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 30 January 2019, 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	Kristy Rusher (Chief Legal Officer)

Governance Support Officer Jennifer Lapham

1 Public Forum

1.1 Public Forum - St Leonards School

Margaret Ryan spoke on behalf of the St Leonards School Board regarding a grant of $2000 they had received for the resurfacing of the Tennis Court. She advised that the Government had approved funding for this work and they would like to use the funding received from the Board to go towards fixing the fence.

She asked that the Board consider a change in use of this grant.

1.2 Public Forum -Aramoana Conservation Trust

Adrian Hall spoke on behalf of the Aramoana Conservation Trust regarding the impact on wildlife with the proposed rebuilding of the wharf at Aramoana.

The Trust would like to be kept informed of what is happening in regards to this matter and be invited to attend any meetings on the issue.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Steve Walker/Trevor Johnson):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (WHCB/2019/001)

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/Francisca Griffin):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (WHCB/2019/002)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 21 November 2018

Moved (Steve Walker/Trevor Johnson):

That the Board:

Confirms the minutes of the West Harbour Community Board meeting held on 21 November 2018 as a correct record.

Motion carried (WHCB/2019/003)

Part A Reports

6 Funding Applications

Consideration was given to the request by the St Leonards School to change the use of the grant allocated by the Board.

Moved (Trevor Johnson/Steve Walker):

That the Board:

a) Agrees that the St Leonards School be allowed to use the grant of $2000 towards the repair of the fence.

Motion carried (WHCB/2019/004)

7 Community Board Remuneration
	In a report the Team Leader Civic, Sharon Bodeker, 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 Authority was seeking feedback on how Community Boards should be remunerated for the determination it will issue on 1 July 2019.
	Members commented that they did not agree with Community Boards being remunerated via a governance pool. They felt that it would put the Councillors in an awkward position. Members also did not agree that the remuneration should be based on population because this was not a true indicator of the work that a Board did.
	Moved (Steve Walker/Ryan Jones): That the Board: a) Notes the Community Board Remuneration report. b) Advises the Remuneration Authority that it does not support a governance pool and remuneration being based on population. Motion carried (WHCB/2019/005)

8 Governance Support Officers Report
	In a report the Governance Support Officer provided an update on matters relevant to the Board area including: · Project Fund · 2019 New Zealand Community Boards’ Conference · Correspondence · Action List
	Moved (Trevor Johnson/Steve Walker): That the Board: a) Nominates Francisca Griffin and Ange McErlane to attend the Community Board Conference. Motion carried (WHCB/2019/006)

	Consideration was given to the letter from Ms Balfour-Smith relating to Sawyers Bay footpath access. It was agreed that the issues raised should be forwarded to the appropriate Council Departments and put on the action list.
	Moved (Aaron Hawkins/Francisca Griffin): That the Board: a) Notes the Governance Support Officers Report; c) Amends the Action List as discussed. Motion carried (WHCB/2019/007)

9 Board Representation and Areas of Responsibility

a) Port Environment Liaison Committee

Ange McErlane provided an update on the work of the Port Environment Liaison Committee.

b) Ravensdown Community Liaison Group

Trevor Johnson advised that a meeting had not been held but he would be able to provide an update at the next meeting.

c) Keep Dunedin Beautiful

Steve Walker advised that a meeting was being held on the following Monday.

d) Communications/Facebook

Ryan Jones commented that activity had been quiet over the summer but he was putting information on the website relating to the Scholarship Fund.

e) Funding Applications Report Back

Francisca Griffin provided an update on the report backs that had been received. She also advised that she was reviewing the application form, in conjunction with Governance Support Officer, Jennifer Lapham.

f) West Harbour Beautification Trust

Steve Walker advised that two lots of sycamore removal had taken place.

g) Policing Issues

Jan Tucker advised that the Police Station had been closed since late November and she was concerned about the future of the Station.

h) Vision Port Chalmers

A meeting was being held in the following week.

i) Access Radio

Francisca Griffin provided an update on the Access Radio programme.

j) CBEC/LGNZ Conference update

Ryan Jones advised that a meeting has not been held recently.

k) Community Awards

Ryan Jones advised that nominations would be called during March and April. It was agreed that the ceremony would be held outside work hours and everyone who was nominated would be invited.

l) Albertson Avenue Beautification Project

Francisca Griffin advised that David Blair was maintaining the garden. Planting had not been undertaken as it had been too hot.

10 Chairperson's Report
	The Chairperson advised that: · Maintenance had been carried out on the Scott Memorial Lookout and it was looking good. · Dion Ombler Signage – the sign design had been approved. · Public toilets had been completed and looked good. · A site was still be investigated for the dog park and Mark Cameron was happy to provide funding. It was agreed to send a letter of thanks to Mark acknowledging the offer to fund and construct the park on DCC land and then to gift the park to the community via the DCC.
	Moved (Steve Walker/Francisca Griffin): That the Board: a) Notes the report. Motion carried (WHCB/2019/008)

11 Council Activities
	Cr Hawkins provided an update on matters of interest including the budget meetings and advised that the Parks and Recreation Department had undertaken an audit of all the walking tracks.
	Moved (Cr Aaron Hawkins/Member Ryan Jones): That the Board: a) Notes the report. Motion carried (WHCB/2019/009)

12 Items for Consideration by the Chair

	There were no items notified.

The meeting concluded at 6.55 pm.

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

C H A I R P E R S O N

West Harbour Community Board

20 March 2019

Project Fund

Department: Civic

EXECUTIVE SUMMARY

1 This report provides a copy of the funding applications which have been received for the West Harbour Community Board’s consideration.

2 The report also provides a copy of the Report Back forms received from previous grants.

3 As this is an administrative report only, the Summary of Considerations is not required.

RECOMMENDATIONS

That the Board:

a) Approves/Declines the application for a scholarship grant from Pepa Cloughley.

b) Approves/Declines the application for a scholarship grant from Sophie Palmer.

c) Approves/Declines the application for a grant from the Purakaunui School.

d) Notes the report backs from the Port Chalmers Golf Club and Up Your Act Community Theatre.

scholarship applications

4 Pepa Cloughley has applied for a scholarship grant to assist with the maintenance of a laser yacht (Attachment A)

5 Sophie Palmer has applied for a scholarship grant for a 5 month educational exchange to the USA in August 2019 (Attachment B).

PROJECT FUND APPLICATIONS

6 Purakaunui School has applied for $538.20 for the markings of the community tennis court. (Attachment C).

report back

7 A report back has been received from Port Chalmers Golf Club (Attachment D)

8 A report back has been received from Up Your Act Community Theatre (Attachment E)

Signatories

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

Attachments

	Title	Page
⇩a	Pepa Cloughley Scholarship Application	22
⇩b	Sophie Palmer Scholarship Application	30
⇩c	Project Fund Application - Purakaunui School	37
⇩d	Report Back - Port Chalmers Golf Club	39
⇩e	Report Back - Up Your Act Community Theatre	41

West Harbour Community Board

20 March 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

· Update on the management of Community Halls.

· Correspondence

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Amends the Action List as appropriate

Project Fund

2 $2,220.87 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
	$275.00	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	$7,779.13

New Zealand Community Boards’ Conference Attendance

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

Correspondence

5 A letter has been received from Claire Carey (Attachment A)

DCC Property Community Halls

6 Update from the Property Department relating to the management of Community Halls. (Attachment B)

Action List

7 An update on outstanding matters is provided in Attachment C.

Signatories

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

Attachments

	Title	Page
⇩a	Letter from Claire Carey	46
⇩b	Update on Community Halls Management	47
⇩c	Action List	48

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	☐	☐	☒