Agenda of Waikouaiti Coast Community Board

Notice of Meeting:

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

Date: Wednesday 20 November 2019

Time: 5.30 pm

Venue: East Otago Events Centre, Main Road, Waikouaiti

Sue Bidrose

Chief Executive Officer

Waikouaiti Coast Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Alasdair Morrison
Deputy Chairperson	Geraldine Tait
Members	Andy Barratt	Sonya Billyard
	Mark Brown	Mandy Mayhem-Bullock
	Cr Jim O'Malley

Senior Officer David Bainbridge, Group Manager Property Services

Governance Support Officer Rebecca Murray

Rebecca Murray

Governance Support Officer

Telephone:

Rebecca.Murray@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.

Waikouaiti Coast Community Board

20 November 2019

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

1.1 Public Forum - 5g Free Dunedin 4

1.2 Public Forum - Waitati Volunteer Fire Brigade 4

2 Apologies 4

3 Confirmation of Agenda 4

4 Declaration of Interest 5

5 Confirmation of Minutes 9

5.1 Waikouaiti Coast Community Board meeting - 7 November 2019 10

Part A Reports (Waikouaiti Coast Community Board has power to decide these matters)

6 Otago Regional Council Update 14

7 Waikouaiti Coast Community Board Action List Report 15

8 Governance Support Officer's Report 29

9 Funding Applications 68

10 Chairperson's Report 85

11 Board Representation and Other Responsibilities 86

12 Council Activities 87

13 Items for Consideration by the Chairperson 88

Waikouaiti Coast Community Board

20 November 2019

Waikouaiti Coast Community Board

MINUTES

Minutes of an inaugural meeting of the Waikouaiti Coast Community Board held in the Edinburgh Room, Municipal Chambers, , The Octagon, Dunedin on Thursday 07 November 2019, commencing at 2.00 pm

PRESENT

Chairperson	Alasdair Morrison
Deputy Chairperson	Geraldine Tait
Members	Andy Barratt	Sonya Billyard
	Mark Brown	Mandy Mayhem-Bullock
	Cr Jim O'Malley

IN ATTENDANCE

Sandy Graham (General Manager City Services) and Nick Dixon (Group Manager Ara Toi)

Governance Support Officer Rebecca Murray

1 Public Forum

There was no Public Forum as this is the inaugural meeting.

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

6 Declarations by Members

Members made and attested their declarations as 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 Depurty 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 (Alasdair Morrison/Mark Brown):

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 (WC/2019/056)

8 Election of Chairperson and Deputy Chairperson
	a) Chairperson
	Moved (Andy Barratt/Mark Brown): That the Board: a) Appoints Alasdair Morrison as Chairperson. Motion carried (WC/2019/057)
	The Chairperson assumed the chair.
	b) Deputy Chairperson
	Moved (Mark Brown/Andy Barratt): That the Board: a) Appoints Geraldine Tait as the Deputy Chairperson. Motion carried (WC/2019/058)

9 Acknowledgement of retiring members

The Board acknowledged the services given by Richard Russell and Rose Stringer-Wright during their terms in office.

Moved (Alasdair Morrison/Mark Brown):

That the Board:

a) Records its sincere thanks to Richard Russell for the loyal and conscientious service given to the Dunedin community as a member of the Waikouaiti Coast Community Board for the 6-year period 2013 to 2019.

b) Extends its sincere appreciation for the services rendered and every good wish for the future.

c) Records its sincere thanks to Rose Stringer-Wright for the loyal and conscientious service given to the Dunedin community as a member of the Waikouaiti Coast Community Board for the 3-year period 2016 to 2019.

d) Extends its sincere appreciation for the services rendered and every good wish for the future.

Motion carried (WC/2019/059)

10 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 (Alasdair Morrison/Andy Barratt):

That the Board:

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

Motion carried (WC/2019/060)

11 Meeting Schedule

A report from Civic requested the Board give consideration to the date of the next Waikouaiti Coast Community Board meeting. It was proposed for Wednesday 20 November 2019 commencing at 5.30 pm.

The report noted that the meeting schedule for 2020 would be presented to the meeting being held on 20 November 2019 for the Board’s confirmation.

Moved (Alasdair Morrison/Mandy Mayhem-Bullock):

That the Board:

a) Confirms that its next meeting will be held on 20 November 2019 commencing at
5.30 pm at Waikouaiti.

b) Notes that the meeting schedule for 2020 will be considered by the Board at the meeting of 20 November 2019.

Motion carried (WC/2019/061)

The meeting concluded at 2.17pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

20 November 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’s area including:

a) Project Fund

b) Nomination Community Board Executive Committee

c) Remuneration

d) Community Hall Management Agreement

e) Round the Boards – OAR FM programme

f) Meeting Schedule

g) Correspondence Inwards - Funding Report Back

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

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

c) Notes the remuneration update.

d) Notes the Community Hall Management Agreement update.

e) Considers the proposed OAR FM programme for Community Boards.

f) Agrees the first meeting for 2020 will be held n 22 January at 5.30 pm venue to be confirmed.

g) Notes the funding reports.

Project Fund

2 $8,000.00 remains in the Project Fund after taking into account grants made to date, as follows:

Meeting Date	Amount	Recipient/Purpose
29 July 2019	$100.00	Flowers
7 August 2019	$900.00	Warrington School – purchase a new oven
7 August 2019	$1,000.00	Waikouaiti RDA – towards seating from the Mosgiel ITM and $300.00 towards purchasing a cart
Total	$2,000.00

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 (Attachments A and B).

Remuneration

4 The Remuneration Authority has set the remuneration of Community Board members for the 2019/20 year. The Waikouaiti Coast Community Board remuneration is set as follows.

Waikouaiti Coast Community Board	2019/20
Chairperson	$16,030
Member	$8,015

Community Hall Management Agreement

5 The Dunedin City Council owns a number of Community Halls throughout the outlying areas of 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.

6 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. (Management Agreement Attachment C).

Round the Boards – OAR FM programme

7 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.

8 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.

9 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.

Meeting Schedule 2020

10 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 22 January 2020 at 5.30 pm venue to be confirmed. At this meeting a full meeting schedule will be available for the Board to consider.

Correspondence Inwards - Funding Report Back

11 Funding Report Backs have been received from Blueskin News, Blueskin Youth Community and Amenities Association, Waitati Music Festival and Warrington School (Attachments D, E, F and G).

Signatories

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

Attachments

	Title	Page
⇩a	CBEC - Call for Nomination 2019	33
⇩b	CBEC - Nomination Form Zone Representatives 2019	37
⇩c	Final Draft Hall Management	38
⇩d	Blueskin News Report Back	58
⇩e	Blueskin Youth and Community Amenities Association Report Back	59
⇩f	Waitati Music Festival Report Back	61
⇩g	Warrington School Report Back	65

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.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no financial implications.

Significance

This decision is considerer 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 conflicts of interest.

Community Boards

There are no implications for Community Board except to provide information on activities in or relevant to the Board’s area.

Waikouaiti Coast Community Board

20 November 2019

Funding Applications

Department: Civic

EXECUTIVE SUMMARY

1 This report provides a copy of three funding applications that have been received for the Board’s consideration. As this is an administrative report only, the Summary of Considerations is not required.

2 Te Hau Kāika has requested $500.00 to assist with artist fees and exhibition costs including marketing and technical support for a weeklong multimedia exhibition to be held at the Gallery on Blueskin, Waitati.

3 Waitati Music Festival has requested $700.00 for toilet hire at the 2020 festival.

4 Waitati Volunteer Fire Brigade has requested $2,000.00 to assist with the fitout of the rapid response utility vehicle.

5 Rural post contractor, Marja, requests payment of $60.00 for delivering 600 flyers in and around the Waitati Area.

6 $8,000.00 remains in the Project Fund after taking into account grants made to date.

RECOMMENDATIONS

That the Board:

a) Approves/declines the funding application from Te Hau Kāika.

b) Approves/declines the funding application from Waitati Music Festival.

c) Approves/declines the funding application from Waitati Volunteer Fire Brigade.

d) Approves the payment of $60.00 to the Rural Post Contractor for delivering 600 flyers subject to an invoice being submitted.

Signatories

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

Attachments

	Title	Page
⇩a	Te Hau Kaika Funding Application	69
⇩b	Waitati Music Fesitval Funding Application	80
⇩c	Waitati Volunteer Fire Brigade Funding Application	82

	Title	Page
A ⇩	Minutes of Waikouaiti Coast Community Board meeting held on 7 November 2019	10