Otago Peninsula Community Board



Minutes of the Inaugural meeting of the Otago Peninsula Community Board held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Thursday 31 October 2019, commencing at 2.00 pm






Paul Pope

Hoani Langsbury


Lox Kellas

Graham McArthur


Cheryl Neill

Edna Stevenson


Cr Andrew Whiley




Sandy Graham (General Manager City Services), Chris Henderson (Group Manager Waste and Environmental Solutions)


Governance Support Officer                  Lauren McDonald


Chairperson                                                               The General Manager City Services, Ms Sandy Graham chaired the meeting until the election of the Chairperson in item 6.





1          PUBLIC FORUM

1.1       Welcome by the General Manager City Services, Ms Sandy Graham


Ms Graham welcomed returning members, new board member Cheryl Neill and to

Cr Whiley, returning as the councillor appointment to the Otago Peninsula Community Board.


1.2       Declarations by Members


Board members declared and signed their Declaration as required by Schedule 7, Clause 14 of the Local Government Act 2002. Ms Graham oversaw the taking of the declarations by each Board member.



2          Apologies

Moved (Sandy Graham/Member Paul Pope):

That the Board:

Note an apology from Lox Kellas.

Motion carried (OPCB/2019/058)

Ms Graham advised that the Chief Executive Officer, Dr Bidrose passed on her apology to the Board for not being able to attend the inaugural meeting, due to a prior commitment and advised of her intention to attend an ordinary meeting during the triennium.


3          Confirmation of agenda





Moved (Sandy Graham/Member Graham McArthur):

That the Board:


Notes the agenda without addition or alteration.


Motion carried (OPCB/2019/059)



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.


Part A Reports

5          Voting Procedure for appointment of a Chairperson and Deputy Chairperson


A report from the Civic Department advised that voting for appointments such as the Board Chairperson and Deputy Chairperson was to be carried out in accordance with Schedule 7, Clauses 25(2), (3) and (4) of the Local Government Act 2002 Amendment Act 2004.


Voting System A and System B (first past the post) were discussed.



Moved (Cr Andrew Whiley/Chairperson Paul Pope):

That the Board:


a)         Decides the voting method for the appointment of Chairperson and Deputy Chairperson as System A



6          Election of Chairperson and Deputy Chairperson




Moved (Member Edna Stevenson/Member Graham McArthur):

That the Board:

Nominate Paul Pope as Chairperson

Motion carried



Paul Pope was declared elected.



The Chairperson here occupied the Chair.





Moved (Member Graham McArthur/Member Edna Stevenson):

That the Board:

Nominate Hoani Langsbury as Deputy Chair


Motion carried


7          Meeting Schedule


A report from the Civic Department requested the Board to consider the date of the next Otago Peninsula Community Board meeting, which was proposed for Thursday 21 November 2019 commencing at 10:00am.


A request was made to change the meeting time to the afternoon to allow attendance by board member Cheryl Neill, as she is currently employed during morning hours. Discussion was held on the change of meeting time to the afternoon, suggested as between 2:00 and 4:00pm.

Preference for the status quo was advised by the majority of members.  Chairperson, Paul Pope advised that he would accompany Cheryl Neill to speak with her employer to seek support to enable her to attend the six weekly board meetings at the current morning meeting time.

Members were advised that a meeting schedule for Council and Community Boards during 2020 would be considered at the 12 November 2019 Council meeting and brought to the next meeting of the Board on 21 November 2019 for the Board’s confirmation.

Ms Graham advised the date for induction training for community board members was intended to be held early December 2019 and would be circulated to members once the date was set.


Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:


a)     Confirms that its next meeting will be held on 21 November 2019 commencing at
10.00 am.

b)     Notes that the meeting schedule for 2020 will be considered by the Board at the meeting of 21 November 2019.

Between now and then work with TL Civic on possible meeting times PP/ES carried Motion carried (OPCB/2019/060)


8          Local Government Legislation - Briefing for the Inaugural Council Meeting


A report from Civic Department advised that Clause 21 of Schedule 7 of the Local Government Act 2002 required that, at the inaugural meeting of the Council and Community Boards following the triennial election, the Chief Executive Officer must provide a general explanation of the following legislation:

a)         The Local Government Official Information and Meetings Act 1987;

b)        The Local Authorities (Members' Interests) Act 1968;

c)         Sections 99, 105 and 105A of the Crimes Act 1961;

d)        The Secret Commissions Act 1910; and

e)        The Financial Markets Conduct Act 2013.

2          As this is an administrative report, there are no options or statement of considerations. 


Moved (Chairperson Paul Pope/Cr Andrew Whiley):

That the Board:


a)     Notes the advice regarding key legislation that applies to members of Council, its Committees and Community Boards.

Motion carried (OPCB/2019/061)


Paul Pope spoke to the members and thanked them for their faith shown in him as Chairperson for a second term.  He commented that being a community board member was a privilege and an electoral “gift of faith” by the community to represent them with fairness, compassion and professionalism and the expectation that members would strive to do the best for the peninsula community.


The meeting concluded at 2:21pm.