Agenda of Strath Taieri Community Board

Notice of Meeting:

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

Date: Thursday 21 November 2019

Time: 5.00 pm

Venue: Strath Taieri Community Centre, Middlemarch

Sue Bidrose

Chief Executive Officer

Strath Taieri Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Mr Barry Williams
Deputy Chairperson	Mr Mark O'Neill
Members	Mr Blair Dale	Mr David Frew
	Cr Mike Lord	Ms Leeann McLew
	Mr Robin Thomas

Senior Officer Tom Dyer, Group Manager 3 Waters

Governance Support Officer Jennifer Lapham

Jennifer Lapham

Governance Support Officer

Telephone: 03 477 4000

jenny.lapham@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.

Strath Taieri Community Board

21 November 2019

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

2 Apologies 4

3 Confirmation of Agenda 4

4 Declaration of Interest 5

5 Confirmation of Minutes 9

5.1 Strath Taieri Community Board meeting - 31 October 2019 9

Part A Reports (Strath Taieri Community Board has power to decide these matters)

6 Project Fund Applications 14

7 Governance Support Officers Report 24

8 Chairperson's Report 51

9 Council Activities 52

10 Notification of Items for Consideration by the Chairperson 53

Strath Taieri Community Board

21 November 2019

Strath Taieri Community Board

MINUTES

Minutes of the inaugural meeting of the Strath Taieri Community Board held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Thursday 31 October 2019, commencing at 3.00 pm

PRESENT

Chairperson	Barry Williams
Deputy Chairperson	Mark O’Neill
Members	Blair Dale	David Frew
	Leeann McLew	Robin Thomas
	Cr Mike Lord

IN ATTENDANCE

Sandy Graham, General Manager City Services

Governance Support Officer Jennifer Lapham

1 Public Forum

As this was the Board’s inaugural meeting, there was no Public Forum. .

2 Apologies

An apology was received from the Chief Executive Officer Dr Bidrose as she was unable to be in attendance.

3 Confirmation of agenda

The agenda for the meeting was noted.

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 Welcome by the General Manager City Services

The General Manager City Services (Sandy Graham) welcomed everyone to the meeting and provided an introduction to the formal swearing in of members.

6 Declarations by Members

Members made the declarations required by Schedule 7, Clause 14 of the Local Government Act 2002, which were witnessed by the General Manager City Services.

7 Voting Procedure for Appointment of Chairperson and Deputy Chairperson

A report from Civic 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.

Moved (Mike Lord/Robin Thomas):

That the Board:

a) Adopts (System B), First Past the Post, as the voting method for the appointment of Chairperson and Deputy Chairperson.

Motion carried (STCB/2019/033)

8 Election of Chairperson and Deputy Chairperson
	a) Chairperson
	Moved (David Frew/Mark O'Neill): That the Board: b) Appoints Barry Williams as Chairperson Motion carried (STCB/2019/034)
	c) Deputy Chairperson
	Moved (David Frew/Blair Dale): That the Board: a) Appoints Mark O’Neill as Deputy Chairperson Motion carried (STCB/2019/035)

9 Local Government Legislation - Briefing for the Inaugural Council Meeting

A report from Civic provided a general explanation of the following legislation as required by clause 21 of Schedule 7 of the Local Government Act 2002.

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.

Moved ( Mike Lord/David Frew):

That the Board:

a) Notes the advice regarding key legislation that applies to members of the Community Board.

Motion carried (STCB/2019/036)

10 Meeting Schedule

A report from Civic requested that the Board give consideration to the date of the next Strath Taieri Community Board meeting It was proposed for Thursday 21 November 2019 commencing at 5.00 pm.

The report noted that the schedule for 2020 will be brought to the meeting being held on 21 November 2019 for the Board’s confirmation.

Moved (David Frew/Blair Dale):

That the Board:

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

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

Motion carried (STCB/2019/037)

The meeting concluded at 3.20 pm. .

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

C H A I R P E R S O N

Strath Taieri Community Board

21 November 2019

Governance Support Officers Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Strath Taieri Community Board of activities relevant to the Board area including:

· Project Fund

· Nomination Community Board Executive Committee

· Appointment to Strath Taieri Community Centre Society

· Appointment to Keep Dunedin Beautiful

· Meeting Schedule

· Round the Boards – OAR FM programme

· Remuneration

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report.

b) Considers nominating a representative to the Community Board Executive Committee

c) Appoints a representative to the Strath Taieri Community Centre Society Inc

d) Appoints a representative to the Keep Dunedin Beautiful Committee

e) Agree the first meeting for 2020 will be held on 23 January at 5 pm in the Middlemarch Community Centre.

f) Consider the proposed OAR FM programme for Community Boards.

g) Amends the Action List as appropriate

Project Fund

2 The Board has been allocated $10,000 for the 2019/20 year, no funds have been allocated to date.

Community Board Executive Committee (CBEC) Nominations

3 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 is a copy of the Memorandum from LGNZ and nomination form (Attachment A).

Community Hall Management Agreement

4 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 organise the hire of the hall for the community.

5 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. I am 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. (Management Agreement Attachment B).

Community Board Appointments

6 A letter has been received from the Strath Taieri Community Centre Society Inc noting the resignation of Joan Wilson from the committee and seeking a new representative from the Board.

7 The Board may also appoint a representative to the Keep Dunedin Beautiful Committee.

Meeting Schedule 2020

8 The Council will not be considering the meeting schedule for 2020 until the meeting being held on 10 December. Therefore, it is recommended that the Board hold their first meeting for 2020 on 23 January 2020 at 5 pm. At this meeting a full meeting schedule will be available for the Board to consider.

‘Round the Boards’ – OAR FM

9 OAR FM extends an invitation to the Board to take part in ‘Round the Boards’ feature segment. A number of Community Boards took part in this programme last term. It is now proposed to hold the feature on Tuesdays at 8.40 am.

10 This is a 10 -15 minute weekly segment which provides each participating Board with the opportunity to promote events, issues and people. The segment is hosted by Mr Harford, with Boards sending a representative for an on-air chat on their allocated day.

11 It is proposed to start on Tuesday 4 February 2020. The cost for participating is $240 for 12 session plus $30 for an annual membership fee for Otago Community Broadcasters Society.

Remuneration

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

Strath Taieri Community Board Remuneration 2019/20

Chairperson

$14,669.00

Member

$7,334.00

Action List

13 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	CBEC Executive Committee Nominations	29
⇩b	Community Hall Management Agreement	30
⇩c	Action List	50

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	☐	☐	☒