Agenda of Strath Taieri Community Board

Notice of Meeting:

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

Date: Thursday 31 January 2019

Time: 5.00 pm

Venue: Strath Taieri Community Centre, Middlemarch

Sue Bidrose

Chief Executive Officer

Strath Taieri Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Barry Williams
Deputy Chairperson	Joan Wilson
Members	Norma Emerson	David Frew
	Cr Mike Lord	Mr Mark O'Neill
	Jacinta Stevenson

Senior Officer Sandy Graham, General Manager City Services

Governance Support Officer Sandy Graham, General Manager City Services

Jenny Lapham

Governance Support Officer

Telephone: 03 477 4000

jenny.lapham@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.

Strath Taieri Community Board

31 January 2019

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

2 Apologies 4

3 Confirmation of Agenda 4

4 Declaration of Interest 5

5 Confirmation of Minutes 11

5.1 Strath Taieri Community Board meeting - 15 November 2018 11

Part A Reports (Strath Taieri Community Board has power to decide these matters)

6 Roading Matters 16

7 Community Board Remuneration 17

8 Governance Support Officers Report 28

9 Chairperson's Report 32

10 Council Activities 33

11 Notification of Agenda Items for Consideration by the Chairperson 34

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 15 November 2018, commencing at 5.00 pm

PRESENT

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

IN ATTENDANCE

Terry Taylor (Contract Supervisor)

Governance Support Officer Sharon Bodeker

1 Public Forum

1.1 Public Forum - Alan Martin - Proposed Mine

Mr Martin spoke about the need for community meetings, to keep people informed of what is happening with the proposed mine. He believes the community needs to manage itself in a good way, and gather as much information as possible. Mr Martin would like the Community Board to facilitate these community meetings.

1.2 Public Forum – Vivienne Robertson – Art Work

Ms Robertson provided a display of her paintings of fossils for viewing by the Community Board.

An apology was received from Patricia Bosshard, who was to speak at the public forum.

2 Apologies

An apology was received from Mark O’Neill.

It was moved (Williams/Wilson):

“That the apology be accepted.”

Motion carried

3 Confirmation of agenda

Moved (Joan Wilson/David Frew):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (STCB/2018/027)

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.

Norma Emerson declared an interest in a new business in Middlemarch, the Tap and Dough Bistro.

Moved (Mike Lord/Jacinta Stevenson):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (STCB/2018/028)

5 Confirmation of Minutes

5.1 Strath Taieri Community Board meeting - 27 September 2018

Moved (Joan Wilson/Norma Emerson):

That the Board:

Confirms the minutes of the Strath Taieri Community Board meeting held on 27 September 2018 as a correct record.

Motion carried (STCB/2018/029)

Part A Reports

6 Wifi Update

Norma Emerson provided an update on getting wifi hotspots in Middlemarch. The cost to install wifi hotspots in Middlemarch is approximately $10,000, and would be paid for by GigCity funding allocated to Middlemarch. If installed, Unifone has offered to cover the monthly rental and maintenance costs in exchange for advertising. Barry Williams and Norma Emerson to follow up on how to access the GigCity funding.

7 Meeting Schedule for 2019

A schedule of meetings for 2019 was provided for the Boards consideration.

Moved (Mike Lord/David Frew):

That the Board:

a) Approves the meeting schedule for 2019.

Motion carried (STCB/2018/030)

8 Governance Support Officers Report
	In a report from the Governance Support Officer an update of activities relevant to the Board area was provided including: · Project Fund · Action List
	The Contract Supervisor, Terry Taylor provided an update on roading matters included in the action list. He noted that the roading programme was one month behind schedule, but hoped to get all work done before it got too dusty to complete the work. It was agreed that The Sutton Bridge project be added to the action sheet.
	Moved (David Frew/Mike Lord): That the Board: a) Notes the Governance Support Officers Report; b) Amends the Action List as appropriate Motion carried (STCB/2018/031)

9 Chairperson's Update

The Chairperson provided an update on commented on the following:

· Project Steam – It was agreed that a letter of support be provided for this project.

· Hyde Road – The Contract Supervisor will follow this matter up.

10 Council Activities

Cr Mike Lord provided an update on Council activities. He discussed the status of the 2GP plan, and advised that a review was being undertaken by Bancorp on funding options for the Council. Cr Lord noted that additional capital expenditure of $23 million was approved at the Council meeting on 30 October 2018.

11 Notification of Agenda Items for Consideration by the Chair

There were no items notified.

The meeting concluded at 6.24 p.m..

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

CHAIRPERSON

Strath Taieri Community Board

31 January 2019

Community Board Remuneration

Department: Civic

EXECUTIVE SUMMARY

1 The Local Government Act 2002 (LGA) gives the Remuneration Authority (the Authority) the responsibility for setting remuneration for local government elected members.

2 The Authority is seeking feedback on how Community Boards should be remunerated for the determination it will issue on 1 July 2019. Currently, the Authority sets the amount of remuneration for each chair and member of every Community Board.

3 The Authority is now seeking feedback on whether or not Community Boards should be funded from a “governance pool”. Regardless of how they are funded, the Authority is also asking if remuneration should reflect the number of residents represented by the whole board, or the number of residents represented by each member.

4 As this is an administrative report, the summary of considerations is not required.

RECOMMENDATIONS

That the Board:

a) Notes the Community Board Remuneration report.

b) Considers the Remuneration Authority request and provides feedback as appropriate.

BACKGROUND

5 Over the past two years, the Authority has been undertaking a review of how it sets remuneration for councillors of local authorities. It has decided to change the current system of allocating a base pay for each councillor, along with a pool for remunerating additional responsibilities, to a system of allocating a governance pool to each council, with each council then determining how the governance pool is to be allocated to councillors. The Authority will continue to determine the remuneration paid to each Mayor.

DISCUSSION

6 The Authority is now asking for feedback on whether the governance pool being introduced should include remuneration for Community Boards, and if so, how should it account for the impact of the relativities between Councils with Community Boards and those that do not have Community Boards.

7 The Authority also notes that there appears to be big variations in member numbers of Community Boards, even between Boards with similar populations. Regardless of how Community Boards are remunerated, the Authority would also like feedback on whether Community Board remuneration should reflect the number of residents represented by the whole board or the number of residents represented by each member

8 Key statistics are provided by the Authority in Attachment A to C for information purposes, along with the request for feedback from the Authority at Attachment D.

OPTIONS

9 There are no options for this report.

NEXT STEPS

10 Feedback received from the Community Board will be provided to the Council for information at the 19 February Council meeting, and then forwarded with the Council’s comments to the Remuneration Authority on 20 February 2019.

Signatories

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

Attachments

	Title	Page
⇩a	CB Key Statistics	19
⇩b	CB Remuneration 2019 - Sorted by Governance Cost Per Capita	21
⇩c	CB Remuneraiton 2019 - Sorted by Population	23
⇩d	Email from the Remuneration Authority	25

Strath Taieri Community Board

31 January 2019

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

· New Zealand Community Boards’ 2019 Conference

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Considers nominating a Board Member as the community representative to attend the 2019 New Zealand Community Boards’ Conference

c) Amends the Action List as appropriate

Project Fund

1 $7,000 remains in the project fund.

Meeting Date	Amount	Recipient
27 September 2018	$3,000.00	Strath Taieri School -- Purchase of Furniture

Total grants to date	$3,000.00

New Zealand Community Boards’ Conference Attendance

2 The 2019 New Zealand Community Boards’ Conference is being held at the Devon Hotel, New Plymouth from 11 – 13 April 2019. Early bird registrations ($755.00 including GST) close on 1 March 2019 and standard registrations ($855.00 including GST) are available following that. The Council’s policy on attendance at this conference is as follows:

a) Council will cover the accommodation, travel and registration costs for one Community Board member (per Community Board) to attend the biennial Community Boards Conference when it is held in the South Island, and two Community Board members IN TOTAL to attend the conference when it is held in the North Island.

b) Individual Community Boards are responsible for covering the costs of any additional delegates they wish to send to the Conference over and above the representatives for whom costs will be met by the Council.

3 If the Board wishes to nominate a member to go into the draw for one of the two Council-funded places, please advise Sharon Bodeker of the name by 15 February 2019. Any additional members the Board wishes to attend (or those unsuccessful in the draw) can be paid for from the Board's project fund

Action List

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

Signatories

Author:	Lauren McDonald - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
⇩a	Action List	31

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	☐	☐	☒

There is no contribution to the Strategic Framework.

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 is no known conflict of interest

Community Boards

There are no implications for Community Boards except to provide information on activities in or relevant to the Board area.

	Title	Page
A ⇩	Minutes of Strath Taieri Community Board meeting held on 15 November 2018	12