Burwood/Pegasus Community Board

Agenda

 

 

Notice of Meeting:

An ordinary meeting of the Burwood/Pegasus Community Board will be held on:

 

Date:                                     Tuesday 7 June 2016

Time:                                    4.30pm

Venue:                                  Boardroom, Corner Beresford and Union Streets,
New Brighton

 

 

Membership

Chairperson

Deputy Chairperson

Members

Andrea Cummings

Tim Baker

David East

Tim Sintes

Linda Stewart

Stan Tawa

Glenn Livingstone

 

 

30 May 2016

 

 

 

 

 

Peter Croucher

Community Board Advisor

941 5305

peter.croucher@ccc.govt.nz

www.ccc.govt.nz

Note:  The reports contained within this agenda are for consideration and should not be construed as Council policy unless and until adopted.  If you require further information relating to any reports, please contact the person named on the report.
To view copies of Agendas and Minutes, visit:
www.ccc.govt.nz/Council/meetingminutes/agendas/index

 


Burwood/Pegasus Community Board

07 June 2016

 

 

 


Burwood/Pegasus Community Board

07 June 2016

 

Part A         Matters Requiring a Council Decision

Part B         Reports for Information

Part C         Decisions Under Delegation

 

 

TABLE OF CONTENTS

 

C       1.       Apologies....................................................................................................... 4

B       2.       Declarations of Interest................................................................................ 4

C       3.       Confirmation of Previous Minutes.............................................................. 4

B       4.       Deputations by Appointment...................................................................... 4

B       5.       Presentation of Petitions.............................................................................. 4   

C       6.       Burwood/Pegasus Community Board 2015/16 Discretionary Response Fund - Rawhiti School - Bikes in Schools Project............ 15

C       7.       Burwood/Pegasus Community Board 2015/16 Discretionary Response Fund - Eastside Rocks - Matariki Event .......................... 19

B       8.       Burwood/Pegasus Community Board Area Report......................... 23

B       9.       Elected Member Information Exchange.................................................... 34

B       10.     Question Under Standing Orders............................................................... 34 

 

 


Burwood/Pegasus Community Board

07 June 2016

 

 

1.    Apologies

At the close of the agenda no apologies had been received.

2.    Declarations of Interest

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

3.    Confirmation of Previous Minutes

That the minutes of the Burwood/Pegasus Community Board meeting held on Monday, 16 May 2016 be confirmed (refer page 5).

4.    Deputations by Appointment

There were no deputations by appointment at the time the agenda was prepared. 

5.    Presentation of Petitions

There were no petitions received at the time the agenda was prepared.  


Burwood/Pegasus Community Board

07 June 2016

 

 

 

 

 

Burwood/Pegasus Community Board

Open Minutes

 

 

Date:                                     Monday 16 May 2016

Time:                                    4.30pm

Venue:                                  Boardroom, Corner Beresford and Union Streets,
New Brighton

 

 

Present

Chairperson

Deputy Chairperson

Members

Andrea Cummings

Tim Baker

David East

Tim Sintes

Linda Stewart

Stan Tawa

Glenn Livingstone

 

 

16 May 2016

 

 

 

 

 

Peter Croucher

Community Board Advisor

941 5305

peter.croucher@ccc.govt.nz

www.ccc.govt.nz

To view copies of Agendas and Minutes, visit:
www.ccc.govt.nz/Council/meetingminutes/agendas/index

 

Part A         Matters Requiring a Council Decision

Part B         Reports for Information

Part C         Decisions Under Delegation

 

 

The agenda was dealt with in the following order.

 

1.    Apologies

         Part C

 

 

An apology for lateness was received from Glenn Livingstone. 

 

Community Board Resolved BPCB/2016/00056

The Board resolved to receive the apology.

Chairperson Cummings/Member Stewart                                                                               Carried

 

2.    Declarations of Interest

Part B

There were no declarations of interest recorded.

3.    Confirmation of Previous Minutes

Part C

Community Board Resolved BPCB/2016/00057

Community Board Decision

That the minutes of the Burwood/Pegasus Community Board meeting held on Monday, 2 May 2016 be confirmed.

Member Sintes/Chairperson Cummings                                                                                  Carried

 

4.    Deputations by Appointment

Part B

4.1      Jeremy Barr, Deputy Director, Land Information New Zealand was unable to attend.  He will attend a future meeting of the Board. 

 

Member Livingstone arrived at 4.34pm.

 

4.2      Philip Haythornthwaite, President of Canterbury Disabled Persons' Assembly Christchurch spoke to the Board regarding his submission on the Mairehau Road Improvement Plan.  Mr Haythornthwaite sought a change to the plan to ensure it meets all the needs of any person with a disability.  Staff advice was received on the points made in the deputation.

Community Board Resolved BPCB/2016/00058

Part B

That the Burwood/Pegasus Community Board:

1.        Notes that a report on the Mairehau Road Improvement Plan will be presented to the Board for a decision in June 2016.

2.        Thanks Philip Haythornthwaite for his deputation.

Chairperson Cummings/Member East                                                                                     Carried

Community Board Resolved BPCB/2016/00059

Part C

That the Burwood/Pegasus Community Board:

            1.        Requests staff to provide assurance that all legal requirements for the needs of the                                    disabled will be incorporated within the Mairehau Road Safety Improvements project.

Chairperson Cummings/Member East                                                                                     Carried

 

Community Board Decided BPCB/2016/00060

Part A

That the Burwood/Pegasus Community Board recommend that the Council:

            1.        Ensures that the Disability Strategy and all other related policies are fully considered for                                each and every street works.

Member Livingstone/Chairperson Cummings                                                                        Carried

 

 

4.3      Matthew Walters of Delta Community Trust along with Jane Harrison from Te Waka Aroha South Brighton, Paddy Brandon, resident of Parklands and Rachael Fonotia from Aranui Community Trust Inc. Society spoke to the Board about their Information Hub activities. 

            The Chairperson thanked the participants for their deputation.

 

4.4      Cathy Baker, along with Ken Baker and local Park Ranger, Charlie Dooley outlined the Guardians of the Rawhiti Domain proposal to the Council to work in partnership to beautify the Domain working within the Management Plan and working with the Heads of Parks and Recreation.              The general state of the gardens and lack of irrigation were identified as issues to be addressed. 

            The Chairperson thanked Cathy and Ken Baker for their passion and commitment to Rawhiti Domain, and thanked Charlie Dooley for her work in the Ward. 

 

5.    Presentation of Petitions

Part B

There was no presentation of petitions.

6.    Notice of Motion

 

Part C

Pursuant to Section 3.10.1 of Christchurch City Council's Standing Orders, the following Notice of Motion was submitted by Linda Stewart.

"That staff engage with the Burwood/Pegasus Communtiy Board when all potential temporary facility options available have been identified for relocation of the New Brighton Library within the Central New Brighton area during the Library building's repair process."

 

Community Board Resolved BPCB/2016/00061

Part C

That the Burwood/Pegasus Community Board:

1.        Accepts the Notice of Motion from Linda Stewart regarding options for relocation of the New Brighton Library within the Central New Brighton area during the Library building's repair process. 

Chairperson Cummings/Member Livingstone                                                                         Carried

 

 

7.    Correspondence

       An item of correspondence was received from the South Brighton Residents Association regarding the maintenance of New Brighton and surrounding suburbs.  This matter was discussed under Item 14.

 

Community Board Resolved BPCB/2016/00062

Part B

That the Burwood/Pegasus Community Board:

1.        Receives the information in the correspondence report dated 16 May 2016.

Chairperson Cummings/Member Stewart                                                                               Carried

 

8.    Staff Briefings

       8.1         Graffiti Statistics

                                   Sarah Gardyne of the Graffiti Team, was unable to attend.  She will attend a future meeting of the Board.

 

            8.2      Land Drainage Recovery Programme Projects

 

                        Peter Christensen and Karissa Hyde of the Land Drainage team discussed the Land Drainage                   Recovery Programme projects No 1 Drain, Estuary Drain and Temporary Stopbanks.

 

                        The Board invited staff to present further detail on these projects at a future seminar. 

 

            8.3      Libraries Update

 

                                   Carolyn Robertson, Head of Libraries and Information was unable to attend.  She will attend a future meeting of the Board.

 

 

9.    Burwood/Pegasus Community Board 2015/16 Youth Development Funding Applications

       The Board considered four applications for funding from its 2015/16 Youth Development Fund. 

 

Community Board Resolved BPCB/2016/00063

Community Board Decisions under Delegation (Original Staff Recommendation Accepted without Change)

Part C

That the Burwood/Pegasus Community Board:

1.        Approves the transfer of $1050 from its 2015/16 Discretionary Response Fund to the Youth Development Fund to support the following Youth Development Fund applications.

2.        Approves a grant of $400 from its 2015/16 Youth Development Fund to Bailey Hamilton towards the 11th International Softball Junior Men's Championships in Midland, Michigan United States of America from the 9-16 July 2016.

3.        Approves a grant of $400 from its 2015/16 Youth Development Fund to Josh Scott towards the World Track Cycling Championships in Aigle, Switzerland from the 20-24 July 2016.

4.        Approves a grant of $400 from its 2015/16 Youth Development Fund to Reece Falck towards the Tennis New Zealand European Tour from the 19 June to 3 August.

5.        Approves a grant of $300 from its 2015/16 Youth Development Fund to Riana Goodwillie towards the  National Secondary Schools Kapa Haka Championships in Hastings, New Zealand from the 25-29 July 2016.

Chairperson Cummings/Member Sintes                                                                                   Carried

 

10. Burwood/Pegasus Community Board 2015/16 Discretionary Response Fund - Avon-Otakaro Incorporated - Matariki in the Zone

         The Board considered an application from its 2015/16 Discretionary Response Fund from Avon-Otakaro Incorporated towards Matariki in the Zone. 

 

Staff Recommendations

That the Burwood/Pegasus Community Board:

1.            Approves a grant of $2,268 from its 2015/16 Discretionary Response Fund for Avon-Otakaro Incorporated towards Matariki in the Zone.

 

 

Board Discussion

The Board agreed that the remaining $700 balance in the Board's 2015/16 Discretionary Response Fund  be added to the recommended grant to Avon-Otakaro Incorporated towards Matariki in the Zone. 


 

 

Community Board Resolved BPCB/2016/00064

Part C

That the Burwood/Pegasus Community Board:

1.        Approves a grant of $2,968 from its 2015/16 Discretionary Response Fund for Avon-Otakaro Incorporated towards Matariki in the Zone.

Chairperson Cummings/Member Stewart                                                                               Carried

 

11. Burwood/Pegasus 2014/15 Strengthening Communities Fund End of Project Report

         The Board considered a report providing it with a summary of the end of year accountability reports for projects that received funding from its 2014/15 Strengthening Communities Fund. 

 

 

Community Board Resolved BPCB/2016/00065

Community Board Decisions under Delegation (Original Staff Recommendation Accepted without Change)

Part C

That the Burwood/Pegasus Community Board:

1.        Receives the information in the Burwood/Pegasus 2014/15 Strengthening Communities Fund End of Project report.

Chairperson Cummings/Member Baker                                                                                   Carried

 

 

12. Proposed Bus Stops within the Burwood-Pegasus Ward: Hawke Street, New Brighton

 

The Board considered a report seeking approval for the installation of two new bus stops in Hawke Street, New Brighton.

 

Community Board Resolved BPCB/2016/00066

Community Board Decisions under Delegation (Original Staff Recommendation Accepted without Change)

Part C

That the Burwood/Pegasus Community Board:

1.        Approves the parking resolutions for a new bus stop along a section of Hawke Street that adjoins the New Brighton Club:

a.        Approves that all existing parking and stopping restrictions on the north side of Hawke Street, commencing at its intersection with Keppel Street, extending in an east direction for a distance of 42.5 metres be revoked.

b.        Approves that the stopping of vehicles be prohibited at any time on the north side of Hawke Street, commencing at its intersection with Keppel Street and extending in an east direction for a distance of 24.5 metres.

c.         Approves that a marked bus stop be installed on the north side of Hawke Street, commencing at a point 24.5 metres east of its intersection with Keppel Street and extending in an east direction for a distance of 14 metres

d.        Approves that the stopping of vehicles be prohibited at any time on the north side of Hawke Street, commencing at a point 38.5 metres east of its intersection with Keppel Street and extending in an east direction for a distance of 4 metres.

2.        Approves the parking resolutions for a new bus stop at 21 Hawke Street:

a.        Approves that all existing parking and stopping restrictions on the south side of Hawke Street commencing at a point 105 metres west of its intersection with Marine Parade and extending in a west direction for a distance of 26 metres be revoked.

b.        Approves that the stopping of vehicles be prohibited at any time on the south side of Hawke Street commencing at a point 105 metres west of its intersection with Marine Parade and extending in a west direction for a distance of 8 metres.

c.         Approves that a marked bus stop be installed on the south side of Hawke Street commencing at a point 113 metres west of its intersection with Marine Parade and extending in a west direction for a distance of 14 metres.

d.        Approves that the stopping of vehicles be prohibited at any time on the south side of Hawke Street commencing at a point 127 metres west of its intersection with Marine Parade and extending in a west direction for a distance of 4 metres.

Member Stewart/Member Baker                                                                                               Carried

 

 

13. Proposed Bus Passenger Shelter Installations Burwood-Pegasus

 

The Board considered a report seeking approval for the installation of a bus passenger shelter at an existing bus stop location at 274 Burwood Road.

 

Community Board Resolved BPCB/2016/00067

Community Board Decisions under Delegation (Original Staff Recommendation Accepted without Change)

Part C

That the Burwood/Pegasus Community Board:

1.        Receives the information in the staff report.

2.        Approves the installation of a bus shelter at the following location:

a.        274 Burwood Road.

Chairperson Cummings/Member Tawa                                                                                    Carried

 

 

14. Burwood/Pegasus Community Board Area Report

         14.1       Levels of Service/Maintenance Schedules

                                   The Board referred to the correspondence at Item 7 received from the South Brighton Residents Association in which they complain about the standard of maintenance of New Brighton and surrounding suburbs. 

 

                                   The Board was advised that as a result of a number of Draft Annual Plan submissions on the topic, the Chief Executive Officer would be reviewing contractual arrangements for maintenance.

 

                        The Board voiced particular concern around overflowing rubbish bins particularly the two situated by the Whale Pool. The Board considered it would be beneficial for the eastern parks contractor to regularly attend Board meetings to report on works done and to listen to any concerns.

 

            14.2    Flemington Avenue Street Meeting

                        The Board was advised that a street meeting with residents had been arranged for Wednesday 18 May 2016 at 5.30pm.  Staff will be in attendance to listen to and advise residents who are concerned about the level of road repairs being carried out in Flemington Avenue. 

 

 

Community Board Resolved BPCB/2016/00068

Part B

That the Burwood/Pegasus Community Board:

1.            Receives the report.

2.            Requests staff to arrange for regular attendance and reporting to the Board from Recreational Services on their parks maintenance contract in the ward.

Chairperson Cummings/Member Baker                                                                                   Carried

 

15. Elected Member Information Exchange

Part B

Staff undertook to follow up on these matters:

  • Lack of water to the Water Fountain at the eastern end of the New Brighton Mall
  • Removal of dead trees from the South Brighton Domain
  • As part of the consideration of pedestrian crossings in Marine Parade,  traffic speed records for Marine Parade to be obtained.

 


 

16. Questions Under Standing Orders

Part B

There were no questions under standing orders at this meeting.

 

 

 

Meeting concluded at 6.40pm.

 

CONFIRMED THIS 7th DAY OF JUNE 2016.

 

Andrea Cummings

Chairperson

   


Burwood/Pegasus Community Board

07 June 2016

 

 

6.       Burwood/Pegasus Community Board 2015/16 Discretionary Response Fund - Rawhiti School - Bikes in Schools Project

Reference:

16/440382

Contact:

Jacqui MIller

Jacqui.miller@ccc.govt.nz

941 5333

 

 

1.   Purpose and Origin of Report

Purpose of Report

1.1      The purpose of this report is for Burwood/Pegasus Community Board to consider an application for funding from its 2015/16 Discretionary Response Fund from the organisation listed below.

Funding Request Number

Organisation

Project Name

Amount Requested

54713

Rawhiti School

Bikes in Schools Project

$15,000

 

Origin of Report

1.2      This report is to assist the Community Board consider an application for funding from Rawhiti School.

2.   Significance

2.1      The decision in this report is of low significance in relation to the Christchurch City Council’s Significance and Engagement Policy.

2.1.1   The level of significance was determined by the number of people affected and/or with an interest.

2.1.2   Due to the assessment of low significance, no further community engagement and consultation is required.

 

3.   Staff Recommendations

That the Burwood/Pegasus Community Board approves a grant of $10,000 from its 2015/16 Discretionary Response Fund for track construction costs towards Rawhiti School’s Bikes in Schools Project.

 

 

4.   Key Points

4.1      At the time of writing, the balance of the Discretionary Response Fund is as detailed below.

Total Budget 2015/16

Granted To Date

Available for allocation

Balance If Staff Recommendation adopted

$131,222

$116,927

$15,005

$5,005

 

4.2      Based on the current Discretionary Response Fund criteria, the application listed above is eligible for funding.

4.3      The attached Decision Matrix provides detailed information for the application.  This includes organisational details, project details, financial information and a staff assessment.

 

Attachments

No.

Title

Page

a  

BP DRF 2015/16 - Rawhiti School - Bikes in Schools - Matrix

17

 

 

Confirmation of Statutory Compliance

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a)  This report contains:

(i)   sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii)  adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b)  The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

 

Signatories

Author

Jacqui Miller

Community Recreation Advisor

Approved By

Gary Watson

Manager Community Governance - Burwood/Pegasus

  


Burwood/Pegasus Community Board

07 June 2016

 

PDF Creator


Burwood/Pegasus Community Board

07 June 2016

 

 

7.       Burwood/Pegasus Community Board 2015/16 Discretionary Response Fund - Eastside Rocks - Matariki Event

Reference:

16/509974

Contact:

Jacqui Miller

Jacqui.miller@ccc.govt.nz

941 5333

 

 

1.   Purpose and Origin of Report

Purpose of Report

1.1      The purpose of this report is for the Burwood/Pegasus Community Board to consider an application for funding from its 2015/16 Discretionary Response Fund from the organisation listed below.

Funding Request Number

Organisation

Project Name

Amount Requested

54711

Aranui High School and Eastside Rocks

Matariki - Eastside Rocks

$11,000

 

Origin of Report

1.2      This report is to assist the Community Board consider an application for funding from Aranui High School and Eastside Rocks.

2.   Significance

2.1      The decision(s) in this report is of low significance in relation to the Christchurch City Council’s Significance and Engagement Policy.

2.1.1   The level of significance was determined by the number of people affected and/or with an interest.

2.1.2   Due to the assessment of low significance, no further community engagement and consultation is required.

 

3.   Staff Recommendations

That the Burwood/Pegasus Community Board approves a grant of $5,000 from its 2015/16 Discretionary Response Fund towards Matariki Eastside Rocks event on 9 and 10 June 2016.

 

 

4.   Key Points

4.1      At the time of writing, the balance of the Discretionary Response Fund is as detailed below.

Total Budget 2015/16

Granted To Date

Available for allocation

Balance If Staff Recommendation adopted

$131,222

$116,927

$5005

$5

 

4.2      Based on the current Discretionary Response Fund criteria, the application listed above is eligible for funding.

4.3      The attached Decision Matrix provides detailed information for the application.  This includes organisational details, project details, financial information and a staff assessment.

 

Attachments

No.

Title

Page

a  

BP DRF 2015/16 Eastside Rocks - Matariki Event - Matrix

21

 

 

Confirmation of Statutory Compliance

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a)  This report contains:

(i)   sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii)  adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b)  The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

 

Signatories

Author

Jacqui Miller

Community Recreation Advisor

Approved By

Gary Watson

Manager Community Governance - Burwood/Pegasus

  


Burwood/Pegasus Community Board

07 June 2016

 

PDF Creator


Burwood/Pegasus Community Board

07 June 2016

 

 

8.       Burwood/Pegasus Community Board Area Report

Reference:

16/615174

Contact:

Peter Croucher

Peter.croucher@ccc.govt.nz

951 5305

 

 

1.   Aranui Wainoni Community Centre

After the fantastic opening of the Aranui Wainoni Community Centre last week, which was attended by around 400 people, the Burwood-Pegasus Community Governance Team continues to support the community and Council’s Sport and Recreation unit as they work towards a management partnership agreement with the Aranui Community Trust.  The Burwood-Pegasus Governance Team are also helping out with some finishing touches for the facility including a photographic project inside and some incidentals to enable the community to use the facility as soon as bookings start kicking in from 1 June.

 

2.   Funding Update

2.1      The Board Funding Update for 2015/16 is attached.

3.   Report on Customer Service Requests

3.1      Attached is a summary of Customer Service Requests (CSRs) for April 2016 for the Burwood-Pegasus Ward and a comparison for all Wards.

3.2      Included in this information is a breakdown of CSRs for Street Cleaning, Street Maintenance, Parks Maintenance and Graffiti.

4.   Action Updates

4.1      Horseshoe Lake Reserve

On 17 August 2015 the Board requested staff to investigate options for replacing two seats at suitable locations within the Horseshoe Lake Reserve between Lakewood Drive and Horseshoe Lake Road.

Staff have advised that a new seat has been installed at the entrance to the well-used dog park. 

4.2      Queenspark Park Reserve

On 7 September 2015 the Board was advised that Queenspark Park Reserve was being used as a casual golf driving range and there was local concern about the danger of that activity.  The Board decided to request staff to investigate whether the use of Queenspark Park Reserve as a casual golf driving range was a permitted activity.

Golf is not permitted on the reserve.  There are health and safety issues should a ball hit a member of the public and that a school exists adjacent of which the children use the park at playtimes and during school periods. 

4.3      Fairway Park Update

On 18 April 2016, the Board requested staff to investigate options of mitigating the noise issues from the Fairway Park basketball court backboard, such as surface treatment or soundproofing fences.

Staff have advised that options are being looked at with a company looking into fence sound proof options.  The intention is to install around the perimeter of the basketball court itself.  The Board will be kept informed of progress. 


 

4.4      Bridge Street Speed Limit

For information, this project will be programmed for consideration in the next financial year. 

4.5      Dead Trees – South Brighton

At the last Board meeting the request was made for staff to follow up on the removal of dead trees from the South Brighton Domain.

This is to advise of the plan to get the ornithologist on site again to check for any important ecological values associated with the trees.  The arborists will identify the dead trees to be removed and the trees at risk of falling so the scope of work can be determined.  Depending on contractor availability, the aim is to programme this work over the next 3-6 months. 

4.6      Action Tracker

A document outlining the status of outstanding actions will be circulated separately to Board members.  Board members will receive regular updates. 

 

5.   Staff Recommendations

That the Burwood/Pegasus Community Board receives the report.

 

 

Attachments

No.

Title

Page

a  

2015/16 Burwood/Pegasus Community Board Funding Update

25

b  

Customer Service Requests - Burwood-Pegasus Ward - April 2016

26

c  

Customer Service Requests - comparisons for all Wards - April 2016

31

 

 

Signatories

Author

Peter Croucher

Community Board Advisor

  


Burwood/Pegasus Community Board

07 June 2016

 

PDF Creator


Burwood/Pegasus Community Board

07 June 2016

 

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Burwood/Pegasus Community Board

07 June 2016

 

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Burwood/Pegasus Community Board

07 June 2016

 

 

9.    Elected Member Information Exchange

 

This item provides an opportunity for Board Members to update each other on recent events and/or issues of relevance and interest to the Board.

 

 

 

10.  Question Under Standing Orders

 

Any member of the local authority may at any meeting of the local authority at the appointed time, put a question to the Chairperson, or through the Chairperson of the local authority to the Chairperson of any standing or special committee, or to any officer of the local authority concerning any matter relevant to the role or functions of the local authority concerning any matter that does not appear on the agenda, nor arises from any committee report or recommendation submitted to that meeting.

 

Wherever applicable, such questions shall be in writing and handed to the Chairperson prior to the commencement of the meeting at which they are to be asked.