Otago Peninsula Community Board

MINUTES

 

Unconfirmed minutes of an ordinary meeting of the Otago Peninsula Community Board held in the Portobello Bowling Club, Sherwood Street, Portobello on Thursday 2 February 2017, commencing at 10.00 am

 

PRESENT

 

Chairperson

Paul Pope

 

Members

Lox Kellas

Graham McArthur

 

Christine Neill

Edna Stevenson

 

Cr Andrew Whiley

 

 

 

IN ATTENDANCE

Richard Saunders (Group Manager Transport) and Jendi Paterson (Recreation Planning and Facilities Manager)

 

Governance Support Officer      Pam Jordan

 

 

 

1       Public Forum

There was no Public Forum.   

 

2       Apologies

An apology was received from Hoani Langsbury.

 

Moved (Chairperson Paul Pope/Christine Neill):

 

That the Board:

 

Accepts the apology from Hoani Langsbury.

 

Motion carried

 

 

 

Opening

Christine Neill opened the meeting with a reflection.

 

 

3       Confirmation of agenda

 

 

Moved (Chairperson Paul Pope/Christine Neill):

That the Board:

 

Confirms the agenda without addition or alteration.

 

Motion carried (OPCB/2017/001)

 

 

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.

 

 

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

 

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

b)     Confirms the proposed management plan for Elected Members' Interests.

Motion carried (OPCB/2017/002)

 

5       Confirmation of Minutes

5.1    Otago Peninsula Community Board meeting - 10 November 2016

 

Moved (Cr Andrew Whiley/Lox Kellas):

That the Board:

 

Confirms the public part of the minutes of the Otago Peninsula Community Board meeting held on 10 November 2016 as a correct record.

 

Motion carried (OPCB/2017/003)

 

Part A Reports

6       Parks and Recreation Update

 

Jendi Paterson, the Recreation Planning and Facilities Manager, was in attendance to discuss the following matters with the Board:

a)  Freedom camping – it was reported that enforcement patrols would continue until the end of April.  Camping apps made it clear where campers were and were not able to camp.  There was discussion on particular locations and it was noted that the level of complaints was lower than the previous year.

b)  Tomahawk School site – the Council had considered this matter in December and was working with the Andersons Bay Kindergarten regarding the occupation of the site.  Tenders were being called for the demolition of the pool.

c)  Tomahawk Beach – this would tie in with the proposed Reserves and Beaches Bylaw review.

d)  Portobello Jetty pontoon – this had passed inspection.

e)  Rabbit control/preparation of Portobello Domain for winter season – staff were working with Predator-Free Dunedin and night shootings were scheduled for various Otago Peninsula reserves.  If more work was required that could be arranged.

f)  Peninsula tracks – an audit was being carried out in conjunction with the Department of Conservation on all tracks in the city and a track network for the city, identifying maintenance needs and the like.  The Chairperson observed that track markers and signage were getting old and a concerted effort was needed to improve tracks as they were not being utilised to their fullest extent.  Issues relating to landowners, track ownership etc needed to be resolved.

g)  Boat removal at Broad Bay playground – a replacement boat had been identified and staff would liaise with the donor regarding installation.

h)  Beach access signs – local residents had concerns about this and the Chairperson would provide staff with a letter he had received.

i)   Slide removal at Latham Park – a new slide would be installed before the end of the financial year and there was a need to communicate this to the community.

 

Moved (Chairperson Paul Pope/Lox Kellas):

That the Board:

 

Notes the report.

 

Motion carried (OPCB/2017/004)

 

7       Governance Support Officer's Report

 

The report informed the Otago Peninsula Community Board of activities relevant to the Board area including:

a)     Project Fund

b)     Scholarship Fund

c)     2017 Community Boards Conference

d)     Training for Community Board Chairs

e)     Proposed Reserves and Beaches Bylaw

f)     Dunedin Destination Plan

g)     Road Stopping, Beaconsfield Road

h)     Action List.

 

The Chairperson updated the Board on a recent workshop held for Community Board Chairs on standardising grant allocations from Board project funds and the proposal to have four funding rounds per annum.  It was agreed that Edna Stevenson would continue to be responsible for Board scholarship liaison and Lox Kellas was allocated the role of following up on expenditure of project fund grants.

 

It was agreed that a decision on attendance at the biennial National Community Boards Conference would be made at the March meeting.

 

Cr Andrew Whiley withdrew from the meeting at 10.28 am.

 

The Group Manager Transport provided an update on the Reserves and Beaches Bylaw which was currently open for consultation.  Board members were asked to email points to the Chairperson by 5 February for inclusion in the Board's submission.

 

Cr Andrew Whiley returned to the meeting at 10.41 am.

 

Members were encouraged to take part in the Destination Dunedin drop-in session.

 

Further background information was provided on the road stopping at Beaconsfield Road.

 

Work was continuing on repairing the Highcliff Road two car slip which was expected to be completed during February.  Staff were thanked for the emails updating the community on this.

 

A Parks/Transport workshop for the Board would be held on Wednesday 1 March 2017 from 12.30 pm to 2.30 pm.

 

There was discussion on the Portobello/Harington Point Road Safety Project.  Responses on safety improvements had been collated from the open days and staff were working with Spokes and NZTA cycling teams.  It was pointed out that the main idea was to make the road safe for residents and tourists.  The Group Manager Transport commented that the plans would meet the needs of different groups.  Detailed design would start in March/April and work would start in July/August.  It was pointed out that some concerns had been expressed about the gaps between bollards between Company Bay and Macandrew Bay, and damage they caused to tyres if people had to take evasive action by moving left on the road.

 

The Board was advised that four slips had been tendered as a package and contracts let.  The first repair at Hatchery Road would happen later in the month.

 

Maintenance of sea walls would be covered in the Board workshop and could be removed from the Action List.  Peninsula tracks and freedom camping were on-going issues and would be retained on the Action List.  Rabbit control was an operational issue and could be removed.  There was a need to review Wellers Rock parking.

 

There was discussion on the Tidewater Drive drainage issue and Christine Neill would follow this up with the Transport Projects Team Leader.

 

 

Moved (Edna Stevenson/Graham McArthur):

That the Board:

 

a)     Notes the Governance Support Officer's Report.

b)     Supports the proposal to stop a portion of Beaconsfield Road adjacent to 1 McAuley Road, Portobello, under section 342 and Schedule 10 of the Local Government Act 1974.

c)     Amends the Action List as appropriate.

Motion carried (OPCB/2017/005)

 

8       Funding Application

 

The report appended a copy of a funding application from Helen Martin for a community coffee morning, which had been received for the Otago Peninsula Community Board's consideration. 

The Chairperson advised that he had spoken to Ms Martin about the application, which was intended to reduce loneliness in the community, and suggested to her that an umbrella group was needed to apply for the funds, given that funds could not be given to an individual.  It was also suggested that the coffee mornings could be held in conjunction with other community activities such as "Steady as you Go" classes or the Board's proposed community clinics in different locations across the Peninsula.  Christine Neill was assigned to work with the applicant on these matters and to talk with representatives of other Peninsula communities.

 

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

 

a)     Defers the funding application from Helen Martin for a community coffee morning until additional information is received.

Motion carried (OPCB/2017/006)

 

9       Working Parties/Board Area Liaison Updates

 

a)  Keep Dunedin Beautiful

 

 

 

Graham McArthur updated the Board on issues discussed at the last meeting, including a national initiative on graffiti, the murals programme and an initiative from the Council for more sculptures in the community.

 

 

 

b)  Rural Roads Update

 

 

Lox Kellas advised that gravel roads were becoming corrugated reasonably quickly in the current weather conditions.  Some areas were also requiring vegetation control.  It was suggested that Lox should contact Parks staff and conduct a drive around with the Parks Officer responsible for vegetation control to point out the specific vegetation issues.

 

Seal extensions were to be discussed at the forthcoming Roading/Parks workshop and although there was no budget at present, the Group Manager Transport advised that staff could carry out preliminary work to assess projects in case funding became available.

 

 

 

c)  Area Updates

 

 

Christine Neill reported on problems with the recycling centre at Highcliff.  She praised the work of Peter Moroney in arranging a clean-up after the issues had been reported and it was agreed that the Board's thanks be conveyed to him.  There had also been issues at Hoopers Inlet with people dumping non-recyclables and she had written about this in the local newsletter.

 

It was noted that a positive meeting about Te Rauone had been held in December involving the Mayor, Otago Regional Council and Beca.  The group was now fully engaged with the Otago Regional Council.  The next meeting would be held on 14 February 2017.  It was reported that there would possibly be a staged approach to the project.

 

 

 

 

Moved (Chairperson Paul Pope/Cr Andrew Whiley):

That the Board:

Notes the area updates.

 

Motion carried (OPCB/2017/007)

 

10     Community Plan

 

The 2017/18 Community Plan had been adopted but it was noted that it could be updated during the course of the year as required.

Board members were asked by the Chairperson to look at potential projects before the next meeting.  It was suggested that these could be discussed at the forthcoming Roading/Parks workshop.

 

11     Chairperson's Report

 

The report appended the Chairperson's update to the Board on matters dealt with since the last meeting and other matters to be considered. 

 

The Chairperson updated the Board on a recent workshop held with Community Board Chairs on the allocation of community funding and the need to ensure all Boards were consistent in their approach to this.

 

A proposed Biodiversity Forum would be discussed further at the next meeting.

 

The Chairperson suggested that each Board member could run a community clinic in each of the areas they represented.

 

An update was provided on the Annual Plan Council meeting the previous week and the submission made by the Chairperson on the Board's priorities, which was appended to the report.

 

There was also comment made on the state of power poles in the Board's area which affected future broadband services.

 

 

Moved (Chairperson Paul Pope/Graham McArthur):

That the Board:

 

a)     Notes the report from the Chairperson for February 2017.

Motion carried (OPCB/2017/008)

 

12     Council Activities

 

Cr Andrew Whiley updated the Board on items of interest including:

 

 

 

·         A broadband rollout update.

·         Annual Plan Council meeting – a good job was done by Community Board Chairs in their presentations.  Community engagement would be different from previous years.

·         Proposed Reserves and Beaches Bylaw.

 

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

 

a)     Notes the Council Activities Report for February 2017.

Motion carried (OPCB/2017/009)

 

13     Items for Consideration by the Chair

 

There were no items identified.

 

 

 

The meeting concluded at 11.41 am.

 

 

 

 

 

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

CHAIRPERSON