Notice of Meeting:
I hereby give notice that an ordinary meeting of the Waikouaiti Coast Community Board will be held on:
Date: Wednesday 7 December 2022
Time: 5.30 pm
Venue: East Otago Events Centre, Main Road, Waikouaiti
Sandy Graham
Chief Executive Officer
Waikouaiti Coast Community Board
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Alasdair Morrison |
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Deputy Chairperson |
Andy Barratt |
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Members |
Sonya Billyard |
Mark Brown |
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Chris McBride |
Cr Jim O'Malley |
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Geraldine Tait |
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Senior Officer Mike Cartwright, Quality Improvement Specialist
Governance Support Officer Rebecca Murray
Rebecca Murray
Governance Support Officer
Telephone: 03 477 4000
Rebecca.Murray@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
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Waikouaiti Coast Community Board 7 December 2022 |
ITEM TABLE OF CONTENTS PAGE
1 Public Forum 4
1.1 Waiputai Trust 4
1.2 Bus Shelter and Waikouaiti Township 4
1.3 East Otago Catchment Group 4
2 Apologies 4
3 Declaration of Interest 5
4 Confirmation of Minutes 8
4.1 Waikouaiti Coast Community Board meeting - 2 November 2022 9
Part A Reports (Waikouaiti Coast Community Board has power to decide these matters)
5 Naming of a new private way- Karitāne 13
6 Funding Applications 21
7 Governance Support Officer's Report 50
8 Meeting Schedule 2023 60
9 Board Representation and Roles 62
10 Community Plan 64
11 Chairperson's Report 104
12 Councillor's Update 105
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Waikouaiti Coast Community Board 7 December 2022 |
Sam Ashdown from Waiputai Trust wishes to address the meeting regarding their funding application.
1.2 Bus Shelter and Waikouaiti Township
Shirley Hewett wishes to address the Board regarding a bus shelter and Waikouaiti Township.
1.3 East Otago Catchment Group
Steph Scott from the East Otago Catchment Group will be in attendance to provide an update on the goals and vision for the group.
Supporting documents are on pages 59 and 60.
At the close of the agenda no apologies had been received.
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Waikouaiti Coast Community Board 7 December 2022 |
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 |
Waikouaiti Coast Community Board Register of Interest |
6 |
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Waikouaiti Coast Community Board 7 December 2022 |
Waikouaiti Coast Community Board meeting - 2 November 2022
That the Board: a) Confirms the minutes of the Waikouaiti Coast Community Board meeting held on 02 November 2022 as a correct record.
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Attachments
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Title |
Page |
A⇩ |
Minutes of Waikouaiti Coast Community Board meeting held on 2 November 2022 |
9 |
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Waikouaiti Coast Community Board 7 December 2022 |
Waikouaiti Coast Community Board
MINUTES
Minutes of the Inaugural meeting of the Waikouaiti Coast Community Board, held in the Clifford Skeggs Gallery, Municipal Chambers, The Octagon, Dunedin on Wednesday 02 November 2022, commencing at 2.30 pm
PRESENT
Chairperson |
Alasdair Morrison |
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Deputy Chairperson |
Andy Barratt |
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Members |
Sonya Billyard |
Mark Brown |
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Chris McBride |
Cr Jim O’Malley |
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Geraldine Tait |
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IN ATTENDANCE |
Sandy Graham (Chief Executive Officer) and Mike Cartwright (Quality Improvement Specialist) |
Governance Support Officer Wendy Collard
1 Apologies |
There were no apologies. |
2 Confirmation of agenda |
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The agenda for the meeting was noted. |
Part A Reports
3 Welcome by the Chief Executive Officer, Sandy Graham |
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The Chief Executive Officer (Sandy Graham) welcomed all to the meeting and provided an introduction to the formal swearing of members. |
4 Declarations by Members |
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Members made and attested their declarations as required by Schedule 7, Clause 14 of the Local Government Act 2002. |
5 Voting Procedure for Appointment of Chairperson and Deputy Chairperson |
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A report from Civic advised that voting for appointments such as Board Chairperson and Deputy Chairperson of a Community Board was to be carried out in accordance with Schedule 7, Clauses 25(2) and (3) of the Local Government Act 2002 Amendment 2004. |
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Moved (Geraldine Tait/Cr Jim O'Malley): That the Board:
Adopts (System B), First Past the Post, as the voting method for the appointment of Chairperson and Deputy Chairperson. Motion carried (WC/2022/025) |
6 Election of Chairperson and Deputy Chairperson |
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The Chief Executive called for nomination for the role of Chairperson.
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Moved (Mark Brown/Andy Barratt): That the Board:
Appoints Alasdair Morrison as Chairperson
Motion carried (WC/2022/026) |
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The Chairperson assumed the chair and called for nominations for the Deputy Chairperson.
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Deputy Chairperson |
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Moved (Geraldine Tait/Sonya Billyard): That the Board:
Appoints Andy Barratt as Deputy Chairperson
Motion carried (WC/2022/027) |
7 Acknowledgement of a Retiring Member |
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The Board acknowledged the service given by Mandy Mayhem-Bullock during her terms in office.
The members commented on the service given by Ms Mayhem-Bullock, in particular her community work.
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Moved (Alasdair Morrison/Andy Barratt): That the Board:
a) Records its sincere thanks to Mandy Mayhem-Bullock 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 2016 to 2022. b) Extends its sincere appreciation for the services rendered and every good wish for the future. Motion carried (WC/2022/028) |
8 Meeting Schedule |
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A report from Civic requested that the Board give consideration to the date of the next Waikouaiti Coast Community Board meeting, which is proposed for Wednesday 7 December, commencing at 4.00 pm, venue to be confirmed. The report noted that the meeting schedule for 2023 will be brought to the meeting being held on Wednesday 7 December for the Board’s confirmation. |
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Moved (Alasdair Morrison/Andy Barratt): That the Board:
a) Confirms that its next meeting will be held on Wednesday 7 December commencing at 5.30 pm at the Waikouaiti Events Centre. b) Notes that the meeting schedule for 2023 will be considered by the Board at the meeting of Wednesday 7 December Motion carried (WC/2022/029) |
9 Local Government Legislation - Briefing for the Inaugural Council Meeting |
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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. |
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Moved (Alasdair Morrison/Chris McBride): That the Board:
a) Notes the advice regarding key legislation that applies to members of Council, its Committees and Community Boards. Motion carried (WC/2022/030) |
The meeting concluded at 2.46 pm.
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C H A I R P E R S O N
Waikouaiti Coast Community Board 7 December 2022 |
Naming of a new private way- Karitāne
Department: Transport
EXECUTIVE SUMMARY
1 This report seeks support from the Waikouaiti Coast Community Board on the proposed naming of a new private way in Karitāne.
2 The name proposed by the developer for the subdivision located at 64 Grimness Street, Karitāne is:
· ‘Whānau Āwhina Way’ as the preferred and only option presented. The road name proposed complies with the DCC Road Naming Policy.
That the Board: a) Supports the naming of a new right of way as ‘Whānau Āwhina Way’. |
BACKGROUND
3 The DCC Road Naming Policy provides the framework for timely and consistent naming of roads that reflect the identity of the local community. The DCC Road Naming Policy requires that Community Boards consider proposed names for roads in their area. For reference, the Road Naming Policy and Road Naming Procedure can be accessed on the DCC website at www.dunedin.govt.nz/road-naming.
DISCUSSION
4 The table presented below details the option proposed by property developers or surveyors, and its compliance with the Road Naming Policy. Additional details are provided in Attachments A to C.
· Summary of proposed road names
Development details |
Location of road |
Proposed road name |
Alternative road name |
Recommended road name |
64 Grimness Street, Karitāne |
New private way off Grimness Street |
Whānau Āwhina Way |
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Whānau Āwhina Way |
5 It should be noted that the Road Naming Policy places less weight on the appropriateness criteria with respect to private ways.
New private way, 64 Grimness Street, Karitāne
6 The developer has proposed ‘Whānau Āwhina Way’ as the potential name for the private way to be named, coming off Grimness Street (See Attachment B).
7 The name ‘Whānau Āwhina Way’ refers to the Plunket Society that was founded in Aotearoa in the early twentieth century. The Whānau Āwhina Plunket Society began in Karitāne which was the home of Mere Harper and Ria Tikini, both of Kāi Tahu and Kāti Huirapa descent. They were highly respected midwives and healers who often worked closely with their friend and neighbour, health reformer Dr. Frederic Truby King. Mere and Ria helped deliver Thomas Rangiwahia Mutu Ellison (Tommy), the first Plunket baby in 1906, and restore him back to health after his birth. Less than a year later, the Society for the Promotion of the Health of Women and Children was formed. Truby King drew on the wide networks of Mere and Ria, as well as their years of experience and their traditional knowledge of health care, to develop the Society. The Society opened the Karitāne Home for babies in Dunedin. Lady Victoria Plunket, the wife of the Governor-General to New Zealand at that time, became involved with the Society, promoting its work and advancing the idea of a professional nursing service for mothers and babies in New Zealand. Lady Plunket lent her name to the organisation, which in 1914 was re-named the Plunket Society.
8 The name proposed has the support of Whānau Āwhina Plunket Society. (See Attachment C for letter of support from Nā Amanda Malu, as the former Chief Executive of Whānau Āwhina Plunket).
9 David Ellison as the Upoko for Kati Huirapa Rūnaka ki Puketeraki, supports the name ‘Whānau Āwhina Plunket’ as does the relevant Rūnaka which considered the case at their meeting of August 2022. The name originally proposed extended to ‘Whānau Āwhina Plunket’ but due to the requirements of the Road Naming Policy and the addressing standards adopted by Land Information New Zealand, the full length of the name as having more than 14 characters, is recommended to be replaced by ‘Whānau Āwhina’.
10 The name ‘Whānau Āwhina’ complies with the appropriateness criteria of the Road Naming Policy (See attachment A for more details).
OPTIONS
Option One – Recommended Option- The Board does supports naming of the new private way at 64 Grimness Street as ‘Whānau Āwhina’.
Advantages
· The road will be named, and landowners gain a street address allowing them to progress with building and access to services.
Disadvantages
· No disadvantages have been identified.
Option Two – Status Quo- The Board does not support naming of the new private way at 64 Grimness Street as ‘Whānau Āwhina’.
Advantages
· There are no significant advantages identified with this option.
Disadvantages
· The road will not have a name which will inconvenience new property owners within the development.
NEXT STEPS
11 If the proposed name of ‘Whānau Āwhina’ is supported by the Community Board, staff will request formal approval from Council.
Signatories
Author: |
Paula Barragan - Policy Analyst - Transport Regulation |
Authoriser: |
Jeanine Benson - Group Manager Transport Simon Drew - General Manager Infrastructure and Development |
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Title |
Page |
⇩a |
64 Grimness Street-Assessment for Whānau Āwhina Way |
18 |
⇩b |
64 Grimness Street plan |
19 |
⇩c |
Letter from Whānau Āwhina Plunket-2022.05.11 |
20 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government
This decision supports the social, environmental and cultural well-being of communities in the present and for the future.
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Fit with strategic framework
This is an administrative function. |
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Māori Impact Statement The road name proposed is supported by mana whenua and contributes to the diversity of road names across Dunedin.
Staff are investigating options to add Māori names to the Road Name Register in a way that is meaningful for mana whenua. |
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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 for the 10 year plan. |
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Financial considerations There are no financial implications. |
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Significance The significance of this decision is considered low in terms of the Council’s Significance and Engagement Policy. |
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Engagement – external There has been engagement with the developer, relevant Rūnaka and the Whānau Āwhina Plunket Society. |
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Engagement - internal There has been engagement within the Transport Group. |
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Risks: Legal / Health and Safety etc. There are no known risks. |
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Conflict of Interest There are no known conflicts of interest. |
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Community Boards The new private way is located within the Waikouaiti Coast Community Board area, and support is sought from the Board for the proposed name. |
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Waikouaiti Coast Community Board 7 December 2022 |
Funding Applications
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of funding applications for the Board’s consideration and provides an update on the amount in the Board’s discretionary fund.
2 As this is an administrative report only, the Summary of Considerations is not required.
Discretionary Fund
3 The Board has been allocated $10,000.00 for the 2022/23 year.
4 $6,341.00 is available for the remainder of the 2022/23 year. To date $3,659.00 has been spent as follows:
Meeting Date |
Amount |
Recipient/Purpose |
1 August 2022 |
$800.00 |
Waitati Music Festival – towards the cost of toilet hire for the 10th Waitati Music Festival |
1 August 2022 |
$1,350.00 |
East Otago Blokes Shed – towards obtaining vital equipment for the workshop |
1 August 2022 |
$945.00 |
Board and POWA – towards the Ramrock Road bus shelter project |
1 August 2022 |
$564.00 |
POWA – towards hosting a Community Be Ready expo |
Total |
$3,659.00 |
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Funding Request Applications
5 Waiputai Trust requested $2,401.00 towards properly equipping the Waiputai Hub and the Seacliff Emergency Committee in the event of an emergency (Attachment A)
Thank you Letter and Project Completion Forms
6 A thank you letter has been received from the East Otago Blokes Shed (Attachment B).
7 A Project Completion Form has been received from Waitati Music Festival (Attachment C).
8 A Project Completion Form has been received from POWA (Attachment D).
That the Board: a) Considers the funding application from the Waiputai Trust. b) Notes the thank you letter from East Otago Blokes Shed. c) Notes the Project Completion Form from Waitati Music Festival d) Notes the Project Completion Form from POWA
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Signatories
Author: |
Rebecca Murray - Governance Support Officer |
Authoriser: |
Sharon Bodeker - Acting Manager Governance |
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Title |
Page |
⇩a |
Waiputai Trust Funding Application |
23 |
⇩b |
East Otago Blokes Shed Thank You Letter |
46 |
⇩c |
Waitati Music Festival Project Completion Form |
47 |
⇩d |
POWA Project Completion Form |
48 |
Waikouaiti Coast Community Board 7 December 2022 |
Governance Support Officer's Report
Department: Civic
EXECUTIVE SUMMARY
1 This report is to inform the Waikouaiti Coast Community Board on activities relevant to the Board’s area including:
a) Dust Suppression
b) Community Board Executive Committee Nominations
c) OAR Radio ‘Round the Boards’ segment
d) Currently Being Consulted on by Dunedin City Council
e) Roadworks Schedule
f) Dunedin City Council Updates
That the Board: a) Notes the Governance Support Officer’s Report. b) Considers which option of Dust Suppression the Board recommends to Council c) Considers nominating a member for the Community Board Executive Committee. d) Considers participating in the ‘Round the Boards’ segment on OAR Radio and if so allocates $240 from the project fund for the programme. |
Dust Suppression Treatment
2 The Transport Team are recommending to Council transition to a new dust suppression product. The DCC have in the past used recycled motor oil to supress dust on rural roads and has transitioned to a more environmentally friendly product “bio-oil” at an increased price.
3 The Board are invited to provide feedback on the options (for consideration by Council in January 2023) to the Governance Support Officer by Wednesday 14 December 2022.
4 The Council is being presented with three options:
a) Applicants fund 100% of bio-oil or Otta Sealing dust suppression.
b) Applicants fund 50% of bio-oil or Otta Seal dust suppression, with the DCC funding the remaining 50% (recommended).
c) Maintain status quo with the DCC funding circa $440,000/year for dust suppression.
5 The table below indicates the number of dust suppression sites in Community Board areas:
Area |
Number of Dust Suppression Sites |
Sum of Area of Dust Suppression m2 |
Mosgiel-Taieri |
54 |
27,522 |
Otago Peninsula |
1 |
400 |
Saddle Hill |
32 |
20,786 |
(Green Island) |
1 |
400 |
Strath Taieri |
33 |
15,432 |
Waikouaiti Coast |
36 |
23,910 |
West Harbour |
4 |
2,135 |
Community Board Executive Committee Nominations
5 The Community Boards Executive Committee (CBEC) represents all the community boards in New Zealand. It’s an advisory committee to Local Government New Zealand's National Council that advocates for community boards and promotes best practice. CBEC meets three times a year in Wellington.
6 Nominations for CBEC are now open and close on Tuesday 6 December. (Note: The Dunedin City Council has been given an extension to 12 December 2022). Nominations should be on the attached form and returned to Local Government New Zealand (LGNZ). Attachment A
9 CBEC has one member from each geographical zone. If there is more than one nomination from each zone, elections will be held. Voting papers will be distributed before Christmas, to be considered at the first community board meeting of the year and returned to LGNZ. Votes should be with LGNZ by 28 February 2023.
OAR Radio ‘Round the Boards’ Segment
10 Refer to Attachment B relating the OAR FM’s ‘Round the Boards’ Segment.
· Currently Being Consulted on by Dunedin City Council
11 For the most up to date information on what DCC is consulting on, please visit https://www.dunedin.govt.nz/council/currently-consulting-on
Roadworks Schedule
12 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
13 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
14 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.
Signatories
Author: |
Rebecca Murray - Governance Support Officer |
Authoriser: |
Mike Cartwright - Quality Improvement Specialist Sharon Bodeker - Acting Manager Governance |
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Title |
Page |
⇩a |
Community Board Executive Committee NominationForm |
54 |
⇩b |
OAR 'Round The Boards Package 2023 |
56 |
⇩c |
East Otago Catchment Group Public Forum Supporting Documentation |
58 |
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
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Māori Impact Statement There are no known impacts for Maori. |
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Sustainability There are no implications. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations There are no financial 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 are no known conflicts of interest. |
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Community Boards This report provides information on activities in or relevant to the Board’s area. |
Waikouaiti Coast Community Board 7 December 2022 |
Meeting Schedule 2023
Department: Civic
EXECUTIVE SUMMARY
1 A schedule of meetings for 2023 is attached for your consideration. As this is an administrative report, no summary of considerations is required.
That the Board: a) Approves the meeting schedule for 2023.
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Signatories
Author: |
Rebecca Murray - Governance Support Officer |
Authoriser: |
Sharon Bodeker - Acting Manager Governance |
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Title |
Page |
⇩a |
Waikouaiti Coast Community Board Meeting Schedule for 2023 |
61 |
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Waikouaiti Coast Community Board 7 December 2022 |
Board Representation and Roles
Department: Civic
EXECUTIVE SUMMARY
1 After discussion with Board members, recommendations from the Chairperson for Board representations and roles is (Attachment A).
2 As this is an administration report the Summary of Consideration is not required.
That the Board: a) Approves/Amends the proposed Board Representation. |
Signatories
Author: |
Rebecca Murray - Governance Support Officer |
Authoriser: |
Sharon Bodeker - Acting Manager Governance |
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Title |
Page |
⇩a |
Proposed Board Representation and Roles |
63 |
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Waikouaiti Coast Community Board 7 December 2022 |
Community Plan
Department: Civic
2 The attached Community Plan is unedited from the previous triennium. The only content that has been updated for the 2022-2025 triennium is the financial year, Board member details, Board photo and proposed meeting schedule for 2023.
Signatories
Authoriser: |
Mike Cartwright - Quality Improvement Specialist |
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Title |
Page |
⇩a |
Waikouaiti Coast Community Board Community Plan 2022-23 |
65 |
Waikouaiti Coast Community Board 7 December 2022 |
Chairperson's Report
Department: Civic
EXECUTIVE SUMMARY
1 A verbal update will be provided by the Chairperson at the meeting, including:
· Various transportation issues
· Bus shelter project
· Puketeraki Lookout project
2 As this is an administrative report only, the Summary of Considerations is not required.
That the Board: a) Notes the Chairperson’s update. |
Signatories
Authoriser: |
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There are no attachments for this report.
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Waikouaiti Coast Community Board 7 December 2022 |
Councillor's Update
Department: Civic
EXECUTIVE SUMMARY
1 Councillor Jim O’Malley will provide an update on items of interest.
That the Board: a) Notes the Council Activities Update.
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Signatories
Authoriser: |
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