Otorohanga Community Board

AGENDA

23 February 2017

4.00pm

Members of the Otorohanga Community Board Mr Alan Buckman Mrs Katrina Christison Mrs Liz Cowan Mr Neville Gadd Mr Paul McConnell Mr Peter Coventry

Minutes Secretary: Mr CA Tutty (Governance Supervisor)

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OTOROHANGA COMMUNITY BOARD

23 FEBRUARY 2017

Notice is hereby given that an Ordinary meeting of the Otorohanga Community Board will be held in the Council Chambers, 17 Maniapoto Street, Otorohanga on 23 February 2017 commencing at 4pm. 15 February 2017

DC Clibbery CHIEF EXECUTIVE

AGENDA

ORDER OF BUSINESS: ITEM PRECIS PAGE

PRESENT 1

IN ATTENDANCE 1

APOLOGIES 1

ITEMS TO BE CONSIDERED IN GENERAL BUSINESS 1

CONFIRMATION OF MINUTES – 19 JANUARY 2017 1

DECLARATION OF INTEREST 1

REPORTS

ITEM 14 PUBLIC FORUM’ COMPONENT OF BOARD MEETINGS 2

ITEM 15 REMOVAL OF TREE 9 RANFURLY STREET OTOROHANGA 5

ITEM 16 MATTERS REFERRED – 19 JANUARY 2017 19

GENERAL 19

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PRESENT

IN ATTENDANCE

APOLOGIES

ITEMS TO BE CONSIDERED IN GENERAL BUSINESS

CONFIRMATION OF MINUTES – 19 JANUARY 2017

DECLARATION OF INTEREST

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ITEM 14 PUBLIC FORUM’ COMPONENT OF BOARD MEETINGS

To: Chairperson and Members Otorohanga Community Board

From: Chief Executive

Date: 23 February 2017

Relevant Community Outcomes

Foster an involved and engaged Community

Executive Summary

The commencement of ‘Public Forum’ sections at the start of future ordinary public meetings of the Otorohanga Community Board is proposed, in accordance with adopted guidelines. Staff Recommendation It is recommended that:

1. The attached draft set of guidelines for the conduct ‘Public Forum’ sections of OCB meetings be adopted, subject to any amendments required by the Board.

2. That Public Forum sections, in accordance with the guidelines, be conducted at the start of future meetings of the Board.

3. That advertising is conducted to make the public aware of the introduction of these Public Forum sections of meetings.

Report Discussion

At a previous workshop of the Board it was agreed that a draft set of guidelines for the conduct of ‘Public Forum’ sections of OCB meetings be prepared for members’ consideration. The general concept of a ‘Public Forum’ is that it provides an opportunity for members of the public to express their views directly to their elected members. A first draft of a possible set of guidelines for the conduct of these forums is attached, which generally follows a similar guideline adopted by Buller District Council. DC Clibbery CHIEF EXECUTIVE

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PUBLIC FORUM GUIDELINES – OTOROHANGA COMMUNITY BOARD

Purpose of the Public Forum The purpose of the forum is to provide a regular and straightforward opportunity, at the start of all ordinary public meetings of the Otorohanga Community Board, for members of the community to come along and speak to the Board. This is a reflection of the Board’s desire to see more public participation in decision making and meeting procedures. Registration of Interest to Speak at Public Forum It is preferable that members of the public register their interest to speak at the Public Forum by contacting Council’s Governance Supervisor, Colin Tutty on 07 873 4372 at least two days prior to the meeting, identifying themselves, providing their contact details and the topic(s) on which they wish to speak. This prior registration enables the Board Chairperson to be aware of the topics being raised, determine speaking time allocations, make a decision on whether the topic is appropriate for presentation at the forum, or arrange for research of the topic if necessary. If time permits and it is agreed by the Chairperson, requests to speak may also be accepted immediately prior to the commencement of the public forum section. The speaker must again identify themselves and the topic(s) on which they wish to speak, and the Chairperson will decide whether it is appropriate for them to speak. In any case the Chairperson may decline to let a person speak if the topic is considered to be inappropriate, a repetition of a previous presentation, or is likely to be offensive. Time Limit of Public Forum The public forum will run for a maximum of 30 minutes in total. Each speaker will, where the number of speakers permits, normally be allocated a maximum of 5 minutes of speaking time. The chairperson may at his or her discretion adjust the period that any person is allowed to speak, but shall ensure that the length of the forum does not exceed 30 minutes. Topics for Speakers The subjects that may be spoken on are those that fall within the terms of reference of the Otorohanga Community Board, over which the Board can reasonably have some influence, and which are not the subject of current legal action. It is desirable not to have people make inefficient use of the Public Forum by raising routine operational matters that would be better addressed directly with Council staff, such as the

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reporting of faults or damage. The Chairperson should deter people from using the Forum for this purpose, instead advising them to refer the matter to staff. Conduct of Forum The order of speakers will be decided by the Chairperson. Speakers will be given the opportunity to speak without interruption for the period allocated to them, unless the Chairperson has need to interrupt them for inappropriate conduct. If a speaker is speaking to a written submission that has been previously circulated to those elected members, the submission will be taken as read. In order to make the best use of the available time the speaker should use the opportunity to emphasise key points rather than reading the entire submission. Speakers at the Public Forum will be afforded common courtesy and it is expected that this will be reciprocated. If the speaker’s conduct is considered unacceptable in the view of the Chairperson, the Chair may request the speaker to withdraw any remark, cease speaking or in extreme circumstances request the removal of the speaker from the meeting. Swearing, offensive gestures, threats or other inflammatory language are not acceptable. The Public Forum is not the place for a person to enter into a debate with elected members, or to make personal attacks against elected members of Council staff. Should a member of the public have concerns about the behaviour or performance of elected members or Council staff, they should raise these matters with either the Mayor or the Chief Executive at an appropriate occasion. At the conclusion of the speaker’s submission the Chairperson will ask the elected members present whether they wish to ask questions of clarification of the speaker. The speaker may answer these questions, but may not pose questions to elected members or staff, or enter into a debate. The Chairperson will also ensure that elected members do not attempt to enter a debate with the speaker. It is stressed that the purpose of a Public Forum session is for the public to speak, not elected members. Once the Public Forum is closed, speakers may remain to hear the remainder of the open public meeting, but they may not participate in discussion. Deputations and Presentations Deputations and presentations outside of the Public Forum may be made to the Board, but applications for such must be lodged with Council’s Chief Executive at least two days prior to the meeting date, and it is desirable for such applications to be lodged 10 days before the meeting date so that the deputation or presentation can be included in the agenda for the meeting. The Board’s ability to receive deputations and presentations outside of the public forum will be determined by the extent of other items on the agenda, and hence the use of the Public Forum may be a simpler and more accessible alternative.

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ITEM 15 REMOVAL OF TREE 9 RANFURLY STREET OTOROHANGA

To: Otorohanga Community Board

From: Community Facilities Offcier

Date: 23rd FEBRARY 2017

Relevant Community Outcomes

Ensure services and facilities meet the needs of the Community

Executive Summary

A request has been made by the Committee of the St David’s Presbyterian Church to remove a tree outside the Church on Ranfurly St.

Staff Recommendation

It is recommended: That the tree is removed.

Report Discussion

Claire Sherrington of St David’s Presbyterian Church has written to the Otorohanga Community Board requesting that a tree situated directly outside the Church be removed. St David’s is about to start a large building project and this particular tree is going to interfere with their new carpark and extensions. (Refer attached letter) There is currently a Council water main situated within one metre of the tree and in time this tree will start to put stress on the water main. There is evidence already that the tree is starting to crack the footpath. (Refer Attached Photos) Under the Urban Tree Policy 2008, Section 4.4. The removal of any tree, that is not causing an immediate danger to public or property and over the height of 5m must be referred to the relevant Community Board to decide whether it can be removed, with or without community consultation. This tree is not identified as a significant tree in the Otorohanga District Plan. Although the Church has indicated that they are willing to remove the tree, it is recommended that an Arborist remove the tree, so as to prevent any damage to Council infrastructure. The stump will have to remain in the ground. Prepared by Mark Lewis COMMUNITY FACILITIES OFFICER Attachments

a. Letter , Claire Sherrington b. Photos of Tree c. Urban Tree Policy

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Water Main

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ITEM 16 OCB MATTERS REFERRED FROM 19 JANUARY 2017 To: Chair & Members

From: Governance Supervisor

Date: 23 February 2017

CHIEF EXECUTIVE

19 January 2017

To update members on the lease agreement in particular to the Paintball activity being undertaken on part Domain land.

ENGINEERING MANAGER

19 January 2017 To obtain advice from appropriate Health and Safety people should the Board approve the removal of the existing railway fence at the northern end of Wahanui Crescent and leave the area open. CA Tutty GOVERNANCE SUPERVISOR

GENERAL