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 East Otago Events Centre, Main Road, Waikouaiti on Tuesday 29 January 2019, commencing at 5.30 pm

PRESENT

Chairperson	Alasdair Morrison
Members	Mark Brown	Mandy Mayhem-Bullock
	Cr Jim O'Malley	Richard Russell

IN ATTENDANCE

Nick Dixon (Group Manager Ara Toi), Tom Simons-Smith (Coastal Specialist)

Governance Support Officer Rebecca Murray

1 Public Forum

1.1 Public Forum - Karitane Bowling Club

Representatives from the Karitane Bowling Club addressed the meeting regarding their funding application. They advised that it is a hub for functions and family events in the Karitane area. They have gravelled the driveway using their own funding previously, but now require help with the current repair.

1.2 Public Forum - Janet Rhodes

Janet Rhodes, president of Blueskin News, addressed the meeting about its funding application. Janet spoke of the importance of Blueskin News for the community and how it had helped her as a new resident to the area to find out more about events. Usually around 600 copies were produced. The aim was to achieve financial independence, which had been the case most of the time since 1985. Most funds were sourced through advertisements in the editions.

1.3 Public Forum - Giselle Laven

Giselle Laven addressed the meeting to speak about bus and other services. As Ms Laven is legally blind she cannot drive. She advised that there were only three buses a day, and no evening, weekend or holiday services available. She stated there was a New Year’s Eve bus scheduled but it was poorly advertised. A solution could be a smaller bus. Ms Laven stated it would be good to have one weekend day service to town late morning and from town later in the day. Cr O’Malley was happy to discuss this matter at the next meeting of the appropriate working party.

Moved (Cr Jim O'Malley/Member Mandy Mayhem-Bullock):

That the Board:

Extends the Public Forum time to allow the speakers to be heard.

Motion carried (WC/2019/001)

1.4 Public Forum - Shirley Hewlett

Shirley Hewlett addressed the meeting regarding the Waikouaiti bus shelters. Three of the four shelters promised had been provided, but the bus route had since been changed to up and down Beach Street. Elderly people cannot walk to the new stops. The bus shelters were too small, and the Fell Street shelter had been put in the wrong position. If the shelter was put by corner Geelong Street and Scotia Street it would be used. Could the gold card be used for earlier and later rural buses?

1.5 Public Forum - Jennie Upton

The Waste Minimisation Start Up Facilitator (Jennie Upton) addressed the meeting regarding the Waikouaiti Wastebusters funding application. She spoke of the requirements of the group and what the Dunedin City Council would provide for the project. She also spoke of the different avenues that will be provided for waste minimisation. Judy Martin was acknowledged for all her hard work.

2 Apologies

Moved (Mandy Mayhem-Bullock/Cr Jim O'Malley):

That the Board:

Accepts the apologies from Geraldine Tait and Rose Stringer-Wright.

Motion carried (WC/2019/002)

3 Confirmation of agenda

Moved (Mandy Mayhem-Bullock/Alasdair Morrison):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (WC/2019/003)

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.

Geraldine Tait and Mark Brown removed their interest in Blueskin Amenity.

Alasdair Morrison is now a member of the Blueskin A&P.

Mark Brown is now the President of the Blueskin A&P.

Mark Brown and Mandy Mayhem-Bullock are now members of the newly formed Blueskin News Committee.

Moved (Alasdair Morrison/Mandy Mayhem-Bullock):

That the Board:

a) Amends the Elected Members' Interest Register.

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

Motion carried (WC/2019/004)

5 Confirmation of Minutes

5.1 Waikouaiti Coast Community Board meeting - 14 November 2018

Moved (Mark Brown/Mandy Mayhem-Bullock):

That the Board:

Confirms the public part of the minutes of the Waikouaiti Coast Community Board meeting held on 14 November 2018 as a correct record.

Motion carried (WC/2019/005)

Part A Reports

6 Waikouaiti Coast Community Board Action List

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

· Coastal Erosion

The Coastal Specialist (Tom Simons-Smith) advised that the design is almost complete and researching types of materials to use was underway. It was advised that this project will be completed in phases. There will be a camera mounted once complete to monitor the spit.

· BMX Park

Alasdair met with Shirley McKewen and DCC staff. The land belongs to Department of Conservation but is managed by Dunedin City Council. It can have recreational use. An expert will carry out site test for contamination as it is in the HAIL register.

· Bus Shelters & Services Action List Item

Is to have bus issues and increase in bus services added to the action requested.

Moved (Alasdair Morrison/Mandy Mayhem-Bullock):

That the Board:

a) Amends the Action List as appropriate.

Motion carried (WC/2019/006)

7 Funding Applications
	Three funding applications were received for the Board’s consideration, which were: Karitane Bowling Club requested $2,000.00 to reinstate the driveway and carport at the Karitane Bowling Club. Richard Russell left the room while this funding application was discussed. Blueskin News to re-establish providing a free publication to the local community. It sought funding of $1,987.20 as interim support during the re-establishment phase, which would cover printing expenses for the first three additions. Mark Brown and Mandy Mayhem-Bullock left the room while this funding application was discussed. Waikouaiti Wastebusters to set up a shop and collection point for the sale of donated and diverted items from the local community. It sought funding of $1,250.00 to provide items including Hi-Vis vests for volunteers, signage for the shop, and creation of a logo. Cr O’Malley left the room while this funding application was discussed.
	Moved (Mandy Mayhem-Bullock/Mark Brown): That the Board: a) Approves the funding application from the Karitane Bowling Club for $951.91 towards reinstating the driveway at the Karitane Bowling Club. Motion carried (WC/2019/007)
	Moved (Alasdair Morrison/Cr Jim O'Malley): That the Board: a) Approves the funding application from Blueskin News for $662.40 towards printing costs. Motion carried (WC/2019/008)
	Moved (Mandy Mayhem-Bullock/Alasdair Morrison): That the Board: a) Approves the funding application from Waikouaiti Wastebusters for $850.00 towards items including Hi-Vis vests for volunteers, signage for the shop, and creation of a logo. Motion carried (WC/2019/009)

8 Community Board Remuneration

A report from Civic advised that the Local Government Act 2002 (LGA) gives the Remuneration Authority (the Authority) the responsibility for setting remuneration for local government elected members.

The report noted that the Authority sought feedback on how Community Boards should be remunerated for the determination it would issue on 1 July 2019. Currently, the Authority sets the amount of remuneration for each chair and member of every Community Board.

It was noted that the Authority also sought feedback on whether or not Community Boards should be funded from a “governance pool”. Regardless of how they were funded, the Authority was asking if remuneration should reflect the number of residents represented by the whole board, or the number of residents represented by each member.

Moved (Richard Russell/Alasdair Morrison):

That the Board:

a) Notes the Community Board Remuneration report.

b) Agreed that the setting remuneration for Community Boards should remain status quo. Remuneration should not be driven by the area’s population.

Since the removal of the Ward Councillors, the rural areas rely on Community Board’s more, and greater distances of travel can be involved.

Motion carried (WC/2019/010)

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) New Zealand Community Boards’ 2019 Conference

c) Blueskin BayWatch Funding Report

Moved (Alasdair Morrison/Richard Russell):

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Nominates Mandy Mayham-Bullock to attend the 2019 New Zealand Community Boards’ Conference.

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

Motion carried (WC/2019/011)

10 Chairperson's Report

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

· Staff changes in the Dunedin City Council Parks and Recreation Team.

· Blueskin on Show is on 7^th April 2019.

· Alasdair to speak as Chairperson of the Waikouaiti Coast Community Board at the Annual Plan Meeting, including discussions on buses, reticulated sewage system for Waitati and how the Community Board feedback is incorporated in the Annual Plan.

Moved (Alasdair Morrison/Mandy Mayhem-Bullock):

That the Board:

a) Notes the report.

Motion carried (WC/2019/012)

11 Council Activities

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

· Annual Plan

· Lime scooters

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

That the Board:

a) Notes the report.

Motion carried (WC/2019/013)

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

The meeting concluded at 8.06pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

13 March 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 Update

c) Blueskin History Steering Committee Funding Report

d) Proposed Road Stopping – Evansdale

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Notes the representatives to attend the 2019 New Zealand Community Boards’ Conference.

c) Notes the funding report received from Blueskin History Steering Committee.

d) Provides feedback on proposed road stopping at Evansdale.

Project Fund

2 $2,335.69 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
29 January 2019	$951.91	Karitane Bowling Club - towards reinstating the driveway at the Karitane Bowling Club
	$662.40	Blueskin News - towards printing costs
	$850.00	Waikouaiti Wastebusters (OneCoast) – towards items including Hi-Vis vests for volunteers, signage for the shop, and creation of a logo.
Total	$7,664.31

New Zealand Community Boards’ Conference

3 The two successful Board members drawn to attend the conference were Mandy Mayhem-Bullock (Waikouaiti Coast) and Francisca Griffin (West Harbour).

Funding Report

4 A report from Stuart Strachan of the Blueskin History Steering Committee has been received. The report is provided as Attachment A.

Proposed Road Stopping – Evansdale

5 The property owner at 4 King Street has applied to ‘stop’ the unformed road at the location shown on the Evansdale area map (Attachment B). This is in the Waikouaiti Coast Community Board area. Road stopping is the process whereby the road becomes private property. The applicant seeks to better utilise their section which is divided by the top branch of the road, and also to resolve a dwelling encroachment onto the road.

6 The board does not have the power to decide the matter, however it can comment on the proposal. This comment would be included in the report to the Infrastructure Services and Networks Committee. Depending on feedback, the proposal should go to the Infrastructure Services and Networks Committee meeting in April.

Signatories

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

Attachments

	Title	Page
⇩a	Blueskin History Steering Committee Report Back	38
⇩b	Proposed Road Stopping - Evansdale Map	39

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.

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

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A ⇩	Minutes of Waikouaiti Coast Community Board meeting held on 29 January 2019	10