Agenda of Mosgiel-Taieri Community Board

Mosgiel-Taieri Community Board

MINUTES

Minutes of an ordinary meeting of the Mosgiel-Taieri Community Board held in the Downes Room, Mosgiel Service Centre, Hartstonge Avenue, Mosgiel on Wednesday 21 November 2018, commencing at 12.00 pm

PRESENT

Chairperson	Sarah Davie-Nitis

Members	Phillipa Bain	Martin Dillon
	Dean McAlwee	Maurice Prendergast

IN ATTENDANCE

Kristy Rusher (Chief Legal Officer) and Hjarne Poulsen (Transport Engineering and Road Safety Team Leader)

Governance Support Officer Wendy Collard

1 Public Forum

There was no Public Forum.

2 Apologies

Apologies were received from Joy Davis and Councillor Mike Lord.

Moved: Sarah Davie-Nitis/Phillipa Bain

That the Board:

Accepts the apologies from Joy Davis and Councillor Mike Lord.

Motion carried

3 Confirmation of agenda

Moved (Sarah Davie-Nitis/Martin Dillon):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (MTCB/2018/074)

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 (Phillipa Bain/Maurice Prendergast):

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 (MTCB/2018/075)

5 Confirmation of Minutes

5.1 Mosgiel-Taieri Community Board meeting - 3 October 2018

Moved (Dean McAlwee/Martin Dillon):

That the Board:

Confirms the minutes of the Mosgiel-Taieri Community Board meeting held on 3 October 2018 as a correct record.

Motion carried (MTCB/2018/076)

Part A Reports

6 Saddle Hill Quarry Update
	The Resource Consents Manager (Alan Worthington) provided an update on the Saddle Hill Quarry and responded to questions from the Board.

7 2019 Meeting Schedule

A report from Civic provided a proposed schedule of meetings for 2019. It was agreed that the date of the first meeting will be changed from 7 February 2019 to Tuesday, 5 February 2019.

Moved (Sarah Davie-Nitis/Phillipa Bain):

That the Board:

a) Adopts the schedule of meetings for 2019, with the change of date from 7 February 2019 to 5 February 2019.

Motion carried (MTCB/2018/077)

8 Mosgiel-Taieri Community Board Action List Report

This report provided an update to the Mosgiel-Taieri Community Board on its Action List.

Parks and Recreation

· Memorial Park playground. Following discussion, it was suggested that a tunnel could be installed through the mound of existing earth.

· Picnic Table, Murray Street. It was agreed that staff be approached to ensure that Council would be able to install the picnic table.

Transport

· Factory Road. The Board requested that an update be provided on the resealing of Factory Road between Renton and Centre Roads.

· Encroachment onto Road Reserve. It was noted that residents should ring the Council’s Customer Service Centre on 03 477 400 or email dcc@dcc.govt.nz to lodge concerns regarding overhanging vegetation.

· Gordon Road reseal. The Board noted its concerns regarding the impact that the resealing of Gordon Road would have on the local businesses.

· Church and Wickliffe Street intersection. Phillipa Bain advised that the reinstatement of the yellow stopping lines had not been done.

Moved (Sarah Davie-Nitis/Martin Dillon):

That the Board:

a) Amends the Action List as appropriate.

Motion carried (MTCB/2018/078)

9 Governance Support Officer's Report

A report from Civic provided an update on activities relevant to the Board's area including:

a) Project Fund

b) Transport Update

c) Speed Limit Bylaw Amendment 9 submission

Moved (Sarah Davie-Nitis/Dean McAlwee):

That the Board:

a) Notes the Governance Support Officer's Report.

b) Endorses the Mosgiel-Taieri Community Board’s submission to the Dunedin City Council Speed Limit Bylaw Amendment 9.

C) Endorses the Mosgiel Safe Accessways Project proposed workshop overview and draft project outline.

Motion carried (MTCB/2018/079)

10 Chairperson's Report

A report from the Chairperson updated the Board on matters of interest since the previous meeting which included:

a) Mosgiel Library.

b) Notice of Requirement for the Mosgiel Community and Recreation area. Martin Dillon provides a background to the designation.

Moved (Sarah Davie-Nitis/Martin Dillon):

That the Board:

a) Notes the Chairperson's report.

b) Authorises the Chair to write a submission on the “Notice of Requirement” for the Mosgiel Community and Recreation area and submit the submission following email confirmation from the Board.

Motion carried (MTCB/2018/080)

11 Board Projects
	1 Grants Update The next round will close on 28 February 2019. It was noted that the advertisements would need to be placed at the beginning of February 2019. 2 Pride in our Place a) Silverstream Valley Beautification Project – Sarah Davie-Nitis advised that 350 native plants might be available for planting in May/June 2019. b) Taieri Bloke Shed garden seat installation – It was agreed that the location for the garden seat should be along Hagart-Alexander Drive opposite the intersection with High Street, Mosgiel. Phillipa Bain tabled and spoke to the proposal for “Pride in our Place 2019”. She responded to questions from the Board.
	Moved (Phillipa Bain/Maurice Prendergast): That the Board: a) Approves expenditure of up to $550.00 from the Mosgiel-Taieri Community Board’s discretionary fund for the “Pride in our Place 2019” project. Motion carried (MTCB/2018/081)
	c) Dog Poo Disposal Bins- Following discussion, the Board requested an update on the proposed locations of the new bins. 3 The Taieri Heritage Schools Project It was noted that the school works would be displayed at the Mosgiel Library from 26 November to 7 December 2018. 4 Memorial Park Revitalisation The Board noted that a plan was being formatted. 5 Big Blue Wall Mural No update. Clinton Chambers from the Mosgiel Business Association will be progressing this project. 6 Safe Pedestrian and Cycle accessways An update had been provided under the Governance Support Officer’s report. 7 Celebrating Local Excellence on the Taieri Project Sarah David-Nitis provided an update on the project. 8 Mosgiel and Taieri Emergency Response Group Activities Sarah Davie-Nitis provided an update and advised the “Community Emergency Response Guide” for the Mosgiel Taieri area has been completed and was available as an online resource via the following link http://www.otagocdem.govt.nz/media/1176/mosgiel-taieri-emergency-response-guide-2018-booklet.pdf 9 The Taieri Heritage Trail Sarah Davie-Nitis provided an update which included a meeting that she had had with staff. Following discussion, it was agreed that the Board would hold a workshop to discuss further expansion of the project. 10 Beautification (Planter Boxes) Phillipa Bain provided an update 11 Playgrounds Brochure It was noted that a proposal would be presented to the Board’s next meeting.
	Moved (Phillipa Bain/Maurice Prendergast): That the Board: a) Notes the updates. c) Endorses the Taieri Heritage Trail Project brief and agrees that a workshop would be held in the new year. Motion carried (MTCB/2018/082)

12 Board Updates

Board members to provided updates on activities including:

1 Keep Dunedin Beautiful (KDB)

No update was provided

2 Mosgiel Coronation Hall

No update was provided

3 Mosgiel Business Association

Sarah Davie-Nitis advised that the Christmas Tree for Mosgiel would be installed on 24/25 November 2018.

4 Proposed Taieri Aquatic Facilities

Martin Dillon commented that the “Build the Pool” campaign was currently underway and well supported.

5 Festival of the Plain

Sarah Davie-Nitis commented that the Party in the Park was being held on 25 February 2019.

Moved (Martin Dillon/Dean McAlwee):

That the Board:

a) Notes the updates.

Motion carried (MTCB/2018/083)

13 Items for consideration by the Chair

No items were identified for consideration

The meeting concluded at 2.03 pm

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

CHAIRPERSON

Mosgiel-Taieri Community Board

5 February 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	25
⇩b	CB Remuneration 2019 - Sorted by Governance Cost Per Capita	27
⇩c	CB Remuneraiton 2019 - Sorted by Population	29
⇩d	Email from the Remuneration Authority	31

Mosgiel-Taieri Community Board

5 February 2019

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Mosgiel-Taieri Community Board of activities relevant to the Board's area including:

a) Project Fund

b) New Zealand Community Boards’ 2019 Conference

c) Notice of Requirement for Mosgiel Community and Recreation Area submission

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) Endorses the Board’s submission to the Notice of Requirement for Mosgiel Community and Recreation Area.

Project Fund

2 $5,197.56 remains in the Project Fund in the 2018/2019 year. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
18 July 2018	395.00	Taieri over the Tea Leaves events for 2018/19 financial year
18 July 2018	100.00	Advertising for first round of grants
29 August 2018	25.00	Stall registration – Party in the Park
29 August 2018	2,000.00	Plants for the Planter boxes
3 October 2018	1,138.50	Celebrating excellence on the Taieri - My Little Local
3 October 2018	231.15	Celebrating excellence on the Taieri - Positive Signs
3 October 2018	363.29	Celebrating excellence on the Taieri - Allied Press
21 November 2018	550.00	“Pride in our Place”
Total	$4,802.44

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.

Notice of Requirement for the Mosgiel Community and Recreation area

5 Attached is the Board’s submission to the Notice of Requirement for the Mosgiel Community and Recreation area for the Board endorsement (Attachment A)

Inwards Correspondence

6 Taieri Parents Centre Project Completion form (Attachment B)

7 Otago Neighbourhood Support Project Completion form (Attachment C)

Signatories

Author:	Wendy Collard - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
⇩a	Submission to the NoR for Mosgiel Community and Recreation Area	37
⇩b	Taieri Parents Centre Project Completion form	38
⇩c	Otago Neighbourhood Support Project Completion form	41

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.

Mosgiel-Taieri Community Board

5 February 2019

Board Projects

Department: Civic

EXECUTIVE SUMMARY

1 Grants Update

The next round closes on 28 February 2019. Advertisements will need to be placed at the beginning of February 2019.

2 Pride in our Place

a) Silverstream Valley Planting Project – 350 Native plants have been confirmed as available for planning May/June 2019.

b) Murray Street Picnic Table – Joy Davis to provide a verbal update.

c) Area outside under 5’s playground – refer to Board Action List.

d) Taieri Bloke Shed garden seat installation – refer to Board Action List

e) Festival of the Plain – Phillipa Bain to provide a verbal update.

3 The Taieri Heritage Schools Project

2018 works were displayed in the Mosgiel Library.

2019 campaign? Board members to give consideration to supporting this project.

4 Memorial Park Revitalisation

No update. Refer to Board Action List

5 Big Blue Wall Mural

No update.

6 Safe Pedestrian and Cycle accessways

Workshop was held on 29 January 2019.

7 Celebrating Local Excellence on the Taieri Project

All Board members are reminded to promote and encourage discussion within the community. Please note that the closing date is end of February 2019.

8 Mosgiel and Taieri Emergency Response Group Activities

Sarah Davie-Nitis will provide a verbal update.

9 The Taieri Heritage Trail

Board Members have expressed the desire for a workshop to be held. Date to be decided.

10 Beautification (Planter Boxes)

Phillipa Bain will provide a verbal update.

11 Playgrounds Brochure

A proposal to be presented to the Board’s March Community Board meeting.

RECOMMENDATIONS

That the Board:

a) Notes the updates.

b) Requests that the Governance Support Officer liaise between staff and the Board to organise a workshop on the Taieri Heritage Arts Project.

Signatories

Authoriser:

Attachments

There are no attachments for this report.

Chairperson	Sarah Davie-Nitis
Deputy Chairperson	Joy Davis
Members	Phillipa Bain	Martin Dillon
	Cr Mike Lord	Dean McAlwee
	Maurice Prendergast

	Title	Page
A ⇩	Minutes of Mosgiel-Taieri Community Board meeting held on 21 November 2018	10