Date:                             Monday 26 November 2018

Time:                            1.00 pm

Venue:                          Council Chamber, Municipal Chambers,

                                      The Octagon, Dunedin

 

 

 

Council

OPEN ATTACHMENTS

UNDER SEPARATE COVER

 

 

ITEM   TABLE OF CONTENTS                                                                  PAGE

   

6.1       Ordinary Council meeting - 30 October 2018

a      Minutes of Ordinary Council meeting  held on 30 October 2018                 3  

7          Audit and Risk Subcommittee - 26 April 2018

a      Minutes of Audit and Risk Subcommittee held on 26 April 2018               14

8          Audit and Risk Subcommittee - 14 June 2018

a      Minutes of Audit and Risk Subcommittee held on 14 June 2018               23

9          Audit and Risk Subcommittee - 31 August 2018

a      Minutes of Audit and Risk Subcommittee held on 31 August 2018            33

10        Waikouaiti Coast Community Board - 26 September 2018

a      Minutes of Waikouaiti Coast Community Board held on 26 September 2018 42

11        Strath Taieri Community Board - 27 September 2018

a      Minutes of Strath Taieri Community Board held on 27 September 2018     46

12        Otago Peninsula Community Board - 27 September 2018

a      Minutes of Otago Peninsula Community Board held on 27 September 2018 50

13        Saddle Hill Community Board - 3 October 2018

a      Minutes of Saddle Hill Community Board held on 3 October 2018             55

14        West Harbour Community Board - 3 October 2018

a      Minutes of West Harbour Community Board held on 3 October 2018         61      

 

 


Council

26 November 2018

 

 

 

 

Council

MINUTES

 

Minutes of an ordinary meeting of the Dunedin City Council held in the Council Chamber, Municipal Chambers, The Octagon, Dunedin on Tuesday 30 October 2018, commencing at 1.00 pm

 

PRESENT

 

Mayor

Mayor Dave Cull

 

Deputy Mayor

Cr Chris Staynes

 

 

Members

Cr David Benson-Pope

Cr Rachel Elder

 

Cr Doug Hall

Cr Aaron Hawkins

 

Cr Marie Laufiso

Cr Mike Lord

 

Cr Damian Newell

Cr Jim O'Malley

 

Cr Lee Vandervis

 

 

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager Strategy and Governance), Dave Tombs (General Manager Finance and Commercial  Simon Pickford (General Manager Community Services), Simon Drew (General Manager Infrastructure and Networks),  Adrian Blair (Group Manager Customer and Regulatory Services), Nicola Pinfold (Group Manager Community and Planning) Nick Sargent (Transport Strategy Manager), Richard Saunders (Group Manager Transport), (Graham McKerracher (Manager, Council Communications and Marketing), Tom Dyer (Group Manager 3 Waters), Andrea Jones (Communications Team Leader), Jemma Adams (General Manager, Dunedin City Holdings Ltd), David Bainbridge (Group Manager Property Services), Julian Tan (Director, Audit New Zealand) and Trevor Makanza (Audit New Zealand).

 

Governance Support Officer       Lynne Adamson

 

 

1       Opening

Ven Lhagon Rinpoche and Geshe Losang Dhonyoe (Tibetan Buddhist Centre) opened the meeting with a prayer.

2       Public Forum


 

350 DUNEDIN

 

Adam Currie and Jonathon Visser presented on behalf of 350 Dunedin.  They tabled a signed poster to support their views and ideas towards a Fossil Free Dunedin city. 

 

3       Apologies

 

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

 

Accepts the apologies from Cr Andrew Whiley, Cr Christine Garey and Cr Kate Wilson (absent on Council business) and from Cr Conrad Stedman.

 

Motion carried (CNL/2018/125)

 

4       Confirmation of agenda

 

 

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

 

Confirms the public part of the agenda with the following alterations:

-     In regard to Standing Order 2.1, Option C be adopted in relation to moving and seconding and speaking to amendments.

Motion carried (CNL/2018/126)

 

 

5       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.

 

The Mayor advised that he had updated his Register of Interest to include appointments

to United Cities and Local Governments (UCLG) and Commonwealth Local Government Forum (CLFG).

 

 

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

 

a)     Amends the Elected Members' Interest Register; and

b)     Amends the proposed management plan for Elected Members' Interests.

Motion carried (CNL/2018/127)

 

 

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

 

a)     Notes the Executive Leadership Team's Interest Register attached as Attachment A.

Motion carried (CNL/2018/128)

 

6       Confirmation of Minutes

6.1      Ordinary Council meeting - 2 October 2018

 

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

 

Confirms the public part of the minutes of the Ordinary Council meeting held on 2 October 2018 as a correct record.

 

 Motion carried (CNL/2018/129)

 

6.2      Ordinary Council meeting - 23 October 2018

 

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

 

Confirms the public part of the minutes of the Ordinary Council meeting held on 23 October 2018 as a correct record.

 

 Motion carried (CNL/2018/130)

  

Minutes of Committees

7          Infrastructure Services and Networks Committee - 15 October 2018

 

Moved (Cr Jim O'Malley/Cr Doug Hall):

That the Council:

a)     Notes the minutes of the Infrastructure Services and Networks Committee meeting held on 15 October 2018

b)     Takes Part C items of the minutes of the Infrastructure Services and Networks Committee held on Monday, 15 October 2018, in the non-public part of the meeting.

Motion carried (CNL/2018/131)

 

8          Community and Culture Committee - 16 October 2018

 

Moved (Cr Aaron Hawkins/Cr Rachel Elder):

That the Council:

a)     Notes the minutes of the Community and Culture Committee meeting held on 16 October 2018.

Motion carried (CNL/2018/132)

 

9          Planning and Environment Committee - 16 October 2018

 

Moved (Cr David Benson-Pope/Cr Damian Newell):

That the Council:

a)     Notes the minutes of the Planning and Environment Committee meeting held on 16 October 2018

Motion carried (CNL/2018/133)

 

Minutes of Community Boards

10        Waikouaiti Coast Community Board - 22 August 2018

 

Moved (Cr David Benson-Pope/Cr Jim O'Malley):

That the Council:

a)     Notes the minutes of the Waikouaiti Coast Community Board meeting held on 22 August 2018

Motion carried (CNL/2018/134)

 

11        Otago Peninsula Community Board - 23 August 2018

 

Moved (Cr David Benson-Pope/Cr Jim O'Malley):

That the Council:

a)     Notes the minutes of the Otago Peninsula Community Board meeting held on 23 August 2018

Motion carried (CNL/2018/135)

 

12        Strath Taieri Community Board - 23 August 2018

 

Moved (Cr David Benson-Pope/Cr Jim O'Malley):

That the Council:

a)     Notes minutes of the Strath Taieri Community Board meeting held on 23 August 2018

Motion carried (CNL/2018/136)

 

13        Mosgiel-Taieri Community Board - 29 August 2018

 

Moved (Cr David Benson-Pope/Cr Jim O'Malley):

That the Council:

a)     Notes the minutes of the Mosgiel-Taieri Community Board meeting held on 29 August 2018

Motion carried (CNL/2018/137)

 

14        West Harbour Community Board - 29 August 2018

 

Moved (Cr David Benson-Pope/Cr Jim O'Malley):

That the Council:

a)     Notes the minutes of the West Harbour Community Board meeting held on 29 August 2018

Motion carried (CNL/2018/138)

 

15        Saddle Hill Community Board - 30 August 2018

 

Moved (Cr David Benson-Pope/Cr Jim O'Malley):

That the Council:

a)     Notes the minutes of the Saddle Hill Community Board meeting held on 30 August 2018

Motion carried (CNL/2018/139)

 

Reports

16        Dunedin City Council Annual Report 2018

 

A report from Finance asked the Council to approve and adopt the Annual Report for the Dunedin City Council for the financial year ended 30 June 2018.

 

 

The Director, Audit New Zealand (Julian Tan), Auditor (Trevor Makanza) tabled the Independent Auditor’s Report on the Annual Report. 

 

Messrs Tan and Makanza and the General Manager Finance and Commercial (Dave Tombs) and spoke to the report and responded to questions.

 

 

Moved (Cr Mike Lord/Cr Damian Newell):

That the Council:

 

a)     Approves and adopts the Dunedin City Council Annual Report for the financial year ended 30 June 2018, subject to any minor editing required between adoption and final publication.

b)     Authorises the Mayor and Chief Executive to sign the Statement of Responsibility on behalf of Council.

c)     Authorises the Mayor and Chief Executive to sign the Letter of Representation on behalf of Council.

Motion carried (CNL/2018/140)

 

17        2018/19 Capital Budget

 

A report from Finance advised that Council’s 10 year plan 2018-2028 included a Capital Budget for 2018/19. 

 

The report provided a proposal for items to be bought forward to the 2018/19 financial year, items proposed to be realigned to later years and proposed new capital items for approval.

 

 

The Director, Audit New Zealand (Julian Tan),  and General Manager Finance and Commercial (Dave Tombs) and Auditor (Trevor Makanza) spoke to the report and responded to questions and provided comment on the reasons for the realignment of the budget and movement of projects.

 

 

Moved (Cr Mike Lord/Cr David Benson-Pope):

That the Council:

 

a)     Approves the range of capital projects not currently part of the 2018/19 Budget, to be brought forward to the 2018/19 year as shown in Table 1.

b)     Approves the realignment of a range of capital projects currently included in the 2018/19 Budget to later years, as shown in Table 2.

c)     Approves the range of new capital projects to be undertaken in 2018/19, as shown in Table 3. 

d)     Notes the financial impact in 2018/19 of the undertaking and realignment of capital projects which include:

i.    $16.3m of capital expenditure and $3.0m of capital revenue being bought forward from future years.

ii.   The realignment of $3.0 capital expenditure to future years.

iii.   Introduction of new capital expenditure of $11.4m and new capital income of $8.0m.

Motion carried (CNL/2018/141) with Cr Vandervis recording his vote against

 

18        Local Alcohol Policy Adoption

 

A report from Customer and Regulatory Services recommended that the Dunedin Local Alcohol Policy approved by the Alcohol Regulatory and Licensing Authority take effect, in its entirety on 1 February 2019.

 

 

The General Manager Community Services (Simon Pickford) and Group Manager Customer and Regulatory Services (Adrian Blair) spoke to the report and responded to questions.

 

Staff were thanked for the effort and work undertaken in progressing the Local Alcohol Policy.

 

 

Moved (Cr Aaron Hawkins/Cr Jim O'Malley):

That the Council:

 

a)     Gives effect to the Dunedin Local Alcohol Policy, in its entirety, from 1 February 2019.

Motion carried (CNL/2018/142)

 

19        Dunedin Waterfront Vision - project update

 

A report from Corporate Policy provided an update on the progress made on the implementation of the waterfront vision, including the engineering and commercial feasibility work and the development of the business case.

 

The comprehensive work undertaken by staff and in particular the Chief Executive Officer (Sue Bidrose) and Group Manager Community and Planning (Nicola Pinfold) was acknowledged with thanks.

 

 

Moved (Cr David Benson-Pope/Cr Doug Hall):

That the Council:

 

a)     Notes the progress on the Dunedin waterfront vision and the intention to develop an application to the Provincial Growth Fund for capital funding.

Motion carried (CNL/2018/143)

 

20        Proposed parking changes

 

Councillor Staynes withdrew from this item.

A report from Transport outlined proposed changes to the Council’s parking controls and sought Council approval to release them for public consultation. The proposed changes supported the achievement of a safe and efficient transport network for all modes.

The Group Manager Transport (Richard Saunders) and Transport Strategy Manager (Nick Sargent) spoke to the report and responded to questions on the proposed parking changes.

 

Moved (Cr Jim O'Malley/Cr Doug Hall):

That the Council:

 

a)     Approves the proposed parking changes described in the report for public consultation.

Motion carried (CNL/2018/144) with Cr Vandervis recording his vote against

 

21        Meeting Schedule for 2019

 

A report from Civic sought the adoption of a meeting schedule for 2019, in accordance with Clause 19(6)(a) of Schedule 7 of the Local Government Act 2002. 

 

The Team Leader Civic (Sharon Bodeker) spoke to the report.

 

Moved (Cr David Benson-Pope/Cr Damian Newell):

That the Council:

 

a)     Approves the proposed meeting schedule for 2019 as appended to the report.

b)     Notes that the community boards would confirm their own meeting dates during their meeting round in November 2018.

Motion carried (CNL/2018/145)

 

22        Appointment of Electoral Officer

 

A report from Civic advised that under the Local Electoral Act 2001, every local authority must at all times have an electoral officer appointed.  With the passing of the current electoral officer, Council was now required to appoint a new electoral officer.

The report recommended that Anthony Morton from Elections.com be appointed as electoral officer for the Dunedin City Council.

 

 

The Team Leader Civic (Sharon Bodeker) acknowledged the work the late Pam Jordon undertook as Electoral Officer and responded to questions on the proposed change.

 

 

 

Moved (Cr Aaron Hawkins/Cr Doug Hall):

That the Council:

 

a)     Approves the appointment of Anthony Morton as electoral officer for the Dunedin City Council.  

b)     Acknowledges the huge contribution that Pam Jordan made as electoral officer for the Dunedin City Council, the Otago Regional Council and the District Health Board.

Motion carried (CNL/2018/146)

                

 

Resolution to exclude the public

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

 

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:

 

General subject of the matter to be considered

Reasons for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

 

Reason for Confidentiality

C1  Ordinary Council meeting - 2 October 2018 - Public Excluded

S7(2)(g)

The withholding of the information is necessary to maintain legal professional privilege.

S7(2)(i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

.

 

C2  Ordinary Council meeting - 23 October 2018 - Public Excluded

S7(2)(g)

The withholding of the information is necessary to maintain legal professional privilege.

 

S7(2)(i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

 

.

 

C3  Infrastructure Services and Networks Committee - 15 October 2018 - Public Excluded

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.S7(2)(i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

 

 

.

 

C4  Dunedin City Holdings Group Appointment

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C5  Arts Representation for the Grants Subcommittee

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

Personal information is contained in applicants CVs..

C6  Provincial Growth Fund

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

The Otago Regional Economic Development Framework is currently being developed across all Otago Councils, is an early draft and subject to approval by all Councils..

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 and that Jemma Adams (General Manager DCHL) be permitted to attend the meeting to speak to Item C4 and provide assistance in relation to the matters to be discussed.

 

Motion carried (CNL/2018/147)

 

The meeting moved into confidential at 2.35 pm and Councillor Vandervis left the meeting.

The meeting concluded at 3.20 pm

 

 

 

 

 

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

MAYOR

 

 


Council

26 November 2018

 

 

 

 

Audit and Risk Subcommittee

MINUTES

 

Confirmed minutes of an ordinary meeting of the Audit and Risk Subcommittee held in the Otaru Room, Civic Centre, The Octagon, Dunedin on Thursday 26 April 2018, commencing at 2.04 pm

 

PRESENT

 

Chairperson

Susie Johnstone

 

 

 

 

Members

Mayor Dave Cull

Cr Doug Hall

 

Cr Mike Lord

 

 

 

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager, Strategy and Governance), Dave Tombs (General Manager, Finance and Commercial), Andrew Slater (Manger, Risk and Internal Audit), Julian Tan (Audit Director, Audit New Zealand) and Amanda Nicholls (Audit Manager, Audit New Zealand).

 

Governance Support Officer       Wendy Collard

 

 

 

 

1       Apologies

 

Moved (Susie Johnstone/Cr Mike Lord):

That the Subcommittee:

 

Accepts the apologies from Janet Copeland and Cr Chris Staynes (for absence) and Mayor Dave Cull (for lateness and early departure).

 

Motion carried (AR/2018/006)

 

2       Confirmation of agenda

 

 

Moved (Susie Johnstone/Cr Doug Hall):

That the Subcommittee:

 

Confirms the agenda with the following addition or alteration

 

New item – update on audit and risk activity to be taken as Item C14 before Item C12; and

 

Item C3 to be taken before Item C1.

 

Motion carried (AR/2018/007)

 

 

3       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.

 

Susie Johnstone provided an update to her Register of Interest.

 

 

Moved (Susie Johnstone/Cr Mike Lord):

That the Subcommittee:

 

a)     Amends the Elected or Independent Members' Interest Register attached as Attachment A; and

b)     Confirms the proposed management plan for Elected or Independent Members' Interests.

Motion carried (AR/2018/008)

 

4       Confirmation of Minutes

4.1    Audit and Risk Subcommittee meeting - 8 February 2018

 

Moved (Susie Johnstone/Cr Mike Lord):

That the Subcommittee:

 

Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 8 February 2018 as a correct record.

 

 Motion carried (AR/2018/009)

    

Part A Reports

5       Audit and Risk Subcommittee Work Plan 2018

 

A report from Civic provided a copy of the updated Audit and Risk Subcommittee Work Plan 2018 and Governance/Financial Policies.

Following discussion, it was agreed that the workplan would be reformatted with all policies populated in one section of the workplan.

The General Manager, Strategy and Governance (Sandy Graham) provided an update on the 10 Year Plan.

 

Moved (Susie Johnstone/Cr Doug Hall):

That the Subcommittee:

 

a)     Notes the Audit and Risk Subcommittee Work Plan

Motion carried (AR/2018/010)

             

 

Resolution to exclude the public

Moved (Susie Johnstone/Cr Mike Lord):

That the Committee:

 

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:

 

General subject of the matter to be considered

Reasons for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

 

Reason for Confidentiality

C1  Audit and Risk Subcommittee meeting - 8 February 2018 - Public Excluded

S7(2)(j)

The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage.

 

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

 

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

 

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

 

S6(b)

The making available of the information would be likely to endanger the safety of a person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C2  Audit and Risk Subcommittee Action List report

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C3  Draft report from Audit NZ on the Long-Term Plan Consultation Document

S7(2)(i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

The report is in draft.  Discussions are being held with the auditors to finalise the report.

C4  Health and Safety Monthly Reporting for February 2018

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C5  External Audit Outcomes Report - April 2018

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C6  Update on the DCC Internal Audit WorkPlan - April 2018

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

 

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C7  Internal Audit Outcomes Report - April 2018

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C8  Internal Audit - 2017 Data Analytics

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

The report is considered confidential because it refers to Council staff positions where those staff may not have had the opportunity to respond or comment on the report.

C9  Strategic Risk Register Update - April 2018

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C10  ICT Policy Framework: Acceptable Use Policy and Standards - revised April 2018

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C11  Treasury Risk Management Compliance Report

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C12  Protected Disclosure Register

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C13  Investigation Register

S6(b)

The making available of the information would be likely to endanger the safety of a person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 6.

The matters detailed in this report are subject to investigation and information should remain confidential so as not to prejudice the investigation and any possible outcomes of the investigation.

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.

 

That Julian Tan (Audit New Zealand) and Amanda Nicholls (Audit New Zealand) be permitted to remain at the meeting, after the public has been excluded, because of their knowledge of Item C3.  This knowledge, which would be of assistance in relation to the matters discussed, was relevant because they would be reporting on the item under consideration.

 

Motion carried (AR/2018/011)

 

 

The meeting moved into confidential at 2.18 pm and concluded at 5.39 pm.

 

 

 

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

CHAIRPERSON

   

 


Council

26 November 2018

 

 

 

 

Audit and Risk Subcommittee

MINUTES

 

Minutes of an ordinary meeting of the Audit and Risk Subcommittee held in the Otaru Room, Civic Centre, The Octagon, Dunedin on Thursday 14 June 2018, commencing at 2.00 pm

 

PRESENT

 

Chairperson

Susie Johnstone

 

 

 

 

Members

Janet  Copeland

Cr Doug Hall

 

Cr Mike Lord

 

 

 

IN ATTENDANCE

Sandy Graham (General Manager Strategy and Governance); Dave Tombs (General Manager Finance and Commercial); Andrew Slater (Risk and Internal Audit Manager); Julian Tan (Director, Audit New Zealand); Phil Sinclair (Senior Partner Audit & Assurance - Crowe Horwath) and Martyn Solomon (Associate Partner, Audit & Assurance – Crowe Horwath)

 

Governance Support Officer       Lynne Adamson

 

 

1       Public Forum

There was no Public Forum.  

 

2       Apologies

 

Moved (Susie Johnstone/Cr Mike Lord):

That the Subcommittee:

 

Accepts the apologies from Mayor Dave Cull and Cr Chris Staynes and Sue Bidrose.

 

Motion carried (AR/2018/029)

 

3       Confirmation of agenda

 

 

Moved (Cr Mike Lord/Cr Doug Hall):

That the Subcommittee:

 

Confirms the agenda with the following alteration:

That Items 6 – Health and Safety Policy – revised June 2018 and Item 7 – 10 year plan update – June 2018 be taken in the non-public section of the meeting.

 

Motion carried (AR/2018/030)

 

 

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.

 

It was noted that the Charities Register was now required to be included in the Interest Register.  

 

It was requested that the Interest Register be updated to reflect that Janet Copeland was no longer a member of the Invercargill Sunrise Rotary and Cr Mike Lord was now a member of the District Licensing Committee.

 

 

Moved (Cr Doug Hall/Cr Mike Lord):

That the Committee:

 

a)     Amends the Elected or Independent Members' Interest Register and

b)     Confirms the proposed management plan for Elected or Independent Members' Interests.

c)     Includes the Charities Register interests in the Members’ Interest Register.

Motion carried (AR/2018/031)

 

5       Confirmation of Minutes

4.1    Audit and Risk Subcommittee meeting - 26 April 2018

 

Moved (Susie Johnstone/Cr Mike Lord):

That the Subcommittee:

 

Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 26 April 2018 as a correct record.

 

 Motion carried (AR/2018/032)

    

Part A Reports

5    Audit and Risk Subcommittee Work Plan 2018

 

A report from Civic provided a copy of the updated Audit and Risk Subcommittee Work Plan 2018. 

 

The Risk and Internal Audit Manager (Andrew Slater) spoke to the report and responded to questions.

 

 

 

Moved (Susie Johnstone/Cr Doug Hall):

That the Subcommittee:

 

a)     Notes the Audit and Risk Subcommittee Work Plan.

Motion carried (AR/2018/033)

 

6       Health and Safety Policy - revised June 2018

 

This item was taken in the confidential part of the meeting.

 

 

 

7       10 year plan update - June 2018

 

This item was taken in the confidential part of the meeting.

 

 

Resolution to exclude the public

Moved (Cr Mike Lord/Cr Doug Hall):

That the Committee:

 

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:

 

General subject of the matter to be considered

Reasons for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

 

Reason for Confidentiality

C1  Audit and Risk Subcommittee meeting - 26 April 2018 - Public Excluded

S7(2)(j)

The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage.

 

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

 

S7(2)(i)

The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

 

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

 

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

 

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

S6(b)

The making available of the information would be likely to endanger the safety of a person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C2  Audit and Risk Subcommittee Action List report

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C3  Audit NZ - Annual Report Update

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C4  Update on the DCC Internal Audit WorkPlan - June 2018

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

 

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C5  External Audit Outcomes Report - June 2018

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C6  Internal Audit Outcomes Report - June 2018

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C7  Strategic Risk Register - update June 2018

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C8  Dunedin City Holdings Ltd - Update on Audit and Risk Activity

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C9  Treasury Risk Management Compliance Report

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C10  Health and Safety Monthly Report for April 2018

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C11  Conflict of Interest Policy - Revised June 2018

S7(2)(g)

The withholding of the information is necessary to maintain legal professional privilege.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C12  Asset Disposal and Write Off Policy - revised June 2018

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C13  Protected Disclosure Register

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C14  Investigation Register

S6(b)

The making available of the information would be likely to endanger the safety of a person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 6.

The matters detailed in this report are subject to investigation and information should remain confidential so as not to prejudice the investigation and any possible outcomes of the investigation..

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.

That Julian Tan (Audit New Zealand) be permitted to remain at the meeting, after the public has been excluded, because of his knowledge of Item C3.  This knowledge, which would be of assistance in relation to the matters discussed, was relevant because they would be reporting on the item under consideration.

That Phil Sinclair and Martyn Solomon (Crowe Horwath) ) be permitted to remain at the meeting, after the public has been excluded, because of their knowledge of Item C4.  This knowledge, which would be of assistance in relation to the matters discussed, was relevant because they would be reporting on the item under consideration.

 

Motion carried (AR/2018/036)

 

 

The meeting concluded at 2.10 pm.

 

 

 

 

 

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

CHAIRPERSON

   

 


Council

26 November 2018

 

 

 

 

Audit and Risk Subcommittee

MINUTES

 

Minutes of an ordinary meeting of the Audit and Risk Subcommittee held in the Otaru Room, Civic Centre, The Octagon, Dunedin on Friday 31 August 2018, commencing at 2.00 pm

 

PRESENT

 

Chairperson

Susie Johnstone

 

 

 

 

Members

Cr Doug Hall

Cr Mike Lord

 

Cr Chris Staynes

 

 

 

IN ATTENDANCE

Sandy Graham (General Manager Strategy and Governance), Dave Tombs (General Manager Finance and Commercial), Andrew Slater (Manager, Risk and Internal Audit), Julian Tan (Audit Director, Audit New Zealand) and Jenna Hills (Audit Manager, Audit New Zealand)

 

 

Governance Support Officer       Wendy Collard

 

 

 

 

1       Apologies

 

Moved (Susie Johnstone/Cr Chris Staynes):

That the Subcommittee:

 

Accepts the apologies from Janet Copeland and Mayor Dave Cull

 

Motion carried (AR/2018/051)

 

2       Confirmation of agenda

 

 

Moved (Chairperson Susie Johnstone/Cr Doug Hall):

That the Committee:

 

Confirms the agenda without addition or alteration

 

Motion carried (AR/2018/052)

 

 

3       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.

 

Susie Johnstone provided an update to her Register of Interests.

 

 

Moved (Susie Johnstone/Cr Mike Lord):

That the Subcommittee:

 

a)     Amends the Elected or Independent Members' Interest Register attached as Attachment A; and

b)     Confirms the proposed management plan for Elected or Independent Members' Interests.

Motion carried (AR/2018/053)

 

4       Confirmation of Minutes

4.1    Audit and Risk Subcommittee meeting - 14 June 2018

 

Moved (Susie Johnstone/Cr Doug Hall):

That the Subcommittee:

 

Confirms the public part of the minutes of the Audit and Risk Subcommittee meeting held on 14 June 2018 as a correct record.

 

 Motion carried (AR/2018/054)

    

Part A Reports

5       Audit and Risk Subcommittee Work Plan 2018

 

A report from Civic provided the updated Audit and Risk Subcommittee Work Plan 2018. 

 

Moved (Susie Johnstone/Cr Chris Staynes):

That the Subcommittee:

 

a)     Notes the Audit and Risk Subcommittee Work Plan.

Motion carried (AR/2018/055)

             

 

Resolution to exclude the public

Moved (Susie Johnstone/Cr Mike Lord):

That the Subcommittee:

 

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:

 

General subject of the matter to be considered

Reasons for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

 

Reason for Confidentiality

C1  Audit and Risk Subcommittee meeting - 14 June 2018 - Public Excluded

S7(2)(j)

The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage.

 

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

 

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

 

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

 

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

S7(2)(g)

The withholding of the information is necessary to maintain legal professional privilege.

 

S6(b)

The making available of the information would be likely to endanger the safety of a person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C2  Report to the Council on the Interim Audit of Dunedin City Council for the year ended 30 June 2018

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C3  10 year plan update - August 2018

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C4  Audit and Risk Subcommittee Action List report

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C5  Health and Safety Report for July 2018

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C6  Strategic Risk Register - update August 2018

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C7  Update on the DCC Internal Audit WorkPlan -  August 2018

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

 

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C8  Update on the DCC Internal Audit Corrective Actions Register - August 2018

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C9  Update on the DCC External Audit Corrective Actions Register - August 2018

S7(2)(c)(ii)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C10  Top 100 Suppliers - 2017/18 FY

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

The information in this report is commercially sensitive..

C11  Dunedin City Holdings Ltd - Update on Audit and Risk Activity

S7(2)(b)(ii)

The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C12  Treasury Risk Management Compliance Report

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C13  Annual Review - DCC Treasury Risk Management Policy

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C14  Insurance Renewal Year Ended 30 June 2019

S7(2)(h)

The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C15  Protected Disclosure Register

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

S7(2)(c)(i)

The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C16  Investigation Register

S6(b)

The making available of the information would be likely to endanger the safety of a person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 6.

The matters detailed in this report are subject to investigation and information should remain confidential so as not to prejudice the investigation and any possible outcomes of the investigation..

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.

Motion carried (AR/2018/056)

 

That Julian Tan (Audit New Zealand) and Jenna Hills (Audit New Zealand) be permitted to remain at the meeting, after the public has been excluded, because of their knowledge of Item C2.  This knowledge, which would be of assistance in relation to the matters discussed, was relevant because they would be reporting on the item under consideration.

 

 

 

The meeting concluded at 2.11 pm.

 

 

 

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

CHAIRPERSON

   

 

 


Council

26 November 2018

 

 

 

 

Waikouaiti Coast Community Board

MINUTES

 

Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the Blueskin Bay Library, Harvey Street, Waitati on Wednesday 26 September 2018, commencing at 5.30 pm

 

PRESENT

 

Deputy Chairperson

Geraldine Tait

 

Members

Mark Brown

Mandy Mayhem-Bullock

 

Cr Jim O'Malley

Richard Russell

 

Rose Stringer-Wright

 

 

IN ATTENDANCE

Nick Dixon (Group Manager Ara Toi), Gareth Jones (Manager Parks and Cemetery), Kelly Thompson (Personal Assistant to Parks and Recreation Group Manager) and Andrew Lord (Team Leader, Transport Maintenance)

 

Governance Support Officer       Rebecca Murray

 

 

 

1       Public Forum

1.1    Karitane Māori Tours - Alex Whitaker

 

        Alex Whitaker addressed the meeting regarding Karitane Māori Tours. Mr Whitaker        spoke of the venture, of its growth and development.  He commented that Enterprise      Dunedin has been very helpful.

  

2       Apologies

 

Moved (Cr Jim O'Malley/Mark Brown):

That the Board:

 

Accepts the apology from Chairperson Alasdair Morrison.

 

Motion carried (WC/2018/060)

 

3       Confirmation of agenda

 

 

Moved (Rose Stringer-Wright/Cr Jim O'Malley):

That the Board:

 

Confirms the agenda without addition or alteration;

 

Motion carried (WC/2018/061)

 

 

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.

 

Mark Brown declared an interest in W M Brown and Sons

 

 

Moved (Geraldine Tait/Cr Jim O'Malley):

That the Board:

 

a)     Amends the Elected Members' Interest Register

b)     Confirms the proposed management plan for Elected Members' Interests.

Motion carried (WC/2018/062)

 

5       Confirmation of Minutes

5.1    Waikouaiti Coast Community Board meeting - 22 August 2018

 

Moved (Geraldine Tait/Cr Jim O'Malley):

That the Board:

 

Confirms the Waikouaiti Coast Community Board meeting held on 22 August 2018 as a correct record.

 

Motion carried (WC/2018/063)

     Part A Reports

6       Waikouaiti Coast Community Board Action List

 

The report provided an update to the Waikouaiti Coast Community Board on their Action List, which included:

·      Blueskin Recreational Access Group will continue as a group and not go ahead as an incorporated society.

·      Beaches Bylaw signage needed for back beach and the style of the signs.

·      Coast Road surface repairs

 

Moved (Geraldine Tait/Mark Brown):

That the Board:

 

a)     Amends the Action List as appropriate.

Motion carried (WC/2018/064)

 

 

Moved  (Geraldine Tait/Cr Jim O'Malley):

That the Board:

a)     Nominates Richard Russell for Karitane and Waikouaiti and Mandy             Mayhem-Bullock for Seacliff, Waitati and Warrington to follow up                Emergency Plans with Civil Defence.

 

Motion carried (WC/2018/065)

 

7       Library Activity Report

 

A report provided a summary of the activities of the Dunedin Public Libraries for the period 1 February to 30 June 2018, with a focus on the activities of the Waikouaiti and Blueskin Bay Libraries and Service Centres.

 

Moved (Deputy Chairperson Geraldine Tait/Cr Jim O'Malley):

That the Board:

 

a)     Notes the Library Activity Report

Motion carried (WC/2018/066)

 

8       Governance Support Officer's Report

 

In a report from the Governance Support Officer, an update was provided on matters of interest, including:

a)     Project Fund.

b)     Community Board Remuneration.

c)     Funding report by Blueskin BayWatch August 2018.

 

Moved (Geraldine Tait/Cr Jim O'Malley):

That the Board:

 

a)     Notes the Governance Support Officer’s Report.

Motion carried (WC/2018/067)

 

9       Board Updates

 

An update was provided activities which included:

Keep Dunedin Beautiful (KDB)

Mandy Mayhem-Bullock noted that the Keep Dunedin Beautiful AGM would be held 1st October 2018.  The board supported her standing again.  It was advised that the clean-up week went well. 

 

 

Moved (Geraldine Tait/Rose Stringer-Wright):

That the Board:

 

a)     Notes the report.

Motion carried (WC/2018/068)

 

10     Chairperson's Report

 

A verbal report was presented from the Deputy Chairperson at the meeting, which included:

·      Karitane gutter issue

 

 

 

 

 

Moved (Geraldine Tait/Rose Stringer-Wright):

That the Board:

 

a)     Notes the report

Motion carried (WC/2018/069)

 

11     Council Activities

 

Councillor Jim O'Malley provided an update on the Councils LED lighting project.

 

Moved (Deputy Chairperson Geraldine Tait/Cr Jim O'Malley):

That the Board:

a)     Notes the update.

 

Motion carried (WC/2018/070)

 

12     Items for Consideration by the Chair

 

There we no items for consideration by the chair.

             

 

The meeting concluded at 7.45pm.

 

 

 

 

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

CHAIRPERSON

   

 


Council

26 November 2018

 

 

 

 

Strath Taieri Community Board

MINUTES

 

Minutes of an ordinary meeting of the Strath Taieri Community Board held in the Strath Taieri Community Centre, Middlemarch on Thursday 27 September 2018, commencing at 5.00 pm

 

PRESENT

 

Chairperson

Barry Williams

 

Deputy Chairperson

Joan Wilson

 

Members

Norma Emerson

David Frew

 

Cr Mike Lord

Mark O'Neill

 

Jacinta Stevenson

 

 

 

IN ATTENDANCE

Terry Taylor (Contract Supervisor)

 

Governance Support Officer       Sharon Bodeker (Team Leader Civic)

 

 

 

1       Public Forum

1.1    Public Forum- Emma Barker - Strath Taieri School

 

Ms Barker spoke to a funding application from the Strath Taieri School, requesting funding to update the furniture in one of the class rooms.  She advised that the removal of asbestos has been a major project funded by the Ministry for Education.  All of the schools five year capital budget ($90,000) from the Ministry has gone towards this major project, leaving no funding for other projects.  All of the community would benefit from this funding, as many community activities are held at the school, including music lessons, play group, community meetings and other activities.

  

2       Apologies

There were no apologies.

 

3       Confirmation of agenda

 

 

Moved (Member David Frew/Cr Mike Lord):

That the Board:

 

Confirms the agenda with the following addition, that Ms Stevenson would provide an update on Keep Dunedin Beautiful. 

 

Motion carried (STCB/2018/022)

 

 

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.

 

 

Moved (Mark O'Neill/Jacinta Stevenson):

That the Board:

 

a)     Notes the Elected Members' Interest Register; and

b)     Confirms the proposed management plan for Elected Members' Interests

 

.Motion carried (STCB/2018/023)

 

5       Confirmation of Minutes

5.1    Strath Taieri Community Board meeting - 23 August 2018

 

Moved (Joan Wilson/Jacinta Stevenson):

That the Board:

 

Confirms the minutes of the Strath Taieri Community Board meeting held on 23 August 2018 as a correct record.

 

Motion carried (STCB/2018/024)

Part A Reports

6       Project Fund Applications

 

Consideration was given to the funding application received for the Strath Taieri School for $3,000 towards the purchase of furniture for the new senior room space.

 

 

Discussion took place on the application and if there would be any community benefit.  It was acknowledged that this rural school is the hub of the community, and it hosts numerous community activities. 

 

 

Moved (Joan Wilson/David Frew):

That the Board:

 

a)     Approves the funding application for $3,000.00, towards the purchase of furniture for the Strath Taieri School. 

Motion carried (STCB/2018/025)

 

7       Governance Support Officers Report

 

In a report the Governance Support Officer provided an update on activities relevant to the Board area including:

·           Project Fund

·           Community Board Remuneration

·           Action List

 

Moved (Norma Emerson/David Frew):

That the Board:

 

a)     Notes the Governance Support Officers Report;

b)     Amends the Action List as appropriate

Motion carried (STCB/2018/026)

 

8       Chairperson's Update

 

The Chairperson provided an update on the following items:

·      Road Conditions - Mr Terry Taylor spoke to this item.  He apologised that work that was to be undertaken by a council contractor had not been done.  The work had been approved and was in the work programme.  A meeting had been held with the contractor to address the non-performance issue. 

     Mr Taylor advised that the Old Dunstan Road would be closed a week longer than planned due to issues with snow at the Clutha end of the road.

·      Weed Spraying – work has been completed as scheduled.

·      Public meeting re mine – a public meeting will be held early in 2019. 

·      Keep Dunedin Beautiful – Jacinta Stevenson gave an update of the activities of Keep Dunedin Beautiful.  She advised that the AGM would be held on Monday 1 October 2018. 

·      Playground – Joan Wilson noted that the new swings in the playground were too high for children to be able to use them.  A request is to be made to the DCC for the swings to be lowered. 

 

9       Council Activities

 

Cr Mike Lord provided an update on Council activities.  He noted that the 2GP now had a decisions date in November, and he spoke about the report on the Mt Ross Road bridge replacement going to the Council meeting on 2 October. 

 

 

             

 

The meeting concluded at 6.43 p.m.

 

 

 

 

 

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

CHAIRPERSON

   


Council

26 November 2018

 

 

 

 

Otago Peninsula Community Board

MINUTES

 

Minutes of an ordinary meeting of the Otago Peninsula Community Board held in the Portobello Bowling Club, Sherwood Street, Portobello on Thursday 27 September 2018, commencing at 10.00 am

 

PRESENT

 

Chairperson

Paul Pope

 

Deputy Chairperson

Hoani Langsbury

 

Members

Lox Kellas

Graham McArthur

 

Christine Neill

Cr Andrew Whiley

 

IN ATTENDANCE

Nick Dixon (Group Manager Ara Toi), Bernie Hawke (Manager, Library Services), Gareth Jones (Manager, Parks and Cemetery)

 

Governance Support Officer       Rebecca Murray

 

 

1       Opening

Hoani Langsbury opened the meeting with a reflection.

2       Public Forum

1          1.1    The Caselberg Trust – Barbara Wilkins

Barbara Wilkins a Committee Member from The Caselberg Trust spoke to their funding application.  Ms Wilkins provided a handout to members on what the Trust had achieved and reiterated what the funding would be used for.  She advised a lot of time was spent on fundraising and supporting the artists. 

 

3       Apologies

 

Moved (Lox Kellas/Christine Neill):

That the Board:

 

Accepts the apology from Edna Stevenson.

 

Motion carried (OPCB/2018/046)

 

4       Confirmation of agenda

 

 

Moved (Hoani Langsbury/Graham McArthur):

That the Board:

 

Confirms the agenda without addition or alteration.

 

Motion carried (OPCB/2018/047)

 

5       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.

 

Christine Neill declared an interest in the Coronation Hall Society

 

 

Moved (Paul Pope/Hoani Langsbury):

That the Board:

 

a)     Amends the Elected Members' Interest Register.

b)     Confirms the proposed management plan for Elected Members' Interests.

Motion carried (OPCB/2018/048)

 

6       Confirmation of Minutes

6.1    Otago Peninsula Community Board meeting - 23 August 2018

 

Moved (Paul Pope/Christine Neill):

That the Board:

 

Confirms the minutes of the Otago Peninsula Community Board meeting held on 23 August 2018 as a correct record.

 

Motion carried (OPCB/2018/049)

     Part A Reports

7       Library Activity Report

 

The report provided a summary of the activities of the Dunedin Public Libraries for the period 1 February to 30 June 2018, with a focus on the activities of the Bookbuses.   It also provided an overview and comment on library usage for 2017/18.

 

Moved (Paul Pope/Hoani Langsbury):

That the Board:

 

a)     Notes the Library Activity Report.

Motion carried (OPCB/2018/050)

 

8       Highcliff Road Slip Repair

 

Due to the unavailability of the Transport Delivery Manager there was no update provided.

 

9       Governance Support Officer's Report

 

The report informed the Otago Peninsula Community Board of activities relevant to the Board area including:

a)     Project Fund

b)     Board Remuneration

c)     Action Lists.

Parks and Recreation

Peninsula Tracks – Successful in gaining an intern.  If time allowed non Dunedin City Council tracks could be included, there is an overlap of DOC and Dunedin City Council tracks.

Tomahawk School Options – Process being put in place with the building to deal with earthquake strengthening.

Te Rauone Reserve Upgrade – A meeting was held on 22 October with the community.

Barbeques at Macandrew Bay – Staff were concerned with ongoing plan and upkeep.  Graham had obtained pricing from a company in Australia barbeque equipment.

Overhanging Trees, Portobello Road – Tress would be pruned prior to Christmas

Vehicles on Tomahawk Beach – Complaints had been received regarding the new bylaw and the enforcement of the bylaw.  Signage to be changed before Christmas.

Transport

Highcliff Road – Discussions were held on areas which require further signage, there was concern around rubbish being found at the pull off sites.

 

Moved (Paul Pope/Graham McArthur):

That the Board:

 

a)     Notes the Governance Support Officer's Report.

b)     Notes the letter of thanks from the Committee of Scott Hall, Harwood.

c)     Notes the information about Board remuneration.

d)     Amends the Action Lists as appropriate.

Motion carried (OPCB/2018/052)

 

10     Funding Application - The Caselberg Trust

 

Consideration was given to a funding application from the The Caselberg Trust to purchase an iPad and to complete landscaping.  

 

Moved (Lox Kellas/Cr Andrew Whiley):

That the Board:

 

a)     Grants the funding application from The Caselberg Trust for $500.00 towards materials to complete the landscaping.

Motion carried (OPCB/2018/053)

 

11     Working Parties/Board Area Liaison Updates

 

Rural Roads

Lox Kellas advised there was a new form of road marking on the Peninsula which were not professionally carried out.  He provided a picture of the new road marking.  It was advised that the location is around the Sandymount Road area.  Arrows would be a better system.

Business Directory

Paul Pope thanked Christine Neill for all her hard work.  Discussions were held around any potential privacy issues.

 

Emergency Response Plan

Lox Kellas spoke of the Civil Defence meeting that he attended and provided an update on the various activities.  This was to establish a community plan to use in the event of an emergency.  Civil Defence were provided with the Otago Peninsula Community Board Civil Defence Aide-memoir.  Also met with Paul Allen from Civil Defence afterward and discussed tsunami evacuation plans, a few of the areas in the Peninsula have now got a plan.  He asked the board to help with identifying the community groups that could help with an emergency.  Also spoke of the cruise ships and buses, in the event of an emergency the ship can come over to pick up the passengers, there are three wharfs which this can occur at.  It was agreed that Lox Kellas would place an article in the community newsletter to identify assets which would assist during an event.

 

Members' Area Updates

Lox Kellas will provide information to Graham McArthur around the mooring of the coast guard boat for the Broadbay newsletter.

 

Christine Neill advised the tourist meeting went well, with some good interactions.  She was disappointed to hear that rubbish was being dumped on Highcliff Road again.  Paul Pope advised that he had spoken to someone around dumped animal carcasses on Dicksons Hill, this was followed up with DCC staff. 

 

Lox Kellas to include the new marine operators into the emergency plan.

 

12     Chairperson's Report

 

The Chairperson provided updates to the Board on the following matters:

 

a)  Letter of support provided for ECOTAGO Charitable Trust.

b)  Freedom camping – Note was made of a few that had camped recently.

c)  Cruise Ship Travel Incident Plan.

d)  Function for tour operators – Paul Pope thanked Christine Neill for organising the event.

e)  Biodiversity Forum was to be held (February/March 2019).

f)  Rabbit control workshop (Otago Regional Council) – Paul Pope attended the workshop.

g)  Harwood Reserves – add to the action list.

h)  Proposed Keep Dunedin Beautiful Clean-up at gun emplacements on 6 October 2018.

i)   Outcome of ORC bus route change hearing – Paul Pope attended the hearing, the 308 bus should include Harington Point, this suggestion had been raised with the ORC.

j)   Outcome of Tomahawk facilities discussion.

k)  Portobello water outage during school holidays (4 October 2018).

l)   Aurora letter received regarding the Port Chalmers to Portobello Power Upgrade, a map was provided with the letter informing of the process around the upgrade.

 

 

Moved (Paul Pope/Lox Kellas):

That the Board:

 

a)     Notes the Chairperson's Report.

b)     Approves the Board's letter of support for the ECOTAGO Charitable Trust.

c)     Approves the Board's submission on bus route changes.

Motion carried (OPCB/2018/054)

 

13     Councillor's Update

 

Councillor Andrew Whiley provided an update on matters of interest to the Board, which included; cruise ship visits, activity of Film Dunedin and the Easter Trading Bylaw.

 

Moved (Paul Pope/Lox Kellas):

That the Board:

 

a)     Notes the report.

Motion carried (OPCB/2018/055)

 

14     Items for Consideration by the Chair

 

There were no items for consideration.

 

             

The meeting concluded at 11.47am.

 

 

 

 

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

CHAIRPERSON

   

 


Council

26 November 2018

 

 

 

 

Saddle Hill Community Board

MINUTES

 

Minutes of an ordinary meeting of the Saddle Hill Community Board held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Wednesday 03 October 2018, commencing at 3.30 pm

 

PRESENT

 

Chairperson

Scott Weatherall

 

Deputy Chairperson

Leanne Stenhouse

 

 

Members

Peter Gouverneur

Keith McFadyen

 

Paul Weir

 

 

 

IN ATTENDANCE

Bernie Hawke (Library Services Manager) and Josh Von Pein (Transport Delivery Manager)

 

Governance Support Officer       Lynne Adamson

 

 

 

1       Public Forum

1.1    Fairfield Fitness Group

 

Christine MacDonell addressed the Board on behalf of the funding application from the Fairfield Fitness Group.  She tabled information on the equipment needed for the group and responded to questions.

 

2       Apologies

Apologies were received from Christina McBratney and Cr Conrad Stedman.

 

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

 

        Accepts the apologies from Christina McBratney and Cr Conrad Stedman.

 

Motion carried (SHCB/2018/023)

 

3       Confirmation of agenda

 

 

Moved (Scott Weatherall/Peter Gouverneur):

That the Board:

 

Confirms the agenda without addition or alteration

 

Motion carried (SHCB/2018/024)

 

 

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.

 

 

Moved (Scott Weatherall/ Leanne Stenhouse):

That the Board:

 

a)     Notes the Elected Members' Interest Register; and

b)     Confirms the proposed management plan for Elected Members' Interests.

Motion carried (SHCB/2018/025)

 

5       Confirmation of Minutes

5.1    Saddle Hill Community Board meeting - 30 August 2018

 

Moved (Scott Weatherall/Peter Gouverneur):

That the Board:

 

Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 30 August 2018 as a correct record.

 

Motion carried (SHCB/2018/026)

Part A Reports

6       Library Activity Report

 

A report from Arts and Culture provided a summary of the activities of the Dunedin Public Libraries for the period 1 February to 30 June 2018, with a focus on the Book buses.

The Library Services Manager (Bernie Hawke) spoke to the report and provided an overview on library usage for 2017/18.

 

Moved (Scott Weatherall/Keith McFadyen):

That the Board:

 

a)     Notes the Library Activity Report.

Motion carried (SHCB/2018/027)

 

7       Saddle Hill Community Board Action List

 

A report from Civic provided an update on the Saddle Hill Community Board Action Lists.

 

The Transport Delivery Manager (Josh Von Pein) spoke to the transport items of interest which included:

 

Brighton Road, Waldronville – the seal where the fencing and replanting had been undertaken would be completed in November.

 

Blackhead Road Designs – the designs had been completed and would be provided to the Chair.

 

Taieri Mouth Road – the reseal would be undertaken later in the month.

 

Sickels Street Parking – proposed changes would be included in the parking review for public consultation in November.

 

Scroggs Hill Road – Members raised concern with speed issues on Scroggs Hill Road and questioned whether speed bumps could be installed.  Mr Von Pein advised that he did not think speed bumps would be feasible but would investigate further and report back.

 

Following a drive around with staff, the Chair spoke to the parks and recreation items of interest which included:

 

Waldronville Pumping Ground – the Chair requested an update on suggestions for community use of the land.

 

Sportsfields – an update on timeframes for the maintenance/upgrade of sportsfields was requested.

 

Brighton Toilets – the Chair advised that staff had site visited and had identified the work required.

 

Kaikorai Estuary Car Park – The Board had requested that the car park be extended.  The Chair advised that he would discuss this with the Pistol Club first.

 

Brighton BBQ – The Board would like to know if it was possible to move the BBQ currently situated on the land near the Brighton shop to the playground to enable more family/community use.

 

Main Road, Fairfield vegetation – concerns had been raised about the vegetation around the school crossing on Fairfield and staff had agreed that it did not meet Council requirements and would address the issue.

 

Picnic Tables – the Board requested confirmation on whether Council or the Board was responsible for the payment and installation of picnic tables in the area.

 

 

Moved (Scott Weatherall/Peter Gouverneur):

That the Board:

 

a)     Amends the Action Lists as appropriate.

Motion carried (SHCB/2018/028)

 

8       Funding Application

 

On behalf of the Fairfield Group Fitness, Christine MacDonell, applied for between $200 and $1,500 funding for equipment and hall hire at Fairfield School to support the fitness sessions to be held in Fairfield.

 

Moved (Leanne Stenhouse/ Scott Weatherall):

That the Board:

 

a)     Approves the funding application from Fairfield Fitness Group for $200.00  Hall Hire costs to be paid direct to Fairfield School.

Motion carried (SHCB/2018/029)

 

9       Governance Support Officer's Report

 

A report from Civic provided an update activities relevant to the Board area which included:

a)     Discretionary Fund

b)     250th Anniversary of the discovery of Saddle Hill by Captain Cook – the Board requested that staff investigate any central government funding available to support an event.

c)     Southern Coast Community Response Team Get Together

 

 

Moved (Scott Weatherall/ Paul Weir):

That the Board:

 

         a)      Notes the Governance Support Officer’s Report.

b)     Requests staff investigate any central government funding available to support a 250th Anniversary of the discovery of Saddle Hill by Captain Cook event.

Motion carried (SHCB/2018/030)

 

10     Board Updates and Projects

 

Board members will provide updates on activities including:

Keep Dunedin Beautiful – it was noted that the proposed mural for Fairfield Reserve was in progress and the installation would occur in November.  The Board agreed that once completed, they would like to provide a shared lunch for the pupils of Fairfield School who had worked on the project.

OAR Radio – it was agreed that Peter Gouverneur would speak at the next community board slot on OAR Radio.

Greater Green Island – it was noted that the new playground would open on 12 October.

Community Pantries – Ms Stenhouse provided an update on the community pantry project.  She advised that the locations that had been identified to date, the first on Brighton Road near the café, Viscount Road, Waldronville and Westwood.  A location for one in Fairfield was yet to be identified.  Bunnings Warehouse had provided a letter in support of the project pledging a donation of $200 of product per shed.  It was agreed that the quotation from the Green Island Shed for making the sheds would be accepted. -

 

Moved (Leanne Stenhouse/Paul Weir):

That the Board:

 

a)     Approves up to $1500.00 to be paid to The Green Island Shed to make three Community Pantries.

Motion carried (SHCB/2018/031)

 

11     Chairperson's Report

 

The Chair provided an update on items of interest which included:

·          Transportation

·          Working Bee

·          Civil Defence

·          Community Service

·          Freedom Camping

·          Christmas Get Together – It was agreed that the Christmas get together would be held on Friday 2 November at the Village Green, Sunnyvale.

·          Next Meeting – it was agreed that the date of the next meeting would Tuesday 20 November and it would be held in the Otaru Room, Civic Centre with a workshop beforehand.

 

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

 

a)     Notes the report.

Motion carried (SHCB/2018/032)

 

12     Council Activities

 

The Ward Councillor (Councillor Conrad Stedman) was absent from the meeting.

 

 

13     Items for Consideration by the Chair

 

-    The Board requested an update on Community Halls as discussed at previous meetings with staff.

-    Mr McFadyen advised that he would be an apology for the next meeting.

 

The meeting concluded at 4.50 pm.

 

 

 

 

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

CHAIRPERSON


Council

26 November 2018

 

 

 

 

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 03 October 2018, commencing at 5.30 pm

 

PRESENT

 

Chairperson

Steve Walker

 

Deputy Chairperson

Trevor Johnson

 

Members

Francisca Griffin

 

 

Ange McErlane

 

 

Jan Tucker

 

 

Cr Aaron Hawkins

 

 

 

IN ATTENDANCE

Graham McKerracher (Communications and Marketing Manager) and Merrin McCrory (Asset and Commercial Manager)

 

Governance Support Officer       Jennifer Lapham

 

 

 

1       Public Forum

The Chairperson advised that both speakers had withdrawn from the public forum.

 

2       Apologies

The Chairperson advised that an apology had been received from Ryan Jones.

.

Moved (Steve Walker/Aaron Hawkins):

That the Board:

        Accepts the apology from Ryan Jones.

 

Motion carried (WHCB/2018/055)

 

3       Confirmation of agenda

 

 

Moved (Steve Walker/Francisca Griffin):

That the Board:

 

Confirms the agenda noting the withdrawal of Item 7, Project Fund Application.

 

 

Motion carried (WHCB/2018/056)

 

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.

 

 

Moved (Steve Walker/Ange McErlane):

That the Board:

 

a)     Notes the Elected Members' Interest Register; and

b)     Confirms the proposed management plan for Elected Members' Interests.

Motion carried (WHCB/2018/057)

 

5       Confirmation of Minutes

5.1    West Harbour Community Board meeting - 29 August 2018

 

Moved (Steve Walker/Ange McErlane):

That the Board:

 

Confirms the minutes of the West Harbour Community Board meeting held on 29 August 2018 as a correct record.

 

 Motion carried (WHCB/2018/058)

Part A Reports

6       Library Activity Report

 

In a report the Library Services Manager provided a summary of the activities of the Dunedin Public Libraries for the period 1 February to 30 June 2018, with a focus on the activities of the Port Chalmers Library and Service Centre.

 

Moved (Aaron Hawkins/Trevor Johnson):

That the Board:

 

a)     Notes the Library Activity Report

Motion carried (WHCB/2018/059)

 

7       Funding Applications

 

This item was withdrawn.

 

8       Governance Support Officers Report

 

In a report the Governance Support Officer provided an update on activities relevant to the Board was provided including:

·           Project Fund

·           Sims Building Engagement

·           Action List

 

 

A discussion took place on the Sims Building Engagement and the purpose for submitters presenting their ideas to the Board.  Members sought clarification on the process, who would make the final decision and if submitters would have the right to speak to Councillors as well as the Board.

 

 

Moved (Trevor Johnson/Aaron Hawkins):

That the Board:

a)    Agree to commence the 21 November 2018 meeting earlier, if required, to hear submissions on the future of the Sims Building.

 

 Motion carried (WHCB/2018/060)

 

 

A discussion took place on the Action List with a number of amendments being made.

 

 

Moved (Steve Walker/Aaron Hawkins):

That the Board:

 

a)     Notes the Governance Support Officers Report;

b)     Amends the Action List as appropriate

Motion carried (WHCB/2018/061)

 

9    Board Representation and Areas of Responsibility

 

 

a)     Port Environment Liaison Committee

 

Ange McErlane provided an update on the activities of the Committee.

 

b)     Ravensdown Community Liaison Group

 

Trevor Johnson provided an update from the Community Liaison Group, he expressed concern regarding Kiwi Rail using land beside the walkway for the processing of logs.  He was concerned that this was a Health and Safety issue.

 

c)     Keep Dunedin Beautiful

 

The Chairperson advised that the AGM had been held and Jan Tucker had been re-elected as Chairperson and himself as Deputy Chairperson.

 

d)     Funding Applications Report Back

 

Francisca Griffin advised that she was following up on the outstanding report backs.

 

e)     West Harbour Beautification Trust

 

The Chairperson advised that trees purchase and been approved and the next section of sycamore removal was ready to commence.

 

f)     Policing Issues – Jan Tucker

 

Jan Tucker expressed concern regarding the level of policing in the area.  She commented that the local police officer was often deployed into Central Dunedin.  Members were concerned about the lack of policing during the cruise ship season.  It was agreed the Chairperson would contact the local Area Commander to discuss the issue. 

 

g)     Vision Port Chalmers

 

        Jan Tucker provided an update on the activities of Vision Port Chalmers. 

 

h)     Access Radio

 

Francisca Griffin advised that Ryan Jones had attended the last session.  It was agreed that Jan Tucker  would attend the session in October.

 

 

 

 

10     Chairperson's Report

 

The Chairperson provided an update on matters of interest including:

a)     Dion’s Place – The sign has been approved and will be made without charge.

b)     A request had been made from some local shop keepers for a signage to the Whale Mural.  Members felt that it was not necessary to provide a sign as it was easily located. 

 

c)     Aurora Electricity has undertaken an upgrade of some power poles which would involve Quarantine Island would consult with affected parties.

d)     That the people who had spoken regarding the dog park have been in touch with the relevant Council department.

 

e)     That there was some concern regarding the farewelling of cruise ships and the lack of tangata whenau involvement.  A meeting was being held to discuss the matter.

 

f)     That the issues surrounding the Ravensbourne Boat Club were being progressed.  He had written to the Otago Regional Council and had a response from the Chairman.

 

g)     Francisca Griffin advised that Food Share was not interested in having a food pantry outside the hall, but a local resident may progress the matter.

 

 

Moved (Steve Walker/Trevor Johnson):

That the Board:

a)     Notes the Chairperson’s report.

 

Motion carried (WHCB/2018/062)

 

11     Council Activities

 

Cr Hawkins provided an update on matters of interest including his Notice of Motion relation to the speed limit in Port Chalmers, and the Council had supported it.  He advised that the Mayor to discuss the matter.  He advised that the Waste Minimisation Fund had been signed off and that the Council had not approved trading on Easter Sunday.  He also commented that the 2GP should be released in November.

 

 

 

12     Notification of Items for Consideration by the Chairperson

 

 

 

 

There were no items notified.

 

 

 

             

 

The meeting concluded at 6.30 pm .

 

 

 

 

 

 

 

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

C H A I R P E R S O N