Agenda of Otago Peninsula Community Board

Notice of Meeting:

I hereby give notice that an ordinary meeting of the Otago Peninsula Community Board will be held on:

Date: Thursday 21 November 2019

Time: 10:00am

Venue: Portobello Bowling Club, Sherwood Street, Portobello

Sue Bidrose

Chief Executive Officer

Otago Peninsula Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Paul Pope
Deputy Chairperson	Hoani Langsbury
Members	Lox Kellas	Graham McArthur
	Cheryl Neill	Edna Stevenson
	Cr Andrew Whiley

Senior Officer Chris Henderson, Group Manager Waste and Environmental Solutions

Governance Support Officer Lauren McDonald

Lauren McDonald

Governance Support Officer

Telephone: 03 477 4000

Lauren.McDonald@dcc.govt.nz

www.dunedin.govt.nz

Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.

Otago Peninsula Community Board

21 November 2019

ITEM TABLE OF CONTENTS PAGE

1 Opening 4

2 Public Forum 4

2.1 Public Forum 4

2.2 Declarations by Members 4

3 Apologies 4

4 Confirmation of Agenda 4

5 Declaration of Interest 5

6 Confirmation of Minutes 9

6.1 Otago Peninsula Community Board meeting - 31 October 2019 9

Part A Reports (Otago Peninsula Community Board has power to decide these matters)

7 Scholarship Grant feedback 15

8 Governance Support Officer's Report 16

9 Board Updates 63

10 Councillor's Update 64

11 Board Representation and Other Responsibilities 65

12 Chairperson's Report 67

13 Items for Consideration by the Chairperson 75

Otago Peninsula Community Board

21 November 2019

Otago Peninsula Community Board

MINUTES

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

PRESENT

Members	Paul Pope	Hoani Langsbury
	Lox Kellas	Graham McArthur
	Cheryl Neill	Edna Stevenson
	Cr Andrew Whiley

IN ATTENDANCE

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 Carried.

6 Election of Chairperson and Deputy Chairperson
	A) 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.
	B) DEPUTY CHAIRPERSON
	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.

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

CHAIRPERSON

Otago Peninsula Community Board

21 November 2019

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Otago Peninsula Community Board of activities relevant to the Board area including:

a) Project Fund

b) Correspondence

c) Action Lists

d) Remuneration

e) Community Hall Management

f) Meeting schedule for 2020

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

b) Amends the Action Lists as appropriate

c) Considers nominating a representative to the Community Board Executive Committee.

d) Notes the remuneration update.

e) Notes the Community Hall Management Agreement update.

f) Agrees the first meeting for 2020 will be held on 23 January at 10:00am

project fund

2 The balance of funds for the current financial year is $4,969.13.

The following expenditure made to date for this financial year (2019-2020):

Meeting Date	Amount	Recipient/Purpose
20 June 2019	$1,000.00	Caselburg Trust – Artist Studio (final grant contribution)
8 August 2019	$477.25	Hereweka Panthers 12^th Grade football team (tournament entry fee)
8 August 2019	$1,200.00	Otago Peninsula Trust for the Glenfalloch Night Garden Event
8 August 2019	$350.00	Broad Bay Community Centre for the Youth Club
8 August 2019	$450.00	Peninsula Playcentre to assist for first aid training for 3 members.
8 August 2019	$403.62	Portobello Public Library for the production of bookmarks in celebration of the library’s 150^th anniversary.
8 August 2019	$1,150.00	Harington Point Battery Working Group for clearing of vegetation on the access track
TOTAL	$5,030.87

correspondence

Incoming:

· Letter from the Otago Peninsula Trust thanking the Board for its grant in support of the Glenfalloch Night Garden event, held in September 2019. (Attachment A)

· Local Government New Zealand (LGNZ) draft Community Board Good Governance Guide (circulated separately from the agenda).

· Email from Robert West, Group Manager Parks and Recreation Services on the Ministry of Business Innovation and Employment (MBIE) in regard to funding to support responsible camping initiatives for the 2019-2020 season. (Attachment C)

Community Board Executive Committee (CBEC) Nominations

Nominations for representatives and deputies on CBEC are now due and must be received by LGNZ by 5.00 pm on Friday 6 December. Attached:

· Local Government New Zealand (LGNZ) memorandum to community board members calling for nominations to the Community Board Executive (Attachment D)

· LGNZ nomination form for the Community Board Executive (Attachment E)

Outgoing:

· Letter of support for the Broad Bay Boating Club. (Attachment F)

ACTION LISTS

3 An update on outstanding matters for Transport/3Waters, Parks and Recreation is provided in Attachments G and H.

Ocean Grove Recreation Hall

Repairs to the Recreation Hall are progressing well and should be completed by the end of November. At this stage, no community group have been identified to take responsibility for the hall, so no further upgrades to the hall will be progressed. Without a representative community group to take responsibility for the hall and manage the hall as a multi-purpose community facility, staff will consider making the hall available for lease to a single entity. We invite the community board to form a representative community group to act as a hall management committee, for staff to engage with. Staff would like to discuss proposals in the February 2020 community board meeting.

Tomahawk School site

The old dental school building has been repeatedly vandalised. Without a clear community purpose for the building, staff are considering removing the building. We invite the community board to consider alternative uses and options. Staff would like to discuss proposals in the February 2020 community board meeting.

No future use for the larger school site has been identified, there are no plans for the site at this stage. (Attachment C)

Please note: Attachment C is the concept design for the Tomahawk carpark signage with Waikawa Beach being used as one of the example signs. The plans do not include concept design for artwork/sculpture allocation for the carpark area, this remains part of the plan but is awaiting costings in relation to the budget and scope of any installations.

remuneration

The Remuneration Authority has set the remuneration of Community Boards for the 2019/20 year. Otago Peninsula Community Board remuneration are set as follows:

Otago Peninsula Community Board Remuneration 2019/20

Chairperson

$16,244.00

Member

$8,122.00

community hall management

The Dunedin City Council owns a number of Community Halls throughout the outlying areas of the Dunedin City. The Halls are managed by Hall Committees on an informal basis with the general understanding that Council maintains the outside of the Halls, looks after the structure of the building and compliance matters. Hall Committees look after the inside, manage the day to day running of the hall and organises the hire of the hall for the community.

A Community Hall Management Agreement has recently been drafted and is attached for reference. The Agreement has been sent to all the Hall Committees for feedback. Staff are currently working with the Hall Committees, responding to questions and will attend any Community Hall meeting, where necessary, to further discuss and go through the agreement. A copy of the Community Hall Management Agreement is attached for the Board’s information (Attachment I).

meeting schedule 2020

The Council will not be considering the meeting schedule for 2020 until its meeting being held on 10 December 2019. Therefore, it is recommended that the Board holds its first meeting for 2020 on Thursday, 23 January 2020 at 10.00 am. At this meeting a full meeting schedule will be available for the Board’s consideration.

Signatories

Author:	Lauren McDonald - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
⇩a	Thank you letter from Otago Peninsula Trust	21
⇩b	MBIE funding support for responsible camping	23
⇩c	Concept designs for Tomahawk signage	24
⇩d	LGNZ Community Board Executive - call for nomination	29
⇩e	LGNZ - nomination form for Zone representation	32
⇩f	Letter of Support for the Broad Bay Boating Club	33
⇩g	Transport Action List - November 2019	34
⇩h	Parks and Recreation Action List as at 21-11-2019	38
⇩i	Hall Management Agreement 25 October 2019	43

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 implications 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.

Otago Peninsula Community Board

21 November 2019

Chairperson's Report

Department: Civic

EXECUTIVE SUMMARY

A verbal update will be provided by the Chairperson at the meeting. As this is an administrative report only, the Summary of Considerations is not required.

· Meeting day and time

· Annual Plan submissions to DCC and ORC

· Request for OPCB letter of support to Council for ecologically responsible amber 2200 K LED street lighting on Otago Peninsula (as per email to members by Kyra Xavia, Dark Sky.org)

· Soldier’s memorial (Highcliff Road) – see attachments A and B

· Tomahawk area issues (Oregon Street gate, fencing at gun emplacements, barrier for bus stop on Tomahawk Road)

· Smaills Beach – public toilet facilities

· Community forum – scheduling forum opportunities for Board members to meet with the peninsula community

· Otago Access Radio “Round the Boards” segment (Attachment C)

RECOMMENDATIONS

That the Board:

a) Notes the update from the Chairperson.

b) Considers the proposed OAR FM programme for Community Boards

Signatories

Author:	Lauren McDonald - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
⇩a	Soldiers Memorial track - staff response	69
⇩b	Soldier Memorial track photos - 6 November 2019	71
⇩c	Otago Access Radio "Round the Boards" segment	73

	Title	Page
A ⇩	Minutes of Otago Peninsula Community Board meeting held on 31 October 2019	10