Agenda of Waikouaiti Coast Community Board

Waikouaiti Coast Community Board

UNCONFIRMED MINUTES

Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the Blueskin Bay Library Meeting Room, Harvey Street, Waitati on Wednesday 25 May 2016, commencing at 5.30 pm

PRESENT

Deputy Chairperson	Alasdair Morrison
Members	Cr Andrew Noone	Geraldine Tait
	Richard Russell

IN ATTENDANCE

Bernie Hawke (Group Manager Arts and Culture), Hamish Black (Parks Operations Manager), Eryn Makinson (Community Librarian, Waikouaiti) and Louise Booth (Community Librarian, Blueskin Bay)

Governance Support Officer Wendy Collard

1 Public Forum

1.1 Warrington Reserve Group

On behalf of the Warrington Reserve Group, Derek Onley tabled and spoke to the Reserve's concerns at the proposed tree debris removal. Mr Onley commented that the Warrington Reserve Group would like Council to give consideration to only remove the trees if they were causing safety concerns as they felt that the fallen trees were an important part of the biodiversity of the area.

1.3 Jackie Hughes – Freedom Camping at Warrington Domain

Ms Hughes expressed her concerns to the number of freedom campers that had camped at the Domain over the season and commented on the impact that she felt they were having on the local Community. She advised that she considered that the existing infrastructure such as the toilets and signage was inadequate.

Ms Hughes advised that she did not like her children playing at the playground due to the number of people camping in the vicinity of it and people washing and changing in front of them.

Ms Hughes requested that Council give consideration to placing a restriction of vehicle numbers; a restriction to self-contained vehicles only and other reserves within the city opened up to freedom campers.

1.2 Rhys Owen – Freedom Camping at Warrington Domain

Mr Owen commented on freedom camping at the Warrington Domain and in particular the damage that the Domain had sustained over the season. He reiterated Ms Hughes' suggestion on restricting camper numbers and vehicle type.

Mr Owen felt that the ability for the Domain to be used as a recreational area by the Community had been reduced considerable due to the volume of freedom campers using it.

2 Apologies
	Moved (Deputy Chairperson Alasdair Morrison/Cr Andrew Noone): that the Board Accepts the apologies from Chairperson Gerard Collings, Mark Brown and Tracey Scurr. Motion carried (WC/2016/010)
3 Confirmation of agenda
	Moved (Deputy Chairperson Alasdair Morrison/Cr Andrew Noone): that the Board Confirms the agenda with the Item 7 to be taken before Item 6 to accommodate Inspector Guthrie's commitments. Motion carried (WC/2016/011)

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.

There were no declarations of interest made or conflicts of interest declared.

5 Confirmation of Minutes

5.1 Waikouaiti Coast Community Board meeting - 13 April 2016

Moved (Richard Russell/Geraldine Tait): that the Board

Confirms the minutes of the Waikouaiti Coast Community Board meeting held on 13 April 2016 as a correct record.

Motion carried (WC/2016/012)

Part A Reports

7 Policing Update

Otago Coastal Area Commander Inspector Jason Guthrie, New Zealand Police provided an update on Policing matters within the area, including staffing at the local Waikouaiti Police Station.

There was a discussion on the road policing programme and the deployment of staff. Inspector Guthrie advised that the public were able to ring their local police station to report non urgent crime 24/7 as the phone was diverted to a crime reporting line when the Police Station was unmanned.

6 Orokonui EcosanCtuary
	The Conservation Manager (Elton Smith) was unable to attend to speak to the item.

8 Library Activity Report

A report from the Manager Customer Experience (Mike Collett) 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 Waikouaiti and Blueskin Libraries.

The report noted that there had been a number of events held at the Waikouaiti and Blueskin Bay Libraries which included a Lego party, Science for Supper, Book Passion and Book Share. The events at the libraries had been well attended by the community.

The Community Librarian, Waikouaiti (Eryn Makinson) and the Community Librarian, Blueskin Bay (Louise Booth) spoke to the report and commented that Service Centre services such as the payment of rates, dog registration and parking fines would be available at both the Waikouaiti Library and Blueskin Bay Library from 4 July 2016.

The Group Manager Arts and Culture (Bernie Hawke) responded to questions on the Director, City of Literature's role.

Councillor Noone conveyed the Board's thanks to the librarians for the way they served their communities in particular the events that were held which catered for all ages.

Moved (Deputy Chairperson Alasdair Morrison/Cr Andrew Noone): that the Board

a) Notes the report.

Motion carried (WC/2016/013)

9 Governance Support Officer's Report
	A report from the Governance Support Officer (Wendy Collard) updated the Board on issues undertaken on its behalf since the last meeting, and other matters that were of on-going interest, including: a) Project Fund b) Election Timetable Hamish Black (Parks Operations Manager) was present to discuss items of interest on behalf of Parks and Recreation. c) Warrington Spit A memorandum from the Parks Operations Manager (Hamish Black) provided a summary of the various views regarding the proposal for the removal of selected tree debris along the Warrington Spit. Mr Black spoke to the memorandum and commented that the general feedback had been that the tree debris created an important natural habitat and was important for biodiversity.
	Moved (Deputy Chairperson Alasdair Morrison/Geraldine Tait) that the Board: a) Endorses the staff recommendation that the tree debris at the Warrington Spit not be removed. Motion carried (WC/2016/014)
	d) Tree Harvesting – Waikouaiti Mr Black commented that a report on the Tree Harvesting at the Waikouaiti Reserve had been presented to Council at their meeting held on 23 May 2016 and advised that Council had approved staff recommendations with the inclusion of: ”Delegates approval of a landscape management plan for the Waikouaiti Domain and Waikouaiti Beachfront Reserve to the Waikouaiti Coast Community Board, subject to the Group Manager Parks and Recreation being satisfied that the plan aligns with the Council's strategic framework." Mr Black responded to questions on the Financial Breakdown contained within the report which included the associated costs of replanting and the project management. There was discussion on the harvesting and Mr Black advised that the tree felling at the northern end of the Domain by the carpark would commence in June followed by the southern end. He commented that it was anticipated that the felling would take approximately 7 weeks subject to weather conditions and excluding clean up. Mr Black advised that there would be an additional post-harvest costs which were the chipping of the tree debris at a cost of approximately $60,000 and the removal of the remaining trees within the buffer zone and that have no environmental, economic or cultural value that at a cost of approximately $40,000. Mr Black advised that during the felling; sections of the beach and the carpark would be closed to the public at various times for safety reasons and that the immediate residents would be notified via a letter drop. Mr Black also responded to questions on the wilding pines and the timeline for truck movements.
	Moved (Deputy Chairperson Alasdair Morrison/Cr Andrew Noone): that the Board a) Notes the Tree Harvesting at Waikouaiti Reserve Report that was presented to Council at their meeting on 23 May 2016. b) Endorses the staff recommendations that additional expenditure be allocated to the removal of the remaining trees within the buffer zone and the wilding pines that have no environmental, economic or cultural value. c) Endorses the staff recommendation that additional expenditure be allocated for the chipping of tree debris at the completion of the tree harvesting. Motion carried (WC/2016/015)
	e) Action List Doctors Point Road. Mr Morrison commented that an on-site meeting with staff had yet to be arranged. Freedom Camping. Mr Black advised that a report would be presented to Planning and Regulatory Committee on the Camping Control Bylaw 2015 – Season Review Update. Warrington Domain. There was a discussion on the condition of the Domain in particular the entrance, the area adjacent to the playground and when the gate should be locked for the winter season.
	Moved (Deputy Chairperson Alasdair Morrison/Geraldine Tait): that the Board a) Notes the Governance Support Officer's Report. Motion carried (WC/2016/016)

10 Funding Applications

The Deputy Chairperson (Alasdair Morrison) advised that POWA had sent an email requesting that the withdrawal of their funding application towards the purchase of mobile phones.

The Board considered a funding application from the Waikouaiti Coast Heritage Centre towards the cost of purchasing a digital camera and A3 printer to allow the Museum's collection to be documented.

Moved (Cr Andrew Noone/Deputy Chairperson Alasdair Morrison): that the Board

a) Grants the Waikouaiti Coast Heritage Centre $700.00 to assist with the purchase of a digital camera and A3 printer subject to the Waikouaiti Coast Heritage Centre liaising with staff at the Dunedin City Library to seek advice on how to create the highest quality digital archive.

Motion carried (WC/2016/017)

11 Chairperson's Report

A report from the Chairperson (Gerard Collings) updated the Board on the following:

· Community Engagement

· Warrington Sign Request. Mr Morrison commented that staff have agreed to the request from the Warrington School for installation of additional and relocation of existing permanent warning signs.

· DCC draft Annual Plan Submission

· Waitati Toilets. Mr Morrison provided an update.

Moved (Deputy Chairperson Alasdair Morrison/Cr Andrew Noone): that the Board

a) Notes the Chairperson's report.

b) Notes that staff were actioning the request from the Warrington School for the installation and relocation of the permanent warning signs.

Motion carried (WC/2016/018)

12 Council Activities

The Ward Councillor, Andrew Noone, provided a verbal updated to the Board on:

Draft 2016/17 Annual Plan

Dog Control Policy and Bylaw.

Moved (Cr Andrew Noone/Richard Russell) that the Board:

a) Notes the report

Motion carried (WC/2016/019)

The meeting concluded at 8.10 pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

29 June 2016

Part A Reports

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Waikouaiti Coast Community Board of activities relevant to the Board area including:

a) Project Fund

b) Update from Policy Team

c) Correspondence

d) Action List.

RECOMMENDATIONS

That the Waikouaiti Coast Community Board:

a) Notes the Governance Support Officer's Report

b) Approves the removal of completed items from the Action List

c) Approves the addition of requests to the Action List.

BACKGROUND

Project Fund

2 $2,277.30 remains in the Project Fund of $10,000.00. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
1 July 2015	$1,000.00	Karitane School
1 July 2015	$446.20	Waikouaiti School
1 July 2015	$1,000.00	Warrington Primary School
11 November 2015	$598.00	Waitati Music Festival
11 November 2015	$250.00	Blueskin Resilient Communities Trust
27 January 2016	$448.50	Blueskin A & P Society
2 March 2016	$80.00	Flowers for Chairperson from Bunches and Bows
2 March 2016	$500.00	Warrington Playcentre
2 March 2016	$800.00	Plunket East Otago Branch
13 April 2016	$500.00	Blueskin Bay Library Redevelopment Trust
13 April 2016	$1,400.00	River-Estuary Care Waikouaiti-Karitane Inc
20 May 2016	$50.00	Flowers for Mark Brown from Bunches and Bows
25 May 2016	$700.00	Waikouaiti Coast Heritage Fund
Total	$7,772.70

3 The Waitati Music Festival (Waitati-E) have provided an update on the funding that they received from the Board (Attachment A).

Update from Policy Team

4 Corporate Policy Staff will be in attendance to provide an update on the City's Strategic Framework in relation to the Board's Community Plan, the 2017/18 Annual Plan and the 2018/19 - 2027/28 Long Term Plan. A copy of the Dunedin Strategic Framework is attached for your information (Attachment B).

5 Staff will also provide an update on projects that they are working on and in particular community engagement leading up to the 2018/19 - 2027/28 Long Term Plan.

Correspondence

5 An email from A Nokomis regarding the grass verge outside her address is attached for the Board's consideration (Attachment C).

Action List

6 An update on outstanding matters is provided in Attachment D.

Signatories

Author:	Wendy Collard - Governance Support Officer
Authoriser:	Graham McKerracher - Council Comms and Marketing Manager

Attachments

	Title	Page
a	Waitati Music Festival (Waitati-E) funding feedback form	16
b	Dunedin Strategic Framework	17
c	Email from A Nokomis	18
d	Action List	19

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report enables democratic local decision making and action, by and on behalf of communities.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☐	☐	☒
Environment Strategy	☐	☐	☒
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☐	☐	☒
Other strategic projects/policies/plans	☐	☐	☐

In terms of the Action List (Attachment F) there are no inconsistencies with the strategic framework.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no known implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Stakeholder participation has been undertaken via Board initiated community events.

Financial considerations

There are no financial implications for the year commencing 1 July 2015 as all monies are budgeted and the grants are within the guidelines for Community Board funding.

Significance

Under the Significance Policy matters in this report are of low significance.

Engagement – external

No external engagement has been undertaken.

Engagement - internal

Staff have been contacted in relation to issues listed in attachment F.

Risks: Legal / Health and Safety etc.

No risks have been identified.

Conflict of Interest

No conflicts of interest have been identified.

Community Boards

There are no implications for Community Boards except to provide information on activities in or relevant to the Board area.

Waikouaiti Coast Community Board

29 June 2016

Chairs report June 2016

Department: Waikouaiti Coast Community Board

EXECUTIVE SUMmary

This report provides an update on matters to be discussed by the Chair, and matters not covered by other reports on the agenda.

RECOMMENDATIONS

That the Board:

a) Notes this report

Background

1. Major matters to be covered are:

· Community Engagement

· Discretionary Fund

· Waikouaiti Domain trees including those beyond the Matanaka Drive Forestry Plantation

· Waikouaiti Transfer Station

· Emergency Management/Civil Defence

· Warrington Toilet Block Mural

· Waitati Stream –vicinity of Bland Park

Discussion

2 Community Engagement

DCC FYI

Articles have been submitted for the June editions of the Blueskin News and Powa Newsletters. Because of the upcoming elections these will be the last articles that include the Board Members names and contact details.

3 Discretionary Fund

The Board has not fully allocated its discretionary fund for this financial year it is recommended that the Board consider the following options;

· A donation to the Waikouaiti Museum Building fund

· Placement of a bench seat at the Karitane foreshore as has been previously requested by a member of the community

· Resolve not to expend the funds

4 Other matters to be discussed

· Waikouaiti Domain trees including those beyond the Matanaka Drive Forestry Plantation

· Waikouaiti Transfer Station

· Emergency Management/Civil Defence

· Warrington Toilet Block Mural

· Waitati Stream –vicinity of Bland Park

Signatories

Author:

Gerard Collings Chair Waikouaiti Coast Community Board

Attachments

nil

Chairperson	Gerard Collings
Deputy Chairperson	Alasdair Morrison
Members	Mark Brown	Cr Andrew Noone
	Richard Russell	Tracey Scurr
	Geraldine Tait

	Title	Page
A	Minutes of Waikouaiti Coast Community Board meeting held on 25 May 2016	7

	Title	Page
a	Progress of Waikouaiti Area Funding Application	80