), Gareth Jones (Manager Parks and Cemetery), Kelly Thompson (Personal Assistant to Parks and Recreation Group Manager) and Andrew Lord (Team Leader, Transport Maintenance)

Governance Support Officer Rebecca Murray

1 Public Forum

1.1 Karitane Māori Tours - Alex Whitaker

Alex Whitaker addressed the meeting regarding Karitane Māori Tours. Mr Whitaker spoke of the venture, of its growth and development. He commented that Enterprise Dunedin has been very helpful.

2 Apologies

Moved (Cr Jim O'Malley/Mark Brown):

That the Board:

Accepts the apology from Chairperson Alasdair Morrison.

Motion carried (WC/2018/060)

3 Confirmation of agenda

Moved (Rose Stringer-Wright/Cr Jim O'Malley):

That the Board:

Confirms the agenda without addition or alteration;

Motion carried (WC/2018/061)

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.

Mark Brown declared an interest in W M Brown and Sons

Moved (Geraldine Tait/Cr Jim O'Malley):

That the Board:

a) Amends the Elected Members' Interest Register

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

Motion carried (WC/2018/062)

5 Confirmation of Minutes

5.1 Waikouaiti Coast Community Board meeting - 22 August 2018

Moved (Geraldine Tait/Cr Jim O'Malley):

That the Board:

Confirms the Waikouaiti Coast Community Board meeting held on 22 August 2018 as a correct record.

Motion carried (WC/2018/063)

Part A Reports

6 Waikouaiti Coast Community Board Action List
	The report provided an update to the Waikouaiti Coast Community Board on their Action List, which included: · Blueskin Recreational Access Group will continue as a group and not go ahead as an incorporated society. · Beaches Bylaw signage needed for back beach and the style of the signs. · Coast Road surface repairs
	Moved (Geraldine Tait/Mark Brown): That the Board: a) Amends the Action List as appropriate. Motion carried (WC/2018/064)
	Moved (Geraldine Tait/Cr Jim O'Malley): That the Board: a) Nominates Richard Russell for Karitane and Waikouaiti and Mandy Mayhem-Bullock for Seacliff, Waitati and Warrington to follow up Emergency Plans with Civil Defence. Motion carried (WC/2018/065)

7 Library Activity Report

A report provided a summary of the activities of the Dunedin Public Libraries for the period 1 February to 30 June 2018, with a focus on the activities of the Waikouaiti and Blueskin Bay Libraries and Service Centres.

Moved (Deputy Chairperson Geraldine Tait/Cr Jim O'Malley):

That the Board:

a) Notes the Library Activity Report

Motion carried (WC/2018/066)

8 Governance Support Officer's Report

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

a) Project Fund.

b) Community Board Remuneration.

c) Funding report by Blueskin BayWatch August 2018.

Moved (Geraldine Tait/Cr Jim O'Malley):

That the Board:

a) Notes the Governance Support Officer’s Report.

Motion carried (WC/2018/067)

9 Board Updates

An update was provided activities which included:

Keep Dunedin Beautiful (KDB)

Mandy Mayhem-Bullock noted that the Keep Dunedin Beautiful AGM would be held 1^st October 2018. The board supported her standing again. It was advised that the clean-up week went well.

Moved (Geraldine Tait/Rose Stringer-Wright):

That the Board:

a) Notes the report.

Motion carried (WC/2018/068)

10 Chairperson's Report

A verbal report was presented from the Deputy Chairperson at the meeting, which included:

· Karitane gutter issue

Moved (Geraldine Tait/Rose Stringer-Wright):

That the Board:

a) Notes the report

Motion carried (WC/2018/069)

11 Council Activities

Councillor Jim O'Malley provided an update on the Councils LED lighting project.

Moved (Deputy Chairperson Geraldine Tait/Cr Jim O'Malley):

That the Board:

a) Notes the update.

Motion carried (WC/2018/070)

12 Items for Consideration by the Chair
	There we no items for consideration by the chair.

The meeting concluded at 7.45pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

14 November 2018

Governance Support Officer's Report

Department: Civic

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) Funding report by Blueskin BayWatch October 2018.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

Project Fund

1 $6,500.00 remains in the Project Fund after taking into account grants made to date, as follows:

Meeting Date	Amount	Recipient/Purpose
04 July 2018	$2,000.00	Waikouaiti Riding for the Disabled – Feed, minerals and electric fencing.
22 August 2018	$1,500.00	Waikouaiti District Museum – additional shelving for storage of heritage items not on display.
Total	$3,500.00

Blueskin BayWatch Report Update for October 2018

2 The Blueskin BayWatch report update for October 2018 is attached.

Signatories

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

Attachments

	Title	Page
⇩a	Blueskin BayWatch Funding Report October 2018	37

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.

Waikouaiti Coast Community Board

14 November 2018

Meeting Schedule for 2019

Department: Civic

EXECUTIVE SUMMARY

1 A schedule of meetings for the period from January 2019 through to 31 October 2019 is attached for your consideration. It incorporates a propose date for the inaugural meeting of the community board following the local government elections on 12 October 2019.

2 As this is an administrative report, no summary of considerations is required.

RECOMMENDATIONS

That the Board:

a) Decides on option 1, option 2 or option 3 for the meetings to be held on 1 May and 19 June 2019.

b) Approves the schedule of meetings for 2019.

DISCUSSION

3 The proposed meeting schedule, appended as Attachment A, covers the period from January 2019 through to 31 October 2019.

4 Traditionally, all meetings for the Waikouaiti Coast Community Board commence at 5.30 pm throughout the year, and often run through to 8.30 pm or later. For the 2019 year, three meetings are scheduled outside of the daylight saving months, i.e., between April and September. One meeting is to be held in Waitati, one in Warrington, and one in Dunedin.

5 Following a review of health and safety, we wish to amend the scheduling of these meetings.

6 The health and safety risks for DCC staff attending the meetings have been identified as follows:

· Environmental factors – weather conditions and travelling in winter darkness;

· Driving – travelling in possible hazardous conditions; and

· Travelling alone – it is not always possible to travel with others.

7 It is therefore proposed that the meetings to be held Waitati and Warrington outside of the daylight saving months start no later than 3 pm. The Dunedin meeting could still commence at 5.30 pm. Alternatively, consideration could be given to holding all three meetings in Dunedin, retaining the 5.30 pm start time, but this simply transfers the risk to Community Board members, which is less than ideal.

8 For your information, and by way of comparison, the Strath Taieri Community Board holds its meetings in Middlemarch. Daylight saving months meetings commence at 5 pm, with meetings between April and September starting at 2 pm. All other community boards except for West Harbour, hold their meetings during working hours. West Harbour meetings, which are held in Port Chalmers, start at 5.30 pm. Note is made that even though most meetings are held during work hours, the public forums at these community board meetings are well supported.

9 If the community board decides to continue with a 5.30 pm. start time and hold the meetings in Waitati and Warrington between April and September, then because of the health and safety reasons discussed above, DCC staff (including GSO support) will not be able to attend these two meetings.

OPTIONS

10 Option 1 – change the start time of the meetings to be held on 1 May in Waitati and 19 June in Warrington, to a start time no later than 3 pm.

11 Option 2 – hold the 1 May and 19 June meetings in Dunedin and retain the 5.30 pm. start time.

12 Option 3 – continue to hold the 1 May meeting in Waitati and the 19 June meeting in Warrington, with both commencing at 5.30 pm, but acknowledge that DCC staff will not be in attendance.

Signatories

Author:	Sharon Bodeker - Team Leader Civic
Authoriser:	Sue Bidrose - Chief Executive Officer

Attachments

	Title	Page
⇩a	Meeting Schedule for 2019	41

Waikouaiti Coast Community Board

14 November 2018

Board Updates

Department: Civic

EXECUTIVE SUMMARY

Board members to provide updates on activities including:

1 Keep Dunedin Beautiful (KDB)

Mandy Mayhem-Bullock (Board Representative) will provide a verbal update.

2 Waikouaiti Recycling Centre Project

Geraldine Tait will provide a verbal update.

3 Waikouaiti Plantation Replanting Project

A written update may be provided at the meeting.

4 Assist Fund Recipients with Reporting Back

Rose Stringer-Wright will provide a verbal update

5 BRAG Walking Group

An update may be provided.

6 Truby King Recreation Reserve Committee

Geraldine Tait and Rose Stringer-Wright will provide a verbal update.

RECOMMENDATIONS

That the Board:

a) Notes the report.

	Title	Page
A ⇩	Minutes of Waikouaiti Coast Community Board meeting held on 26 September 2018	10