Minutes of Ordinary Council Meeting Held on 30 October 2018 3

Date: Monday 26 November 2018 Time: 1.00 pm Venue: Council Chamber, Municipal Chambers, The Octagon, Dunedin

Council OPEN ATTACHMENTS

UNDER SEPARATE COVER

ITEM TABLE OF CONTENTS PAGE

6.1 Ordinary Council meeting - 30 October 2018 A Minutes of Ordinary Council meeting held on 30 October 2018 3

7 Audit and Risk Subcommittee - 26 April 2018 A Minutes of Audit and Risk Subcommittee held on 26 April 2018 14

8 Audit and Risk Subcommittee - 14 June 2018 A Minutes of Audit and Risk Subcommittee held on 14 June 2018 23

9 Audit and Risk Subcommittee - 31 August 2018 A Minutes of Audit and Risk Subcommittee held on 31 August 2018 33

10 Waikouaiti Coast Community Board - 26 September 2018 A Minutes of Waikouaiti Coast Community Board held on 26 September 2018 42

11 Strath Taieri Community Board - 27 September 2018 A Minutes of Strath Taieri Community Board held on 27 September 2018 46

12 Otago Peninsula Community Board - 27 September 2018 A Minutes of Otago Peninsula Community Board held on 27 September 2018 50

13 Saddle Hill Community Board - 3 October 2018 A Minutes of Saddle Hill Community Board held on 3 October 2018 55

14 West Harbour Community Board - 3 October 2018 A Minutes of West Harbour Community Board held on 3 October 2018 61

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6.1 Item

Council MINUTES

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

PRESENT

Mayor Mayor Dave Cull Deputy Mayor Cr Chris Staynes

Members Cr David Benson-Pope Cr Rachel Elder Attachment A Attachment Cr Doug Hall Cr Aaron Hawkins Cr Marie Laufiso Cr Mike Lord Cr Damian Newell Cr Jim O'Malley Cr Lee Vandervis

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

Governance Support Officer Lynne Adamson

1 OPENING

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

2 PUBLIC FORUM

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350 DUNEDIN

Adam Currie and Jonathon Visser presented on behalf of 350 Dunedin. They tabled a

signed poster to support their views and ideas towards a Fossil Free Dunedin city. Item 6.1 Item

3 APOLOGIES

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council:

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

Motion carried (CNL/2018/125)

4 CONFIRMATION OF AGENDA

Moved (Mayor Dave Cull/Cr Chris Staynes):

That the Council: A Attachment Confirms the public part of the agenda with the following alterations: - In regard to Standing Order 2.1, Option C be adopted in relation to moving and seconding and speaking to amendments. Motion carried (CNL/2018/126)

5 DECLARATIONS OF INTEREST

Members were reminded of the need to stand aside from decision-making when a conflict arose between their role as an elected representative and any private or other external interest they might have.

The Mayor advised that he had updated his Register of Interest to include appointments to United Cities and Local Governments (UCLG) and Commonwealth Local Government Forum (CLFG).

Moved (Mayor Dave Cull/Cr Chris Staynes): That the Council:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (CNL/2018/127)

Moved (Mayor Dave Cull/Cr Chris Staynes): That the Council:

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

Motion carried (CNL/2018/128)

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6 CONFIRMATION OF MINUTES

6.1 ORDINARY COUNCIL MEETING - 2 OCTOBER 2018 6.1 Item

Moved (Mayor Dave Cull/Cr Chris Staynes): That the Council:

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

Motion carried (CNL/2018/129)

6.2 ORDINARY COUNCIL MEETING - 23 OCTOBER 2018

Moved (Mayor Dave Cull/Cr Chris Staynes): That the Council:

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

Motion carried (CNL/2018/130)

MINUTES OF COMMITTEES

7 INFRASTRUCTURE SERVICES AND NETWORKS COMMITTEE - 15 OCTOBER 2018

Moved (Cr Jim O'Malley/Cr Doug Hall): That the Council: a) Notes the minutes of the Infrastructure Services and Networks Committee meeting held on 15 October 2018

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

Motion carried (CNL/2018/131)

8 COMMUNITY AND CULTURE COMMITTEE - 16 OCTOBER 2018

Moved (Cr Aaron Hawkins/Cr Rachel Elder): That the Council: a) Notes the minutes of the Community and Culture Committee meeting held on 16 October 2018.

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Motion carried (CNL/2018/132)

9 PLANNING AND ENVIRONMENT COMMITTEE - 16 OCTOBER 2018 6.1 Item

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

a) Notes the minutes of the Planning and Environment Committee meeting

held on 16 October 2018

Motion carried (CNL/2018/133)

MINUTES OF COMMUNITY BOARDS

10 WAIKOUAITI COAST COMMUNITY BOARD - 22 AUGUST 2018

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

That the Council: Attachment A Attachment a) Notes the minutes of the Waikouaiti Coast Community Board meeting held on 22 August 2018

Motion carried (CNL/2018/134)

11 OTAGO PENINSULA COMMUNITY BOARD - 23 AUGUST 2018

Moved (Cr David Benson-Pope/Cr Jim O'Malley): That the Council: a) Notes the minutes of the Otago Peninsula Community Board meeting held on 23 August 2018

Motion carried (CNL/2018/135)

12 STRATH TAIERI COMMUNITY BOARD - 23 AUGUST 2018

Moved (Cr David Benson-Pope/Cr Jim O'Malley): That the Council: a) Notes minutes of the Strath Taieri Community Board meeting held on 23 August 2018

Motion carried (CNL/2018/136)

13 MOSGIEL-TAIERI COMMUNITY BOARD - 29 AUGUST 2018

Moved (Cr David Benson-Pope/Cr Jim O'Malley): That the Council: a) Notes the minutes of the Mosgiel-Taieri Community Board meeting held on

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29 August 2018

Motion carried (CNL/2018/137)

6.1 Item

14 WEST HARBOUR COMMUNITY BOARD - 29 AUGUST 2018

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

That the Council:

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

Motion carried (CNL/2018/138)

15 SADDLE HILL COMMUNITY BOARD - 30 AUGUST 2018

Moved (Cr David Benson-Pope/Cr Jim O'Malley): That the Council: a) Notes the minutes of the Saddle Hill Community Board meeting held on 30 August 2018 A Attachment

Motion carried (CNL/2018/139)

REPORTS

16 DUNEDIN CITY COUNCIL ANNUAL REPORT 2018

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

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

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

Moved (Cr Mike Lord/Cr Damian Newell): That the Council:

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

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

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

Motion carried (CNL/2018/140)

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17 2018/19 CAPITAL BUDGET

A report from Finance advised that Council’s 10 year plan 2018-2028 included a Capital 6.1 Item Budget for 2018/19.

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

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

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

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

b) Approves the realignment of a range of capital projects currently included

in the 2018/19 Budget to later years, as shown in Table 2. A Attachment

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

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

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

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

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

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

18 LOCAL ALCOHOL POLICY ADOPTION

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

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

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

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

a) Gives effect to the Dunedin Local Alcohol Policy, in its entirety, from

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1 February 2019.

Motion carried (CNL/2018/142)

6.1 Item

19 DUNEDIN WATERFRONT VISION - PROJECT UPDATE

A report from Corporate Policy provided an update on the progress made on the implementation of the waterfront vision, including the engineering and commercial

feasibility work and the development of the business case.

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

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

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

Motion carried (CNL/2018/143)

A Attachment

20 PROPOSED PARKING CHANGES

Councillor Staynes withdrew from this item.

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

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

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

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

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

21 MEETING SCHEDULE FOR 2019

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

The Team Leader Civic (Sharon Bodeker) spoke to the report. Moved (Cr David Benson-Pope/Cr Damian Newell): That the Council:

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

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

Motion carried (CNL/2018/145) 6.1 Item

22 APPOINTMENT OF ELECTORAL OFFICER

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

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

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

Moved (Cr Aaron Hawkins/Cr Doug Hall): Attachment A Attachment That the Council:

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

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

Motion carried (CNL/2018/146)

RESOLUTION TO EXCLUDE THE PUBLIC

Moved (Mayor Dave Cull/Cr Chris Staynes): That the Council:

Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:

General subject of Reasons for passing Ground(s) under Reason for the matter to be this resolution in section 48(1) for Confidentiality considered relation to each the passing of matter this resolution

C1 Ordinary Council S7(2)(g) meeting - 2 October The withholding of the . 2018 - Public information is Excluded necessary to maintain legal professional privilege. S7(2)(i) The withholding of the information is

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necessary to enable the local authority to carry on, without

prejudice or Item 6.1 Item disadvantage, negotiations (including commercial and industrial

negotiations). S7(2)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities. S7(2)(a) The withholding of the information is necessary to protect the privacy of natural

persons, including A Attachment that of a deceased person. C2 Ordinary Council S7(2)(g) meeting - 23 October The withholding of the . 2018 - Public information is Excluded necessary to maintain legal professional privilege.

S7(2)(i) The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations). C3 Infrastructure S7(2)(b)(ii) Services and The withholding of the . Networks Committee information is - 15 October 2018 - necessary to protect Public Excluded information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.S7(2)(i) The withholding of the information is

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necessary to enable the local authority to carry on, without

prejudice or Item 6.1 Item disadvantage, negotiations (including commercial and industrial

negotiations).

C4 Dunedin City S7(2)(a) S48(1)(a) Holdings Group The withholding of the The public conduct Appointment information is of the part of the necessary to protect meeting would be the privacy of natural likely to result in persons, including the disclosure of that of a deceased information for person. which good reason for withholding exists under section 7. C5 Arts S7(2)(a) S48(1)(a) Personal information Representation for The withholding of the is contained in

The public conduct A Attachment the Grants information is of the part of the applicants CVs.. Subcommittee necessary to protect meeting would be the privacy of natural likely to result in persons, including the disclosure of that of a deceased information for person. which good reason for withholding exists under section 7. C6 Provincial S7(2)(h) S48(1)(a) The Otago Regional Growth Fund The withholding of the The public conduct Economic information is of the part of the Development necessary to enable meeting would be Framework is the local authority to likely to result in currently being carry out, without the disclosure of developed across all prejudice or information for Otago Councils, is disadvantage, which good reason an early draft and commercial activities. subject to approval for withholding by all Councils.. 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 and that Jemma Adams (General Manager DCHL) be permitted to attend the meeting to speak to Item C4 and provide assistance in relation to the matters to be discussed.

Motion carried (CNL/2018/147)

The meeting moved into confidential at 2.35 pm and Councillor Vandervis left the meeting. The meeting concluded at 3.20 pm

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Item 6.1 Item ...... MAYOR

Attachment A Attachment

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Item 7 Item

Audit and Risk Subcommittee MINUTES

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

PRESENT

Chairperson Susie Johnstone

Members Mayor Dave Cull Cr Doug Hall A Attachment Cr Mike Lord

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

Governance Support Officer Wendy Collard

1 APOLOGIES

Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:

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

Motion carried (AR/2018/006)

2 CONFIRMATION OF AGENDA

Moved (Susie Johnstone/Cr Doug Hall):

That the Subcommittee:

Confirms the agenda with the following addition or alteration

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

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Item C3 to be taken before Item C1. 7 Item Motion carried (AR/2018/007)

3 DECLARATIONS OF INTEREST

Members were reminded of the need to stand aside from decision-making when a conflict arose between their role as an elected representative and any private or other external interest they might have.

Susie Johnstone provided an update to her Register of Interest.

Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:

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

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

Motion carried (AR/2018/008)

4 CONFIRMATION OF MINUTES

4.1 AUDIT AND RISK SUBCOMMITTEE MEETING - 8 FEBRUARY 2018

Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:

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

Motion carried (AR/2018/009)

PART A REPORTS

5 AUDIT AND RISK SUBCOMMITTEE WORK PLAN 2018

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

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

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

Moved (Susie Johnstone/Cr Doug Hall):

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That the Subcommittee:

Item 7 Item a) Notes the Audit and Risk Subcommittee Work Plan

Motion carried (AR/2018/010)

RESOLUTION TO EXCLUDE THE PUBLIC

Moved (Susie Johnstone/Cr Mike Lord): That the Committee:

Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:

C1 Audit and Risk S7(2)(j) S48(1)(a) Subcommittee The withholding of the The public conduct meeting - 8 February information is of the part of the 2018 - Public necessary to prevent meeting would be Excluded the disclosure or use likely to result in of official information the disclosure of for improper gain or information for improper advantage. which good reason

for withholding S7(2)(a) exists under The withholding of the section 7. information is necessary to protect the privacy of natural persons, including that of a deceased person.

S7(2)(c)(i) The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the

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same source and it is in the public interest that such information 7 Item should continue to be

supplied.

S7(2)(b)(ii)

The withholding of the

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

S7(2)(h) A Attachment The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S7(2)(c)(ii) The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

S6(b) The making available of the information would be likely to endanger the safety of a person. C2 Audit and Risk S7(2)(a) S48(1)(a) Subcommittee Action The withholding of the The public conduct List report information is of the part of the necessary to protect meeting would be the privacy of natural likely to result in persons, including the disclosure of

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that of a deceased information for

person. which good reason Item 7 Item for withholding S7(2)(c)(i) exists under The withholding of the section 7. information is

necessary to protect

information which is

subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or

information from the A Attachment same source and it is in the public interest that such information should continue to be supplied. C3 Draft report from S7(2)(i) S48(1)(a) The report is in Audit NZ on the The withholding of the The public conduct draft. Discussions Long-Term Plan information is of the part of the are being held with Consultation necessary to enable meeting would be the auditors to Document the local authority to likely to result in finalise the report. carry on, without the disclosure of prejudice or information for disadvantage, which good reason negotiations for withholding (including commercial exists under and industrial section 7. negotiations). C4 Health and S7(2)(a) S48(1)(a) Safety Monthly The withholding of the The public conduct Reporting for information is of the part of the February 2018 necessary to protect meeting would be the privacy of natural likely to result in persons, including the disclosure of that of a deceased information for person. which good reason for withholding exists under section 7. C5 External Audit S7(2)(c)(ii) S48(1)(a) Outcomes Report - The withholding of the The public conduct April 2018 information is of the part of the necessary to protect meeting would be information which is likely to result in subject to an the disclosure of obligation of information for confidence or which which good reason any person has been for withholding or could be compelled exists under

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to provide under the section 7. authority of any enactment, where the 7 Item making available of

the information would be likely to damage

the public interest.

C6 Update on the S7(2)(b)(ii) S48(1)(a) DCC Internal Audit The withholding of the The public conduct WorkPlan - April information is of the part of the 2018 necessary to protect meeting would be information where the likely to result in making available of the disclosure of the information would information for be likely unreasonably which good reason to prejudice the for withholding commercial position of exists under the person who section 7. supplied or who is the subject of the information.

A Attachment S7(2)(c)(i) The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

S7(2)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities. C7 Internal Audit S7(2)(c)(ii) S48(1)(a) Outcomes Report - The withholding of the The public conduct April 2018 information is of the part of the necessary to protect meeting would be information which is likely to result in

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subject to an the disclosure of

obligation of information for Item 7 Item confidence or which which good reason any person has been for withholding or could be compelled exists under to provide under the section 7.

authority of any

enactment, where the

making available of the information would be likely to damage the public interest. C8 Internal Audit - S7(2)(a) S48(1)(a) The report is 2017 Data Analytics The withholding of the The public conduct considered information is of the part of the confidential because necessary to protect meeting would be it refers to Council the privacy of natural likely to result in staff positions where persons, including the disclosure of those staff may not that of a deceased information for have had the person. which good reason opportunity to respond or comment for withholding

on the report. A Attachment exists under section 7. C9 Strategic Risk S7(2)(c)(ii) S48(1)(a) Register Update - The withholding of the The public conduct April 2018 information is of the part of the necessary to protect meeting would be information which is likely to result in subject to an the disclosure of obligation of information for confidence or which which good reason any person has been for withholding or could be compelled exists under to provide under the section 7. authority of any enactment, where the making available of the information would be likely to damage the public interest. C10 ICT Policy S7(2)(b)(ii) S48(1)(a) Framework: The withholding of the The public conduct Acceptable Use information is of the part of the Policy and Standards necessary to protect meeting would be - revised April 2018 information where the likely to result in making available of the disclosure of the information would information for be likely unreasonably which good reason to prejudice the for withholding commercial position of exists under the person who section 7. supplied or who is the subject of the information. C11 Treasury Risk S7(2)(h) S48(1)(a) Management The withholding of the The public conduct Compliance Report information is of the part of the necessary to enable meeting would be the local authority to likely to result in carry out, without the disclosure of

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prejudice or information for

disadvantage, which good reason Item 7 Item commercial activities. for withholding exists under section 7. C12 Protected S7(2)(a) S48(1)(a)

Disclosure Register The withholding of the The public conduct

information is of the part of the

necessary to protect meeting would be the privacy of natural likely to result in persons, including the disclosure of that of a deceased information for person. which good reason

for withholding S7(2)(c)(i) exists under The withholding of the section 7. information is necessary to protect information which is subject to an obligation of

confidence or which A Attachment any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied. C13 Investigation S6(b) S48(1)(a) The matters detailed Register The making available The public conduct in this report are of the information of the part of the subject to would be likely to meeting would be investigation and endanger the safety likely to result in information should of a person. the disclosure of remain confidential information for so as not to which good reason prejudice the investigation and for withholding any possible exists under outcomes of the section 6. investigation.

That Julian Tan (Audit New Zealand) and Amanda Nicholls (Audit New Zealand) be permitted

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COUNCIL 26 NOVEMBER 2018 to remain at the meeting, after the public has been excluded, because of their knowledge of Item C3. This knowledge, which would be of assistance in relation to the matters discussed, was relevant because they would be reporting on the item under consideration. 7 Item

Motion carried (AR/2018/011)

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

...... CHAIRPERSON

Attachment A Attachment

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Item 8 Item

Audit and Risk Subcommittee MINUTES

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

PRESENT

Chairperson Susie Johnstone

Members Janet Copeland Cr Doug Hall A Attachment Cr Mike Lord

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

Governance Support Officer Lynne Adamson

1 PUBLIC FORUM

There was no Public Forum.

2 APOLOGIES

Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:

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

Motion carried (AR/2018/029)

3 CONFIRMATION OF AGENDA

Moved (Cr Mike Lord/Cr Doug Hall):

That the Subcommittee:

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Confirms the agenda with the following alteration: That Items 6 – Health and Safety Policy – revised June 2018 and Item 7 – 10 8 Item year plan update – June 2018 be taken in the non-public section of the meeting.

Motion carried (AR/2018/030)

4 DECLARATIONS OF INTEREST

Members were reminded of the need to stand aside from decision-making when a conflict arose between their role as an elected representative and any private or other external interest they might have.

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

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

Attachment A Attachment Moved (Cr Doug Hall/Cr Mike Lord): That the Committee:

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

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

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

Motion carried (AR/2018/031)

5 CONFIRMATION OF MINUTES

4.1 AUDIT AND RISK SUBCOMMITTEE MEETING - 26 APRIL 2018

Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:

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

Motion carried (AR/2018/032)

PART A REPORTS

5 AUDIT AND RISK SUBCOMMITTEE WORK PLAN 2018

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

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COUNCIL 26 NOVEMBER 2018

Plan 2018. Item 8 Item The Risk and Internal Audit Manager (Andrew Slater) spoke to the report and responded to questions.

Moved (Susie Johnstone/Cr Doug Hall):

That the Subcommittee:

a) Notes the Audit and Risk Subcommittee Work Plan.

Motion carried (AR/2018/033)

6 HEALTH AND SAFETY POLICY - REVISED JUNE 2018

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

7 10 YEAR PLAN UPDATE - JUNE 2018 A Attachment

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

RESOLUTION TO EXCLUDE THE PUBLIC

Moved (Cr Mike Lord/Cr Doug Hall): That the Committee:

Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:

C1 Audit and Risk S7(2)(j) S48(1)(a) Subcommittee The withholding of the The public conduct meeting - 26 April information is of the part of the 2018 - Public necessary to prevent meeting would be Excluded the disclosure or use likely to result in of official information the disclosure of for improper gain or information for improper advantage. which good reason

for withholding S7(2)(a) exists under The withholding of the

information is section 7. necessary to protect the privacy of natural persons, including that of a deceased person.

S7(2)(c)(i)

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The withholding of the information is necessary to protect 8 Item information which is

subject to an obligation of

confidence or which

any person has been

or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information

should continue to be A Attachment supplied.

S7(2)(i) The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

S7(2)(b)(ii) The withholding of the information is necessary to protect information where the making available of

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the information would be likely unreasonably to prejudice the 8 Item commercial position of

the person who supplied or who is the

subject of the

information.

S7(2)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S6(b) The making available

of the information A Attachment would be likely to endanger the safety of a person. C2 Audit and Risk S7(2)(a) S48(1)(a) Subcommittee Action The withholding of the The public conduct List report information is of the part of the necessary to protect meeting would be the privacy of natural likely to result in persons, including the disclosure of that of a deceased information for person. which good reason

for withholding S7(2)(c)(i) exists under The withholding of the section 7. information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied. C3 Audit NZ - S7(2)(c)(ii) S48(1)(a) Annual Report The withholding of the The public conduct Update information is of the part of the

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necessary to protect meeting would be

information which is likely to result in Item 8 Item subject to an the disclosure of obligation of information for confidence or which which good reason any person has been for withholding or could be compelled exists under to provide under the section 7. authority of any enactment, where the making available of the information would be likely to damage the public interest. C4 Update on the S7(2)(b)(ii) S48(1)(a) DCC Internal Audit The withholding of the The public conduct WorkPlan - June information is of the part of the 2018 necessary to protect meeting would be information where the likely to result in making available of the disclosure of the information would information for be likely unreasonably which good reason A Attachment to prejudice the for withholding commercial position of exists under the person who supplied or who is the section 7. subject of the information.

S7(2)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or

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disadvantage,

commercial activities. Item 8 Item C5 External Audit S7(2)(c)(ii) S48(1)(a) Outcomes Report - The withholding of the The public conduct June 2018 information is of the part of the necessary to protect meeting would be information which is likely to result in subject to an the disclosure of obligation of information for confidence or which which good reason any person has been for withholding or could be compelled exists under to provide under the section 7. authority of any enactment, where the making available of the information would be likely to damage the public interest. C6 Internal Audit S7(2)(c)(ii) S48(1)(a) Outcomes Report - The withholding of the The public conduct

June 2018 information is of the part of the A Attachment necessary to protect meeting would be information which is likely to result in subject to an the disclosure of obligation of information for confidence or which which good reason any person has been for withholding or could be compelled exists under to provide under the authority of any section 7. enactment, where the making available of the information would be likely to damage the public interest. C7 Strategic Risk S7(2)(c)(ii) S48(1)(a) Register - update The withholding of the The public conduct June 2018 information is of the part of the necessary to protect meeting would be information which is likely to result in subject to an the disclosure of obligation of information for confidence or which which good reason any person has been for withholding or could be compelled exists under to provide under the section 7. authority of any enactment, where the making available of the information would be likely to damage the public interest. C8 Dunedin City S7(2)(b)(ii) S48(1)(a) Holdings Ltd - The withholding of the The public conduct Update on Audit and information is of the part of the Risk Activity necessary to protect meeting would be information where the likely to result in making available of the disclosure of the information would information for be likely unreasonably

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to prejudice the which good reason

commercial position of for withholding Item 8 Item the person who exists under supplied or who is the section 7.

subject of the information.

C9 Treasury Risk S7(2)(h) S48(1)(a)

Management The withholding of the The public conduct Compliance Report information is of the part of the necessary to enable meeting would be the local authority to likely to result in carry out, without the disclosure of prejudice or information for disadvantage, which good reason commercial activities. for withholding exists under section 7. C10 Health and S7(2)(a) S48(1)(a) Safety Monthly The withholding of the The public conduct Report for April 2018 information is of the part of the

necessary to protect meeting would be Attachment A Attachment the privacy of natural likely to result in persons, including the disclosure of that of a deceased information for person. which good reason for withholding exists under section 7. C11 Conflict of S7(2)(g) S48(1)(a) Interest Policy - The withholding of the The public conduct Revised June 2018 information is of the part of the necessary to maintain meeting would be legal professional likely to result in privilege. the disclosure of information for which good reason for withholding exists under section 7. C12 Asset Disposal S7(2)(h) S48(1)(a) and Write Off Policy - The withholding of the The public conduct revised June 2018 information is of the part of the necessary to enable meeting would be the local authority to likely to result in carry out, without the disclosure of prejudice or information for disadvantage, which good reason commercial activities. for withholding exists under section 7. C13 Protected S7(2)(a) S48(1)(a) Disclosure Register The withholding of the The public conduct information is of the part of the necessary to protect meeting would be the privacy of natural likely to result in persons, including the disclosure of that of a deceased information for person. which good reason

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S7(2)(c)(i) for withholding

The withholding of the exists under Item 8 Item information is section 7. necessary to protect

information which is subject to an

obligation of

confidence or which

any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest

that such information A Attachment should continue to be supplied. C14 Investigation S6(b) S48(1)(a) The matters detailed Register The making available The public conduct in this report are of the information of the part of the subject to would be likely to meeting would be investigation and endanger the safety likely to result in information should of a person. the disclosure of remain confidential information for so as not to which good reason prejudice the investigation and for withholding any possible exists under outcomes of the section 6. investigation..

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

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

Motion carried (AR/2018/036)

The meeting concluded at 2.10 pm.

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...... 8 Item CHAIRPERSON

Attachment A Attachment

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Item 9 Item

Audit and Risk Subcommittee MINUTES

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

PRESENT

Chairperson Susie Johnstone

Members Cr Doug Hall Cr Mike Lord A Attachment Cr Chris Staynes

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

Governance Support Officer Wendy Collard

1 APOLOGIES

Moved (Susie Johnstone/Cr Chris Staynes): That the Subcommittee:

Accepts the apologies from Janet Copeland and Mayor Dave Cull

Motion carried (AR/2018/051)

2 CONFIRMATION OF AGENDA

Moved (Chairperson Susie Johnstone/Cr Doug Hall):

That the Committee:

Confirms the agenda without addition or alteration

Motion carried (AR/2018/052)

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3 DECLARATIONS OF INTEREST Item 9 Item Members were reminded of the need to stand aside from decision-making when a conflict arose between their role as an elected representative and any private or other

external interest they might have.

Susie Johnstone provided an update to her Register of Interests.

Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:

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

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

Motion carried (AR/2018/053)

4 CONFIRMATION OF MINUTES A Attachment

4.1 AUDIT AND RISK SUBCOMMITTEE MEETING - 14 JUNE 2018

Moved (Susie Johnstone/Cr Doug Hall): That the Subcommittee:

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

Motion carried (AR/2018/054)

PART A REPORTS

5 AUDIT AND RISK SUBCOMMITTEE WORK PLAN 2018

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

Moved (Susie Johnstone/Cr Chris Staynes): That the Subcommittee:

a) Notes the Audit and Risk Subcommittee Work Plan.

Motion carried (AR/2018/055)

RESOLUTION TO EXCLUDE THE PUBLIC

Moved (Susie Johnstone/Cr Mike Lord): That the Subcommittee:

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COUNCIL 26 NOVEMBER 2018

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 9 Item namely:

General subject of Reasons for passing Ground(s) under Reason for

the matter to be this resolution in section 48(1) for Confidentiality considered relation to each the passing of matter this resolution

C1 Audit and Risk S7(2)(j) S48(1)(a) Subcommittee The withholding of the The public conduct meeting - 14 June information is of the part of the 2018 - Public necessary to prevent meeting would be Excluded the disclosure or use likely to result in of official information the disclosure of for improper gain or information for improper advantage. which good reason

for withholding S7(2)(a) exists under The withholding of the

section 7. A Attachment information is necessary to protect the privacy of natural persons, including that of a deceased person.

S7(2)(c)(ii) The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which

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any person has been or could be compelled to provide under the 9 Item authority of any

enactment, where the making available of

the information would

be likely to damage

the public interest.

S7(2)(b)(ii) The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who

supplied or who is the A Attachment subject of the information.

S7(2)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

S7(2)(g) The withholding of the information is necessary to maintain legal professional privilege.

S6(b) The making available of the information would be likely to endanger the safety of a person. C2 Report to the S7(2)(b)(ii) S48(1)(a) Council on the The withholding of the The public conduct Interim Audit of information is of the part of the Dunedin City Council necessary to protect meeting would be for the year ended information where the likely to result in 30 June 2018 making available of the disclosure of the information would information for be likely unreasonably which good reason to prejudice the for withholding commercial position of exists under the person who section 7. supplied or who is the subject of the

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information.

C3 10 year plan S7(2)(b)(ii) S48(1)(a) Item 9 Item update - August The withholding of the The public conduct 2018 information is of the part of the necessary to protect meeting would be information where the likely to result in making available of the disclosure of

the information would information for

be likely unreasonably which good reason to prejudice the for withholding commercial position of exists under the person who section 7. supplied or who is the subject of the information. C4 Audit and Risk S7(2)(a) S48(1)(a) Subcommittee Action The withholding of the The public conduct List report information is of the part of the necessary to protect meeting would be the privacy of natural likely to result in persons, including the disclosure of that of a deceased information for A Attachment person. which good reason

for withholding S7(2)(c)(i) exists under The withholding of the information is section 7. necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied. C5 Health and S7(2)(a) S48(1)(a) Safety Report for The withholding of the The public conduct July 2018 information is of the part of the necessary to protect meeting would be the privacy of natural likely to result in persons, including the disclosure of that of a deceased information for person. which good reason for withholding exists under section 7. C6 Strategic Risk S7(2)(c)(ii) S48(1)(a)

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August 2018 information is of the part of the Item 9 Item necessary to protect meeting would be information which is likely to result in subject to an the disclosure of obligation of information for confidence or which which good reason any person has been for withholding or could be compelled exists under to provide under the section 7. authority of any enactment, where the making available of the information would be likely to damage the public interest. C7 Update on the S7(2)(b)(ii) S48(1)(a) DCC Internal Audit The withholding of the The public conduct WorkPlan - August information is of the part of the 2018 necessary to protect meeting would be information where the likely to result in

making available of the disclosure of A Attachment the information would information for be likely unreasonably which good reason to prejudice the for withholding commercial position of exists under the person who section 7. supplied or who is the subject of the information.

S7(2)(h) The withholding of the information is necessary to enable the local authority to

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COUNCIL 26 NOVEMBER 2018

carry out, without prejudice or disadvantage, 9 Item commercial activities.

C8 Update on the S7(2)(c)(ii) S48(1)(a) DCC Internal Audit The withholding of the The public conduct Corrective Actions information is

of the part of the Register - August necessary to protect meeting would be 2018 information which is likely to result in subject to an the disclosure of obligation of information for confidence or which which good reason any person has been for withholding or could be compelled exists under to provide under the authority of any section 7. enactment, where the making available of the information would be likely to damage the public interest.

C9 Update on the S7(2)(c)(ii) S48(1)(a) A Attachment DCC External Audit The withholding of the The public conduct Corrective Actions information is of the part of the Register - August necessary to protect meeting would be 2018 information which is likely to result in subject to an the disclosure of obligation of information for confidence or which which good reason any person has been for withholding or could be compelled exists under to provide under the section 7. authority of any enactment, where the making available of the information would be likely to damage the public interest. C10 Top 100 S7(2)(h) S48(1)(a) The information in Suppliers - 2017/18 The withholding of the The public conduct this report is FY information is of the part of the commercially necessary to enable meeting would be sensitive.. the local authority to likely to result in carry out, without the disclosure of prejudice or information for disadvantage, which good reason commercial activities. for withholding exists under section 7. C11 Dunedin City S7(2)(b)(ii) S48(1)(a) Holdings Ltd - The withholding of the The public conduct Update on Audit and information is of the part of the Risk Activity necessary to protect meeting would be information where the likely to result in making available of the disclosure of the information would information for be likely unreasonably which good reason to prejudice the for withholding commercial position of exists under the person who section 7.

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supplied or who is the subject of the information. 9 Item C12 Treasury Risk S7(2)(h) S48(1)(a)

Management The withholding of the The public conduct Compliance Report information is of the part of the necessary to enable meeting would be the local authority to likely to result in carry out, without the disclosure of prejudice or information for disadvantage, which good reason commercial activities. for withholding exists under section 7. C13 Annual Review S7(2)(h) S48(1)(a) - DCC Treasury Risk The withholding of the The public conduct Management Policy information is of the part of the necessary to enable meeting would be the local authority to likely to result in carry out, without the disclosure of prejudice or

information for A Attachment disadvantage, which good reason commercial activities. for withholding exists under section 7. C14 Insurance S7(2)(h) S48(1)(a) Renewal Year Ended The withholding of the The public conduct 30 June 2019 information is of the part of the necessary to enable meeting would be the local authority to likely to result in carry out, without the disclosure of prejudice or information for disadvantage, which good reason commercial activities. for withholding exists under section 7. C15 Protected S7(2)(a) S48(1)(a) Disclosure Register The withholding of the The public conduct information is of the part of the necessary to protect meeting would be the privacy of natural likely to result in persons, including the disclosure of that of a deceased information for person. which good reason

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the information would be likely to prejudice the supply of similar 9 Item information or

information from the same source and it is

in the public interest

that such information

should continue to be supplied. C16 Investigation S6(b) S48(1)(a) The matters detailed Register The making available The public conduct in this report are of the information of the part of the subject to would be likely to meeting would be investigation and endanger the safety likely to result in information should of a person. the disclosure of remain confidential information for so as not to which good reason prejudice the investigation and for withholding any possible exists under outcomes of the section 6.

investigation.. A Attachment

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

The meeting concluded at 2.11 pm.

...... CHAIRPERSON

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Item 10 Item

Waikouaiti Coast Community Board MINUTES

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

PRESENT

Deputy Chairperson Geraldine Tait Members Mark Brown Mandy Mayhem-Bullock Cr Jim O'Malley Richard Russell

Rose Stringer-Wright A Attachment

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

Governance Support Officer Rebecca Murray

1 PUBLIC FORUM 1.1 Karitane Māori Tours - Alex Whitaker

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

2 APOLOGIES

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

Accepts the apology from Chairperson Alasdair Morrison.

Motion carried (WC/2018/060)

3 CONFIRMATION OF AGENDA

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

That the Board:

Confirms the agenda without addition or alteration;

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COUNCIL 26 NOVEMBER 2018

Motion carried (WC/2018/061)

Item 10 Item

4 DECLARATIONS OF INTEREST

Members were reminded of the need to stand aside from decision-making when a conflict arose between their role as an elected representative and any private or other

external interest they might have.

Mark Brown declared an interest in W M Brown and Sons

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

a) Amends the Elected Members' Interest Register

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

Motion carried (WC/2018/062)

5 CONFIRMATION OF MINUTES Attachment A Attachment

5.1 WAIKOUAITI COAST COMMUNITY BOARD MEETING - 22 AUGUST 2018

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

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

Motion carried (WC/2018/063)

PART A REPORTS

6 WAIKOUAITI COAST COMMUNITY BOARD ACTION LIST

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

• Blueskin Recreational Access Group will continue as a group and not go ahead as an incorporated society. • Beaches Bylaw signage needed for back beach and the style of the signs. • Coast Road surface repairs Moved (Geraldine Tait/Mark Brown): That the Board:

a) Amends the Action List as appropriate.

Motion carried (WC/2018/064)

Moved (Geraldine Tait/Cr Jim O'Malley): That the Board: a) Nominates Richard Russell for Karitane and Waikouaiti and Mandy Mayhem-Bullock for Seacliff, Waitati and Warrington to follow up Emergency Plans with Civil Defence.

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COUNCIL 26 NOVEMBER 2018

Motion carried (WC/2018/065)

Item 10 Item

7 LIBRARY ACTIVITY REPORT

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

Blueskin Bay Libraries and Service Centres.

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

a) Notes the Library Activity Report

Motion carried (WC/2018/066)

8 GOVERNANCE SUPPORT OFFICER'S REPORT

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

interest, including: Attachment A Attachment a) Project Fund.

b) Community Board Remuneration.

c) Funding report by Blueskin BayWatch August 2018.

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

a) Notes the Governance Support Officer’s Report.

Motion carried (WC/2018/067)

9 BOARD UPDATES

An update was provided activities which included:

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

Moved (Geraldine Tait/Rose Stringer-Wright): That the Board:

a) Notes the report.

Motion carried (WC/2018/068)

10 CHAIRPERSON'S REPORT

A verbal report was presented from the Deputy Chairperson at the meeting, which included: • Karitane gutter issue

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COUNCIL 26 NOVEMBER 2018

Moved (Geraldine Tait/Rose Stringer-Wright): 10 Item That the Board:

a) Notes the report

Motion carried (WC/2018/069)

11 COUNCIL ACTIVITIES

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

Moved (Deputy Chairperson Geraldine Tait/Cr Jim O'Malley): That the Board: a) Notes the update.

Motion carried (WC/2018/070)

12 ITEMS FOR CONSIDERATION BY THE CHAIR A Attachment

There we no items for consideration by the chair.

The meeting concluded at 7.45pm.

...... CHAIRPERSON

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Item 11 Item

Strath Taieri Community Board

MINUTES

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

PRESENT

Chairperson Barry Williams Deputy Chairperson Joan Wilson Members Norma Emerson David Frew Cr Mike Lord Mark O'Neill A Attachment Jacinta Stevenson

IN ATTENDANCE Terry Taylor (Contract Supervisor)

Governance Support Officer Sharon Bodeker (Team Leader Civic)

1 PUBLIC FORUM

1.1 Public Forum- Emma Barker - Strath Taieri School

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

2 APOLOGIES

There were no apologies.

3 CONFIRMATION OF AGENDA

Moved (Member David Frew/Cr Mike Lord):

That the Board:

Confirms the agenda with the following addition, that Ms Stevenson would

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provide an update on Keep Dunedin Beautiful.

Motion carried (STCB/2018/022)

11 Item

4 DECLARATIONS OF INTEREST

Members were reminded of the need to stand aside from decision-making when a

conflict arose between their role as an elected representative and any private or other

external interest they might have.

Moved (Mark O'Neill/Jacinta Stevenson): That the Board:

a) Notes the Elected Members' Interest Register; and

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

.Motion carried (STCB/2018/023)

5 CONFIRMATION OF MINUTES A Attachment

5.1 STRATH TAIERI COMMUNITY BOARD MEETING - 23 AUGUST 2018

Moved (Joan Wilson/Jacinta Stevenson): That the Board:

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

Motion carried (STCB/2018/024)

PART A REPORTS

6 PROJECT FUND APPLICATIONS

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

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

Moved (Joan Wilson/David Frew): That the Board:

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

Motion carried (STCB/2018/025)

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7 GOVERNANCE SUPPORT OFFICERS REPORT Item 11 Item In a report the Governance Support Officer provided an update on activities relevant to the

Board area including:

• Project Fund

• Community Board Remuneration

• Action List

Moved (Norma Emerson/David Frew): That the Board:

a) Notes the Governance Support Officers Report;

b) Amends the Action List as appropriate

Motion carried (STCB/2018/026)

Attachment A Attachment 8 CHAIRPERSON'S UPDATE

The Chairperson provided an update on the following items:

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

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

• Weed Spraying – work has been completed as scheduled.

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

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

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

9 COUNCIL ACTIVITIES

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

The meeting concluded at 6.43 p.m.

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11 Item ......

CHAIRPERSON

Attachment A Attachment

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Item 12 Item

Otago Peninsula Community Board

MINUTES

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

PRESENT

Chairperson Paul Pope Deputy Chairperson Hoani Langsbury Members Lox Kellas Graham McArthur Christine Neill Cr Andrew Whiley

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

Governance Support Officer Rebecca Murray

1 OPENING

Hoani Langsbury opened the meeting with a reflection.

2 PUBLIC FORUM

1 1.1 The Caselberg Trust – Barbara Wilkins

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

3 APOLOGIES

Moved (Lox Kellas/Christine Neill): That the Board:

Accepts the apology from Edna Stevenson.

Motion carried (OPCB/2018/046)

4 CONFIRMATION OF AGENDA

Moved (Hoani Langsbury/Graham McArthur):

That the Board:

Confirms the agenda without addition or alteration.

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Motion carried (OPCB/2018/047)

Item 12 Item

5 DECLARATIONS OF INTEREST

Members were reminded of the need to stand aside from decision-making when a conflict arose between their role as an elected representative and any private or other

external interest they might have.

Christine Neill declared an interest in the Coronation Hall Society

Moved (Paul Pope/Hoani Langsbury): That the Board:

a) Amends the Elected Members' Interest Register.

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

Motion carried (OPCB/2018/048)

6 CONFIRMATION OF MINUTES Attachment A Attachment

6.1 OTAGO PENINSULA COMMUNITY BOARD MEETING - 23 AUGUST 2018

Moved (Paul Pope/Christine Neill): That the Board:

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

Motion carried (OPCB/2018/049)

PART A REPORTS

7 LIBRARY ACTIVITY REPORT

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

Moved (Paul Pope/Hoani Langsbury): That the Board:

a) Notes the Library Activity Report.

Motion carried (OPCB/2018/050)

8 HIGHCLIFF ROAD SLIP REPAIR

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

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9 GOVERNANCE SUPPORT OFFICER'S REPORT

The report informed the Otago Peninsula Community Board of activities relevant to the 12 Item

Board area including:

a) Project Fund

b) Board Remuneration

c) Action Lists.

Parks and Recreation

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

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

Te Rauone Reserve Upgrade – A meeting was held on 22 October with the community. Attachment A Attachment Barbeques at Macandrew Bay – Staff were concerned with ongoing plan and upkeep. Graham had obtained pricing from a company in Australia barbeque equipment.

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

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

Transport

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

Moved (Paul Pope/Graham McArthur): That the Board:

a) Notes the Governance Support Officer's Report.

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

c) Notes the information about Board remuneration.

d) Amends the Action Lists as appropriate.

Motion carried (OPCB/2018/052)

10 FUNDING APPLICATION - THE CASELBERG TRUST

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

Moved (Lox Kellas/Cr Andrew Whiley): That the Board:

a) Grants the funding application from The Caselberg Trust for $500.00

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towards materials to complete the landscaping.

Motion carried (OPCB/2018/053)

12 Item

11 WORKING PARTIES/BOARD AREA LIAISON UPDATES

Rural Roads

Lox Kellas advised there was a new form of road marking on the Peninsula which were

not professionally carried out. He provided a picture of the new road marking. It was

advised that the location is around the Sandymount Road area. Arrows would be a better system. Business Directory Paul Pope thanked Christine Neill for all her hard work. Discussions were held around any potential privacy issues.

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

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

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

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

12 CHAIRPERSON'S REPORT

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

a) Letter of support provided for ECOTAGO Charitable Trust. b) Freedom camping – Note was made of a few that had camped recently. c) Cruise Ship Travel Incident Plan. d) Function for tour operators – Paul Pope thanked Christine Neill for organising the event. e) Biodiversity Forum was to be held (February/March 2019). f) Rabbit control workshop (Otago Regional Council) – Paul Pope attended the workshop. g) Harwood Reserves – add to the action list. h) Proposed Keep Dunedin Beautiful Clean-up at gun emplacements on 6 October 2018. i) Outcome of ORC bus route change hearing – Paul Pope attended the hearing, the 308 bus should include Harington Point, this suggestion had been raised with the ORC. j) Outcome of Tomahawk facilities discussion. k) Portobello water outage during school holidays (4 October 2018).

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l) Aurora letter received regarding the Port Chalmers to Portobello Power Upgrade, a map was provided with the letter informing of the process around the upgrade. 12 Item Moved (Paul Pope/Lox Kellas):

That the Board:

a) Notes the Chairperson's Report.

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

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

Motion carried (OPCB/2018/054)

13 COUNCILLOR'S UPDATE

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

Moved (Paul Pope/Lox Kellas): Attachment A Attachment That the Board:

a) Notes the report.

Motion carried (OPCB/2018/055)

14 ITEMS FOR CONSIDERATION BY THE CHAIR

There were no items for consideration.

The meeting concluded at 11.47am.

...... CHAIRPERSON

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Item 13 Item

Saddle Hill Community Board

MINUTES

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

PRESENT

Chairperson Scott Weatherall Deputy Chairperson Leanne Stenhouse

Members Peter Gouverneur Keith McFadyen A Attachment Paul Weir

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

Governance Support Officer Lynne Adamson

1 PUBLIC FORUM

1.1 Fairfield Fitness Group

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

2 APOLOGIES

Apologies were received from Christina McBratney and Cr Conrad Stedman.

Moved (Scott Weatherall/Leanne Stenhouse): That the Board:

Accepts the apologies from Christina McBratney and Cr Conrad Stedman.

Motion carried (SHCB/2018/023)

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3 CONFIRMATION OF AGENDA Item 13 Item Moved (Scott Weatherall/Peter Gouverneur):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (SHCB/2018/024)

4 DECLARATIONS OF INTEREST

Members were reminded of the need to stand aside from decision-making when a conflict arose between their role as an elected representative and any private or other external interest they might have.

Moved (Scott Weatherall/ Leanne Stenhouse): That the Board:

a) Notes the Elected Members' Interest Register; and Attachment A Attachment

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

Motion carried (SHCB/2018/025)

5 CONFIRMATION OF MINUTES

5.1 SADDLE HILL COMMUNITY BOARD MEETING - 30 AUGUST 2018

Moved (Scott Weatherall/Peter Gouverneur): That the Board:

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

Motion carried (SHCB/2018/026)

PART A REPORTS

6 LIBRARY ACTIVITY REPORT

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

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

Moved (Scott Weatherall/Keith McFadyen): That the Board:

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a) Notes the Library Activity Report.

Motion carried (SHCB/2018/027) 13 Item

7 SADDLE HILL COMMUNITY BOARD ACTION LIST

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

Lists.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Moved (Scott Weatherall/Peter Gouverneur): That the Board:

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a) Amends the Action Lists as appropriate.

Motion carried (SHCB/2018/028) 13 Item

8 FUNDING APPLICATION

On behalf of the Fairfield Group Fitness, Christine MacDonell, applied for between $200

and $1,500 funding for equipment and hall hire at Fairfield School to support the fitness sessions to be held in Fairfield.

Moved (Leanne Stenhouse/ Scott Weatherall): That the Board:

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

Motion carried (SHCB/2018/029)

9 GOVERNANCE SUPPORT OFFICER'S REPORT Attachment A Attachment

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

a) Discretionary Fund

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

c) Southern Coast Community Response Team Get Together

Moved (Scott Weatherall/ Paul Weir): That the Board:

a) Notes the Governance Support Officer’s Report.

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

Motion carried (SHCB/2018/030)

10 BOARD UPDATES AND PROJECTS

Board members will provide updates on activities including:

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

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OAR Radio – it was agreed that Peter Gouverneur would speak at the next community

board slot on OAR Radio. Item 13 Item

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

October.

Community Pantries – Ms Stenhouse provided an update on the community pantry

project. She advised that the locations that had been identified to date, the first on

Brighton Road near the café, Viscount Road, Waldronville and Westwood. A location for one in Fairfield was yet to be identified. Bunnings Warehouse had provided a letter in support of the project pledging a donation of $200 of product per shed. It was agreed that the quotation from the Green Island Shed for making the sheds would be accepted. -

Moved (Leanne Stenhouse/Paul Weir): That the Board:

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

Motion carried (SHCB/2018/031) A Attachment

11 CHAIRPERSON'S REPORT

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

• Transportation • Working Bee • Civil Defence • Community Service • Freedom Camping • Christmas Get Together – It was agreed that the Christmas get together would be held on Friday 2 November at the Village Green, Sunnyvale. • Next Meeting – it was agreed that the date of the next meeting would Tuesday 20 November and it would be held in the Otaru Room, Civic Centre with a workshop beforehand. Moved (Scott Weatherall/Leanne Stenhouse): That the Board:

a) Notes the report.

Motion carried (SHCB/2018/032)

12 COUNCIL ACTIVITIES

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

13 ITEMS FOR CONSIDERATION BY THE CHAIR

- The Board requested an update on Community Halls as discussed at previous

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

The meeting concluded at 4.50 pm. 13 Item

......

CHAIRPERSON Attachment A Attachment

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Item 14 Item

West Harbour Community Board

MINUTES

Minutes of an ordinary meeting of the West Harbour Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 03 October 2018, commencing at 5.30 pm

PRESENT

Chairperson Steve Walker Deputy Chairperson Trevor Johnson Members Francisca Griffin Ange McErlane A Attachment Jan Tucker Cr Aaron Hawkins

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

Governance Support Officer Jennifer Lapham

1 PUBLIC FORUM

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

2 APOLOGIES

The Chairperson advised that an apology had been received from Ryan Jones. . Moved (Steve Walker/Aaron Hawkins): That the Board: Accepts the apology from Ryan Jones.

Motion carried (WHCB/2018/055)

3 CONFIRMATION OF AGENDA

Moved (Steve Walker/Francisca Griffin):

That the Board:

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

Motion carried (WHCB/2018/056) 14 Item

4 DECLARATIONS OF INTEREST

Members were reminded of the need to stand aside from decision-making when a

conflict arose between their role as an elected representative and any private or other

external interest they might have.

Moved (Steve Walker/Ange McErlane): That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (WHCB/2018/057)

5 CONFIRMATION OF MINUTES A Attachment

5.1 WEST HARBOUR COMMUNITY BOARD MEETING - 29 AUGUST 2018

Moved (Steve Walker/Ange McErlane): That the Board:

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

Motion carried (WHCB/2018/058)

PART A REPORTS

6 LIBRARY ACTIVITY REPORT

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

Moved (Aaron Hawkins/Trevor Johnson): That the Board:

a) Notes the Library Activity Report

Motion carried (WHCB/2018/059)

7 FUNDING APPLICATIONS

This item was withdrawn.

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8 GOVERNANCE SUPPORT OFFICERS REPORT Item 14 Item In a report the Governance Support Officer provided an update on activities relevant to the

Board was provided including:

• Project Fund

• Sims Building Engagement

• Action List

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

Moved (Trevor Johnson/Aaron Hawkins): That the Board: a) Agree to commence the 21 November 2018 meeting earlier, if required, to

hear submissions on the future of the Sims Building. A Attachment

Motion carried (WHCB/2018/060)

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

Moved (Steve Walker/Aaron Hawkins): That the Board:

a) Notes the Governance Support Officers Report;

b) Amends the Action List as appropriate

Motion carried (WHCB/2018/061)

9 BOARD REPRESENTATION AND AREAS OF RESPONSIBILITY

a) Port Environment Liaison Committee

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

b) Ravensdown Community Liaison Group

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

c) Keep Dunedin Beautiful

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

d) Funding Applications Report Back

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

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backs.

e) West Harbour Beautification Trust 14 Item The Chairperson advised that trees purchase and been approved and the next

section of sycamore removal was ready to commence.

f) Policing Issues – Jan Tucker

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

g) Vision Port Chalmers

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

h) Access Radio

Francisca Griffin advised that Ryan Jones had attended the last session. It was

agreed that Jan Tucker would attend the session in October. Attachment A Attachment

10 CHAIRPERSON'S REPORT

The Chairperson provided an update on matters of interest including:

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

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

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

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

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

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

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

Moved (Steve Walker/Trevor Johnson): That the Board: a) Notes the Chairperson’s report.

Motion carried (WHCB/2018/062)

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11 COUNCIL ACTIVITIES 14 Item

Cr Hawkins provided an update on matters of interest including his Notice of Motion relation to the speed limit in Port Chalmers, and the Council had supported it. He advised that the Mayor to discuss the matter. He advised that the Waste Minimisation

Fund had been signed off and that the Council had not approved trading on Easter

Sunday. He also commented that the 2GP should be released in November.

12 NOTIFICATION OF ITEMS FOR CONSIDERATION BY THE CHAIRPERSON

There were no items notified.

A Attachment The meeting concluded at 6.30 pm .

...... C H A I R P E R S O N

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