Otago Peninsula Community Board



Unconfirmed minutes of an ordinary meeting of the Otago Peninsula Community Board held in the Portobello Bowling Club, Sherwood Street, Portobello on Thursday 10 November 2016, commencing at 10.00 am





Paul Pope


Deputy Chairperson

Hoani Langsbury



Lox Kellas

Graham McArthur


Christine Neill

Cr Andrew Whiley




Richard Saunders (Group Manager Transport) and Anthony van de Water (Area Manager, Lower South Island, Downer)


Governance Support Officer      Pam Jordan




1       Public Forum

·         Community Art

Brittanysue Mason ran a gallery in Portobello and had a resident artist with her at present who had undertaken community art projects on her studio premises and a café in Portobello and was now looking for other art projects within the community.  His work was large scale with vibrant colours and he was currently seeking other spaces.


The Chairperson suggested a possible location and advised that he would be in touch with Brittanysue after contacting the company concerned about use of the site.


2       Apologies


Moved (Lox Kellas/Christine Neill):


That the Board:


Accepts the apology from Edna Stevenson, and agrees to spend up to $50.00 from the Project Fund for flowers for Edna.


Motion carried (OPCB/2016/030)


3       Confirmation of agenda



Moved (Christine Neill/Lox Kellas):


That the Board:


Confirms the agenda with the following addition or alteration:


a)     Transport Update


Motion carried (OPCB/2016/031)



4       Confirmation of Minutes

4.1    Otago Peninsula Community Board meeting - 27 October 2016


Moved (Graham McArthur/Lox Kellas):


That the Board:


Confirms the minutes of the inaugural Otago Peninsula Community Board meeting held on 27 October 2016 as a correct record.


 Motion carried (OPCB/2016/032)


Part A Reports

5       Declarations of Interest


A report from Civic and Legal reminded members of the need to recognise and declare interests and to manage any conflicts between those interests and their role as an elected member.  Elected members had the completion of their interests register underway, however for the purposes of this first meeting the declarations relevant to the items on this agenda would be taken at the meeting.



Moved (Hoani Langsbury/Christine Neill):


That the Board:


a)     Notes the Elected Members' Interest Register attached as Attachment A of the report.

Motion carried (OPCB/2016/033)





Anthony van de Water, Area Manager - Lower South Island for Downer, the roading contractor for the Otago Peninsula area, was introduced to the Board.  The Group Manager Transport noted that the Council had moved to one contract to consolidate monitoring and reporting and to make sure it was getting consistent service.  The contract had been in place since 1 July 2016 and he commented on the key areas of the contract.  Andrew Lord was managing the contract and would attend future Board meetings on a regular basis.


Anthony van de Water outlined the company's responsibility for roading maintenance and the like in the lower South Island.  The company had received clear objectives from the Council and was currently focusing on assessing the network condition to allow for programming and planning, with more predictability of what was happening in the area.  He also commented on the equipment and staffing available and other contracts held by the company.


Board members asked questions relating to subcontractors used and particular roads and maintenance needed.  The Group Manager Transport suggested holding a workshop with the Board so work that needed to be done could be identified.  He advised that he would release programmes for resealing and rehab work, and also contract specifications to make it clear what would be expected.


It was suggested that an article could be written for FYI regarding logging maintenance issues through the call centre so they were entered into Downer's system.  This information could also be provided for the Portobello newsletter and other community publications.



7       Governance Support Officer's Report


A report from Civic and Legal updated the Board on activities relevant to the Board area including:


a)     Project Fund

b)     Scholarship Fund

c)     Keep Dunedin Beautiful

d)     Action List.


There was discussion on the following Action List items:

·         Tomahawk Beach Access – an update was requested from the Acting Group Manager Parks and Recreation for the next meeting.

·         Camp Road Trees – work would commence on removing the trees later in the month.  Waste timber not suitable for logs could be used for firewood by a community group for fundraising purposes and the Group Manager Transport sought advice from the Board on a suitable group.


Hoani Langsbury withdrew from the decision as he was a trustee of the Otago Peninsula Biodiversity Trust.



Moved (Chairperson Paul Pope/Christine Neill):


That the Board:


Offers the waste wood from the tree felling to the Otago Peninsula Biodiversity Group for fundraising purposes and that Hoani Langsbury be delegated to deal with the matter.


Motion carried (OPCB/2016/034)



Hoani Langsbury returned to the meeting at this point.



·         Dropout on Highcliff Road – the contractor was being flexible and this was expected to be finished by the middle of December.

·         Pull-over Areas – a request was made for more signage for existing areas as well as physical work to be done on other areas. This could also be part of the workshop.

·         Portobello/Harington Point Road Safety Improvement Project – GHD had been awarded the contract.  It was proposed to hold a public open day on 8 December in the Portobello Hall to obtain feedback.  The Board's feedback would also be sought.  Board members would be part of the public open day to begin with and then it could be decided whether a separate session was needed.

·         Slip Repairs – there was discussion on these issues.

·         Bayne Terrace Steps – information had been provided to the community group.  There were still significant issues regarding the site, which was not a site where steps would normally be located.

·         50 km/h Signage – this had now been installed and could be deleted from the Action List.

·         Sea Wall Maintenance – The Group Manager Transport advised that an assessment had just been completed which would provide the basis of a programme for renewal work, which would be provided to the Board.  A question was asked whether pull over areas for star gazers at Papanui Inlet could be provided at the time the sea walls were addressed.

·         Tomahawk School – the Chairperson reported that a report based on the submissions received would be going to the Council in December.  He commented on the likely recommendations.

·         Roadside Weed Control – this would be dealt with as part of the proposed workshop and was to be deleted from the Action List.

·         Road Adjacent to Portobello Cemetery and School – legalisation would happen as part of the Portobello Road/Harington Point Road project and this was to be deleted from the Action List.

·         Tidewater Drive – staff were in regular contact with the resident.


Moved (Lox Kellas/Christine Neill):


That the Board:


a)     Notes the Governance Support Officer's Report.

b)     Appoints Graham McArthur as a representative to the Keep Dunedin Beautiful Committee.

c)     Amends the Action List as appropriate.

Motion carried (OPCB/2016/035)



Chairperson Paul Pope declared an interest and left the meeting at 11.09 am.  Hoani Langsbury took the Chair.



8       Scholarship Application


A report from Civic and Legal report appended a copy of a scholarship application from Georgia Pope to attend a World Challenge expedition to Thailand and Cambodia.



Moved (Lox Kellas/Christine Neill):


That the Board:


a)     Grants the scholarship application from Georgia Pope for $300.00.

Motion carried (OPCB/2016/036) Cr Whiley abstained from voting


Chairperson Paul Pope returned to the meeting at 11.11 am and resumed the Chair.



9       Meeting Schedule for 2017


A report from Civic and Legal appended a proposed schedule of meetings for 2017 for consideration. 



Moved (Hoani Langsbury/Graham McArthur):


That the Board:


a)     Adopts the schedule of meetings for 2017, noting that the Council is yet to confirm its meeting schedule.

Motion carried (OPCB/2016/037)


10     Working Parties/Board Area Liaison Updates


a)      Keep Dunedin Beautiful




Paul Pope reported that he would continue to be involved with the Keep Dunedin Beautiful Committee.  He noted the need to organise something for the following year's Keep New Zealand Beautiful Week, as the 2016 Week had been held at the same time as the election this year when members were busy.




b)      Rural Roads Update




Lox Kellas reported that roads were in a reasonable state at present.




c)      Area Updates




Board members provided updates from their areas of responsibility.


Christine Neill commented on issues with the recycling depots which had been dealt with expeditiously after being reported via Customer Services, issues relating to cyclists on Highcliff Road, freedom camping enforcement, and a report she provided on bus stops.  She also noted that some Peninsula tracks were overgrown and needed clearing.


Hoani Langsbury raised parking issues at Wellers Rock which were likely to get worse as the tourist season progressed, and issues with rabbits at Te Rauone, which Parks needed to deal with.  He also commented on the meeting held at Labour Weekend to talk about erosion issues at Te Rauone, in particular the short term issue regarding the protection of the DCC Reserve.  He also advised that freedom camping at Taiaroa Head required enforcement.




11     Community Plan


The draft 2017/18 Community Plan had been circulated.  This was endorsed by the previous Board and referred to the incoming Board for adoption.

Board members were allocated areas of responsibility.


There was discussion on the need for broadband and the installation of fibre on the Peninsula as businesses were missing out on opportunities.



Moved (Chairperson Paul Pope/Hoani Langsbury):


That the Board:


a)     Adopts the updated Otago Peninsula Community Board Community Plan.


 Motion carried (OPCB/2016/038)


12     Chairperson's Report


A verbal report from the Chairperson updated the Board on the following matters of interest since the previous meeting:


·         Parking at Wellers Rock was to be added to the Action List – sensible options were needed and there was a need to work with both operators and the Council.

·         An official Otago Peninsula Community Board Facebook page had now been created.

·         He suggested that around once a year for an hour or so the Board hold "clinics" in different local areas so people could raise issues with the Board.  A suggestion was also made that these could be held over morning tea with speakers provided.

·         The Chairperson suggested that once or twice in a triennium the Board should organise a Biodiversity Forum as there were many different groups doing good work in this area.  Hoani Langsbury was asked to organise such a forum at some stage.  It was also suggested that the Recreation Planning and Facilities Manager and Biodiversity Officer could be involved.

·         The forum with tourism operators should continue annually and Christine Neill would organise this.

·         Lox Kellas was tasked with dealing with the Otago Regional Council over the harbourmaster position.


Moved (Chairperson Paul Pope/Lox Kellas):


That the Board:


a)     Notes the report.


Motion carried (OPCB/2016/039)


13     Council Activities


Cr Andrew Whiley reported on the following matters of interest:


·         Council was getting under way following the election.

·         Aurora/Delta power pole issues, and whether all red-tagged poles on the Peninsula were mapped.

·         Gig City and use of power poles.


Moved (Cr Andrew Whiley/Christine Neill):


That the Board:


a)     Notes the report.


Motion carried (OPCB/2016/040)



It was suggested that a Board end of year event be held on Friday, 9 December 2016.




The meeting concluded at 11.48 am.