Chalmers Community Board

MINUTES

 

Confirmed minutes of an ordinary meeting of the Chalmers Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 1 June 2016, commencing at 5.30 pm

 

PRESENT

 

Chairperson

Steve Walker

 

Deputy Chairperson

Trevor Johnson

 

Members

Peter Cole

Angela McErlane

 

Cr Andrew Noone

Raewynne Pedofski

 

 

IN ATTENDANCE

Nicola Pinfold (Group Manager Community and Planning), Bernie Hawke (Group Manager Arts and Culture) and Ainslie Heather (Community Librarian Port Chalmers)

 

Governance Support Officer      Arlene Goss

 

 

 

1       Public Forum

There was no Public Forum.   

 

2       Apologies

 

There were no apologies.

 

3       Confirmation of agenda

 

 

Moved (Chair Steve Walker/Deputy Trevor Johnson) that the Board:

 

Confirms the agenda with the following addition or alteration:

 

·         An apology from Mel Aitken was removed from the agenda.

·         An additional, late funding application from Ravensbourne School was added to Item 7.

·         Trevor Johnson requested to discuss the redaction of personal details from funding applications and the chairman added this to the items in his chairman's report.

 

Motion carried (CCB/2016/007)

 

 

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.

 

Declarations of interest were raised during the discussion of funding applications at Item 7, and are recorded in the minutes of that item.

5       Confirmation of Minutes

5.1    Chalmers Community Board meeting - 20 April 2016

 

Moved (Chair Steve Walker/Deputy Trevor Johnson): that the Board

 

Confirms the minutes of the Chalmers Community Board meeting held on 20 April 2016 as a correct record.

 

 Motion carried (CCB/2016/001)

    

Part A Reports

6       Library Activity Report

 

 

The report provided a summary of the activities of the Dunedin Public Libraries for the period 1 February to 30 April 2016, with a focus on the activities of the Port Chalmers Library and Service Centre.

 

Bernie Hawke and Ainslie Heather were present at the meeting to speak to this report. Mr Hawke drew the board's attention to the highlights contained in his report. The installation of Gig wifi is expected to happen within the next couple of months.

 

The chairman congratulated Mr Hawke on a product called 'Press Display' available in the libraries that allows people to get newspapers from around the world. It includes a translation service so people can read these in their own language.

 

Ms Heather said complaints have been received regarding a shortage of parking outside the library, especially with road works happening. The subject of disability car parks was discussed and Ms Heather will continue to monitor this situation.

 

 

Moved (Chair Steve Walker/Cr Andrew Noone) that the Board:

 

a)     Notes the report.

Motion carried (CCB/2016/009)

 

7       Funding Applications

 

 

Consideration was given to funding applications:

 

a)     West Harbour Beautification for planting in the West harbour area

 

b)     Port Chalmers Golf Club for a refrigerator

 

c)     Port Chalmers Kindergarten for storage shed

 

d)     West Harbour Arts Charitable Trust for a sculpture project

 

e)     Scholarship fund – Annabelle Latta

 

f)     Scholarship fund – James Robinson

 

A further funding application received on the day of the meeting from Ravensbourne school for an area of native bush was also tabled and read by the community board.

 

As only two scholarship applications can be given away each year and one has already been given, the Chair suggested the community board give a $500 scholarship to James Robinson and let the application from Annabelle Latta lie on the table until the next meeting, which falls within the next funding round.

 

The chairman declared a conflict of interest in the applications for the West Harbour Beautification Trust and the Port Chalmers Golf Club. He indicated he would step back from the table when these are discussed.

 

Discussion was held on whether there were other projects that the board might consider to be worthwhile. It was decided that the applications currently before the board would take priority.

 

 

Moved (Cr Andrew Noone/Member Ange McErlane) that the Board:

 

          Grants the grant application from the West Harbour Beautification Trust for $924.30.

Motion carried (CCB/2016/010)

 

The chairman declared a conflict of interest and stepped back from the table during the consideration of this grant.

 

 

Moved (Member Ange McErlane/Member Raewynne Pedofski) that the Board:

        Grants the grant application from the Port Chalmers Golf Club for an amount less than what was requested, the amount to be $800.

Motion carried (CCB/2016/011)

 

The chairman and Cr Noone declared a conflict of interest and stepped back from the table during the consideration of this grant.

 

 

Moved (Chair Steve Walker/Member Ange McErlane) that the Board:

        Grants the grant application from the Port Chalmers Kindergarten for $560.

Motion carried (CCB/2016/012)

 

 

Moved (Chair Steve Walker/Member Peter Cole) that the Board:

        Grants the grant application from the West Harbour Arts Charitable Trust for $500.

Motion carried (CCB/2016/013)

 

Member Trevor Johnson asked for his vote against the motion to be recorded.

 

 

Moved (Cr Andrew Noone/Chair Steve Walker) that the Board:

        Defers the consideration of a community board scholarship of $500 to Annabelle Latta until the next meeting of the community board.

Motion carried (CCB/2016/014)

 

 

Moved (Cr Andrew Noone/Member Raewynne Pedofski) that the Board:

        Grants a community board scholarship of $500 to James (Jimmy) Robinson to go towards a Young Shakespeare Company Study Trip.

Motion carried (CCB/2016/015)

 

 

Moved (Chair Steve Walker/Cr Andrew Noone) that the Board:

Grants the grant application from Ravensbourne School for funding towards an area of native bush for an amount less than what was requested, the amount to be $736.74.

Motion carried (CCB/2016/016)

 

8       Governance Support Officer's Report

 

 

In a report from Civic an update was provided on actions undertaken on behalf of the Board or other matters of on-going interest including:

 

a)     Project Fund

b)     Election Timetable

c)     Action List

 

The following matters were raised in the discussion of the report:

 

·         Remove the item "District Road, Roseneath" from the action list.

·         The chairman requested a report on the item "Blueskin Road" to come to the next meeting.

·         The chairman will take the item "Ellemere Street Traffic Count" to Ruth Stokes for action, as the community board is not happy with the response provided by staff.

·         Regarding gorse on private land, there is some confusion over who is responsible for taking action. Cr Noone offered to follow up on this matter.

·         No action has taken place on the Moller Memorial. The staff member who was planning to take action has resigned from Council.

·         Angela McErlane asked why the gardens at Port Chalmers are not going to be planted seasonally any more. She would like to know if this is true and the reason.

 

 

Moved (Cr Andrew Noone/Deputy Trevor Johnson) that the Board:

 

Appoints Deputy Trevor Johnson to be the board contact person for the Moller Memorial removal, and if he is not available the chairman Steve Walker will be his replacement.

 

Motion carried (CCB/2016/017)

 

9       Board Representation and Other Responsibilities

 

 

Board members provided an update on their various representative roles and other responsibilities. 

 

a)     Port Environment Liaison Committee

 

Angela McErlane said she was not able to attend the last meeting. The chairman read a letter from Port Otago asking the community board to appoint a second person to this committee. Angela McErlane was delegated to find someone for this role.

 

b)     Ravensdown Community Liaison Group

 

Trevor Johnson reported that it is business as usual for this group.

 

c)     Keep Dunedin Beautiful

 

The chairman said it was worth noting that the 'trees for families' project was successful at the harbour side.

 

d)     Facebook

 

No report.

 

e)     Vision Port Chalmers

 

Peter Cole did not have anything to update.

 

f)     SH88 Liaison Group

 

The Ward Councillor (Andrew Noone) said there will be a meeting on the 23 June at 3pm.  Graeme Hall and Roy Johnson will meet with board members and members of the SHW88 group.

 

g)     Funding Applications – Report Back

                  

Raewynne Pedofski has received feedback regarding grants. There are no accountability reports outstanding at present.

 

 

 

Moved (Chair Steve Walker/Deputy Trevor Johnson) that the Board:

 

a)     Notes the reports provided by board members.

Motion carried (CCB/2016/018)

 

10     Chairperson's Report

 

 

The chairperson read out a letter from Mel Aitken to inform the board of her resignation.

 

The chairperson provided an update on the following matters:

·           Annual Plan Submission Update – The chairperson has attended the annual plan hearing on behalf of the community board.

·           Geese at Watson Park – This is a hot topic on the Port Chalmers Facebook group. The chairman provided an update on the geese situation to members.

·           Swimming Pool Mural – The chairman has met with Bob Scott who will co-ordinate the painting of a mural.

·           Roading Update – Railway Crossing – KiwiRail has upgraded the crossing, but did not reinstate the footpath. The chairman has been involved in discussions on this issue and reported back to the board. Peter Cole requested that a site meeting be added to the action list, including himself, the chairman and representatives of each party. Nicola Pinfold offered to set up this meeting.

·           Next Board meeting change of date – The next community board meeting will take place on the 13 July, 2016, instead of the 6 July as previously planned.

·           Native Tree Planting – State Highway 88 - The replanting has now been done.

·           Fencing – State Highway 88 - The state of the fencing was raised at the annual plan hearing and Cr Wilson offered to follow this up. This fence needs to be replaced rather than patched.  She now has NZTA talking to the council about this issue.

·           Policing Update – The Board has not heard feedback from Jason Guthrie regarding an enquiry about hours. The chairman requested that this be followed up by the GSO.

        The chairperson has been contacted by the SPCA regarding their building in Opoho. They are starting a fundraising programme to replace this and seek a letter of support ffrom the board. The members agreed they were happy to do this.

        Trevor Johnson raised the issue of redactions in the agenda. The personal contact details of applicants has been blacked out to protect their privacy. Raewynne Pedofski  said she needs to have the contact details to follow up on the applications. It was agreed that the GSO will bring original copies of application to meetings to allow access to contact details by community board members.

 

Moved (Chair Steve Walker/Cr Andrew Noone) that the Board:

 

a)     Notes the report

Motion carried (CCB/2016/019)

 

 

Moved (Deputy Trevor Johnson/Cr Andrew Noone) that the Board:

 

Requests that the board chairman responds to Mel Aitken's resignation letter thanking her for her efforts and wishing her well for the future.

Motion carried (CCB/2016/020)

 

11     Council Activities

 

The Ward Councillor provided an update on matters of interest including:

·         The dog control bylaw has been amended and passed.

·         During the annual plan deliberations Cr Noone raised the issue of hard-to-maintain sections of the gravel road network and whether a budget for seal extensions should be introduced.  A report will come back to Infrastructure Services committee on this.

·         The Purakaunui Amenities Society will hold an AGM and will be discussing the public toilet.  Cr Noone will attend this.

 

 

Moved (Chair Steve Walker/Cr Andrew Noone) that the Board:

 

a)     Notes the report

Motion carried (CCB/2016/021)

 

 

12     Notification of Agenda Items

 

·         NZTA to report back on alternative plans for cycle/walkway.

·         Trevor Johnson put in an apology for the next meeting.

·         Report to be requested from Jason Guthrie, NZ Police, on hours.

·         Angela McErlane requested that the subject "Wickliffe Terrace footpath, Port Chalmers" be added to the next agenda. She said this needs attention and will bring photos to the next meeting.

 

 

             

The meeting concluded at 7.17pm.

 

 

 

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CHAIRPERSON