Agenda of Chalmers Community Board

Chalmers Community Board

MINUTES

Unconfirmed Minutes of an ordinary meeting of the Chalmers Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 13 July 2016, commencing at 5.30 pm

PRESENT

Chairperson	Steve Walker
Members	Peter Cole	Ange McErlane
	Cr Andrew Noone	Raewynne Pedofski

IN ATTENDANCE

Nicola Pinfold (Group Manager Community and Planning), Joy Gunn (Manager Events and Community Development), Anne Gray (Policy Analyst)

Governance Support Officer Jennifer Lapham

1 Public Forum

1.1 Public Forum

Warren Lewis, spoke to the Board in regards to the public car park at Back Beach. He was concerned that there was an intention to remove some of the parks and reduce access to the public in this area.

He commented that this area is a public space for all to use and it should not be fenced off. He said that this area does provide access for emergency service, including marine search and rescue and any reduction in the space will comprise these activities.

2 Apologies

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

Accepts the apology from Trevor Johnson for absence and Cr Noone for lateness.

Motion carried (CCB/2016/013)

3 Confirmation of agenda

The Chairperson advised NZTA was no longer attending the meeting as they were still working on the project. It was hoped to report to the August meeting.

He also advised that as staff were in attendance to discuss item 3, Dunedin Strategic Framework, the item in the Governance Support Officer's report would be brought forward to become item 6. .

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

Confirms the agenda noting that item 6 had been withdrawn and part of the Governance Support Officer's report would be brought forward to become item 6.

Motion carried (CCB/2016/014)

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.

5 Confirmation of Minutes

5.1 Chalmers Community Board meeting - 1 June 2016

Moved (Steve Walker/Raewynne Pedofski): that the Board

Confirms the public part of the minutes of the Chalmers Community Board meeting held on 1 June 2016 as a correct record.

Motion carried (CCB/2016/015)

Part A Reports

6 Dunedin Strategic Framework

The Group Manager Community and Planning (Nicola Pinfold) and Policy Analyst (Anne Gray) spoke to the Board about the Dunedin Strategic Framework.

Mrs Pinfold provided a background to the development of the Dunedin Strategic Framework and in particular the vision for Dunedin and the eight Strategies. The Board was provided with set of strategies and a check list of priorities from the strategies for use in its forward planning.

Ms Gray explained the "Community Outcomes" in particular the importance of the Community Plans, Annual/Long Term Plans in relation to these outcomes. She suggested that the Board give consideration to moving the timing of their Community Plan to align with the Council budget process deadlines.

The Manager Events and Community Development, Joy Gunn, was introduced to the Board. Ms Gunn gave an overview of her background and the Events and Community Development team.

7 Extraordinary Vacancy - Chalmers Community Board

In a report the Electoral Officer advised that an extraordinary vacancy had been created on the Chalmers Community Board as a result of the recent resignation of Mel Aitken. In accordance with Clause 117 (2) of the Local Electoral Act 2001 the Chief Executive had notified the Community Board of the vacancy and the Board must decide whether or not to fill the vacancy.

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

a) Resolves that given the short time frame prior to the triennial election the vacancy not be filled.

Motion carried (CCB/2016/016)

8 Funding Applications
	Consideration was given to an application for funding and also the application deferred at the previous meeting for a scholarship.
	Moved (Steve Walker/Cr Andrew Noone): that the Board a) Grants application from the Port Chalmers Historical Society Inc. for $900.00. Motion carried (CCB/2016/017)
	Moved (Chair Steve Walker/Member Ange McErlane): that the Board a) Grants application from the Rotary Club of Dunedin. for $1,000.00. Motion carried (CCB/2016/018)
	Moved (Steve Walker/Andrew Noone): that the Board a) Uplifts the Community Board Scholarship application from Annabelle Latta. Motion carried (CCB/2016/019)
	Moved (Ange McErlane/Steve Walker): that the Board a) Grant a Community Board Scholarship of $500 to Annabelle Latta to go towards a Spanish Language Study Trip. Motion carried (CCB/2016/020)

9 Wickliffe Terrace

Angela McErlane tabled photographs of the footpath in Wickliffe Terrace. She advised that the street was looking messy and unkempt and during the cruise ship season a lot of people walk this area.

The Chairperson advised that he had meet with the Group Manager Transport on a number of matters and he advised to put all issues into the Action List.

It was agreed that the issue be added to the Action List and that a site visit be arranged.

10 Governance Support Officers Report

In a report the Governance Support Officer provided an update on matters of interest including:

a) Project Fund

b) Dunedin Strategic Framework

c) Action List

A discussion took place on the action list and the Chairperson provided an update on his meeting with the Acting Group Manager Transport. He advised that Ellesmere Street would be placed on the gritting list. Cr Noone advised that he had discussed the issue of gorse on private land and had been advised that the Urban Fire District Bylaw should be used to deal with urban hazard. He will discuss with the appropriate Council Officer.

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

a) Notes the Governance Support Officer's Report

b) Amends the Action List as appropriate.

Motion carried (CCB/2016/021)

11 Board Representation and Other Responsibilities
	Board members provided an update on their various representative roles and other responsibilities: a) Port Environment Liaison Committee Ange McErlane provided an update on the activities of the Port Environment Liaison Committee. She advised that the Committee were recommending that Lana Oranje and Carolyn Leese be appointed to the Board as Community Representatives.
	Moved (Ange McErlane/Steve Walker): That the Chalmers Community Board appoints Lana Oranje and Carolyn Leese to the Port Environment Liaison Committee. Motion carried (CCB/2016/022)
	Ange McErlane also advised that it was intended to extend the A shed which would assist in the Cruise Ship season by providing additional cover and facilities for the passengers. b) Ravensdown Community Liaison Group There was no update as Trevor Johnson was not in attendance c) Keep Dunedin Beautiful The Chairperson advised that the first lot of tagging at the start of the cycleway had been cleaned but was re-tagged. This has now been cleaned and to date the site had not been re-tagged. d) Facebook It was agreed that the Chairperson would be the administrator for the Board's face book page. e) Vision Port Chalmers Peter Cole advised that the organisation hadn't been able to get a quorum and therefore have not been able to meet. However the matter was being resolved, with Ange McErlane being appointed as chairperson and himself as Vice Chair. f) SH88 Liaison Group The Ward Councillor that the group had met on 23 June and the next traffic counts were due in September. g) Funding Applications – Report Back Raewynne Pedofski advised that she would contact recipients for an update on their projects.
	Moved (Chair Steve Walker/Member Ange McErlane): that the Board a) Notes the report. Motion carried (CCB/2016/023)

12 Council Activities

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

· Local Government Conference would be held in Dunedin 24/25 July.

· Purakaunui toilet: A meeting had been held with John Cox from MWH and Alana Reid from the council. It was agreed that a Portaloo should be placed on the site to determine if there was a need for a permanent toile.

· Prospect Lane Trees

· Drainage Issues.

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

a) Notes the report.

Motion carried (CCB/2016/024)

13 Chairperson's Report

The Chairperson provided an update on matters of interest including:

· Policing Port Chalmers – Jason Guthrie is working with the Local Policeman to ascertain which day and the hours the Police Station would be open.

· Winter Gritting Ellesmere Street – this had been resolved.

· Graffiti – Start of Shared Path – discussed in the Governance Support Officer's report.

· Blueskin Road – That trucking companies and Cedar Farm had agreed to cease using Blueskin Road and would now use the State Highway.

· Geese Update – The Chairperson thanked Hamish Black and his team for the sensitive way in which they dealt with this issue. It was also noted that the majority of the community had supported the process.

· Speeding Boundary Road – Purakaunui – that an action plan was being put in place.

· State Highway 88 Safety Work – Soft safety barriers would be put in place.

· Car Park behind Mackies – a complaint had been received regarding people parking there all day. It had been agreed that a 180 minute parking restriction would be put in place

· Resignation of Peter Standring – the Board expressed their sincere appreciation to Peter of all his service over the years on behalf of the Board.

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

a) Notes the report.

Motion carried (CCB/2016/025)

14 Notification of Agenda Items

There were no items notified.

The meeting concluded at 6.53 pm.

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

C H A I R P E R S O N

Chalmers Community Board

17 August 2016

Part A Reports

Library Report

Department: Services and Development

EXECUTIVE SUMMARY

1 The report provides a summary of the activities of the Dunedin Public Libraries for the period 1 May to 30 July 2016.

RECOMMENDATIONS

That the Board:

a) Notes the report

BACKGROUND

Operational and Project Activities

Statistics

2 Total loans for the period 1 July 2015 to 30 June 2016 were 1,409,068 representing a decrease of 113,907 or 7.5% of loans compared with the same period in 2014/15. Decreased loans were recorded at all libraries and on the Bookbuses. The decrease in loans between the current year and the previous one is partly attributable to a change in reporting systems during this period which resulted in inflated issues statistics in 2014/15. This calculation has now been corrected and issues have now been adjusted to accurately reflect borrowing over the 2015/16 year.

3 A total of 133,713 reference enquiries were received during this period representing a decrease of 13,488 or 9.1% compared to the same period in 2014/15. Decreased reference enquiries were recorded at all libraries and on the Bookbuses reflecting increased use of online information resources by Library customers.

4 There were a total of 1,196,004 visits to all libraries over this period representing an increase of 26,002 or 2.2% compared with the same period in 2014/15. Increased visits were recorded at the City Library (5.0%) and on the Bookbuses (1.3%) while Mosgiel recorded a very slight increase (less than 1%). Decreased visits were recorded at the other three community libraries.

Gig City Dunedin

5 Planning for the launch of the Gig City Living Hub on the Ground Floor of the City Library is entering its final phase, following Council approval to proceed with this new development. The facilities are modelled on those in other new libraries and will include digital displays and information on the potential of ultra-fast broadband as well as opportunities to test out Gig-speed Wi-Fi on a range of digital devices.

6 Work on establishing 12 new Gig-speed Wi-Fi hot spots across Dunedin continues with the City Library going live at the end of June 2016 and the Port Chalmers and Mosgiel Library’s expected to follow before the end of December 2016.

Events

New Zealand Music Month 2016

7 New Zealand Music Month is celebrated in May each year with events around the library network. At the Port Chalmers Library events were spread over the month and included performances by Bob Scott, Leo LaDell and Humboldt County (25 people), classical guitarist Malcolm Honeychurch (10 people) and local band Sea Fog (15 people).

July School Holiday Programme

8 A diverse range of activities took place at the Port Chalmers Library over the July school holidays. The first week featured Super Inventor and Dinosaur Footprints discovery trails which were run in conjunction with the International Science Festival (15 children). The second week celebrated the Cadbury Chocolate Festival and included the ever popular Freddo Frog Chocolate Story Time with Storyteller Mandy Mayhem (20 children and 8 adults) and a Chocolate discovery trail (12 children).

Lego Club

9 Lego Club continued monthly in the Rolfe Room at the Port Chalmers Library. This is a new and very popular initiative with the number of participants averaging 30 to 40 children and adults at each session.

Spanish Cookery

10 A Spanish cooking event was held at the Port Chalmers Library in May 2016 with Carmen Aliberch demonstrating how to make paella to an enthusiastic audience of 20 people.

Nga Taonga: A Glimpse of the Archives

11 Lawrence Wharehau Programme Coordinator Maori at Nga Taonga Sound and Vision Archives presented a selection of films featuring Kai Tahu traditional food gathering, art practices and light entertainment from as early as 1921.

Liaison

Preschool and School Visits

12 At the Port Chalmers Library twice weekly preschool story times were conducted over this period. These continue to be very popular with numbers averaging 30 to 40 children and adults each week. Over this period Library staff carried out a series of class visits to Sawyers Bay School and all classes from Port Chalmers School visited the Library for the school’s Book Week.

Book Share

13 Monthly meetings of the Port Chalmers Library book discussion group continued over this period with numbers averaging 10 to 12 people at each session. Book groups provide an opportunity for social engagement, with local residents getting together to talk about books and reading in a library environment.

OPTIONS

14 There are no options as this report is for information purposes only.

NEXT STEPS

15 There are no next steps as this report is for information purposes only.

Signatories

Author:

Mike Collett - Manager Customer Experience

Authoriser:

Bernie Hawke - Group Manager Arts and Culture

Simon Pickford - General Manager Services and Development

Attachments

	Title	Page
a	Library Statistics July 2015 - June 2016	17
b	Service Centre Statistics May, June 2016	18

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report relates to providing a public service and is considered good-quality and cost-effective.

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	☐	☐	☒

The information provided in this report supports the Social Wellbeing Strategy by the role of libraries in promoting ‘Connected People’ and “Vibrant and Cohesive Communities’; the Economic Development Strategy by providing library resources and services that support ‘Business Vitality’ and ‘Alliances for Innovation’ as well as providing library collection resources and public programmes that support the Arts and Culture Strategy.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no financial implications.

Significance

The matters raised in this report are considered low significance in terms of the Council’s Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

There has been no internal engagement.

Risks: Legal / Health and Safety etc.

There are no identified risks.

Conflict of Interest

There is known conflict of interest.

Community Boards

The purpose of the report is to provide information to the Community Board.

Chalmers Community Board

17 August 2016

ATTACHMENT A: LIBRARY USAGE INDICATORS – 1 July 2015 to 30 June 2016

Library Usage Indicator

2014/15

2015/16

+/-

+/- %

Blueskin Bay Library

Issues

Reference Enquiries

Visits

29,422

6,165

32,643

25,236

3,856

28,688

-4,186

-2,309

-3,955

-14.2

-37.5

-12.1

Bookbus

Issues

Reference Enquiries

Visits

119,321

21,264

67,970

106,572

19,643

68,823

-12,749

-1,621

+853

-10.7

-7.6

+1.3

City Library

Issues

Reference Enquiries

Visits

1,015,196

97,258

811,750

920,678

89,883

852,515

-94,518

-7,375

+40,765

-9.3

-7.6

+5.0

Mosgiel Library

Issues

Reference Enquiries

Visits

223,063

9,512

146,213

216,644

9,248

146,266

-6,419

-264

+53

-2.9

-2.8

0.0

Port Chalmers Library

Issues

Reference Enquiries

Visits

70,997

6,815

76,337

65,826

6,543

65,925

-5,171

-272

-10,412

-7.3

-4.0

-13.6

Waikouaiti Library

Issues

Reference Enquiries

Visits

46,414

4,253

35,089

42,346

2,988

33,787

-4,068

-1,265

-1,302

-8.8

-29.7

-3.7

Dunedin Public Libraries

Issues

Reference Enquiries

Visits

1,522,975

147,161

1,170,002

1,409,068

133,713

1,196,004

-113,907

-13,448

+26,002

-7.5

-9.1

+2.2

Chalmers Community Board

17 August 2016

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1. This report is to inform the Chalmers Community Board of Activities relevant to the Board area including:

a) Project Fund

b) Rothesay News Advertisement

c) Coming into and vacation of Office

d) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report

b) Renews its commitment to Rothesay News advertising for the next financial year at a cost of $116.70 per month.

c) Amends the Action List as appropriate.

Project Fund

1 The balance of the Project Fund stands at $7,600.00. The following grants have been made in the 2016/17 financial year:

Meeting Date	Amount	Recipient
13 July 2016	$900.00	Port Chalmers Historical Society
13 July 2016	$1,000.00	Rotary Club of Dunedin
13 July 2016	$500.00	Scholarship – A Latta
Total	$2,400.00

Rothesay News Advertisement

2 It is suggested that as a new financial year has commenced, the Board may wish to reconfirm its commitment to its monthly expenditure of $116.70 for its Rothesay News advertisement.

Coming into and vacation of Office

3 For local authority elections (including community boards) where an election is required, a member comes into office on the day after the day on which the official result of the election is declared by public notice (section 115 Local Electoral Act). Official results are usually received around the Thursday following the election and the public notice usually appears on the Saturday following the election.

4 Where an election is not required (i.e. because the number of candidates does not exceed the number of vacancies), those unopposed candidates are declared elected at the close of nominations and they come into office at the same time as the other elected candidates (i.e. the day after the official result of the election is declared by public notice).

5 It is important to note, however, that no person is capable of acting as a member of any local authority until he or she has made a declaration as required by clause 14, Schedule 7, Local Government Act 2002. This is done at the first meeting of the board after the local authority elections.

6 Current members vacate office when members elected at the election come into office.

Action List

7 An update on outstanding matters is provided in Attachment A.

Signatories

Author:	Jenny Lapham - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Chalmers Community Board Action List - August 2016	22

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 A) 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

There are no known implications.

Financial considerations

There are no financial implications, as all grants are made within budget.

Significance

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

Engagement – external

No external engagement has been undertaken.

Engagement - internal

Various departments have provided contributions to the report.

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.

Chalmers Community Board

17 August 2016

Chalmers Community Board Action List Meeting Date 17 August 2016
Topic	Date of Meeting/ Resolution	Action Requested	Report Back to the Board	Department	Status/Due Date
Moller Memorial	1/10/2014 Item 5	Staff to investigate the relocation of the Moller Memorial	1 June 2016 Trevor Johnson to be point of contact for Moller Memorial removal.	Parks and Recreation	Draft design options available, family to approve. Discussions with Rotary will be held in August as key people are on leave.
Port Chalmers Centennial Garden -Skateboard area	29/04/2015 Item 14 (h)	Staff to investigate the lease and condition of the skateboard area	Discussions on the lease are continuing.	Parks and Recreation	No due date for this item is available at this time.
Aramoana Wharf - restoration		Staff to investigate the proposal from the Aramoana League	Report to follow for the Community and Environment Committee.	Parks and Recreation	Report to Community and Environment Committee in August for options for the future of the wharf.
Parking George Street	30/09/2015 Item 12	Parking Bays to be painted on George Street	Request has been sent to the Maintenance Team and waiting for it to be programmed.	Transport	Will advise when have timeframe for implementation.
Gorse on Private Land	9 March 2016 Item 8	Removal of Gorse	Cr Noone will follow this up. 13 July Cr Noone advised this type o hazard is dealt with under the Urban Fire District Bylaw. He would contact the appropriate Council officer.	Rural Fire Authority	Cr Noone to provide update
Fencing on SH 88	9 March 2016 Item 12 (h)	Improvement of fencing	Fencing matter raised with NZTA and discussions commenced.	Transport	Awaiting report back on progress of discussions with NZTA
Footpath Rail Crossing – Beach Street	1 June 2016	Request a meeting to discuss the safety of the footpath/rail crossing by the tunnel entrance.	Meeting will be held with Kiwi Rail, DCC, NZTA and Port Company 13 July 2016 Meeting has been arranged	Group Manager Community Planning to Co-ordinate	Report on progress at August meeting.
Wickliffe Terrace	13 July 2016 Item 9	General maintenance on street was poor	Chairperson to discuss with Group Manager Transport.	Transport	Update to be provided at August meeting.
Boundary Road, Purakuanui	13 July 2016 Item 13	Speed Count/Safety analysis of Boundary Road, Purakuanui		Transport
Car park, Mackies Hotel	13 July 2016 Item 13	Request 120 minute limit be placed on car park behind Mackies Hotel	Transport Department are liaising with the Parking Services Team to have this installed.	Transport	Will advise when have a time frame for implementation
Reviews
Blueskin Road	8/07/2015 Item 8	Staff to carry out traffic engineer's risk assessment on Blueskin Road	Transportation advises investigations are continuing. Initial advice was sent to passenger transport providers in September reminding them of the axel length restriction on Blueskin Road. Continue to monitor activity. April 2016 Police advised to consider during Cruise ship season. Continue to monitor activity. July 2016 Most of the trucking companies have now agreed not to use Blueskin Road.	Transport	An update will be provided when/if new information is available.

Completed
Planting of Gardens	1 June 2016 Item 8 (c)	Are gardens being planted seasonally, if not why not.		Parks and Recreation	As part of the budget process for 2015-16 the level of service was reviewed for the annual bedding plots. Of 21 sites across the City, 10 sites had been identified for permanent displays as opposed to annual plots. Port Chalmers Centennial Garden is one of these 10 sites.
Ellesmere Street	18/11/2014 Item 10	Traffic Count	Request traffic count to be undertaken at either end of Ellesmere Street to see how many cars are using the part that is not being gritted. 2015 traffic estimates: Gritted section (186 AADT) Non gritted section (152 AADT) 1 June 2016 Chairperson to discuss with General Manager Infrastructure and Networks 13 July 2016 Ellesmere Street has been added to the gritting schedule	Transport	The Chairperson will provide an update at July Meeting

	May	June
Large Rubbish Bags	20	18
Small Rubbish Bags	20	16
Rates	58	72
Water Rates	2	3
Animal Registration		4
Dog Reg Selected Owner
Rolfe Room	2	3
Sale of Poo Bags
Impounded Dogs
Impounded Stock
Dogs SPCA Pound Fee
Dog Kennel Licences
Dog Microchipping Fee
Dog Collars
Debtors Receipt	4	1
Parking Tickets	13	9
Bokashi Buckets
Recycle Bins	2	1
Compost Zing	1
Yellow Bins
LIM Residential
TOTAL	122	127

Chairperson	Steve Walker
Deputy Chairperson	Trevor Johnson
Members	Peter Cole	Ange McErlane
	Cr Andrew Noone	Raewynne Pedofski

	Title	Page
A	Minutes of Chalmers Community Board meeting held on 13 July 2016	7