Agenda of West Harbour Community Board

Notice of Meeting:

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

Date: Wednesday 27 November 2019

Time: 5.30 pm

Venue: Rolfe Room, Port Chalmers Town Hall, Port Chalmers

Sue Bidrose

Chief Executive Officer

West Harbour Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Ms Francisca Griffin
Deputy Chairperson	MrTrevor Johnson
Members	Mr Duncan Eddy
	Ms Ange McErlane	Ms Jacqueline Ruston
	Mrs Jan Tucker	Cr Steve Walker

Senior Officer Adrian Blair, Group Manager Customer and Regulatory Services

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.

West Harbour Community Board

27 November 2019

ITEM TABLE OF CONTENTS PAGE

Declarations by Member - Angela McErlane

1 Public Forum 4

1.1 Public Forum - Bill Brown 4

1.2 Public Forum - Sims Action Group 4

2 Apologies 4

3 Confirmation of Agenda 4

4 Declaration of Interest 5

5 Confirmation of Minutes 9

5.1 West Harbour Community Board meeting - 7 November 2019 9

Part A Reports (West Harbour Community Board has power to decide these matters)

6 Project Fund 14

7 Governance Support Officers Report 18

8 Board Representation and Areas of Responsiblity 59

9 Chairperson's Report 60

10 Council Activities 78

11 Notification of Items for Consideration by the Chairperson 79

West Harbour Community Board

27 November 2019

West Harbour Community Board

MINUTES

Minutes of the Inaugural meeting of the West Harbour Community Board held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Thursday 07 November 2019, commencing at 4.00 pm

PRESENT

Chairperson	Ms Francisca Griffin
Deputy Chairperson	Trevor Johnson
Members	Mr Duncan Eddy
	Ms Jacqueline Ruston
	Mrs Jan Tucker
	Cr Steve Walker

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 Ange McErlane.

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

The apologies were noted.

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 everyone 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.

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 were 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 (Trevor Johnson/Steve Walker):

That the Board:

a) Adopts first past the post (System B) as the voting method for the appointment of Chairperson and Deputy Chairperson.

Motion carried (WHCB/2019/050)

8 Election of Chairperson and Deputy Chairperson
	Ms Graham called for nominations for the Chairperson.
	Moved (Trevor Johnson/Duncan Eddy): That the Board: a) Appoints Francisca Griffin as Chairperson. Motion carried (WHCB/2019/051)
	The Chairperson took the chair and called for nominations for the Deputy Chairperson.
	Moved (Jan Tucker/Steve Walker): That the Board: a) Appoints Trevor Johnson as Deputy Chairperson.
	Moved (Jacqueline Ruston/ Duncan Eddy): That the Board: b) Appoints Jacqueline Ruston as Deputy Chairperson.
	The Chairperson called for a Show of Hands for the motion appointing Trevor Johnson as Deputy Chairperson. Motion carried on a show of hands 5:2 (WHCB/2019/052) Pursuant to the voting system adopted by the Board, the Chairperson declared Trevor Johnson elected as the Deputy Chairperson on a majority of votes.

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 (Francisca Griffin/Trevor Johnson):

That the Board:

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

Motion carried (WHCB/2019/054)

10 Meeting Schedule

A report from Civic requested that the Board give consideration to the date of the next West Harbour Community Board meeting It was proposed for Wednesday 27 November 2019 commencing at 5.30 pm.

The report noted that the schedule for 2020 will be brought to the meeting being held on 27 November 2019 for the Board’s confirmation.

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

a) Confirms that its next meeting will be held on 27 November 2019 commencing at
5.30 pm.

b) Notes that the meeting schedule for 2020 will be considered by the Board at the meeting of 27 November 2019.

Motion carried (WHCB/2019/055)

The meeting concluded at 4.15 pm.

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

C H A I R P E R S O N

West Harbour Community Board

27 November 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

· Nomination Community Board Executive Committee

· Meeting Schedule

· Round the Boards – OAR FM programme

· Remuneration

· Correspondence – Port Chalmers Historical Society

· 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) Agree the first meeting for 2020 will be held on 5 February at 5.30 pm in the Rolfe Room.

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

e) 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).

Meeting Schedule 2020

6 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 5 February 2020 at 5.30 pm, or at another time as appropriate. At this meeting a full meeting schedule will be available for the Board to consider.

OAR FM “Round the Boards”

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.

Remuneration

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

West Harbour Community Board Remuneration 2019/20

Chairperson

$16,458.00

Member

$8,229.00

Correspondence – Port Chalmers Historical Society

11 A letter has been received from the Port Chalmers Historical Society for the reinstatement the time-ball that previously operated on the flagstaff above Port Chalmers. (Attachment C)

Action List

12 An update on outstanding matters is provided in Attachment D.

Signatories

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

Attachments

	Title	Page
⇩a	Community Board Executive Committee Nomination	23
⇩b	Hall Management Committee	27
⇩c	Port Chalmers Historical Society	47
⇩d	Action List	52

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	☐	☐	☒

There is no contribution to the Strategic Framework.

Māori Impact Statement

There are no known impacts 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 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 is no known conflict of interest.

Community Boards

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

West Harbour Community Board

27 November 2019

Board Representation and Areas of Responsiblity

Below is the list of recommendations by the Chairperson for Board Representation and Areas of Responsibility. Board members will be expected to report back on the activities at each Board meeting.

a) Port Environment Liaison Committee – Jacque Ruston and Francisca Griffin as alternate

b) Ravensdown Community Liaison Group – Trevor Johnson

c) Keep Dunedin Beautiful – Duncan Eddy

d) Communications/Facebook – Jacque Ruston

e) West Harbour Beautification Trust – Steve Walker

f) Policing Issues – Jan Tucker

g) Vision Port Chalmers – Jan Tucker

h) Access Radio – Francisca Griffin

i) Social Media – Francisca Griffin

j) Community Awards – Ange McErlane

k) Albertson Avenue Beautification Project – Francisca Griffin

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