West Harbour Community Board



Unconfirmed minutes of an ordinary meeting of the West Harbour Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 16 November 2016, commencing at 5.30 pm





Steve Walker


Deputy Chairperson

Trevor Johnson



Francisca Griffin



Ryan Jones



Ange McErlane



Jan Tucker



Cr Aaron Hawkins





Tom Dyer (Group Manager Parks and Recreation), Richard Saunders (Acting Group Manager Transport) and Anthony van de Water (Area Manager, Lower South Island, Downer)


Governance Support Officer      Jennifer Lapham




1       Public Forum

a)     Back Beach Writers Group – Tina Grubba


Ms Grubba spoke to the Board regarding a funding application from the Back Beach Writers Group.  The Group had been together for 10 years and are marking the anniversary by creating a Back Beach Poetry Trail.  The group will place 11 poems on terracotta tiles around the Back Beach walkway to create the Back Beach Poetry Trail.


        The group were requesting $808.44 towards this project.


b)     Raewynne Pedofski – Back Beach Public Car Park


        Mrs Pedofski spoke to the Board about the recently enclosed car park at Back Beach.  She advised that she was concerned regarding the congestion that may     occur over the summer. 


She advised that she felt that every group had the right to use the area and suggested that the matter be monitored over the summer to see what the impacts of enclosing the public car park were.


2       Apologies

There were no apologies.


3       Confirmation of agenda



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


Confirms the agenda with the addition of the application for funding from the Back Beach Writers Group as item 10b.


Motion carried (WHCB/2016/009)



4       Confirmation of Minutes

4.1    West Harbour Community Board meeting - 26 October 2016


Moved (Steve Walker/Aaron Hawkins): that the Board


Confirms the public part of the minutes of the West Harbour Community Board meeting held on 26 October 2016 as a correct record.


 Motion carried (WHCB/2016/010)

Part A Reports

5       Interest Register


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 the agenda would be taken at the meeting.



Moved (Steve Walker/Aaron Hawkins): that the Board


a)     Notes the Elected Members' Interest Register.

Motion carried (WHCB/2016/011)


6       Back Beach Public car park


The Group Manager Parks and Recreation (Tom Dyer) provided an update and the back ground to the fencing of the public car park at Back Beach.  He advised that the Council was looking at other options for the Yacht Club including returning to the Sims Building when it was made safe.  Mr Dyer commented that the fence had been built on a temporary basis. 


In response to questions Mr Dyer advised that the area was reserve land and treated in a similar manner to any other reserve owned by Council.  Mr Dyer advised that he would report back to the Board in due course, but would welcome feed-back from the Board regarding any issues at the car park.


7       Transport Update


The Group Manager Transport (Richard Saunders) introduced Mr Anthony van de Water, Area Manager - Lower South Island for Downer.  He advised that Mr van de Water was the roading contractor for the Board area.  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. 


Mr Saunders advised that he would be holding a workshop for Community Boards in the New Year which would focus on Board priorities. 


Mr Saunders and Mr van de Water responded to questions relating to the management of contracts.



8       Draft 2017/18 Community Plan


Consideration was given to the draft 2017/18 Community Plan, noting that minor editorial amendments had been made.


In discussing the draft plan members agreed that it would be useful to hold a workshop to go through the plan in detail.



Moved (Trevor Johnson/Ange McErlane): that the Board


a)     Adopts the updated West Harbour Community Board Draft 2017/18 Community Plan.

b)     Notes that workshops will be held to consider the draft 2017/18 Community Plan and to consider the grants application criteria and an updated community plan template is to be held.

Motion carried (WHCB/2016/012)


9       Meeting Schedule 2017


Consideration was given to the proposed schedule of meetings for 2017. 



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


a)     Adopts the schedule of meetings for 2017.

Motion carried (WHCB/2016/013)


10     Governance Support Officer's Report


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

a)     Project Fund

b)     Keep Dunedin Beautiful

c)     Reimbursement of Expenditure

d)     Action List


It was agreed that the appointment to Keep Dunedin Beautiful Committee would be considered as part of the Board representation appointments.


A discussion took place on the reimbursement for Raewynne Pedofski for purchasing food for the Port Chalmers Swimming Pool opening day.



Moved (Trevor Johnson/Aaron Hawkins): that the Board


a)     Approves the reimbursement of $75.85 to Raewynne Pedofski for the purchase of food for the opening of the Port Chalmers Swimming Pool.


.Motion carried (WHCB/2016/014)



There was a discussion on the following action items:

·         Gorse – Ravensbourne – Trevor Johnson advised that there was approximately 4 acres of land in Ravensbourne that was over grown with gorse and he advised that it was a fire danger.


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

a)     Requests that the Chief Executive Officer, under the Local Government Act, Section 183 (1)(a) write to the property owners at 64 Kauri Street, 58 Kauri Street, 60 Kauri Street and 89 Manapouri Street to request them to clear the sections of gorse.

Motion carried (WHCB/2016/015)


·         Moller Memorial – Trevor Johnson would resume being the contact person for this matter.

·         Port Chalmers Centennial Garden – Skateboard area – The Chairperson will contact the Sea Cadets to get an update.

·         Parking George Street – Group Manager Transport advised that staff would inspect the proposed parks and once confirmed will produce a work order to get the parks painted.  He will update on progress.

·         Fencing State Highway 88 - Group Manager Transport will provide an update at the February meeting.

·         Car parking – George Street – discussion took place on the request to have 120 minute limit placed on the public car park.  It was agreed that a trial takes place to see if there are any issues.

·         Heavy Traffic in George Street – Agreed that the request to remove traffic was not practical however felt that the installation of a speed radar was an option and the Group Manager Transport advised he would discuss the matter with NITA.


Moved (Steve Walker/Jan Tucker): that the Board


a)     Notes the Governance Support Officer's Report.

b)     Amends the Action List as discussed.

Motion carried (WHCB/2016/016)


10 (b)        Project Fund - Application for Funding


Consideration was given to an application from the Back Beach Writers Group for funding to assist towards a Back Beach Poetry Trail.



Moved (Trevor Johnson/Jan Tucker): that the Board

a)        Approves a grant of $874.00 to the Back Beach Writers Group.

Motion carried (WHCB/2016/017)

11     Board Representation and Other Responsibilities


The Chairperson advised that the Board needed to appoint representatives to various organisations and other responsibilities.



Moved (Aaron Hawkins/Trevor Johnson): that the Board


a)     Appoints

        Ange McErlane to Port Environment Liaison Committee

        Trevor Johnson to Ravensdown Community Liaison Group

        Steve Walker to Keep Dunedin Beautiful Committee

        Ryan Jones to Communications portfolio including the Facebook page

        Aaron Hawkins to SH88 Liaison Group

        Francisca Griffin to Funding Application Report Back

        Steve Walker to West Harbour Beautification Trust

        Jan Tucker to Policing Issues  

Motion carried (WHCB/2016/018)


12     Chairperson's Report


The Chairperson provided an update on the following matters:


a)     Consultation was commencing on Boundary Road


b)     The Library had made a request for an additional mobility park and was waiting to hear the outcome.


c)     The Defibrillator had been moved to the library hallway


d)     Careys Bay Pontoon – was in need of repair – The Group Manager Parks and Recreation will investigate as to who owns the pontoon.  Members requested that a letter be written to Cr Noone at the Otago Regional Council and Port Otago.


e)     Power Poles – He had requested an update and had been advised that the information would be provided by the end of the week.


f)     Cycleway – NZTA would attend the next meeting


g)     Key to Town Hall – during the earthquake the Fire Brigade had tried to ring him for a key to the Town Hall.  Board members requested that the Council provide a key to the Police and Fire Brigade for emergency use.


h)     Council is upgrading the cricket nets


i)      Orokonui Trust Board – Cr Noone (ORC) had advised that the Trust Board was holding a West Harbour Tourism Operating Summit and would like a contact for the Board's area.  It was agreed that the matter would be referred to Vision Port Chalmers.


j)     Function for Raewynne and Peter Cole – funding for the nibbles was required to be approved.



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


a)     Approves the payment for the nibbles at the function for Raewynne Pedofski and Peter Cole.

Motion carried (WHCB/2016/019)



Moved (Aaron Hawkins/Ryan Jones): that the Board


a)     Notes the report.

Motion carried (WHCB/2016/020)


13     Council Activities


The Councillor provided an update on the induction process for the new Council, the Council meeting held on 15 November, that the Parks and Recreation Strategy was open for consultation and the Arts Strategy would be consulted on in the new year.  He also advised that a paper would be considered by the Council in regards to managing volunteers.



Moved (Jan Tucker/Francisca Griffin): that the Board

a)     Notes the report.

        Motion carried



14     Notification of Agenda Items for Consideration by the Chairperson


There were no items notified.




The meeting concluded at 7.40 pm.