Agenda of Waikouaiti Coast Community Board

Waikouaiti Coast Community Board

MINUTES

Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the Warrington Surf Club Social Rooms, Warrington Domain on Wednesday 14 November 2018, commencing at 5.30 pm

PRESENT

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

IN ATTENDANCE

Nick Dixon (Group Manager Ara Toi), Robert West (Group Manager Parks and Recreation), John Brenkley (Manager Planning and Partnerships), Jessica Henry (Coordinator Partnership and Programme), Tom Dyer (Group Manager 3 Waters), Tom Simons-Smith (Coastal Specialist) and Andrew Lord (Team Leader Transport Maintenance)

Governance Support Officer Rebecca Murray

1 Public Forum

1.1 Waitati Music Festival Inc - Katie Peppercorn

Katie Peppercorn from Waitati Music Festival Inc addressed the meeting regarding their funding application and responded to members questions.

1.2 Blueskin History Steering Committee - Stuart Strachan and Mandy Mayhem-Bullock

Stuart Strachan and Mandy Mayhem-Bullock from the Blueskin History Steering Committee addressed the meeting regarding their funding application. They provided a slide show of the potential pictures and responded to members questions.

A moment of silence was observed after the passing of well-respected Senior Governance Support Officer, Pam Jordan.

2 Apologies

Moved (Mark Brown/Mandy Mayhem-Bullock):

That the Board:

Accepts the apology from Richard Russell and apology for lateness from Cr O’Malley.

Motion carried (WC/2018/071)

3 Confirmation of agenda

Moved (Rose Stringer-Wright/Mandy Mayhem-Bullock):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (WC/2018/072)

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.

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

a) Notes the Elected Members' Interest Register attached

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

Motion carried (WC/2018/073)

5 Confirmation of Minutes

5.1 Waikouaiti Coast Community Board meeting - 26 September 2018

Moved (Rose Stringer-Wright/Mark Brown):

That the Board:

Confirms the public part of the minutes of the Waikouaiti Coast Community Board meeting held on 26 September 2018 as a correct record.

Motion carried (WC/2018/074)

Part A Reports

6 Waikouaiti Coast Community Board Action List

The Group Manager of Parks and Recreation (Robert West) introduced the new Manager Planning and Partnerships (John Brenkley) and Coordinator Partnership and Programme (Jessica Henry) to the Community Board.

The report provided an update to the Waikouaiti Coast Community Board on their Action List, which included:

· Blueskin Recreational Access Group - Mark Brown spoke of the plan around the ULR’s.

· Waikouaiti Domain/Matanaka Drive – Mark Brown updated the board and advised that stage one of planting is now complete and went well.

· Truby King Recreation Reserve Committee – The Coordinator Partnership and Programme (Jessica Henry) advised that the management plan would not be ready for some time, however that the existing management plan will remain valid until such time it is updated. Jessica and Alex McAlpine from the Truby King Recreation Reserve Committee had met and discussed what work could be carried out in the meantime.

· Waitati Public Toilets – An update on the progress of the resource consent would be provided at a future date.

· Freedom Camping – New bins are to be installed, and concrete pads were recently installed. It was advised that the Thomas Burns site had disappeared from the Campermate website.

Cr O’Malley entered the meeting at 6.12pm

· Beaches Bylaw – Site visits were completed with Community Board and DCC staff in attendance, to establish signage locations and the signs required. The plan for roll out of signage and information sharing to the public was discussed.

· Formation of a Horse Track – The trotting club are required to apply for a permit for the sulkie use on the beach. A suggestion was made that the Transport Safety Team monitor the horses usage of the road in the summer months.

· Waitati and Warrington Water Sampling Points – the Group Manager 3 Waters (Tom Dyer) advised that there were 6 Waitati and 5 Warrington sampling points which required replacement and this would occur over the coming months.

· Coastal Erosion/Karitane Spit – The Coastal Specialist (Tom Simons-Smith) updated the board on progress to date which included imagery taken over a period of time to establish a timeline of the changes to the current spit. He discussed the length of the spit. The final design should be around early December.

Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:

a) Amends the Action List as appropriate.

Motion carried (WC/2018/075)

7 Funding Application

Mandy Mayhem-Bullock left the room while the funding applications were discussed at 6.45pm.

An application for funding was received from the Waitati Music Festival Inc, requesting $700.00 for toilet hire for the 2019 Waitati Music Festival.

Moved (Geraldine Tait/Alasdair Morrison):

That the Board:

a) Approves the funding application from the 2019 Waitati Music Festival Inc for $700.00 for toilet hire for the 2019 Waitati Music Festival.

Motion carried (WC/2018/076)

8 Funding Application

Alasdair Morrison withdrew from the discussion of this funding application at 7.50pm. Geraldine Tait chaired the meeting.

An application for funding was received from the Blueskin History Steering Committee, requesting $2,500.00 to create an exhibit of historical photographs celebrating the people, industry and buildings that once stood in Waitati.

Moved (Mark Brown/Rose Stringer-Wright):

That the Board:

a) Approves the funding application from the Blueskin History Steering Committee for $1,000.00 towards creating an exhibit of historical photographs.

Motion carried (WC/2018/077)

Mandy Mayhem-Bullock and Alasdair Morrison re-entered the meeting at 7.54pm, Alasdair chaired the meeting.

9 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) Funding report by Blueskin BayWatch October 2018.

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

a) Notes the Governance Support Officer’s Report.

Motion carried (WC/2018/078)

10 Meeting Schedule for 2019

A report from the Civic Team Leader and the Chief Executive Officer provided options for the 2019 Meeting Schedule. The Community Board members discussed the options available.

Moved (Chairperson Alasdair Morrison/Member Mark Brown):

That the Board:

a) Approves Option 3 for the meeting schedule for 2019 with clarification sought that if no DCC staff are in attendance at the May 2019 and June 2019 meetings how the minutes could be taken and also if the meetings could be classed as formal.

Motion carried (WC/2018/079)

10 Board Updates

An update was provided on activities which included:

Keep Dunedin Beautiful (KDB)

Mandy Mayhem-Bullock was unable to attend the last meeting but advised she was proud that Dunedin won the Most Beautiful City Award.

Assist Fund Recipients with Reporting Back

Rose Stringer-Wright advised that Karitane School paddock work is moving along.

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

a) Notes the report.

Motion carried (WC/2018/080)

12 Chairperson's Report

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

· Blueskin Directory Advertisement

· Waikouaiti Coast Community Boards FYI Article

Moved (Alasdair Morrison/Mandy Mayhem-Bullock):

That the Board:

a) Notes the report.

Motion carried (WC/2018/081)

13 Council Activities

Councillor Jim O'Malley provided an update on matters of interest to the Board, which included:

· Annual Plan meetings to be held in January 2019

· A new Transport group had been setup which included a group of local agencies working together

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

a) Notes the report.

Motion carried (WC/2018/082)

14 Items for Consideration by the Chair
	Bus issues, discussions required with ORC.

The meeting concluded at 8.17pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

29 January 2019

Funding Applications

Department: Civic

EXECUTIVE SUMMARY

1 Three funding applications have been received for the Board’s consideration. This report provides a copy of the funding applications. As this is an administrative report only, the Summary of Considerations is not required.

2 The Karitane Bowling Club has requested $2,000.00 to reinstate the driveway and carport at the Karitane Bowling Club.

3 The Blueskin News is wishing to re-establish providing a free publication to the local community. It is seeking funding of $1,987.20 as interim support during the re-establishment phase, which would cover printing expenses for the first three additions.

4 Waikouaiti Wastebusters is setting up a shop and collection point for the sale of donated and diverted items from the local community. It is seeking funding of $1,250.00 to provide items including as Hi-Vis vests for volunteers, signage for the shop, and creation of a logo.

5 The amount of funding requested for the three applications total $5,237.20. Note is made that $4,800.00 remains in the Project Fund of $10,000.00.

RECOMMENDATIONS

That the Board:

a) Approves/Declines the funding application from the Karitane Bowling Club for $2,000.00.

b) Approves/Declines the funding application from The Blueskin News for $1,987.20.

c) Approves/Declines the funding application from Waikouaiti Wastebusters for $1,250.00.

Signatories

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

Attachments

	Title	Page
⇩a	Karitane Bowling Club Funding Application	24
⇩b	Blueskin News Funding Application	27
⇩c	Waikouaiti Wastebusters Funding Application	32

Waikouaiti Coast Community Board

29 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	37
⇩b	CB Remuneration 2019 - Sorted by Governance Cost Per Capita	39
⇩c	CB Remuneraiton 2019 - Sorted by Population	41
⇩d	Email from the Remuneration Authority	43

Waikouaiti Coast Community Board

29 January 2019

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) New Zealand Community Boards’ 2019 Conference

c) Blueskin BayWatch Funding Report

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

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

c) Notes the funding report received from Dominique Harrison of Blueskin BayWatch.

Project Fund

1 $4,800.00 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.
14 November 2018	$700.00	Waitati Music Festival – toilet hire
	$1,000.00	Blueskin History Steering Committee – contribution towards creating an exhibit of historical photographs
Total	$5,200.00

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

Funding Report

5 A report from Dominique Harrison of Blueskin BayWatch has been received, providing an update on a data research project. The report is provided as Attachment A.

Signatories

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

Attachments

	Title	Page
⇩a	Funding Report from Blueskin BayWatch	49

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.

	Title	Page
A ⇩	Minutes of Waikouaiti Coast Community Board meeting held on 14 November 2018	10

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