Notice of Meeting:
I hereby give notice that an ordinary meeting of the West Harbour Community Board will be held on:
Date: Wednesday 20 October 2021
Time: 5.30 pm
Venue: Port Chalmers Bowling Club, 72 Wickliffe Terrace (access via Albertson Avenue), Port Chalmers
Sandy Graham
Chief Executive Officer
West Harbour Community Board
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Francisca Griffin |
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Deputy Chairperson |
Trevor Johnson
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Members |
Duncan Eddy |
Kristina Goldsmith |
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Angela McErlane |
Jacqueline Ruston |
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Cr Steve Walker |
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Senior Officer Jeanine Benson, Group Manager Transport
Governance Support Officer Wendy Collard
Wendy Collard
Governance Support Officer
Telephone: 03 477 4000
Wendy.Collard@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
West Harbour Community Board 20 October 2021 |
ITEM TABLE OF CONTENTS PAGE
1 Declaration 4
Declaration by Kristina Goldsmith 4
Public Forum
1.1 Tracy Fleet 4
1.2 The Murray McGeorge Toy Library Inc 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 - 11 August 2021 9
Part A Reports (West Harbour Community Board has power to decide these matters)
6 Governance Support Officers Report 16
7 Funding Applications 34
8 Community Plan 43
9 Board Updates 55
10 Chairperson's Report 56
11 Council Activities Update 57
12 Items for Consideration by the Chair
Any items for consideration by the Chair.
Resolution to Exclude the Public 58
West Harbour Community Board 20 October 2021 |
1 DECLARATION
Declaration by Kristina Goldsmith
Declaration to be made and attested as required by Schedule 7, Clause 14 of the Local Government Act 2002.
PUBLIC FORUM
Tracy Fleet will be in attendance to provide an update on the Te Ngaru Community.
1.2 The Murray McGeorge Toy Library Inc
Sharlene McCulloch will be in attendance to speak in support of the Murray McGeorge Toy Library Inc funding application.
An apology has been received from Cr Steve Walker.
That the Board:
Accepts the apology from Cr Steve Walker.
Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.
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West Harbour Community Board 20 October 2021 |
EXECUTIVE SUMMARY
1. Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected representative and any private or other external interest they might have.
2. Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.
That the Board: a) Notes/Amends if necessary the Elected Members' Interest Register attached as Attachment A; and b) Confirms/Amends the proposed management plan for Elected Members' Interests. |
Attachments
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Title |
Page |
⇩a |
Elected Members' Register of Interest |
7 |
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West Harbour Community Board 20 October 2021 |
West Harbour Community Board meeting - 11 August 2021
That the Board: a) Confirms the public part of the minutes of the West Harbour Community Board meeting held on 11 August 2021 as a correct record.
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Attachments
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Title |
Page |
A⇩ |
Minutes of West Harbour Community Board meeting held on 11 August 2021 |
10 |
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West Harbour Community Board 20 October 2021 |
West Harbour Community Board
MINUTES
Minutes of an ordinary meeting of the West Harbour Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 11 August 2021, commencing at 5.30 pm
PRESENT
Chairperson |
Francisca Griffin |
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Deputy Chairperson |
Trevor Johnson
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Members |
Duncan Eddy |
Angela McErlane |
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Jacqueline Ruston |
Cr Steve Walker |
IN ATTENDANCE |
Jeanine Benson (Group Manager, Transport), Jamie McFarland (KiwiRail, Dunedin Operations Manager), Anne Gray (Policy Analyst, Regulatory) and Tanya Morrison (Environmental Health Officer) |
Governance Support Officer Wendy Collard
1 Public Forum
1.1 West Harbour Arts Charitable Trust
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On behalf of the West Harbour Arts Charitable Trust, Ian Landreth spoke in support of their funding application and responded to questions. |
2 Apologies |
There were no apologies. |
3 Confirmation of agenda |
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Moved (Francisca Griffin/Trevor Johnson): That the Board:
Confirms the agenda with the following addition or alteration:
Item 10 – Funding Applications: funding application was for $1,000 and not $500 as was stated in the report
Motion carried |
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.
Jacque Ruston provided an update to her Interest Register.
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Moved (Francisca Griffin/Trevor Johnson): That the Board:
a) Amends the Elected Members' Interest Register; and b) Confirms the proposed management plan for Elected Members' Interests. Motion carried |
5 Confirmation of Minutes
5.1 West Harbour Community Board meeting - 9 June 2021 |
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Moved (Francisca Griffin/Trevor Johnson): That the Board:
a) Confirms the public part of the minutes of the West Harbour Community Board meeting held on 09 June 2021 as a correct record. Motion carried |
Part A Reports
6 Wickliffe Street Rail Crossing |
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The Dunedin operations Manager, KiwiRail (Jamie McFarlane) provided an update on the proposed re-design of the Wickliffe Terrace rail crossing; and “Rail Safety Week”. Mr McFarland responded to questions
Mr McFarland requested the Board’s feedback on ways to increase the public’s awareness of the dangers at the level crossings in particular the one on Wickliffe Terrace, Port Chalmers.
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7 The Keeping of Animals (excluding Dogs) and Birds Bylaw Review |
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Anne Gray (Policy Analyst – Regulatory) and Tanya Morrison (Environmental Health Officer) provided an overview in The Keeping of Animals (Excluding Dogs) and Birds Bylaw Review and responded to questions. |
8 Naming of a private way off Stevenson Avenue, Sawyers Bay |
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A report from Transport sought the Board’s support on the proposed naming of a private way off 105 & 107 Stevenson Avenue, Sawyers Bay. The report noted that the new road names proposed by the developer for the private way were ‘Spence Lane’ or ‘Shirley Lane’ and both comply with the DCC Road Naming Policy. The Group Manager, Transport (Jeanine Benson) spoke to the report and responded to questions.
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Moved (Trevor Johnson/Cr Steve Walker): That the Board:
a) Supports the naming of the private way as ‘‘Shirley Lane’. Motion carried (WHCB/2021/016) |
9 Governance Support Officers Report |
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Ange McErlane withdrew from the discussion on the Rothesay News funding. A report from Civic provide an update on activities relevant to the Board area including: · Project Fund. The Board agreed to pay the membership for Otago Access Radio and to continue its support for the Rothesay News. · West Harbour Community Board Community Awards. Following discussion on the budget for the West Harbour Community Board Community Awards, it was agreed that the Board would fund the project up to $930.00. |
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Moved (Francisca Griffin/Duncan Eddy): That the Board:
Agrees to pay $30.00 towards the membership of Otago Community Broadcasters Society from the Board’s Discretionary Fund.
Motion carried (WHCB/2021/017)
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Moved (Francisca Griffin/Cr Steve Walker): That the Board:
Approves to renew its commitment to Rothesay News advertising for the 2021/2022 financial year at a cost of $116.70 per month.
Motion carried (WHCB/2021/018)
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Moved (Trevor Johnson/Cr Steve Walker): That the Board:
Approves funding of up to $930.00 from the Board’s discretionary fund towards the cost of the West Harbour Community Board Community Awards.
Motion carried (WHCB/2021/019)
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Moved (Chairperson Francisca Griffin/Cr Steve Walker): That the Board:
Notes the Governance Support Officers Report.
Motion carried |
10 Funding Applications |
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Moved (Duncan Eddy/Cr Steve Walker): That the Board:
Approves of $1000.00 to the West Harbour Arts Charitable Trust towards the art programmes for schools and pre-schools in the Board’s area. Motion carried (WHCB/2021/020) with Trevor Johnson recording his vote against.
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11 Board Representation And areas of responsibility |
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Port Noise Liaison Committee Jacque Ruston provided an update which included residents’ concerns.
Ravensdown Community Liaison Group Trevor Johnson advised that there was nothing to report.
Keep Dunedin Beautiful Duncan Eddy provided an update on the Keep Dunedin Beautiful Awards and advised that Sawyers Bay School had won the Dunedin Amenities Society Best School Project Award. He commented that the inaugural Jan Tucker Award had been presented to the Okahau Dune Project.
Otago Access Radio Francisca Griffin advised that during her segment she had provided updates on the shared pathway; and the “Scoop the Poop” clean-up day.
Social Media and Communication Francisca Griffin provided an update on the activity on the Board’s Facebook page.
Albertson Avenue Beautification Project Francisca Griffin provided an update and advised that she had included this project in the Board’s article in FYI.
West Harbour Community Board Community Awards Duncan Eddy and Jacque Ruston provided an update on the number of nominations received and the function arrangements.
Aramoana Liaison Ange McErlane tabled their newsletter and advised that she would circulate it to the Board for their information.
Vision Port Chalmers Ange McErlane advised the group was currently in hiatus. Following discussion, it was agreed that Ange McErlane would provide updates to the Board.
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12 Chairperson's Report |
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The Chairperson provided an update on matters of interest which included: · Relocation of the Port Chalmers bus stop proposal. It was noted that the Board would post the information onto its Facebook page. · “Scoop the Poop” clean-up day. · Stormwater Filters. The Board requested that staff provide an update. · Historical Plaques.
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Moved (Francisca Griffin/Cr Steve Walker): That the Board:
a) Notes the Chairperson’s Report. Motion carried |
13 Council Activities |
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Councillor Steve Walker provided an update on matters of interest which included:
· Adoption of the DCC’s Play Spaces Plan 2021; · Representation Review; and · DCC’s submission on the Natural and Built In Environment Bill
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Moved (Cr Steve Walker/Francisca Griffin): That the Board: Notes the Council updates.
Motion carried |
14 Notification of Items for Consideration by the Chairperson |
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Ange McErlane requested that consideration of naming a section of the shared pathway in honour of Jan Tucker.
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The meeting concluded at 7.15 pm.
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CHAIRPERSON
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West Harbour Community Board 20 October 2021 |
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
· Representation Review Submission
· Keeping of Animals (excluding Dogs) Bylaw Review
· Reserves and Beaches Bylaw Update
· Correspondence
That the Board: a) Notes the Governance Support Officers Report. b) Approves/Declines $1432.90 to For the Love of Trees for the maintenance of the Albertson Avenue Community Garden. c) Ratifies the West Harbour Community Board’s submission to the Dunedin City Council’s Representation Review. |
Project Fund
2 The balance remaining in the Project Fund for allocation for the current financial year is $6,639.60. The following funds have been allocated in the 2021/22 financial year.
Meeting Date |
Recipient |
Amount |
11 August 2021 |
Otago Community Broadcasters Society
|
30.00 |
11 August 2021 |
Rothesay News |
1,400.40 |
11 August 2021 |
West Harbour Community Board Community Awards |
930.00 |
11 August 2021 |
West Harbour Arts Charitable Trust |
1,000.00 |
Total |
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$3,360.40 |
3 An invoice has been received from For the Love of Trees for the maintenance of the Albertson Avenue Community Garden for the next 12 months for the Board’s consideration (Attachment A).
Dunedin City Council Representation Review
4 The Board’s submission to the Dunedin City Council Representation review is attached for the Board’s ratification (Attachment B).
Keeping of Animals (excluding Dogs) Bylaw Review
5 The Keeping of Animals (excluding Dogs) and Birds Bylaw is being reviewed. The current purpose of the bylaw is to “protect the public from nuisance and to protect, promote and maintain public health and safety by controlling the keeping of animals and birds within the residential district”.
6 This bylaw does not extend to dogs which are regulated by the Dog Control Bylaw. Staff have had good feedback from initial consultation which will inform any proposed changes. The consultation on the bylaw is schedules from Monday 18 October 2021 until Wednesday 17 November 2021. The hearings and deliberations will be heard by the Regulatory Subcommittee who will then report their recommendations to Council which is likely to be early 2022.
7 The current bylaw can be found on the following: https://tinyurl.com/Bylaw-Update
Reserves and Beaches Bylaw Update
8 The Parks and Recreation Department are taking an educational approach rather than an enforcement approach, this will be done through signage and employing Community Rangers over the summer. Preparations for the 2021/2022 has already begun.
9 The Community Rangers will begin patrols on Saturday, 23 October 2021.
10 Staff have employed 3 Rangers over the summer to patrol key beaches including Long Beach, Pūrākaunui, Aramoana. The frequency of when beaches are patrolled will be adjusted as required.
11 Over the 2020/21 season Rangers were directed to focus on specific issues at these sites:
Long Beach:
· Prohibited vehicle access of the beaches and grassed reserve areas
· Dog control issues
· Sea lions on the beaches and with forested areas of the Domain
· Unauthorised events, fires and camping within the cave
· Unauthorised removal of firewood
· Camping Control Bylaw infringements within the Domain
12 Rangers patrolled Long Beach eighty one times over the 2020/21 season. During these patrols 11 vehicles were found parking on prohibited reserve areas and 3 vehicles were found illegally driving on the beach. No Dog Control Bylaw breaches were observed.
13 Staff have installed signs at the Domain advising users of the rules regarding vehicle access of reserve and beach spaces and firewood removal. Further signage has been designed for the Domain entrance, main carpark, northern carpark and cave. Staff will provide proofs of these designs to the Community Board for feedback.
Pūrākaunui:
· Prohibited vehicle access of the beach
· Prohibited fires and overnight camping on the beachfront
· Dog control issues
1
14 Rangers made 9 patrols to Pūrākaunui Beach during the 2020/2021 season and observed 4 vehicles illegally accessing the beach and 3 unauthorised fires.
15 Existing signage at this site has been provided by Department of Conservation (DOC). The DCC will work with DOC, Pūrākaunui Block Inc and rūnaka in developing improved signage for this site.
Aramoana:
· Prohibited vehicle access of the beach
· Prohibited drone use in the ecologically sensitive area
· Dog control issues
· Sea lion presence and the need for temporary signage and closure of tracks at times
2
16 Rangers made 98 patrols to Aramoana during the 2020/2021 season and observed 2 dog control breaches and 7 vehicles illegally parked in reserve spaces.
17 Staff and DOC share signage responsibilities at this site. Staff does not currently have plans for new signage at Aramoana.
Correspondence
18 A Project Completion form has been received from the Harbourside Junior Football Club (Attachment C).
19 A Project Completion form has been received from the Ravensbourne Volunteer Fire Brigade (Attachment D).
20 A Project Completion form has been received from the Anteroom Arts Charitable Trust (Attachment E).
21 A letter from the Aramoana League Inc to the Department of Conservation has been received for the Board’s information (Attachment F).
Roadworks Schedule
22 Information on current notified road closures and the roadworks schedule (a weekly list of programmed works) for Council’s maintained roads is available on the DCC website via these links: https://www.dunedin.govt.nz/news-and-events/public-notices/roadworks-schedule and https://www.dunedin.govt.nz/news-and-events/public-notices/notified-road-closures.
Dunedin City Council Updates
23 Board or members of the public wishing to advise Council of any operational issues or concerns, e.g. potholes, vegetation, burst pipes are reminded to contact the Dunedin City Council Customer Services Agency on 03 477 4000 or email dcc@dcc.govt.nz. For any non-urgent matter please contact council via the online “Fix it form” https://www.dunedin.govt.nz/do-it-online/report/fix-it-form
24 If issues and concerns are not dealt with in a timely manner, Board Members should contact the Governance Support Officer, or the Senior Staff Member appointed to the Board.
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Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Clare Sullivan - Manager Governance |
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Title |
Page |
⇩a |
For the Love of Trees Invoice |
21 |
⇩b |
West Harbour Community Board's submission to Representation Review |
23 |
⇩c |
Harbourside Junior Football Club Project Completion Form |
24 |
⇩d |
Ravensbourne Volunteer Fire Brigade Project Completion Form |
26 |
⇩e |
Anteroom Arts Charitable Trust Project report back |
29 |
⇩f |
Letter from Aramoana League Inc |
33 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision enables democratic local decision making and action by, and on behalf of communities.
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Fit with strategic framework
There is no contribution to the Strategic Framework. |
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Māori Impact Statement Staff along with Department of Conservation are working with the local rūnaka in the development of improvement signage. |
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Sustainability There are no implications for sustainability. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations There are no implications. |
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Significance This decision is considered low significance in terms of the Council’s Significance and Engagement Policy. |
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Engagement – external There has been no external engagement. |
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Engagement - internal Internal engagement has occurred with appropriate staff members. |
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Risks: Legal / Health and Safety etc. There are no risks. |
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Conflict of Interest There is no known conflict of interest. |
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Community Boards The report provides information on activities in or relevant to the Board area. |
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West Harbour Community Board 20 October 2021 |
Funding Applications
Department: Civic
EXECUTIVE SUMMARY
1 An application has been received from the Murray McGeorge Toy Library Incorporated for $1,500.00 towards building maintenance.
That the Board: a) Approves/declines the funding application from The Murray McGeorge Toy Library Incorporated. |
Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Clare Sullivan - Manager Governance |
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Title |
Page |
⇩a |
The Murray McGeorge Toy Library Inc funding application |
35 |
West Harbour Community Board 20 October 2021 |
Community Plan
Department: Civic
1 The current West Harbour Community Board Plan is attached for discussion and updating as required (Attachment A).
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Title |
Page |
⇩a |
West Harbour Community Board Community Plan |
44 |
West Harbour Community Board 20 October 2021 |
Board Updates
Department: Civic
1 Port Noise Liaison Committee
Jacque Ruston will provide a verbal update.
2 Ravensdown Community Liaison Group
Trevor Johnson will provide a verbal update.
3 Keep Dunedin Beautiful
Duncan Eddy (Board representative) will provide a verbal update.
4 Otago Access Radio
A verbal update will be provided.
5 Social Media and Communication
Francisca Griffin will provide a verbal update.
6 Albertson Avenue Beautification Project
Francisca Griffin will provide a verbal update.
7 Community Awards
Duncan Eddy and Jacque Ruston will provide a verbal update.
8 Aramoana Liaison
Ange McErlane will provide a verbal update.
9 Vision Port Chalmers
Ange McErlane will provide a verbal update.
That the Board: a) Notes the Board updates |
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West Harbour Community Board 20 October 2021 |
Chairperson's Report
Department: Civic
EXECUTIVE SUMMARY
1 The Chairperson will provide an update on matters of interest.
That the Board: a) Notes the Chairperson’s Report.
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West Harbour Community Board 20 October 2021 |
Council Activities Update
Department: Civic
Councillor Steve Walker is an apology for the meeting.
West Harbour Community Board 20 October 2021 |
Resolution to Exclude the Public
That the West Harbour Community Board:
Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:
This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987, and the particular interest or interests protected by Section 6 or Section 7 of that Act, or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above after each item.