Agenda of West Harbour Community Board

West Harbour Community Board

MINUTES

Minutes of an ordinary meeting of the West Harbour Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 21 November 2018, 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), David Bainbridge (Group Manager Property Services), Merrin McCrory (Asset and Funding Manager) and Peter Brown (NZTA)

Governance Support Officer Jennifer Lapham

1 Public Forum

1.1 Public Forum - Purakaunui Amenities Society

Jude Newton and Peter Laing spoke to the funding application from the Purakaunui Amenities Society. They were seeking funding towards the purchase of a Local Automated External Defibrillator. Mr Laing advised that they had received a grant from the Port Chalmers Lions Club of $1000 and had also applied to the Community Trust.

Ms Newton advised that the defibrillator would be available for use by all the community and visitors.

1.2 Public Forum - Graeme Wall

Mr Wall spoke to the Board in regards to Back Beach and the cruise ship buses using the public carpark as a turning bay and to park. He advised that the buses were also parking on the road and blocking access to the boat ramp. He commented that the carpark was provided to allow access to the boat ramp.

He would like the Board to put pressure on the Port Company and the Bus companies to resolve the matter.

Mr Wall asked why the toilets at Back Beach were not open 24 hours a day. An automated message came on after 10 pm saying that the toilets were closed and the police have been notified they are being used outside hours.

1.3 Public Forum - Up Your Act

Antionette O’Flannagan spoke to her funding application for assistance with putting on a play. She advised that should the Board grant funding it would be used to pay for the performance rights. In response to a question she advised that her last play and been staged in the Town Hall and performed to approximately 200 people.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Trevor Johnson/Jan Tucker):

That the Board:

Confirms the agenda with the addition of the parking of buses at Back Beach.

Motion carried (WHCB/2018/063)

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 (Steve Walker/Ange McErlane):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (WHCB/2018/064)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 3 October 2018

Moved (Steve Walker/Ange McErlane):

That the Board:

Confirms the minutes of the West Harbour Community Board meeting held on 3 October 2018 as a correct record.

Motion carried (WHCB/2018/065)

Part A Reports

6 NZTA Update
	Peter Brown was in attendance and provided on update on matters relating to State Highway 88.
	Mr Brown advised that the State Highway would be resealed in four parts commencing January/February 2019. In regards to the safety works and shared path he advised that the safety works had been deferred as they had only received one tender. The project would now be undertaken with the shared path which should make it more competitive. It was hoped construction would begin in 2019. A Speed Limit Review of Port Chalmers would be initiated prior to Christmas and discussion will be held with the Council.

7 Report on the outcome of Public Consultation
Sims Building, Port Chalmers

In a report the Group Manager Property provided an update on the outcome of the consultation for the future use of the Building at 2 Beach Street, Port Chalmers, known as ‘The Sims Building’.

He advised that 13 formal pieces of feedback were received via the website or in letter format, with 75 informal feedback comments collected during engagement events.

Moved (Steve Walker/Aaron Hawkins):

That the Board:

a) Notes that further analysis and feasibility studies will be done, prior to a further report to the Community Board in 2019.

Motion carried (WHCB/2018/066)

8 Funding Applications
	Consideration was given to the applications for funding: a) Up Your Act applied for funding of $497.20 to help cover performance fees for a play to be staged. b) West Harbour Pony Club applied for $1,000.00 towards the stabilization and resurfacing of the West Harbour Pony Club horse ride arena. c) Purakaunui Amenities Society Inc applied for $1,000.00 towards the purchase of a local Automated External Defibrillator.
	Jan Tucker withdrew from the discussion on the Purakaunui Amenities Society application.
	Moved (Ange McErlane/Steve Walker): That the Board: a) Approves the funding application for $497.20 for Up Your Act Motion carried (WHCB/2018/067) with Trevor Johnson recording his vote against.
	Moved (Trevor Johnson/Ange McErlane): That the Board: a) Approves the funding application for $1,000.00 for West Harbour Pony Club. Motion carried (WHCB/2018/068)
	Moved (Trevor Johnson/Steve Walker): That the Board: b) Approves the funding application for $1,000.00 for Purakaunui Amenities Society. Motion carried (WHCB/2018/069)

8a Back Beach Carpark

Trevor Johnson commented on the issue raised in the public forum regarding cruise ship buses parking at Back Beach. It was noted that the problem is worse in the weekends as people try to access the boat ramp and facilities at Back Beach.

Moved (Trevor Johnson/Aaron Hawkins):

That the Board:

a) Writes to Ritchies and other known operators, copying in affected parties, expressing the Boards concern at the disruption bus operators are causing in area of Back Beach and other areas.

Motion carried (WHCB/2018/070)

9 Governance Support Officers Report
	In a report the Governance Support Officer provided an update on matters of interest including: · Project Fund · Action List
	In discussing the Action List it was noted that Kiwi Rail had made comment regarding people respecting the level crossings. iI was suggested that the Board follow up the issue of the signals at the level crossing not starting until the train was crossing.
	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/2018/071)

10 Meeting Schedule for 2019

In a report a schedule of meetings for 2019 was attached. The Chairperson advised that he would like the August meeting to be held on Wednesday 21 August to enable him to attend the last meeting of the Board.

Moved (Chairperson Steve Walker/Aaron Hawkins):

That the Board:

a) Approves the meeting schedule for 2019, noting the August meeting would be held on 21 August.

Motion carried (WHCB/2018/072)

11 Board Representation and Areas of Responsibility

a) Port Environment Liaison Committee

Ange McErlane provided an update on matters of interest from the meeting of the Port Environment Liaison Committee. She advised that the Fishing Wharf would available for use in the near future.

b) Ravensdown Community Liaison Group

Trevor Johnson commented on matters of interest from the meeting and advised that work was continuing on monitoring the run off after rain events.

c) Keep Dunedin Beautiful

Steve Walker commented that the meeting had focussed on the award Dunedin had received for being The Most Beautiful City. An events strategy was being developed for 2018.

d) Funding Applications Report Back

Francisca Griffin advised she had received one report back from the Port Chalmers Kindergarten.

e) West Harbour Beautification Trust

Steve Walker advised that on 4 and 5 December there will be low scale sycamore removal.

f) Policing Issues

Jan Tucker expressed concern about the eroding police presence in Port Chalmers.

g) Vision Port Chalmers

Jan Tucker advised that the Christmas Tree would be put up in December along with other Christmas decorations.

h) Access Radio

Francisca Griffin advised that at the previous session she had spoken on the Beautification Project. Jan Tucker would join her for the next one.

i) CBEC Update

Ryan Jones provided an update and advised the Conference would be held next year.

j) Albertson Avenue Beautification Project

Francisca Griffin provided an update on the project. She advised that 9 fruit trees had been planted.

12 Chairperson's Report

The Chairperson provided an update on matters of interest including:

· Potential dog park – that he was in discussions with staff regarding the siting of the dog park.

· New public toilet – work was commencing.

· Flooding Event – that Facebook had proved to be valuable. It was agreed that a letter of thanks be sent to Phil and Robert Laing who cleared the road to Aramoana.

13 Notification of Items for Consideration by the Chairperson

	There were no items notified.

14 Council Activities

Cr Hawkins provided an update on matters of interest including the release of the 2GP, the Mayors Taskforce for Housing, Provincial Growth Fund, Central City Project and Annual Plan meetings.

The meeting concluded at 6.50 pm.

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

C H A I R P E R S O N

West Harbour Community Board

30 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	31
⇩b	CB Remuneration 2019 - Sorted by Governance Cost Per Capita	33
⇩c	CB Remuneraiton 2019 - Sorted by Population	35
⇩d	Email from the Remuneration Authority	37

West Harbour Community Board

30 January 2019

Governance Support Officers Report

Department: Civic

EXECUTIVE SUMMARY

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

· Project Fund

· 2019 New Zealand Community Boards’ Conference

· Correspondence

· 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

2 $2,280.87 remains in the Project Fund. The following grants/scholarships/other expenditure has been made so to date this financial year:

Meeting Date	Amount	Recipient
*Project Fund*
11 July 2019	$1,283.70	Rothesay News advertisement 11 x $116.70
	$1,601.25	Albertson Avenue/Wickliffe Terrace Road Reserve Beautification Project
August 2018	$239.98	Hills Radio (Community Access Programme)
29 August 2018	$300.00	Port Chalmers Golf Club
	$1,500.00	Punakaiki Productions
3 October 2018	$82.00	Flowers – P Jordan
	$215.00	Sign – Dion’s Place
21 November 2018	$497.20	Up Your Act
	$1000.00	West Harbour Pony Club
	$1000.00	Purakaunui Amenities Society
*Scholarship Fund*

Total	$7,719.13

New Zealand Community Boards’ Conference Attendance

3 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.

4 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

Correspondence

5 Letter from Jill Balfour-Smith regarding Sawyers Bay (Attachment A)

Action List

6 An update on outstanding matters is provided in Attachment B.

Signatories

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

Attachments

	Title	Page
⇩a	Letter regarding Sawyers Bay	43
⇩b	Action List	44

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	☐	☐	☒