Attachments of Council

Council

24 February 2020

Council

MINUTES

Minutes of an ordinary meeting of the Dunedin City Council held in the Council Chamber, Municipal Chambers, The Octagon, Dunedin on Tuesday 10 December 2019, commencing at 1.04 pm

PRESENT

Mayor	Mayor Aaron Hawkins
Deputy Mayor	Cr Christine Garey
Members	Cr Sophie Barker	Cr David Benson-Pope
	Cr Rachel Elder	Cr Doug Hall
	Cr Carmen Houlahan	Cr Marie Laufiso
	Cr Mike Lord	Cr Jim O'Malley
	Cr Jules Radich	Cr Chris Staynes
	Cr Lee Vandervis	Cr Steve Walker

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager City Services), Simon Drew (General Manager Infrastructure Services), Simon Pickford (General Manager Community Services), Dave Tombs (General Manager Finance and Commercial), John Christie (Director Enterprise Dunedin), Graham McKerracher (Manager, Council Communications and Marketing), Robert West (Group Manager Parks and Recreation), Owen Graham (Senior Leasing and Land Advisor), Tami Sargeant (Team Leader Regulation Management – Transport), Michael Tannock (Network Assets Team Leader), Gavin Logie (Financial Controller) and Lawrie Warwood (Financial Analyst)

Governance Support Officer Lynne Adamson

1 Opening

Maurice Turketo, Church of Jesus Christ of the Latter Day Saints opened the meeting with a prayer.

2 Public Forum

2.1 Public Forum - Immigration Office/Services

Paul Gourlie and Potama sought support for the establishment of Otepoti Dunedin Immigration office/services. He asked for support to establish a permanent or rotating office to provide these services.

Mr Gourlie noted that there should be universal access to education and health for all residents and appealed for the city to take ownership of the University and he spoke of the living wage.

2.2 Public Forum - Commercial Rates

Matt Easton advised that he owned the Pool House and back packers and felt that commercial accommodation providers were on an unfair playing field in respect of commercial rates, compared to the University and Air B and B properties, both of which rent out beds.

Mr Easton voiced his concerns with freedom campers parking close together and spoke of the use and potential risk should a gas cannister blow. He advised that he adhered to all safety regulations and believed the campers should also.

2.3 Public Forum - Sims Building

Kristine Smith and Tim Heath (Sims Building Action Group) read their written submission concerning the Sims Building.

It was moved Mayor Aaron Hawkins/Cr Christine Garey:

That the Council:

Extend the public forum.

Motion carried

Ms Smith and Mr Heath responded to questions on the provision of car parks; heritage and the financial pressure to rebuild.

2.4 Public Forum - Reverse the Closure of the Carriageway

Anne Marie Parsons spoke of the achievements of her late husband; Henry Richard Wain Skinner, and her disappointment that they had never been recognised.

His achievements included fencing off the albatross colony to provide protection for the albatross, .setting up the Taieri Gorge Railway, and running a small tour company, which he used to advocate and successfully bring cruise ships to Dunedin.

In response to questions, Ms Parsons commented that she would like recognition for her late husband and agreed that a plaque appropriately placed would be suitable.

2.5 Public Forum - Octagon Closure

Dougal McGowan, Otago Chamber of Commerce addressed the meeting on the proposed Octagon closures. He commented on the concerns raised by affected businesses on the lack of communication they had received over the proposed trial.

Mr McGowan noted earlier committee reports where support was given for pedestrianisation trials to be undertaken in the lower Octagon and lower Stuart Street. He commented that full closure was not supported, and that the upper Octagon should be open and available for buses to drop off and pick up passengers.

Mr MGowan responded to questions.

2.6 Public Forum - Octagon Closure

Paul Phelan, Chairman, Dunedin Host spoke on the proposed Octagon closure during Jan – March 2020, noting the Dunedin Host members and the tourism industry had concerns with the proposed closure. Mr Phelan spoke of the lack of communication and consultation. He advised that he understood that Council had approved closure of the lower Octagon and lower Stuart Street previously and therefore, the new proposal raised confusion.

Mr Phelan commented that the impact the closure would have on cruise ship visitors and tourism with buses unable to drop passengers in the centre of the city, and the negative impact for businesses, including the need to reprint previously printed material.

Mr Phelan then responded to questions.

3 Apologies

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

Accepts the apology from Cr Andrew Whiley for absence and Cr Doug Hall for lateness.

Motion carried (CNL/2019/045)

4 Confirmation of agenda

Moved (Mayor Aaron Hawkins/Cr Mike Lord):

That the Council:

Confirms 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.

That Item C3 – Property Arrangement Grant Sport Otago be withdrawn from the meeting.

Motion carried (CNL/2019/046)

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.

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

a) Notes the Elected Members' Interest Register attached; and

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

c) Notes the Executive Leadership Team Interest Register.

Motion carried (CNL/2019/047)

6 Confirmation of Minutes

6.1 Ordinary Council meeting - 25 October 2019

Moved (Mayor Aaron Hawkins/Cr Rachel Elder):

That the Council:

Confirms the public part of the minutes of the Ordinary Council meeting held on 25 October 2019 as a correct record.

Motion carried (CNL/2019/048)

6.2 Ordinary Council meeting - 30 October 2019

Moved (Mayor Aaron Hawkins/Cr Chris Staynes):

That the Council:

Confirms the public part of the minutes of the Ordinary Council meeting held on 30 October 2019 as a correct record.

Motion carried (CNL/2019/049)

6.3 Ordinary Council meeting - 12 November 2019

Moved (Mayor Aaron Hawkins/Cr Chris Staynes):

That the Council:

Confirms the public part of the minutes of the Ordinary Council meeting held on 12 November 2019 as a correct record.

Motion carried (CNL/2019/050)

7 Minutes of Community Boards

7 Otago Peninsula Community Board - 31 October 2019

Moved (Cr Christine Garey/Cr Jim O'Malley):

That the Council:

a) Notes the minutes of the Otago Peninsula Community Board meeting held on 31 October 2019.

Motion carried (CNL/2019/051)

8 Strath Taieri Community Board - 31 October 2019

Moved (Cr Mike Lord/Cr Jim O'Malley):

That the Council:

a) Notes the minutes of the Strath Taieri Community Board meeting held on 31 October 2019

Motion carried (CNL/2019/052)

9 Mosgiel-Taieri Community Board - 7 November 2019

Moved (Cr Carmen Houlahan/Cr Jim O'Malley):

That the Council:

a) Notes the minutes of the Mosgiel-Taieri Community Board meeting held on
07 November 2019

Motion carried (CNL/2019/053)

10 Saddle Hill Community Board - 7 November 2019

Moved (Cr Jules Radich/Cr Jim O'Malley):

That the Council:

a) Notes the minutes of the Saddle Hill Community Board meeting held on 07 November 2019

Motion carried (CNL/2019/054)

11 Waikouaiti Coast Community Board - 7 November 2019

Moved (Cr Jim O'Malley/Cr Rachel Elder):

That the Council:

a) Notes the minutes of the Waikouaiti Coast Community Board meeting held on 07 November 2019

Motion carried (CNL/2019/055)

12 West Harbour Community Board - 7 November 2019

Moved (Cr Steve Walker/Cr Sophie Barker):

That the Council:

a) Notes the minutes of the West Harbour Community Board meeting held on 07 November 2019.

Motion carried (CNL/2019/056)

Reports

13 Approval to Grant Electricity Easement to Aurora Energy - part Mosgiel Memorial Park
	A report from Parks and Recreation discussed an application by Aurora Energy Limited for the grant of an electricity easement over part of Mosgiel Memorial Park.
	The Group Manager Parks and Recreation (Robert West) and Leasing and Land Advisor (Owen Graham) spoke to the report and responded to questions.
	Moved (Cr Mike Lord/Cr Chris Staynes): That the Council: a) Grants, as administering body of the Mosgiel Memorial Park, pursuant to Section 48 of the Reserves Act 1977, an easement in gross to Aurora Energy Limited for the installation of underground cables and ancillary equipment over part of the Mosgiel Memorial Park (Record of Title 296322). b) Decides that the criteria for exemption from public notification had been met. c) Acting under its delegation from the Minister of Conservation dated 12 June 2013 and pursuant to Section 48 of the Reserves Act 1977, approves an easement in gross to Aurora Energy Limited for the installation of underground cables and ancillary equipment over part of Mosgiel Memorial Park (Record of Title 296322). Motion carried (CNL/2019/057)

14 Approval to Grant two Drainage Easements over Part Fraser's Creek Local Purpose (Esplanade) Reserve
	A report from Parks and Recreation discussed an application by TPD and JPD Trustees Limited (the Applicant), owners of 152A Kaikorai Valley Road, Dunedin, for the grant of two drainage easements over part of the Local Purpose (Esplanade) Reserve adjoining Fraser’s Creek adjacent to 152A Kaikorai Valley Road. The easements would enable the owners to connect into the existing Council foul sewer that was located within the Local Purpose (Esplanade) Reserve and to discharge collected rainwater directly into Fraser’s Creek. The easement requirements were a condition of the resource consent issued for the four-lot subdivision of 152A Kaikorai Valley Road, Dunedin (SUB-2019-89).
	The Group Manager Parks and Recreation (Robert West) and Leasing and Land Advisor (Owen Graham) spoke to the report.
	Moved (Cr Chris Staynes/Cr Mike Lord): That the Council: a) Acting in its capacity as the administering body of part of the Fraser’s Creek Local Purpose (Esplanade) Reserve pursuant to the Reserves Act 1977: i) Grants easements to drain water and sewage over part of the Fraser’s Creek Local Purpose (Esplanade) Reserve adjacent to 152A Kaikorai Valley Road, Dunedin, being Lot 5 DP 521710, Record of Title 830080, subject to the conditions outlined in this report. ii) Approves waiving the annual rental for use of the reserve. iii) Decides that the criteria for exemption from public notification had been met. b) Acting under delegation from the Minister of Conservation dated 12 June 2013, and pursuant to section 48 of the Reserves Act 1977, consents to the grant of easements to drain water and sewage over part of the Fraser’s Creek Local Purpose (Esplanade) Reserve adjacent to 152A Kaikorai Valley Road, Dunedin, being Lot 5 DP 521710, Record of Title 830080, subject to the conditions outlined in this report. Motion carried (CNL/2019/058)

15 Proposal to Rename Desert Road to Moepuku Road
	A report from Transport sought consideration of a proposal for the renaming of ‘Desert Road’, which joins Harington Point Road on the Otago Peninsula to ‘Moepuku Road’.
	The General Manager Infrastructure Services (Simon Drew) and Team Leader Regulatory Management – Transport (Tami Sargeant) spoke to the report and responded to questions.
	Moved (Cr Steve Walker/Cr Marie Laufiso): That the Council: a) Approves renaming ‘Desert Road’ to ‘Moepuku Road’. Motion carried (CNL/2019/059)

16 Naming of a new road off Holyhead Street, Outram
	A report from Transport sought approval of a name for a new road off Holyhead Street, Outram, as part of the Balmoral development by Balmoral Developments (Outram) Ltd. The new road name proposed by the developer was ‘Frank Ferguson Place’, and ‘Franks Place’ as an alternative name. The report noted that ‘Frank Ferguson Place’ did not comply with the length criteria of the Road Naming Policy however the name ‘Franks Place’ did comply and was presented for consideration and approval.
	The General Manager Infrastructure Services (Simon Drew) and Team Leader Regulatory Management – Transport (Tami Sargeant) spoke to the report and responded to questions.
	Moved (Cr Steve Walker/Cr Jules Radich): That the Council: a) Approves naming of a new road off Holyhead Street, Outram, within the Balmoral development as ‘Franks Place’. Motion carried (CNL/2019/060)

17 Naming of a new road off Dundee Road, Mosgiel
	A report from Transport sought approval a new road in the Highland Park Subdivision off Dundee Road, Mosgiel, to be named Silverdale Place.
	The General Manager Infrastructure Services (Simon Drew) and Team Leader Regulatory Management – Transport (Tami Sargeant) spoke to the report and responded to questions.
	Moved (Cr Chris Staynes/Cr Christine Garey): That the Council: a) Approves naming of a new road off Dundee Road, Mosgiel, within the Highland Park Subdivision as ‘Silverdale Place’. Motion carried (CNL/2019/061)

18 Naming of a private way off Caledonia Drive, Mosgiel
	A report from Transport sought approval for a private way off Caledonia Drive, Mosgiel, to be named Neil Collins Lane as part of the Stage 11 of the Silver Springs subdivision.
	The General Manager Infrastructure Services (Simon Drew) and Team Leader Regulatory Management – Transport (Tami Sargeant) spoke to the report and responded to questions.
	Moved (Cr Chris Staynes/Cr Carmen Houlahan): That the Council: a) Approves naming the private way off Caledonia Drive, Mosgiel, as ‘Neil Collins Lane’. Motion carried (CNL/2019/062)

19 Naming of a private way off 212 Gladstone Road North, Mosgiel
	A report from Transport sought approval for a private way off 212 Gladstone Road North, Mosgiel to be named Pomerania Lane.
	The General Manager Infrastructure Services (Simon Drew) and Team Leader Regulatory Management – Transport (Tami Sargeant) spoke to the report and responded to questions.
	Moved (Cr Mike Lord/Cr Christine Garey): That the Council: a) Approves naming the private way off 212 Gladstone Road North, Mosgiel, as ‘Pomerania Way’. Motion carried (CNL/2019/063)

20 Review of Roading Bylaw
	A report from Transport recommended a review of the Roading Bylaw 2008 as the most appropriate way to address roading related issues in Dunedin, including regulating the activities of road corridor users and their impact on the roading asset. The Roading Bylaw would be automatically revoked on 30 June 2020 if it is not reviewed.
	The General Manager Infrastructure Services (Simon Drew) and Team Leader Regulatory Management – Transport (Tami Sargeant) spoke to the report and responded to questions.
	Moved (Cr Jim O'Malley/Cr Christine Garey): That the Council: a) Determines that a bylaw is the most appropriate way to regulate the activities of road corridor users and their impact on the roading asset in Dunedin. b) Notes that a draft Statement of Proposal and draft Roading Bylaw 2020 will be developed and presented to the Council in January 2020. c) Notes that a draft proposed Speed Limits Bylaw 2004 amendment will be developed and presented to the Council in January 2020. Motion carried (CNL/2019/064)

21 Meeting Schedule for 2020

A report from Civic sought approval for the adoption of a meeting schedule for 2020, in accordance with Clause 19(6)(a) of Schedule 7 of the Local Government Act 2002. This Clause allows the Council to adopt a schedule of meetings to cover any future period that the local authority considers appropriate.

The General Manager City Services (Sandy Graham) spoke to the report and responded to questions.

Moved (Cr Chris Staynes/Cr Rachel Elder):

That the Council:

a) Approves the proposed meeting schedule for 2020 as appended to the report.

b) Notes that the Community Boards would confirm their own meeting dates at their next meetings.

Motion carried (CNL/2019/065)

22 Delegation for Dunedin Heritage TRUST Fund
	A report from Civic advised that the delegation to the Dunedin Heritage Trust Fund was needed to allow the December 2019 meeting to proceed.
	The General Manager City Services (Sandy Graham) spoke to the report and responded to questions.
	Moved (Cr Lee Vandervis/Cr David Benson-Pope): That the Council: a) Approves the delegation for the Dunedin Heritage Trust Fund. Motion carried (CNL/2019/066)

23 Financial Result - Period Ended 31 October 2019
	A report from Finance provided the financial results for the period ended 31 October 2019 and the financial position as at that date .
	The General Manager Finance and Commercial (Dave Tombs), Financial Controller (Gavin Logie) and Financial Analyst (Lawrie Warwood) spoke to the report.
	Moved (Cr Mike Lord/Cr Jim O'Malley): That the Council: a) Notes the Financial Performance for the period ended 31 October 2019 and the Financial Position as at that date. Motion carried (CNL/2019/067)

24 Dunedin City Holdings Limited Share Capital
	A report from Finance advised that the current DCC Group borrowing arrangements required the level of Dunedin City Holdings Limited (“DCHL”) uncalled share capital to be greater than DCC Group debt. The uncalled share capital of DCHL was currently $850m.
	The Chief Executive Officer (Sue Bidrose) and General Manager Finance and Commercial (Dave Tombs) spoke to the report and responded to questions on equity and debt level and provided comparisons with the Dunedin City Council and other Councils.
	Moved (Cr Mike Lord/Cr David Benson-Pope): That the Council: a) Notes that using the existing DCC Treasury framework, the share capital of Dunedin City Holdings Limited needs to be increased to enable future DCC Group debt to exceed $850m. b) Recommends the share capital of Dunedin City Holdings Limited be increased to provide $975m of uncalled share capital. c) Instructs DCHL that DCC Group debt cannot exceed the level included in the current DCHL Statement of Intent ($927m) without a specific resolution of council authorising such an increase. Division The Council voted by division: For: Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Doug Hall, Carmen Houlahan, Marie Laufiso, Mike Lord, Jim O'Malley, Jules Radich, Chris Staynes, Steve Walker and Mayor Aaron Hawkins (13). Against: Cr Lee Vandervis (1). Abstained: Nil The division was declared CARRIED by 13 votes to 1 Motion carried (CNL/2019/068)

It was moved (Mayor Aaron Hawkins/Cr Christine Garey)

That the Council:

Adjourn the meeting for 15 minutes.

Motion carried

The meeting adjourned at 3.19 pm and reconvened at 3.35 pm.

25 Code of Conduct
	Standing Order 20.2(c) was suspended for the duration of this item.
	A report from the Chief Executive Officer advised that a Code of Conduct complaint was laid on receipt of a complaint by a Dunedin City Council (DCC) Customer Service Centre staff member about the behaviour of Cr Lee Vandervis. The matter was investigated in line with the process outlined in the Code of Conduct and a report into the complaint and a summary of legal issues was provided for consideration. Councillor Vandervis spoke to the matter and advised that, in his opinion, there had been no breach and gave reasons for his view.
Councillor Vandervis then withdrew from the item.
	Councillors spoke to the perceived breach and agreed to accept the findings of the investigation and issue Cr Vandervis with a written censure.
	Moved (Cr Mike Lord/Cr Christine Garey): That the Council: a) Accept the findings of David Benham’s investigation; and b) Issue a written censure to Cr Vandervis in response. Division The Council voted by division For: Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Doug Hall, Carmen Houlahan, Marie Laufiso, Mike Lord, Jim O'Malley, Jules Radich, Chris Staynes, Steve Walker and Mayor Aaron Hawkins (13). Against: Nil Abstained: Nil The division was declared CARRIED by 13 votes to 0 Motion carried (CNL/2019/069)

Cr Vandervis returned to the table at 4.13 pm

26 Notice of Motion - Energy Efficiency Initiatives

In accordance with Standing Order 26.1, a Notice of Motion had been received from Mayor Aaron Hawkins.

Mayor Aaron Hawkins spoke to the Notice of Motion which was then considered by Council.

Moved (Mayor Aaron Hawkins/Cr Steve Walker):

That the Council:

a) Requests that the Minister for Energy reinvest any non-compliance penalties handed down to Aurora into energy efficiency initiatives in the DCC, CODC and QLDC areas;

b) Seeks support from other funding and public agencies to further advance this work; and

c) Ask staff to identify options to broaden existing council mechanisms that deliver on our Cosy Homes ambitions.

Division

The Council voted by division

For: Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Doug Hall, Carmen Houlahan, Marie Laufiso, Mike Lord, Jim O'Malley, Jules Radich, Chris Staynes, Steve Walker and Aaron Hawkins (13).

Against: Cr Lee Vandervis (1).

Abstained: Nil

The division was declared CARRIED by 13 votes to 1

Motion carried (CNL/2019/070)

27 Notice of Motion - St Clair Beach
	In accordance with Standing Order 26.1, a Notice of Motion had been received from Cr Jules Radich. Councillor Radich spoke to the Notice of Motion which was then considered by Council.

	Moved (Cr Jules Radich/Cr Jim O'Malley): That the Council: a) Requests a report assessing the feasibility of, and options for reinstating the existing timber groyne structure at St Clair Beach, including: i) An assessment of the risks and benefits of the groyne including reference to Kettle Park and the risks of doing nothing ii) A construction time and cost estimate iii) A strategic assessment of its effects on the wider coastal system and the Council’s exisiting work programme Division The Council voted by division For: Crs Sophie Barker, David Benson-Pope, Rachel Elder, Doug Hall, Carmen Houlahan, Mike Lord, Jim O'Malley, Jules Radich, Chris Staynes, Lee Vandervis, Steve Walker and Aaron Hawkins (12). Against: Crs Christine Garey and Marie Laufiso (2). Abstained: Nil The division was declared CARRIED by 12 votes to 2 Motion carried (CNL/2019/071)

28 Notice of Motion - Octagon Closure
	In accordance with Standing Order 26.1, a Notice of Motion had been received from Councilor Carmen Houlahan. Councillor Houlahan spoke to the Notice of Motion which was then considered by Council. It was agreed that the resolutions would be taken separately.
	Moved (Cr Carmen Houlahan/Cr Sophie Barker): That the Council: a) Urgently reviews the plans for Octagon closures Division The Council voted by division For: Crs Sophie Barker, Rachel Elder, Doug Hall, Carmen Houlahan, Jim O'Malley, Jules Radich, Chris Staynes and Lee Vandervis (8). Against: Crs David Benson-Pope, Christine Garey, Marie Laufiso, Mike Lord, Steve Walker and Aaron Hawkins (6). Abstained: Nil The division was declared CARRIED by 8 votes to 6 Motion carried (CNL/2019/072)
	b) Discuss the plans thoroughly with all affected parties weekly. Division The Council voted by division For: Crs Doug Hall, Jules Radich and Lee Vandervis (3). Against: Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Carmen Houlahan, Marie Laufiso, Mike Lord, Jim O'Malley, Chris Staynes, Steve Walker and Aaron Hawkins (11). Abstained: Nil The division was declared LOST by 11 votes to 3

Resolution to exclude the public

Moved (Mayor Aaron Hawkins/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 - 12 November 2019 - Public Excluded and the Councillor Only Council meeting – Public Excluded	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)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.	.
C2 Potential Land Transaction	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.
C3 Property Arrangement Grant Sport Otago	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.
C4 Sims Building Update	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)(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.
C5 Council Appointments of External Representatives	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.

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 Keith Cooper (Chairperson, Dunedin City Holdings Ltd) be permitted to attend the meeting to speak to Item C2, Potential Land Transactions to provide assistance in relation to the matters to be discussed.

Motion carried (CNL/2019/073)

The meeting moved into confidential at 5.18 pm and concluded at 6.02 pm.

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

MAYOR

Council

24 February 2020

Council

MINUTES

Minutes of an ordinary meeting of the Dunedin City Council held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Friday 31 January 2020, commencing at 10.02 am

PRESENT

Mayor	Mayor Aaron Hawkins
Members	Cr Sophie Barker	Cr David Benson-Pope
	Cr Rachel Elder	Cr Doug Hall
	Cr Carmen Houlahan	Cr Marie Laufiso
	Cr Mike Lord	Cr Jim O'Malley
	Cr Jules Radich	Cr Chris Staynes
	Cr Lee Vandervis	Cr Steve Walker
	Cr Andrew Whiley

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Sandy Graham (General Manager City Services), Simon Drew (General Manager Infrastructure Services), Simon Pickford (General Manager Community Services), Dave Tombs (General Manager Finance and Commercial), John Christie (Director Enterprise Dunedin), Graham McKerracher (Manager, Council Communications and Marketing), Chris Henderson (Group Manager Waste and Environmental Solutions), Catherine Irvine (Senior Strategy and Policy Officer), Stephen Hogg (Assistant Parks and Recreation Planner), Robert West (Group Manager Parks and Recreation), Nicola Pinfold (Group Manager Community and Planning), Paul Coffey (Senior Community Advisor), Jamie Shaw (Senior Communications Advisor) and Anna Johnson (City Development Manager)

Governance Support Officer Lynne Adamson

1 Public Forum

There was no Public Forum.

2 Apologies

Moved (Mayor Aaron Hawkins/Cr David Benson-Pope):

That the Council:

Accepts the apologies from Cr Christine Garey for absence and from Cr Lee Vandervis for early departure.

Motion carried (CNL/2020/001)

3 Confirmation of agenda

Moved (Mayor Aaron Hawkins/Cr Chris Staynes):

That the Council:

Confirms the agenda with the following alteration

In regard to Standing Order 21.4, that Option C be adopted in relation to moving and seconding and speaking to amendments.

Motion carried (CNL/2020/002)

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 (Mayor Aaron Hawkins/Cr Rachel Elder):

That the Council:

a) Notes the Elected Members' Interest Register; and

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

c) Notes the Executive Leadership Team Register.

Motion carried (CNL/2020/003)

Reports

5 Review of the Camping Control Bylaw 2015

A report from Parks and Recreation advised that Council had adopted the Camping Control Bylaw 2015 (the Bylaw) on 1 November 2015 to manage freedom camping across the city. Since that time, the volume of freedom campers visiting the city had increased substantially, and the length of the freedom camping season had extended.

The Group Manager Parks and Recreation (Robert West) and Parks and Recreation Planner (Stephen Hogg) spoke to the report and responded to questions on the Camping Control Bylaw Review Summary 2020 and the Camping Control Bylaw 2015.

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

That the Council:

a) Notes the Review of the Camping Control Bylaw 2015 report.

Motion carried (CNL/2020/004)

6 Submission on Resource Managment Issues and Options Paper

A report from City Development and Community and Planning sought approval of a submission to the Ministry for the Environment on the options and issues paper “Transforming the resource management system: Opportunities for change”.

The Group Manager Community and Planning (Nicola Pinfold) and City Development Manager (Anna Johnson) spoke to the report and responded to questions on the submission.

Moved (Cr David Benson-Pope/Cr Marie Laufiso):

That the Council:

a) Approves the submission on the consultation document “Transforming the resource management system: Opportunities for change.”

Motion carried (CNL/2020/005)

7 Submission - Reducing waste: a more effective landfill levy
	A report from Waste and Environmental Solutions sought approval of a draft submission to the Ministry for the Environment (MfE) on proposed changes to the Waste Minimisation Act Part 3 Waste Disposal Levy (also called Waste Disposal Levy, Waste Levy, or Landfill Levy).
	The Group Manager Waste and Environmental Solutions (Chris Henderson) and Solid Waste Manager (Cath Irvine) spoke to the report and responded to questions on the submission. During discussion Cr Lee Vandervis left the meeting at 11:02 a.m..
	Moved (Cr Doug Hall/Cr Jim O'Malley): That the Council: a) Approves the submission to the Ministry for the Environment on the consultation document ‘Reducing waste: a more effective landfill levy’. Motion carried (CNL/2020/006)

8 Submission on Employment, Labour Markets and Income - Technological Change and the Future of Work, Draft Report
	A report from Community and Planning sought approval of a draft submission to the Productivity Commission on the Employment, labour markets and income, Technological change and the future of work, Draft report.
	The Group Manager Community and Planning (Nicola Pinfold) and Senior Community Advisor (Paul Coffey) spoke to the report and responded to questions on the submission.
	Moved (Cr Sophie Barker/Cr Jim O'Malley): That the Council: a) Approves the submission to the Productivity Commission on the Employment, labour markets and income, Technological change and the future of work, Draft report. Motion carried (CNL/2020/007)

9 Committee Structure and Delegations Manual 2019

A report from Civic advised that minor changes had been made to the Committee Structure and Delegations Manual to primarily provide clarity and correct any issues of ambiguity or conflict between provisions.

The manual was now presented for formal adoption by the Council.

The General Manager City Services (Sandy Graham) spoke to the report and responded to questions on the manual.

Moved (Mayor Aaron Hawkins/Cr Doug Hall):

That the Council:

a) Adopts the Committee Structure and Delegations Manual 2019 with any editorial changes or amendments as considered necessary.

Motion carried (CNL/2020/008)

The meeting concluded at 11.52 am.

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

MAYOR

Council

24 February 2020

Council

MINUTES

Minutes of an ordinary meeting of the Dunedin City Council held in the Council Chamber, Municipal Chambers, The Octagon, Dunedin on Tuesday 11 February 2020, commencing at 6.29 pm

PRESENT

Mayor	Mayor Aaron Hawkins
Deputy Mayor	Cr Christine Garey
Members	Cr Sophie Barker	Cr David Benson-Pope
	Cr Rachel Elder	Cr Doug Hall
	Cr Carmen Houlahan	Cr Marie Laufiso
	Cr Mike Lord	Cr Jim O'Malley
	Cr Jules Radich	Cr Lee Vandervis
	Cr Steve Walker

IN ATTENDANCE

Governance Support Officer Lynne Adamson

1 Public Forum

There was no Public Forum.

2 Apologies

Moved (Mayor Aaron Hawkins/Cr Steve Walker):

That the Council:

Accepts the apologies for absence from Crs Andrew Whiley and Chris Staynes and for lateness from Crs Jules Radich and Lee Vandervis.

Motion carried (CNL/2020/009)

3 Confirmation of agenda

Moved (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

Confirms the agenda with the following addition or alteration

In regard to Standing Order 21.4, that Option C be adopted in relation to moving and seconding and speaking to amendments.

Motion carried (CNL/2020/010)

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 (Mayor Aaron Hawkins/Cr Christine Garey):

That the Council:

a) Notes the Elected Members' Interest Register; and

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

c) Notes the staff members’ Interest Register.

Motion carried (CNL/2020/011)

Reports

5 2020-21 Rating Method
	A report from Finance provided Council with options to increase the proportion of rates revenue collected by way of the general rate following a request from Council.
	The General Manager City Services (Sandy Graham) and Financial Controller (Gavin Logie spoke to the report and responded to questions. During discussion Crs Jules Radich and Lee Vandervis entered the meeting at 6.31 pm. There was a discussion on the impact of the new rating method and options for the Community Services Targeted Rate. During discussion Cr Doug Hall left the meeting at 7.03 pm and returned at 7.08 pm Cr Doug Hall left the meeting at 7.14 pm and returned at 7.16 pm.
	Moved (Cr David Benson-Pope/Cr Jim O'Malley): That the Council, for the purposes of community engagement: a) Reduces the Community Services Targeted Rate to $100.00. b) Approves the current rating method for the setting of all other rates for the 2020-21 year. Division The Council voted by division For: Crs Sophie Barker, David Benson-Pope, Rachel Elder, Christine Garey, Marie Laufiso, Jim O’Malley, Steve Walker and Mayor Aaron Hawkins (8). Against: Crs Doug Hall, Carmen Houlahan, Mike Lord, Jules Radich and Lee Vandervis (5). Abstained: Nil The division was declared CARRIED by 8 votes to 5 Motion carried (CNL/2020/012)

6 Short Term Visitor Accommodation
	A report from Finance advised that Council currently had two active resolutions related to rating differentials and recommended that Council considered dealing with both matters as part of a single review to be carried out as part of the development of the 2021-31 10 year plan. This would avoid unnecessary, and costly, administrative duplication and avoid adopting a piecemeal approach to changes to the current rating method.
	The General Manager Finance and Commercial (Dave Tombs) and Financial Controller (Gavin Logie) spoke to the report and responded to questions. During discussion Cr Lee Vandervis left the meeting at 07:24 pm and Cr Doug Hall left at 7.35 pm.
	Moved (Cr David Benson-Pope/Cr Jim O'Malley): That the Council: a) Reviews all general rate differentials in time for 2021-31 10 year plan. b) Notes that there will be no change to rating differentials for 2020/21 financial year .Motion carried (CNL/2020/013)

7 Funding Options: Subsidised Bus Fares in Dunedin
	A report Finance provided options for the funding of subsidised bus fares in Dunedin for the 2020/21 financial year.
	The General Manager Finance and Commercial (Dave Tombs) and Financial Controller (Gavin Logie) spoke to the report and responded to questions. Cr Christine Garey left the meeting at 7.55 pm and returned at 7.57 pm
	Moved (Cr Mike Lord/Cr Carmen Houlahan): That the Council: a) Treat any required subsidy that may be necessary as unbudgeted expenditure in the 2020/21 financial year. b) Notes that once the required level of expenditure is ascertained, the cost can be included in the development of the 2021-31 10 year plan. Motion carried (CNL/2020/014)

The meeting closed at 8.10 pm

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

MAYOR

Council

24 February 2020

Infrastructure Services Committee

MINUTES

Minutes of an ordinary meeting of the Infrastructure Services held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Monday 10 February 2020, commencing at 1.00 pm

PRESENT

Chairperson	Cr Jim O'Malley
Deputy Chairperson	Cr Jules Radich
Members	Cr Sophie Barker	Cr David Benson-Pope
	Cr Rachel Elder	Cr Christine Garey
	Cr Doug Hall	Cr Carmen Houlahan
	Cr Mike Lord	Cr Chris Staynes
	Cr Steve Walker	Cr Lee Vandervis

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Simon Drew (General Manager Infrastructure Services), Sandy Graham (General Manager City Services), Dave Tombs (General Manager Finance and Commercial), Tom Dyer (Group Manager 3 Waters), Jeanine Benson (Group Manager Transport), Nick Sargent (Transport Strategy Manager), Robert West (Group Manager Parks and Recreation), Chris Henderson (Group Manager Waste and Environmental Solutions) and David Bainbridge-Zafar (Group Manager Property Services)

Governance Support Officer Jennifer Lapham

1 Public Forum

There was no Public Forum.

2 Apologies

Apologies were received from Mayor Aaron Hawkins, Crs Marie Laufiso and Andrew Whiley.

Moved (Cr Jim O'Malley/Cr Steve Walker):

That the Committee:

Accepts the apologies from Mayor Aaron Hawkins, Crs Marie Laufiso and Andrew Whiley.

Motion carried (ISC/2020/001)

3 Confirmation of agenda

Moved (Cr Jim O'Malley/Cr Jules Radich):

That the Committee:

Confirms the agenda without addition or alteration

Motion carried (ISC/2020/002)

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.

Cr Lord advised the he was no longer a shareholder in Silver Fern Farms, and was now the Chairperson of Otaru Rural Support and Chairperson of Federated Farmers Charitable Trust.

Moved (Cr Jim O'Malley/Cr Christine Garey):

That the Committee:

a) Amends the Elected Members' Interest Register

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

Motion carried (ISC/2020/003)

Part A Reports

5 3 Waters Activity Report for the two Quarters ending 31 December 2019

In a report from 3 Waters, Tom Dyer, Group Manager 3 Waters, provided an update on water, wastewater and stormwater operations, maintenance and capital works, including contracted out services.

Simon Drew, General Manager Infrastructure Services, and Tom Dyer, Group Manager 3 Waters, spoke to the report and responded to questions.

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

That the Committee:

a) Notes the Three Waters Activity Report for the six months ending 31 December 2019.

Motion carried (ISC/2020/004)

6 Transport Activity Report for the Two Quarters ending 31 December 2019
	In a report from Transport, Merrin Dougherty, Asset and Commercial Manager, provided an update Transport.
	Jeanine Benson (Group Manager Transport) and Nick Sargent (Transport Strategy Manager) spoke to the report and responded to questions.
	Moved (Cr Steve Walker/Cr Doug Hall): That the Committee: a) Notes the Transport Activity Report for the six months ending 31 December 2019. Motion carried (ISC/2020/005)

7 Parks and Recreation Activity for the Period ending 31 January 2020
	In a report from Parks and Recreation, Robert West, Group Manager Parks and Recreation provided an on the operations, maintenance and capital works, including contracted out services, for the period 1 October 2019 – 31 January 2020.
	Sandy Graham, General Manager City Services and Robert West, Group Manager Parks and Recreation spoke to the report and responded to questions.
	Moved (Cr Chris Staynes/Cr Rachel Elder): That the Committee: a) Notes the Parks and Recreation Activity Report for the period ending 31 January 2020. Motion carried (ISC/2020/006)

8 Waste and Environmental Solutions Activity Report for the two quarters ending 31 December 2019
	In a report from Waste and Environmental Solutions, Chris Henderson, Group Manager Waste and Environmental Solutions, provided an update on and Environmental Solutions operations, maintenance and capital works, including contracted services.
	Simon Drew, General Manager Infrastructure Services and Chris Henderson, Group Manager Waste and Environmental Solutions spoke to the report and responded to questions. During the discussion Cr Mike Lord left the meeting at 03:05 p.m.
	Moved (Cr Steve Walker/Cr Doug Hall): That the Committee: a) Notes the Waste and Environmental Solutions Activity Report for the six months ending 31 December 2019. Motion carried (ISC/2020/007)

9 Property Services Activity Report for the two Quarters Ending 31 December 2019
	In a report from Property, David Bainbridge-Zafar, the City Property Manager provided an update on Property Services operations, maintenance and capital works for the two quarters 01 July 2019 to 31 December 2019.
	Sandy Graham, General Manager City Services and David Bainbridge-Zafar, Property Services Manager, spoke to the report and responded to questions.
	Moved (Cr Chris Staynes/Cr David Benson-Pope): That the Committee: a) Notes the Property Services Activity Report for the six months ending 31 December 2019. Motion carried (ISC/2020/008)

10 Items for Consideration by the Chair

Cr Benson-Pope requested that the Committee be provided with the speed monitoring reports.

Cr Elder requested information on how communities can request cycle and walking trails in their area.

Cr Garey requested an update on the installation of the rain radar.

The meeting concluded at 3.27 pm.

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

C H A I R P E R S O N

Council

24 February 2020

Waikouaiti Coast Community Board

MINUTES

Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the East Otago Events Centre, Main Road, Waikouaiti on Wednesday 20 November 2019, commencing at 5.30 pm

PRESENT

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

IN ATTENDANCE

David Bainbridge (Group Manager Property Services)

Governance Support Officer Rebecca Murray

1 Public Forum

1.1 Public Forum - Waitati Volunteer Fire Brigade

Charles Abraham from the Waitati Volunteer Fire Brigade addressed the meeting about its funding application. He provided an update to Board members regarding a verbal approval from FENZ for a utility to be operational, and be able to travel under lights and siren. This means it will be a proper emergency services vehicle and will have its own sign call.

Geraldine Tait entered the meeting at 5.36 pm.

He responded to members’ questions, which included the area covered by this vehicle and, if granted the money, would there be room for a sponsor’s board to show that the Waikouaiti Coast Community Board provided funds.

1.2 Public Forum - 5g Free Dunedin

John Benthom and Christopher Le Brenton from 5g Free Dunedin addressed the meeting about the safety measures for the 5g rollout. They represented residents who reside in areas within the Community Board area, and wanted to raise the awareness and concerns of the health and safety with the pending 5g upgrade. They responded to members’ questions.

Moved (Alasdair Morrison/Mandy Mayhem-Bullock):

That the Board:

a) Extends the Public Forum.

Motion carried (WC/2019/062)

The 5g Free Dunedin representatives requested that the Community Board and Council invoke the cautionary principle of the roll out in Dunedin until vigorous health and safety testing had been undertaken.

2 Apologies

An apology for lateness was received from Cr Jim O’Malley.

Moved (Alasdair Morrison/Mark Brown):

That the Board:

a) Accepts the apology for lateness from Cr Jim O’Malley.

Motion carried (WC/2019/063)

3 Confirmation of agenda

Moved (Alasdair Morrison/Sonya Billyard):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (WC/2019/064)

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 (Alasdair Morrison/Mark Brown):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (WC/2019/065)

5 Confirmation of Minutes

5.1 Waikouaiti Coast Community Board meeting - 7 November 2019

Moved (Mark Brown/Sonya Billyard):

That the Board:

Confirms the Waikouaiti Coast Community Board meeting held on 07 November 2019 as a correct record.

Motion carried (WC/2019/066)

Part A Reports

6 Otago Regional Council Update
	Julian Phillips, Team Leader Public Transport and Garry Maloney, Manager Transport, attended the meeting to provide an update to the Board on bus services and bus shelters, which included: · Bus services for the area, · Regional Public Transport Plan and Land Transport Plan – Consultation scheduled for around end of 2020 beginning 2021. The Waikouaiti Coast Community Board will provide a written submission to ORC on bus services, · Small budget is available to support events. A bus will be provided for the Waitati Music Festival going from Dunedin to Palmerston Return, and · School bus services. Cr Jim O’Malley entered the meeting at 6.20 pm. They responded to members questions, which included: · The removal of leaning rails from bus shelters and replacing with seating, · If a midnight bus could be reintroduced, · Recheck the dates for the consultation of the Land Transport and Regional Transport Plans, · Researching and pricing a possible local supplier for bus shelters, · Hawksbury bus shelter issue, · Why Coast Road is not used for the bus route, · Why the public and school services cannot be combined, and · Why the Gold Card cannot be used for all services.
	Moved (Alasdair Morrison/Mark Brown): That the Board: a) Notes the Otago Regional Council update. Motion carried (WC/2019/067)
	The meeting adjourned at 6.34 pm and reconvened at 6.36 pm.

7 Waikouaiti Coast Community Board Action List Report

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

· Matanaka Drive Planting Project – Mark Brown advised that the planting has been completed for this season and will commence again at the start of Autumn.

· Shortcut Road – Road is currently closed as the top 200 metres is being sealed as part of the conditions approved for the subdivision resource consent issued.

Moved (Alasdair Morrison/Mark Brown):

That the Board:

a) Amends the Action List as appropriate.

Motion carried (WC/2019/068)

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) Nomination Community Board Executive Committee c) Remuneration d) Community Hall Management Agreement e) Round the Boards – OAR FM programme f) Meeting Schedule g) Correspondence Inwards - Funding Report Back
	Moved (Mark Brown/Geraldine Tait): That the Board: a) Nominates Mandy Mayhem-Bullock as a representative to the Community Board Executive Committee. Motion carried (WC/2019/069)
	Moved (Chairperson Alasdair Morrison/Cr Jim O'Malley): That the Board: a) Notes the Governance Support Officer’s Report. b) Notes the remuneration update. d) Notes the Community Hall Management Agreement update. e) Requests further information to support the proposed OAR FM programme for Community Boards. f) Agrees the first meeting for 2020 will be held on 22 January at 5.30 pm at Waitati. g) Notes the funding reports. Motion carried (WC/2019/070)

9 Funding Applications
	The report provided a copy of three funding applications that had been received for the Board’s consideration. Te Hau Kāika requested $500.00 to assist with artist fees and exhibition costs including marketing and technical support for a weeklong multimedia exhibition to be held at the Gallery on Blueskin, Waitati. Waitati Music Festival requested $700.00 for toilet hire at the 2020 festival. Waitati Volunteer Fire Brigade requested $2,000.00 to assist with the fitout of the rapid response utility vehicle. Rural post contractor, Marja, requested payment of $69.00 for delivering 600 flyers in and around the Waitati Area.
	Moved (Andy Barratt/Mark Brown): That the Board: a) Declines the funding application from Te Hau Kāika. Motion carried (WC/2019/071)
	Moved (Alasdair Morrison/Cr Jim O'Malley): That the Board: a) Lays the funding application on the table from Waitati Music Festival and requests more definitive financial information. Motion carried (WC/2019/072)
	Moved (Andy Barratt/Alasdair Morrison): That the Board: a) Approves the funding of $2,000.00 from Waitati Volunteer Fire Brigade to assist with the fitout of the rapid response utility vehicle. Motion carried (WC/2019/073)
	Moved (Alasdair Morrison/Mark Brown): That the Board: a) Approves the payment of $69.00 to the Rural Post Contractor Leith Valley Enterprises Ltd for delivering 600 flyers subject to an invoice being submitted. Motion carried (WC/2019/074)

10 Chairperson's Report

The Chairperson provided a verbal update at the meeting, which included:

· Thank you card received from Gwen Pullar.

· 5G – The Board Chair to contact the Planning and Environment Committee and the Dunedin City Council regarding this matter. In the meantime the Board area would like to be left out of the upgrade until further notice.

Sonya Billyard left the meeting at 7.46 pm and re-entered at 7.48 pm.

· Waitati curve speed limit – The Board Chair will write a letter to NZTA requesting a 80km speed limit and also request the Dunedin City Council to write a letter to the Regional Transport Committee.

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

That the Board:

a) Notes the Chairperson’s report.

Motion carried (WC/2019/075)

11 Board Representation and Other Responsibilities

The Chairperson advised that the Board needed to appoint representatives to various organisations and other responsibilities.

Moved (Alasdair Morrison/Mandy Mayhem-Bullock):

That the Board:

a) Appoints

I. Mark Brown to Matanaka Drive dune replanting

II. Geraldine Tait to Waikouaiti transfer station and recycling

III. Mandy Mayhem-Bullock to Keep Dunedin Beautiful Committee

IV. Geraldine Tait, Mandy Mayhem-Bullock, Alasdair Morrison and Sonya Billyard to improving bus services

V. Sonya Billyard, Mark Brown, Mandy Mayhem-Bullock and Alasdair Morrison to Emergency Management

VI. Sonya Billyard (Social Media), Andy Barratt, Alasdair Morrison and Mandy Mayhem-Bullock regarding Communication with the community

VII. Mark Brown to Blueskin Recreational Access Group (BRAG)

VIII. Alasdair Morrison and Sonya Billyard to Waikouaiti BMX Track project

IX. Mandy Mayhem-Bullock, Mark Brown, Andy Barratt (with a focus on Oamaru-Dunedin cycleway) and Geraldine Tait (activities for older children) regarding recreational activities

X. Andy Barratt to Truby King Reserve committee

XI. Alasdair Morrison as Liaison with grant applicants

XII. Alasdair Morrison and Geraldine Tait to Freedom camping

XIII. Alasdair Morrison to Reserves and Beaches Bylaw working group

XIV. Alasdair Morrison to Waikouaiti Horse Trainers

XV. Mark Brown and Andy Barratt to disposal of green waste

XVI. Sonya Billyard and Alasdair Morrison to Road Safety

XVII. Alasdair Morrison and Geraldine Tait to Reserves and Beaches management

XVIII. All board members to Community plan

Motion carried (WC/2019/076)

12 Council Activities

Councillor Jim O’Malley provided an update on matters of interest to the Board, which included:

· Elections

· MPI meeting and the billion trees project

· Community plan

Moved (Cr Jim O'Malley/Mandy Mayhem-Bullock):

That the Board:

a) Notes the update.

Motion carried (WC/2019/077)

13 Items for Consideration by the Chairperson

There were no items for consideration.

The meeting concluded at 8.32 pm.

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

CHAIRPERSON

Council

24 February 2020

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 21 November 2019, commencing at 10:00am

PRESENT

Chairperson	Paul Pope
Deputy Chairperson	Hoani Langsbury
Members	Lox Kellas	Graham McArthur
	Cheryl Neill	Edna Stevenson
	Cr Andrew Whiley

IN ATTENDANCE

Tracey Saunders, Chief Information Officer

Governance Support Officer Lauren McDonald

1 Opening

Lox Kellas made his member declaration to the Board (as required by Schedule 7, Clause 14 of the Local Government Act 2002). Paul Pope, Chairman witnessed the signing of his declaration.

2 Public Forum

2.1 Public Forum

Fulton Hogan – update on the Peninsula Connection Project

Lydia Perkins and Brett Paterson provided an update on works including:

· Completion of the stonewall in the Glenfalloch to Vauxhaull section on target for 21 November 2019;

· 1.4km of road surface sealed, with section 2 on target to be sealed by end of December 2019, as is the completion of the boardwalk.

· Sealing work to begin from the Vauxhall/Cove end of the project (as the last section) which will run throughout the Christmas period to early January 2020.

They responded to questions from Board Members on management of surface water on the roadway, use of Armco barriers, and mediation measures for rough gravel surface on vehicles.

Action: Paul Pope to:

1. Follow up with DCC on changing of bollard locations on Portobello to Harwood section, signage for use of the boardwalk for fishing and mooring of small boats.

2. Discuss with Fulton Hogan communication of safety information in relation to the work site after hours and over weekends.

ORC Public Transport (ORBus)

ORBus Brand leader - Public Transport, Frederique Gulcher and Transport Officer – Total Mobility, Bon Kellas provided a update on the peninsula bus services, showed an example of a solar powered real-time display monitor to be trialled at Macandrew Bay, the University area and Queenstown airport.

Ms Gulcher spoke on the features of the new national “Beecard” bus ticket tag on/tag off system roll out, scheduled for November 2019 (over 9 regions in New Zealand). She advised the online system would allow for users to manage their cards for discounts, fare top-ups etc.

Regional Public Transport Plan (RPTP) – Ms Gulcher outlined the review process (including feedback submission) for the draft RPTP. She encouraged the Board to provide a submission in June 2020.

Board members expressed their concern for buses using the high road on the peninsula and enquired if smaller buses could be provided by ORC public transport contractors. Ms Gulcher confirmed she would raise the issue at ORC, as the matter would require discussion with the contractor providers.

Ms Kellas provided information on the proposed changes to the afternoon bus service to Harington Point. The proposed change to the service was advised as:

1. 2:38pm departing the Bus Hub and terminating at Harington Point

2. 3:08pm service (via Musselburgh) terminating at Harington Point

3. 3:38pm service terminating at Portobello.

She requested the Board decide on whether the new timetable should proceed, to allow for promotion of the change to the timetable on the website and with bus users for the first school term of 2020.

Board members confirmed their support for the proposed changes. Paul Pope (as Chair) agreed that the Community Board would circulate the information as provided to the meeting, to the community for feedback via the community newsletters.

Ms Gulcher advised that the ORC was also providing a chartered bus service to the Otakou Marae for the Waitangi Day celebrations on 6 February 2020.

2.2 Declarations by Members

The declaration for Lox Kellas was completed at the opening of the meeting.

3 Apologies
There were no apologies.
4 Confirmation of agenda
	Moved (Chairperson Paul Pope/Member Lox Kellas): That the Board: Confirms the agenda without addition or alteration Motion carried (OPCB/2019/062)

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.

Lox Kellas advised he is a Trustee of the Dunedin RSA Welfare Trust and for the register to be updated to reflect this.

Moved (Chairperson Paul Pope/Member Graham McArthur):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (OPCB/2019/063)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 31 October 2019

Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:

Confirms the public part of the minutes of the inaugural Otago Peninsula Community Board meeting held on 31 October 2019 as a correct record.

Motion carried (OPCB/2019/064)

Part A Reports

7 Scholarship Grant feedback – Tasman charteris-wright

Tasman Charteris-Wright spoke about her Spirit of Adventure 10-day development voyage experience she undertook in May of this year. The voyage departed from Auckland and travelled around the Hauraki Gulf and Great Barrier Island. Participants were 16-18 years of age, with 40 trainees per voyage. She outlined the daily routine, including team building activities, sailing experience on board the ship and on smaller vessels. She advised that on a selected day the trainees crewed the ship, which tested leaderships skills. Her take away experience from the voyage was improved confidence, a network of new friends, teamwork, leadership and sailing skills. Tasman thanked the Board for their funding support.

Board members wished Tasman well for her future studies at university.

8 Governance Support Officer's Report
	The report informed the Board of activities relevant to the area including: a) Project Fund b) Correspondence c) Action Lists d) Remuneration e) Community Hall Management f) Meeting schedule for 2020
	a) Project Fund Balance of project funds confirmed as $4,969.13. No applications had been received for consideration at the meeting. c) Action Lists - Review and update of the Transport/3 Waters and the Parks and Recreation actions lists were addressed at the meeting. Transport/3 Waters: · Highcliff Road safety and speed issues. · Action: Paul Pope to contact the Transport Team and outline the concerns of the residents and the community of traffic speed on the Highcliff Road and through the Pukehiki Village. · Action – request for parking area signage at entrance to the Harbour Cone track, and for road markings to remind traffic to keep left. Parks and Recreation: · Otago Peninsula Track and Trail condition report 2016-2017– Action: Lauren McDonald (GSO) to arrange an appointment time for Paul Pope and Lox Kellas to access the report at the DCC offices. · Harbour recreational assess (Portobello ramp). Paul Pope advise he was yet to meet with General Manager Parks and Recreation. Rob West. Action: Lox Kellas to make contact to arrange a meeting with Robert West prior to 30 December 2019, to reassert the partnership approach sought by the community with Council for a public ramp. · Rabbit control (Portobello cemetery and domain) – Paul Pope confirmed there had been an increase in the number of rabbits, noting that the cemetery staff had undertaken night shooting of rabbits. It was acknowledged that property owners needed to involve themselves in pest control in the area · Memorial Bench seat and plaque (Taiaroa Head). Action: Lauren McDonald (GSO) to follow up on progress with Parks and Recreation as well as Te Poari a Pukekura Trust Management Board. · Te Rauone Reserve Upgrade – Paul Pope advised that a resource consent to be lodged on 9 December 2019. · Community Board Executive Committee (CBEC) nominations – discussion was held on the role of an executive member. There were no nominations made for the Otago Peninsula Community Board. e) Community Hall Management Maria Sleeman, Property Officer Community and Civic spoke to the Board and provided an update on the agreement for the management of community halls and the feedback received on the new Community Hall agreement. She advised that communication from hall committees had been a bit slow to date and requested the Board’s assistance in getting the hall committees “up and running” and for the progression of the hall agreements. She commented that the Macandrew Bay Hall required additional committee membership and needed to provide their accounting information. The Harwood Community Hall committee agreement required review and for confirmation of their status as an incorporated society back to DCC. Actions: · Marie Sleeman will provide the agreement information for the two halls in the peninsula area still to complete an agreement (Harwood and Macandrew Bay) · Edna Stevenson to assist Marie Sleeman with the Macandrew Hall agreement and Cheryl Neill to assist with the Harwood Hall agreement. The Board members thanked Maria Sleeman for the work she had done in completing the hall agreement and schedules. Maria Sleeman left the meeting at 11:05 am.
	Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board: a) Notes the Governance Support Officer’s Report b) Notes the remuneration update. c) Notes the Community Hall Management Agreement update. Motion carried (OPCB/2019/065)
	Moved (Chairperson Paul Pope/Member Lox Kellas): That the Board: Amends the Action Lists as appropriate Motion carried (OPCB/2019/066)
	Moved (Chairperson Paul Pope/Deputy Chairperson Hoani Langsbury): That the Board: Considers nominating a representative to the Community Board Executive Committee .Motion carried (OPCB/2019/067)
	Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board: Agrees the first meeting for 2020 will be held on 23 January at 10:00am Motion carried (OPCB/2019/068)
9 Board Updates
	Board members provided updates on activities for: Keep Dunedin Beautiful - Graham McArthur advised that the NZ Keep Dunedin Beautiful Awards were held in Dunedin in October. Rural Roads – Lox Kellas advised that the Beach Road, Hoopers Inlet Road, Cape Saunders Road and Sandymount Road surface conditions needed addressing. Action: Lox Kellas contact with Terry Taylor (DCC contractor) on the surface conditions. Action: Paul Pope to request that Council provide a schedule of works for the Back Bay areas of the peninsula to assist the Board with understanding the work programme. Discussion was held on the lighting requirement as part of the consent for the carpark area at the Otakou Marae. The Board re-affirmed their position as not want a proliferation of lights on the peninsula.
	Moved (Deputy Chairperson Hoani Langsbury/Member Graham McArthur): That the Board: Request Council to work with the Te Rūnanga ō ōtakou on the issue of lighting of the carparks in front of the ōtākou Marae. Motion carried (OPCB/2019/069)
	Moved (Chairperson Paul Pope/Member Lox Kellas): That the Board: Request that Council install LED speed indicator signs in the peninsula areas of Macandrew Bay, Broad Bay, Portobello Road and the Pukehiki township. Motion carried (OPCB/2019/070)
	Moved (Member Lox Kellas/Member Cheryl Neill): That the Board: a) Notes the Board Updates. Motion carried (OPCB/2019/071)

10 Councillor's Update
	Cr Whiley provided an update on matters of interest to the Board as:
	· Extending an invitation to Mayor Hawkins to attend a Board meeting · That new DCC councillors toured the Otago Peninsula on 6 November (as part of the councillor induction programme) to see the Council work programme on the peninsula · Cr Whiley requested that the Board consider holding two of the 2020 meetings at the Civic Centre, which would assist the ability for staff to be in attendance.
	Moved (Chairperson Paul Pope/Member Graham McArthur): That the Board: a) Notes the report from Cr Whiley. Motion carried (OPCB/2019/072) Cr Whiley left the meeting at 11:08am.

11 Board Representation and Other Responsibilities
	The Chair outlined the roles and responsibilities for board members for the triennium with the addition of: · Graham McArthur to have responsibility for the Harington Point Battery Project · Cheryl Neill to liaise with the peninsula schools to have a group of school pupils attend a community board meeting (on an annual basis) to provide comment, from their perspective, on issues affecting them, such as safety getting to school, road conditions, footpaths etc. · Paul Pope advised that the intent was to provide an opportunity for children to interact with the community board on an annual basis. · Paul Pope as Chair to continue with the responsibility of social media for the Board.
	Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board: a) Endorses the Board Member’s responsibilities and roles as allocated by the Chairperson b) Appoints Board Member representatives to the various roles and other responsibilities. Motion carried (OPCB/2019/073)
12 Chairperson's Report
	Paul Pope advised his intent to extend an invitation to the Mayor to attend a board meeting during 2020, and that for two board meetings a year would be held at DCC, to assist in the attendance of staff members for report back to the Board. Other matters discussed: · Smaills Beach – a portable toilet has been set aside for use at the site, if required over the summer period. · Community forums Action: Board members to co-ordinate a forum for their area; promote the meeting as an opportunity for the community to interact with board members to raise issues for discussion by the full Community Board. · Annual Plan submissions to ORC and DCC. Paul Pope advised that as the Chairperson, he would speak to the OPCB submission to the Annual Plan meetings scheduled for end of January 2020. Action: Board members give consideration, in advance of the next board meeting, for work they would like considered as part of the Annual Plan. · Otago Peninsula Community Board tentative meeting dates for 2020 were advised as Thursday, 10:00am on: 23 January, 12 March, 30 April, 18 June, 6 August, 24 September, and12 November 2020. The schedule was unable to be confirmed until Council adopted the meeting schedule for the 2020 at the 12 December 2019 meeting. It was agreed to discuss the 2020 meeting schedule at the 23 January 2020 meeting. · Members supported the continuation of the Otago Access radio segment “Round the Boards” and to pay the subscription and segment fees, totalling $270.00.
	Moved (Chairperson Paul Pope/Member Lox Kellas): That the Board: a) Approves the subscription payment of $270.00 for the continued Otago Access Radio membership of the Otago Peninsula Community Board. b) Endorses the continued participation of the Otago Peninsula Community Board to the Otago Access Radio “Round the Boards” programme. Motion carried (OPCB/2019/074)
	Moved (Chairperson Paul Pope/Member Cheryl Neill): That the Board: a) Notes the update from the Chairperson. b) Endorses the Board Member’s responsibilities and roles as allocated by the Chairperson Motion carried (OPCB/2019/075)
13 Items for Consideration by the Chairperson
	There were no items for consideration raised.

The meeting was declared closed at 12:08 pm.

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

CHAIRPERSON

Council

24 February 2020

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 21 November 2019, commencing at 5.00 pm

PRESENT

Chairperson	Mr Barry Williams
Deputy Chairperson	Mr Mark O'Neill
Members	Mr Blair Dale	Mr David Frew
	Cr Mike Lord	Ms Leeann McLew
	Mr Robin Thomas

IN ATTENDANCE

Tom Dyer, Group Manager 3 Waters

Governance Support Officer Sharon Bodeker

1 Public Forum

There was no Public Forum.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Cr Mike Lord/Mark O'Neill):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (STCB/2019/038)

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.

Barry Williams and Leeann McLew declared an interest in the Medical Services Committee funding application received.

Moved (Mark O'Neill/David Frew):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (STCB/2019/039)

5 Confirmation of Minutes

5.1 Strath Taieri Community Board meeting - 31 October 2019

Moved (David Frew/Blair Dale):

That the Board:

Confirms the minutes of the Strath Taieri Community Board meeting held on 31 October 2019 as a correct record.

Motion carried (STCB/2019/040)

Part A Reports

6 Project Fund Applications

Barry Williamson and Leeann McLew sat back from this item.

Consideration was given to an application from the Strath Taieri Medical Services have applied for $1,300.00 for the relocation of the AED. It was noted that the funding request covered two locations, Hyde and Middlemarch. It was considered that this spending would benefit all of the community.

Moved (David Frew/Robin Thomas):

That the Board:

a) Approves a grant of $1,300.00 for the Strath Taieri Medical Centre.

Motion carried (STCB/2019/041)

7 Governance Support Officers Report
	In a report the Governance Support Officer provided an update on matters of interest including · Project Fund · Nomination Community Board Executive Committee · Appointment to Strath Taieri Community Centre Society · Appointment to Keep Dunedin Beautiful · Meeting Schedule · Round the Boards – OAR FM programme · Remuneration · Action List
	The Board was advised that a meeting schedule for 2020 would be brought to the first meeting of the Community Board in the new year for approval. It noted that the time of the meetings of 5 p.m. during the daylight saving months and 2 p.m. during the winter months worked well, and it would like to continue with these times in 2020. The item on the Action List, re the extension of the rail trail was discussed. It was suggested that the extension be discussed with the Rail Trail Trust. It was noted that old components from the Sutton Bridge were available, and the Board was keen to see that they be utilised. An inventory of the items was requested, and an opportunity for the community to have a say in how the items should be used.
	Moved (Cr Mike Lord/David Frew): That the Board: a) Notes the Governance Support Officers Report. b) Agrees that the first meeting for 2020 will be held on 23 January at 5 pm in the Middlemarch Community Centre. c) Amends the Action List as appropriate Motion carried (STCB/2019/042)
	LGNZ was inviting nominations for representatives and deputies on the Community Board Executive Committee. It was noted that nominations have to be received by 6 December 2020.
	Moved (David Frew/Blair Dale): That the Board: d) Nominates Mr Robin Thomas as a representative to the Community Board Executive Committee. Motion carried (STCB/2019/043)
	With the resignation of Joan Wilson from the Strath Taieri Community Centre Society Inc., the Society was seeking a new representative from the Strath Taieri Community Board.
	Moved (Barry Williams/David Frew): That the Board: e) Appoints Ms Leeann McLew as representative to the Strath Taieri Community Centre Society Inc. Motion carried (STCB/2019/044)
	The Board was invited to appoint a representative to the Keep Dunedin Beautiful Committee.
	Moved (Robin Thomas/Mark O'Neill): That the Board: f) Appoints Mr David Frew as representative to the Keep Dunedin Beautiful Committee. Motion carried (STCB/2019/045)
	The Board discussed the proposed OAR FM programme. It was considered that the money would be better spent on local advertising, for example in the Taieri Pet.
	Moved (Mark O'Neill/Robin Thomas): That the Board: g) Declines the proposed OAR FM programme for Community Boards. Motion carried (STCB/2019/046)

8 Chairperson's Report

The Chairperson provided an update on matters of interest including:

· 3 Waters matters – Tom Dyer answered questions on water matters in the area. It was noted that after rain, there is ponding at the bottom of Mold Street (towards the Cemetery). It needs to be determined if this is an ORC or DCC matter.

The discharge consent for the wetland is due for renewal in 2021. The treatment plant will need to be upgraded for the renewal of that consent.

The Chair asked for a brief report on water management in the Strath Taieri area and that the information be publicly available.

· Rocklands Fire – Tom Dyer advised that water testing is being undertaken. It may be three months before this water supply will be back in service.

· Electric Car Charger – the Board would like to get an electric car charger in Middlemarch, and has asked staff to find out how this can be achieved, along with the cost of doing so.

· Weed spraying – there is concern at the lack of spraying being done around Middlemarch. Staff have been asked to find out when spraying will be undertaken.

· Foulden Maar – the Board would like an update on what is happening with Foulden Maar.

9 Council Activities

Cr Mike Lord provided an update on matters of interest including the waterfront project and the Aurora news.

10 Notification of Items for Consideration by the Chairperson

The following items were notified for consideration by the Chairperson, and it was agreed that these would be included in the next agenda:

· Social media for the Community Board – Robin Thomas will prepare a paper for the next agenda.

· Article for the STAR newspaper

· Process for inviting speakers on topics of interest, such as the 1 million tree project and carbon credits.

The meeting concluded at 6.25 p.m.

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C H A I R P E R S O N

Council

24 February 2020

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 27 November 2019, commencing at 5.30 pm

PRESENT

Chairperson	Francisca Griffin
Deputy Chairperson	Trevor Johnson
Members	Duncan Eddy	Angela McErlane
	Jacqueline Ruston	Jan Tucker
	Cr Steve Walker

IN ATTENDANCE

Adrian Blair, Group Manager Customer and Regulatory Services

Governance Support Officer Jennifer Lapham

Declaration by member – Angela McErlane

Angela McErlane made and attested her declaration as required by Schedule 7, Clause 14 of the Local Government Act 2002.

1 Public Forum

1.1 Public Forum - Bill Brown

Bill Brown spoke regarding parking in Port Chalmers. He suggested that the former Borough Yard area could be used as additional parking. He advised that the area was close to the centre of the township and would help resolve the congestion issues at busy times.

It was noted that the yard was on the State Highway and NZTA have strict rules regarding entry and exit from the State Highway. Comment was also made that the site was currently leased by the Sea Cadets.

1.2 Public Forum - Sims Action Group

Lana Oranje spoke on behalf of the Sims Action Group. She advised that group had begun to set up a trust which will be known as the ‘Port Chalmers Foundry Trust’. The new industrial community multi-purpose facility will be known as ‘The Foundry.’

The Group was seeking the ongoing support of the Board, and also that the Board request the Council to send the Opus Report to them after the meeting on 10 December and that nothing happens to the Sims/Stevenson Cook Building until the process has been worked through.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (WHCB/2019/069)

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.

Angela McErlane advised that she was no longer a member of the Pioneer Opportunities and Resources Trust.

Jacqueline Ruston advised that she owned residential property in District Road, Roseneath.

Jan Tucker advised she was a Life Member of Bowls Dunedin, not Bowls New Zealand and she was a member of Keep Dunedin Beautiful.

Moved (Francisca Griffin/Steve Walker):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (WHCB/2019/070)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 7 November 2019

Moved (Trevor Johnson/Steve Walker):

That the Board:

Confirms the minutes of the West Harbour Community Board meeting held on 07 November 2019 as a correct record.

Motion carried (WHCB/2019/071)

Part A Reports

6 Project Fund

Consideration was given to an updated application form for the Project Fund. It was noted that a review was being undertaken of the guidelines for community grants and scholarship grants.

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

a) Approves the updated Application Form for the Project Fund noting that the guidelines would also be reviewed.

Motion carried (WHCB/2019/072)

7 Governance Support Officers Report
	In report the Governance Support Officer provided an update on matters of interest including. · Project Fund · Nomination Community Board Executive Committee · Meeting Schedule · Round the Boards – OAR FM programme · Remuneration · Correspondence – Port Chalmers Historical Society · Action List
	Moved (Trevor Johnson/Steve Walker): That the Board: a) Nominates Jacqueline Ruston as the Zone 6 representative to the Community Board Executive Committee Motion carried (WHCB/2019/073)
	Moved (Francisca Griffin/Duncan Eddy): That the Board: b) Agrees the first meeting for 2020 will be held on 5 February at 5.30 pm in the Rolfe Room. Motion carried (WHCB/2019/074)
	Moved (Trevor Johnson/Steve Walker): That the Board: c) Agrees to participate in the OAR FM programme for Community Boards and allocates $270 for this project. Motion carried (WHCB/2019/075)
	Consideration was given to the letter from the Port Historical Society setting out details of the proposal to reinstate the time-ball that previously operated on the Flagstaff above Port Chalmers. The group were seeking the Boards support for the project. Cr Steve Walker withdrew from this item.
	Moved (Trevor Johnson/Duncan Eddy): That the Board: d) Agrees to support the project by the Port Historical Society to reinstate the time-ball. Motion carried (WHCB/2019/076)
	Discussion took place on the Action List with a number of amendments being made. Comment was made regarding the presentation in the public forum on the future of the Sims Building. Cr Walker withdrew from the discussion on the Sims building.
	Moved (Trevor Johnson/Duncan Eddy): That the Board: e) Request that the Council do not undertake any demolition work on the Sims Building until a feasibility study to restore the building has been undertaken. to support the project by the Port Historical Society to reinstate the time-ball. Motion carried (WHCB/2019/077)
	Moved (Francisca Griffin/Trevor Johnson): That the Board: f) Notes the Governance Support Officers Report. g) Amends the Action List as appropriate Motion carried (WHCB/2019/078)

8 Board Representation and Areas of Responsiblity

Consideration was given to the recommendation from the Chairperson to appoints to various outside organisations and areas of responsibility.

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

b) Ravensdown Community Liaison Group – Trevor Johnson

c) Keep Dunedin Beautiful – Duncan Eddy

d) Communications/Facebook – Jacque Ruston

e) West Harbour Beautification Trust – Francisca Griffin

f) Policing Issues – Jan Tucker

g) Vision Port Chalmers – Jan Tucker

h) Access Radio – Francisca Griffin

i) Social Media – Francisca Griffin

j) Community Awards – Ange McErlane

k) Albertson Avenue Beautification Project – Francisca Griffin

Moved (Francisca Griffin/Steve Walker):

That the Board:

a) Approves the Board Representation and Areas of Responsibility.

Motion carried (WHCB/2019/079)

9 Chairperson's Report
	The Chairperson provided an update on matters of interest including: · Reserves and Beaches Bylaw 2017- Long Beach Domain (Attachment A) · Emergency Response Guide and West Harbour Working Group · FENZ Otago – Local Advisory Committee (Attachment B) · Flagpole
	Discussion took place on the removal of access to the Long Beach Domain. Members expressed concern regarding the lack of consultation. Comment was also made that the loss of access to the domain would make it difficult for some users to access the picnic area. It was also noted that there was limited carparking available in the area.
	Moved (Trevor Johnson/Jan Tucker): That the Board: a) Requests that the Council stop any further work on the Long Beach Domain and that access remains for this summer. Motion carried (WHCB/2019/080)
	The Chairperson advised that David Loughrey, reporter for the Otago Daily Times, had recently passed away. His last story had been a satire about vampires and had referred to the Pioneer Hall and the Board. She would like to respond in kind as the Chairperson of the Board and Pioneer Hall committee. There was general agreement to this.
	Moved (Trevor Johnson/Steve Walker): That the Board: a) Notes the Chairperson’s Report. Motion carried (WHCB/2019/081)

10 Council Activities

Cr Walker provided an update on matters of interest including councillor induction sessions, the Provincial Growth Fund allocation and trial Octagon closure. He also advised that work would start on the cycleway on 17 December.

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

a) Notes the Council Activities Report.

Motion carried (WHCB/2019/082)

11 Notification of Items for Consideration by the Chairperson

Jan Tucker requested that the Board give consideration to replacing the tree in Grey Street to commemorate 15 years since the upgrade of the Town Hall.

Jacqueline Ruston requested that the Board consider asking the Council to provide assistance for rain water collection systems.

Angela McErlane requested that the Council install additional signage on Peninsula Beach Road to indicate that pedestrians and cyclists are also using the road.

The meeting concluded at 6.51 pm.

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

C H A I R P E R S O N

Council

24 February 2020

Mosgiel-Taieri Community Board

MINUTES

Minutes of an ordinary meeting of the Mosgiel-Taieri Community Board held in the Keith Willis Lounge, Coronation Hall, 97 Gordon Road, Mosgiel on Thursday 28 November 2019, commencing at 2.00 pm

PRESENT

Chairperson	Joy Davis
Deputy Chairperson	Dean McAlwee
Members	Phillipa Bain	Martin Dillon
	Cr Carmen Houlahan	Brian Peat

IN ATTENDANCE

Robert West (Group Manager, Parks and Recreation)

Governance Support Officer Wendy Collard

1 Public Forum

There was no Public Forum.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Joy Davis/Martin Dillon):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (MTCB/2019/078)

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.

Councillor Houlahan provided an update to her interest register.

Moved (Joy Davis/Martin Dillon):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (MTCB/2019/079)

5 Confirmation of Minutes

5.1 Mosgiel-Taieri Community Board meeting - 7 November 2019

Moved (Phillipa Bain/Dean McAlwee):

That the Board:

Confirms the minutes of the Mosgiel-Taieri Community Board meeting held on 07 November 2019 with the amendment as agreed.

Motion carried (MTCB/2019/080)

Part A Reports

6 Naming of a new road off Dundee Road, Mosgiel

A report from Transport sought support from the Mosgiel-Taieri Community Board on the proposed naming of a new road off Dundee Road, Mosgiel, as part of the Highland Park Subdivision.

The report noted that the new road name proposed by the developer is ‘Silverdale Place’, and it complied with the DCC Road Naming Policy.

Moved (Joy Davis/Phillipa Bain):

That the Board:

a) Supports naming of a new road off Dundee Road, Mosgiel, within the Highland Park Subdivision as ‘Silverdale Place’.

Motion carried (MTCB/2019/081)

7 Naming of a new road off Holyhead Street, Outram

This report seeks support from the Mosgiel-Taieri Community Board on the proposed naming of a new road off Holyhead Street, Outram, as part of the Balmoral development by Balmoral Developments (Outram) Ltd.

The new road names proposed by the developer are ‘Frank Ferguson Place’ or ‘Franks Place’, and they both comply with the DCC Road Naming Policy.

Moved (Martin Dillon/Dean McAlwee):

That the Board:

a) Did not support the naming of a new road off Holyhead Street, Outram, within the Balmoral development as ‘Frank Ferguson Place’ or ‘Franks Place’.

b) Suggested to Council that ‘Ferguson Place’ be considered as an alternative .

Motion carried (MTCB/2019/082) with Phillipa Bain recording her vote against

8 Mosgiel-Taieri Community Board Action List Report

A report from Civic provided an update to the Mosgiel-Taieri Community Board on its Action List:

· Memorial Park Playground. Robert West provided an update on the playground maintenance work programme and the Play Spaces Strategy. It was agreed that a list would be provided which showed the priority rating for playgrounds within the Board’s area.

· East Taieri Dog Park. Mr West advised that the work would be undertaken once ground conditions had improved.

· Cemetery Road. The Board expressed concern that the extension of concrete sleepers from the bridge to East Taieri School would not be undertaken until 2021. They requested that consideration of a temporary solution be given as the school children use this route to get to and from school as there is no defined footpath area.

Moved (Dean McAlwee/Phillipa Bain):

That the Board:

a) Amends the Action List as discussed

Motion carried (MTCB/2019/083)

9 Governance Support Officer's Report
	A report from Civic provided an update on of activities relevant to the Board’s area which included: a) Project Fund b) Community Board Executive Committee. c) Community Hall Management d) Meeting Schedule 2020. Following discussion, it was agreed that the Board would hold its meetings on a Wednesday commencing at 5.00 pm. e) Saddle Hill Quarry f) Remuneration g) Round the Board - OAR FM programme. Following discussion, the Board requested statistical information on listener base in the Mosgiel Taieri area such as number of listeners. h) Keep Dunedin Beautiful i) Correspondence
	Moved (Martin Dillon/Dean McAlwee): That the Board: a) Appoints a Phillipa Bain to the Keep Dunedin Beautiful Committee Motion carried (MTCB/2019/084)
	Moved (Dean McAlwee/Phillipa Bain): That the Board: a) Agrees the first meeting for 2020 will be held on 5 February at 5.00 pm in the Downes Room, Mosgiel Library. b) Agrees that the Board meeting would be held on a Wednesday commencing at 5.00 pm. c) Agrees that the Board would not being nominating a Board member to the Community Board Executive Committee. Motion carried (MTCB/2019/085)
	Following discussion on the “Round the Boards” – OAR FM programme, the Board requested further information on the radio audience statistics in the Board’s area. It was agreed that the item would lay on the table until the Board’s next meeting.
	Moved (Phillipa Bain/Dean McAlwee): That the Board: a) Notes the Governance Support Officer’s Report b) Notes the Mosgiel-Taieri Community Board remuneration for 2019/20 year. c) Lays consideration of the proposed OAR FM programme for Community Boards on the table. Motion carried (MTCB/2019/086)

10 Chairperson's Report

A report from the Chairperson provided an update on matters of interest since the previous meeting which included:

Hawk and Hurl Event – this was being held on Saturday, 15 February 2020 from 11.00 am to 2.00 pm at the Outram Reserve.

Safe Accessways.

Aurora Energy - “Your Network Your Say” community drop-in session held in Mosgiel on Tuesday, 26 November 2019.

Moved (Joy Davis/Phillipa Bain):

That the Board:

a) Notes the Chairperson’s update

Motion carried (MTCB/2019/087)

11 Council Activities
	Councillor Carmen Houlahan will provide an update on matters of interest to the Board which included Councillor induction. Following discussion, it was agreed that a bus tour of the Board’s area would be undertaken in February 2020.
	Moved (Joy Davis/Dean McAlwee): That the Board: a) Notes the Council Activities Update. Motion carried (MTCB/2019/088)

12 Items for consideration by the Chair

Brian Peat requested the following items be considered:

a) Cycle Trail to Mosgiel

b) Traffic flows along Gordon Road

c) Silverstream Stream Track maintenance

d) Welcome Mosgiel signage

The meeting concluded at 3.37 pm.

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

CHAIRPERSON

Council

24 February 2020

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 Tuesday 26 November 2019, commencing at 5.00 pm

PRESENT

Chairperson	Scott Weatherall
Deputy Chairperson	Paul Weir
Members	Christina McBratney	Keith McFadyen
	John Moyle	Cr Jules Radich
	Leanne Stenhouse

IN ATTENDANCE

David Bainbridge (Group Manager Property Services)

Governance Support Officer Lynne Adamson

1 Public Forum

1.1 Public Forum - Fairfield Fitness Group Funding Application

Christine McDonnell, Fairfield Fitness Group addressed the meeting in support of the funding application from the Fairfield Fitness Group Funding Application.

Ms McDonnell commented on the classes currently held and advised that she hoped to include a step class soon. The funding was requested to go towards the purchase of a headset/microphone for use in the classes.

1.2 Public Forum - Fairfield School Funding Application

Greg Lee (Principal) and Jane Wilden addressed the meeting in support of the Fairfield School funding application for funding to enable children to attend horse riding at Riding for the Disabled. They commented that the programme had been piloted this term and the positive impact it had on the children who had participated.

They confirmed that the cost was $10 per student per session and it was hoped that eight children would be able to attend each term.

The Board provided advice on different sources of funding avenues available.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Scott Weatherall/Paul Weir):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (SHCB/2019/050)

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/2019/051)

5 Confirmation of Minutes

5.1 Saddle Hill Community Board meeting - 7 November 2019

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

Confirms the minutes of the Saddle Hill Community Board meeting held on 07 November 2019 as a correct record.

Motion carried (SHCB/2019/052)

Part A Reports

6 Saddle Hill Community Board Action List

A report from Civic appended the Transportation and Parks and Recreation Action lists which provided an update on matters raised by the Board.

The following matters were discussed:

a) Catalina Lane, Waldronville – Residents have raised safety concerns with the lack of lighting on the corner of the new subdivision Catalina Lane and Brighton Road, Waldronville. The Board would like the installation of a light at this intersection prioritised for safety reasons.

b) Saddle Hill Road – The Board would like an onsite meeting to explain and show the safety issues with the increase in traffic on the road.

c) Scroggs Hill Road – The Board are concerned with the speed of traffic on Scroggs Hill Road. They would like consideration of white lines being painted down the middle of the road as a mitigation method.

d) Scroggs Hill Road/Seaview Tce – A local resident has raised concerns with cars crashing into his property especially in winter months if the corner is taken too quickly. The Board would like staff to contact Mr McFadyen to discuss these concerns and possible remedies.

e) Road Sealing outside Brighton Shop – the road had been patch repaired in front of the Brighton shop. The seal lifted and had been walked into the shop, damaging the floor. The contractor and Council committed to rectify the issue however it still has not been done.

f) Blackhead Road – the guard rail on Blackhead Road by the quarry which was damaged due to a car accident some time ago still needs replaced. The Board would like an update on the replacement date.

g) Main Road, Fairfield – there are safety issues with low visibility at the pedestrian crossing. The Board would like to meet with staff on site to address concerns.

h) Viscount Road, Waldronville – the Board acknowledges the work order has been issued but would like an indication of the timeframe.

i) Brighton Domain - the Board acknowledges the work order has been issued but would like an indication of the timeframe.

j) Public Toilet, Brighton Surf Club Reserve – the Board would like the roof to be cleaned.

k) Kaikorai Estuary – The Chair would like to have a conversation with staff on the suggestion to extend the car park

l) Canberra Place Reserve – the Board would like a conversation with staff to confirm what activity could be undertaken at the reserve

Moved (Scott Weatherall/Cr Jules Radich):

That the Board:

a) Amends the Action Lists.

Motion carried (SHCB/2019/053)

7 Funding Applications
	There were three funding applications received for consideration by the Board. The Fairfield Group Fitness requested $1,026.50 or part thereof for the purchase of a headset microphone for instruction group fitness sessions. Fairfield School requested $2,800.00 towards the cost to fund a group of eight students to attend weekly sessions at Riding for the Disabled. Christmas on the Domain requested $750.00 towards their annual community event.
	The application from Fairfield Group Fitness was discussed and it was agreed that whilst they were supportive of the group, the application did not meet the criteria for approval as it could be a paid fitness activity. The Chair advised he would contact the applicant and suggest that she may like to raise her price per session to $5.00 to help raise the funds needed.
	Moved (John Moyle/Christina McBratney): That the Board: a) Declines the funding application from the Fairfield Group Fitness Motion carried (SHCB/2019/054)
	Paul Weir advised that he was the parent of the school his children were not involved in the programme of which the school had requested support. The Board considered the application from Fairfield School and discussed concern that only a small number of children would benefit from the programme and that it was not funded by the Ministry of Education however they would provide some funding support to enable the school to source other avenues.
	Moved (Paul Weir/Leanne Stenhouse): That the Board: a) Approves the funding application from the Fairfield School and grants $500.00 towards the cost of funding children to attend sessions at Riding for the Disabled Motion carried (SHCB/2019/055) on a show of hands
	The Chairperson left the Chair and Mr Paul Weir assumed the Chair for consideration of the following funding application.
	Mr Weatherall and Ms Stenhouse declared an interest in the funding application from Christmas in the Park. They sat back and did not participate in consideration of the application. The Board considered the funding application from Christmas on the Domain. They spoke of the support and popularity of the event and the benefit to the community and agreed they fully supported the event.
	Moved (John Moyle/ Keith McFadyen): That the Board: a) Approves the funding application for $500.00 from Christmas on the Domain. Motion carried (SHCB/2019/056)

8 Governance Support Officer's Report
	A report from Civic provided an update on activities relevant to the Board’s area which included: a) Discretionary Fund b) Community Board Executive Committee Nomination – the Board agreed that they would not put a nomination forward but supported the Waikouaiti Coast Community Board nomination of Mandy Mayhem-Bullock. c) Community Hall Management – the Group Manager Property (David Bainbridge) provided an update on community halls. d) Saddle Hill Quarry – the Board requested a copy of any snapshot topography surveys undertaken which would enable comparisons of point a to point b at any one time. The would like to know if the consent was being upheld. e) Smooth Hill f) Meeting Schedule 2020 – The formal meeting schedule would be adopted at the December Council meeting. The Board agreed that they would hold their meetings at 1.00 pm on a Thursday afternoon and rotate the schedule between the community and town. The community meetings pattern would be Brighton, Waldronville, Ocean View and Fairfield. g) Remuneration h) Board Appointments – Christina McBratney was appointed to Keep Dunedin Beautiful. i) Oar Radio – the Board agreed that they did not wish to continue their subscription. j) Greater Green Island Community Network Charitable Trust -the Board agreed they would continue with their membership. k) Correspondence – Jordan Summers provided a report back on the Youth Ambassador Award
	Moved (Scott Weatherall/ Keith McFadyen): That the Board: a) Notes the Governance Support Officer’s Report. b) Adopts the meeting schedule for 2020. Motion carried (SHCB/2019/057)
	Moved (Scott Weatherall/Leanne Stenhouse): That the Board: c) Approves the payment of $90.00 for the purchase of flowers for a bereaved family. Motion carried (SHCB/2019/058)
	Moved (Member Christina McBratney/Chairperson Scott Weatherall): That the Board: d) Appoints Christina McBratney as the Saddle Hill Community Board Keep Dunedin Beautiful representative. Motion carried (SHCB/2019/059)
	Moved (Chairperson Scott Weatherall/Leanne Stenhouse): That the Board: e) Approves the payment of $25.00 for membership of the Greater Green Island Community Network Charitable Trust. Motion carried (SHCB/2019/060)

9 Board Updates

Board members provided the following updates on activities undertaken on behalf of the Board.

Youth Ambassador Award – this would be included in the agenda for the next meeting

Sand Dune Regeneration Programme – The Chair discussed the sand dune regeneration programme. He advised that the marim grass needed removal and the pikau plant which helps regenerates the sand dune would need planting at the appropriate time. The Board would put on a BBQ in support of the volunteers helping with the replanting programme.

Community Response Plan – the Board was still waiting on the Saddle Hill/Chain Hills and Fairfield response plan.

Kaikorai Estuary Car Park– this would be added as a permanent item to Board updates.

Moved (Chairperson Scott Weatherall/Paul Weir):

That the Board:

a) Notes the Board Updates.

Motion carried (SHCB/2019/061)

10 Chairperson's Report
	The Chairperson (Scott Weatherall) provided an update on the following matters of interest: · Beach Access Project – Beach Mat – there was a discussion on funding avenues to approach for support with the purchase of a beach mat which would provide wheelchair access to the beach and care and storage of the mat. It was agreed that the Green Island Lions Club would be approached to gauge their interest in the project. · Taieri Mouth Road Laybys – Any work on the laybys had been cancelled at present. · Freedom Camping · Roadside Rubbish · Annual Plan – it was agreed that the Board would gather a submission via email discussions. · Community Plan – A meeting on the community plan would be held prior to a Board meeting. · Brighton Gala Day – the gala day would be held on 26 January. The Board agreed that they would like to have a stall as in past years. Leanne Stenhouse and Paul Weir agreed to lead the project. Paul Allen (Civil Defence) had expressed interest in participating with the Board and would be contacted. · School Students – the Board would extend an invitation to local schools to invite senior students to present ideas and suggestions for their community. Big Rock and Fairfield schools would be contacted when a meeting was being held in their area. · Community Board Induction Day – The Chair, Leanne Stenhouse and Paul Weir would attend the Community Board Induction Day to be held on 9 December 2019. · Lilliput Library – Leanne Stenhouse advised that the Lilliput library had been installed in Westwood. The resident who provided the location for the Lilliput Library had purchased paint which Ms Stenhouse had reimbursed and sought approval for her reimbursement.
	Moved (Chairperson Scott Weatherall/Deputy Chairperson Paul Weir): That the Board: a) Approve reimbursement of $48.74 to Ms Stenhouse for the purchase of paint for the Lilliput Library. Motion carried (SHCB/2019/062)

11 Councillor Update

Councillor Jules Radich provided an update on Council which included the Councillor induction programme and specifically on the landfill and site visit to Smooth Hill.

12 Items for Consideration by the Chair

Annual Plan submission/Community Plan – it was agreed that the Board would hold a workshop one hour before the next meeting to discuss the community plan.

The Chair thanked everyone for their work and wished them and their families well for the Christmas and holiday season.

The meeting concluded at 6.40 pm

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CHAIRPERSON