Agenda of Waikouaiti Coast Community Board

Waikouaiti Coast Community Board

MINUTES

Unconfirmed minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the East Otago Events Centre, Main Road, Waikouaiti on Wednesday 09 November 2016, commencing at 5.30 pm

PRESENT

Chairperson	Alasdair Morrison
Deputy Chairperson	Geraldine Tait
Members	Mark Brown	Mandy Mayhem-Bullock
	Jim O'Malley	Richard Russell
	Rose Stringer-Wright

IN ATTENDANCE

Bernie Hawke, Group Manager Arts and Culture, Richard Saunders, Group Manager Transport, Andrew Lord Contract Supervisor Road Maintenance.

Governance Support Officer Arlene Goss

1 Public Forum

Pru Casey from the Warrington Surf Life Saving Club spoke to the board in support of her application for funding on page 15 of the agenda. She explained the reason for the application and talked about the activities and members of the club. The chairman thanked her for submitting a well put together application. A decision on the funding was made later in the meeting.

Judy Martin spoke regarding the Waikouaiti Waste Transfer Station. She has arranged a community meeting to gather interest in doing something positive after the current site is capped next February. Her group calls itself the North Coast Sustainability Group. There has been interest shown in a recycling facility and in managing green waste. The chairman thanked her for coming and said the matter will be discussed again at the next meeting in February, 2017.

Neil Kennedy spoke regarding the removal of trees and replanting of the sand dunes at Waikouaiti Beach. He said he was disappointed with the results of recent work. The site is now a mess. He said firewood was promised to the community but this has not happened. Some wood chips that were supposed to cover the ground have been carted back to town by the contractor, and he heard some had been stolen. He thinks the digger driver has made a mess of the area. The chairman thanked him for raising this with the community board, as it was of some concern. He will look into it and be in touch with Mr Kennedy.

2 Apologies

There were no apologies.

3 Confirmation of agenda

The chairman wished to add a presentation from Transport manager Richard Saunders and Downer area manager Anthony van de Water to the agenda at Item 7.

Moved (Chairperson Alasdair Morrison/Member Mark Brown) that the Board:

Confirms the agenda with the addition of a presentation on transport issues at Item 7.

Motion carried

4 Confirmation of Minutes

5.1 Waikouaiti Coast Community Board meeting - 26 October 2016

Moved (Member Rose Stringer-Wright/Deputy Chairperson Geraldine Tait) that the Board:

Confirms the minutes of the Waikouaiti Coast Community Board meeting held on 26 October 2016 as a correct record.

Motion carried

Part A Reports

5 Declaration by Richard Russell

Member-elect Richard Russell declared that he would faithfully and impartially, and according to the best of his skill and judgement, execute and perform in the best interests of the Waikouaiti Coast Community, the powers, authorities and duties vested in or imposed upon him as a member of the Waikouaiti Coast Community Board by virtue of the Local Government Act 2002, the Local Gov3ernment Official Information and Meetings Act 1987, or any other act.

He then signed the declaration and joined the table as a member of the community board.

6 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.

A discussion was held on the new system of recording conflicts of interest. The GSO was asked to find out the appropriate management plan for the situation of a member having a family member involved in an organisation that was applying for a grant from the community board.

There were no declarations of interest declared at this point in the meeting. Declarations were made later in the meeting during the consideration of applications for funding.

Moved (Chairperson Alasdair Morrison/Deputy Chairperson Geraldine Tait) that the Board:

Notes the Elected Members' Interest Register attached as Attachment A.

Motion carried

7 Presentation on Transport

Transport manager Richard Saunders and Downer area manager Anthony van de Water joined the table. They introduced Andrew Lord who looks after the rural road network for the council.

The board members were informed about the three year road maintenance contract between the council and Downer. Members were asked to provide feedback on road issues in their local area. Discussion was held on how to notify problems. The GSO was asked to send out the reseals and rehabilitation lists to the new members to inform them about the work that is currently planned.

Doctors Point Road was raised as a problem area. A site visit is planned next week to discuss this and consider remediation.

The chairman thanked the visitors for attending and they left the meeting.

8 Funding Applications
	Funding Application from Waitati Music Festival (page 13 of the agenda): Chairman Alasdair Morrison declared an interest in that he is writing a letter of support for this organisation to assist them with other funding applications. He said he would not be voting and asked Deputy Chair Geraldine Tait to chair this part of the meeting. She took the chair. Member Mandy Mayhem-Bullock declared an interest in that she is a member of this organisation and will be MC of the event. She will not be voting. Discussion was held on the event and benefits to the community. The community board agreed to pay the amount sought to provide toilets to provide support to the event. Geraldine Tait vacated and Alasdair Morrison returned to the chair. Funding Application from Warrington Surf Life Saving Club (page 15 of the agenda): The community board discussed this application and the earlier presentation from Pru Casey in the public forum. They were not in favour of granting the full $2000 as they did not want to over-allocate the grants fund, but agreed to the amount of $1000.
	Moved (Member Mark Brown/Member Rose Stringer-Wright) that the Board: a) Grants the funding application from the Waitati Music Festival for $598.00. Motion carried (WC/2016/048) Alasdair Morrison and Mandy Mayhem-Bullock did not vote.
	Moved (Chairperson Alasdair Morrison/Deputy Chairperson Geraldine Tait) that the Board: b) Grants part of the funding application from the Warrington Surf Life Saving Club to the amount of $1000. Motion carried (WC/2016/049)

9 Meeting Schedule 2017

The chairman suggested holding one meeting at the marae at Karitane. He asked member Rose Stringer-Wright to approach the marae on the board's behalf.

Moved (Chairperson Alasdair Morrison/Member Jim O'Malley) that the Board:

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

Motion carried (WC/2016/050)

10 2017/18 Community Plan

The Board members went through the draft community plan and requested minor changes. These changes will be made by the governance support officer with the final version of the plan to be circulated to members.

Moved (Chairperson Alasdair Morrison/Deputy Chairperson Geraldine Tait) that the Board:

a) Adopts the updated Waikouaiti Coast Community Board 2017/18 Community Plan with the changes noted at the meeting.

b) Notes that a workshop to consider the grants application criteria and an updated community plan template is to be held.

Motion carried (WC/2016/051)

11 Governance Support Officer's Report
	The following actions were noted during the discussion of the governance support officer's report/action list: · Mandy Mayhem-Bullock will represent the board on the Keep Dunedin Beautiful Committee. GSO to inform the committee of the appointment. · Waikouaiti Domain/Matanaka Drive - The chairman requested that Group Manager, Parks and Recreation, Tom Dyer, be asked to report to the next meeting on the issue of the wood chips disappearing from the location of the felled trees at Waikouaiti Beach. Also the results of trial plantings in the area, plans to buy new seedlings, tracks through the area and confirmation that funds for the trial plantings did not come from the sale of the trees. A site visit to this area is to be planned. · Karitane Wharf – The chairman requested an engineer's report on the wharf and an update from staff. · Coastal Erosion – The board requested an update on this from Hamish Black, Parks Operations Manager. · Freedom Camping – The chairman requested continued close involvement with staff on this issue. · Doctors Point Road Re-sealing – Transport Manager Richard Saunders will meet on site with the chairman and member Mark Brown next week. · Waikouaiti Transfer Centre – The chairman gave an update from Solid Waste Manager Catherine Irvine and would also like to request an update at the next meeting. GSO to notify Ms Irvine that the board requests input into the process of preparing a concept plan and site design. The consultant preparing this work should involve the community.
	Moved (Chairperson Alasdair Morrison/Member Mark Brown) that the Board: a) Notes the Governance Support Officer's Report. Motion carried
	Moved (Chairperson Alasdair Morrison/Deputy Chairperson Geraldine Tait): that the Board a) Appoints Mandy Mayhem-Bullock as the Waikouaiti Coast Community Board's representative to the Keep Dunedin Beautiful Committee. Motion carried (WC/2016/052)

12 Chairperson's Report

Chairman Alasdair Morrison reported on the following issues:

· A plan and photos of the public toilets planned for Waitati were shown to the members.

· A discussion was held on Civil Defence roles and response. Mark Brown offered to talk to the Waitati fire officers about updating their response plan.

· The chairman is writing a regular report for the POWA newsletter.

· The chairman will also write to schools to initiate contact between them and the community board.

· It was agreed that a regular drop-in at Waikouaiti would be a good idea, given there is nobody on the community board who lives there.

Moved (Chairperson Alasdair Morrison/Deputy Chairperson Geraldine Tait) that the Board:

Receives the Chairman's Report.

Motion carried

13 Council Activities

Councillor Jim O'Malley reported on recent council activity including:

· An enquiry into the safety of power poles has been started by Deloitte.

· He is currently involved in learning about solid waste issues in the region.

· He has requested to join the Chamber of Commerce Energy Committee.

14 Agenda Items for Consideration for Future Meetings

The next meeting will consider an application for funding from the Blueskin A and P Society.

The meeting concluded at 7.30pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

1 February 2017

Part A Reports

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

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

a) Project Fund

b) Dunedin Destination Plan

c) Emergency Management Update

d) Waikouaiti Forrest Replanting Project Update

e) Doctor's Point Road Maintenance Update

f) Freedom Camping Update

g) 2017 Community Boards Conference

h) Training for Community Board Chairs and Deputy Chairs

i) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report.

b) Amends the Action List as appropriate.

Project Fund

$6862 remains in the Project Fund of $10,000.00. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
10 August 2016	$1500.00	Blueskin Youth and Community Amenities Association
10 August 2016	$40.00	Fruit Bowl for Board member
9 November 2016	$598.00	Waitati Music Festival
9 November 2016	$1000.00	Warrington Surf Life Saving Club

Total grants to date	$3138.00

Please note that all grants must be paid out before the end of the financial year. This means the last opportunity for the board to allocate money from this year's project fund will be at its meeting on May 24^th, 2017. The deadline to receive applications will be 5pm on Tuesday, May 9, 2017.

Dunedin Destination Plan – update from Enterprise Dunedin

The Dunedin City Council is currently developing a Dunedin Destination Plan. The draft Plan will be considered by the Economic Development Committee on 14 March 2017 and, subject to Committee approval, public engagement will follow.

The Plan sits under Dunedin’s Strategic Framework focussing on the Economic Development Strategy’s theme, “A Compelling Destination”. Taking an integrated approach to destination management, the Plan responds to city objectives around education, investment, migration and employment, as well as tourism.

The draft plan has been developed in conjunction with key city stakeholders including the local tourism, tertiary education, cultural and events sectors, Dunedin International Airport, the Otago Chamber of Commerce, the Department of Conservation, the Ministry of Building, Innovation and Employment, and Immigration New Zealand. The Grow Dunedin (Economic Development), Creative Dunedin and Te Ao Tūroa (Environment) Partnership groups will be briefed on the draft Plan prior to the Committee meeting.

A drop-in session for Community Board members to provide initial input has arranged for:

Date: Wednesday, 15 February 2017

Time: 11.00am-12.30pm

Venue: Plaza Meeting Room, Ground Floor, Civic Centre, 50 The Octagon (opposite the Customer Service Centre).

For further information please contact: Ryan Craig, Destination Manager: ryan.craig@dcc.govt.nz, 021 242 8688.

Emergency Management Update

Glenn Mitchell, Emergency Management Officer, was invited to attend the meeting but is unable to attend. He sent his apologies and the following information:

Emergency Management Otago is working on comprehensive tsunami evacuation zone mapping for the whole Otago Coast area, employing a contractor to undertake this work. The aim was to have all of the community risk maps on the website by end of January, however it is likely to be sometime February before this happens. Once the information is on the website there will be a media push to promote residents in at risk communities checking the maps.

Ministry of Civil Defence Emergency Management has undertaken a national campaign promoting correct actions for both earthquake and tsunami and we are further pushing this information out through social media. Additionally we are working with tourism providers to encourage them to consider emergency planning when working with tourists to the area.

A review of the Tsunami risk plan is planned for this year, including the planning for tsunami risk signage in high risk areas – this is likely to include the Warrington domain amongst others.

Once a new appointment is made for a replacement Emergency Management Officer in Dunedin, we are keen to push ahead with community response plans – particularly the Waitati planning which started a couple of years ago then stalled.

it is my intention to run a training workshop for Community Board members in late March or early April, date to be confirmed, similar to the workshop held post the 2013 elections.

Waikouaiti Forest Replanting Project Update

The following update comes from Hamish Black, Parks Operations Manager, Parks and Recreation:

Stage 1 and 2 – effluent field

Maintenance of existing plants within the effluent field is currently occurring. This includes mechanical weeding around the plants with a follow up spray to control grass and tree lupin. Infill planting will occur during early winter and spring. Kāti Huirapa Runaka ki Puketeraki Incorporated Society is contracted to complete this maintenance work during 2017.

Stage 3 – north and south of effluent field

Windrowing of the remaining forestry slash will occur during early autumn to enable subsequent planting to occur. Staff are currently finalising a landscape plan for the Northern section recently harvested, and this plan will be presented to the Board for approval at the 8^th March meeting.

The proposed plan concentrates on a small number of native plant varieties known to succeed in the area including flax, pittosporum, totara, cabbage trees and broadleaf. The location of walking tracks and beach access points will also be considered. Replanting will occur over a 3 year period with planting activities taking place during autumn and spring. Subject to final approval, Kāti Huirapa Runaka ki Puketeraki Incorporated Society will be engaged to lead the replanting project and provide paid work opportunities for local residents. They will facilitate other community groups and local volunteers, and will be supported by DCC planting contractors when required. The following table summarises the financials to date and anticipated future costs.

	Actuals to Date	Future budget estimates	Projected Total
Net Revenue	$637,955.73		$650,000* Includes interest
Harvesting related costs Traffic Management Post-harvest costs (e.g., chipping and removal of firewood)	$8,841.00 $62,527.50	$0 $15,000	$8,841.00 $77,572.50
Restoration Expenditure Plant Prep/Oversowing Plants Planting and maintenance (up to four years) Infill planting and maintenance (as required, assuming 25% plant failure) Pest/weed control	$13,142.00 $58,895.38 $51,296.12 $13,572.30	$10,000 $150,000 $70,000 $55,000 $20,000	$23,142.00 $201,296.12 $121,308.00 $55,000 $33,572.30
Project Management	$77,271.06	$0	$77,271.06
Other (landscape plans)	$4,093.83	$2,000	$6,093.83
Total Expenditure	$289,639.19	$322,000.00	$556,639.19
10% Contingency on future estimates		$32,200	$32,200
Total (with 10% project contingency)	$289,639.19	$354,200.00	$643,839.19
Surplus			$6,160.81

Waikouaiti Transfer Station Update

The following update comes from Catherine Irvine, Solid Waste Manager:

DCC Solid Waste currently has waste facility and service contracts out for tender. The new contracts include a rural services contract which will include the management of the rural transfer stations, rural skip days and potentially rural recycling services. The contract documents have been prepared to encourage and enable community involvement and local solutions in some or all of these activities. This is a key strategy to develop and support greater resource recovery in rural areas using a collaborative partnership model that builds community resilience in these areas.

We intend to engage Dugald MacTavish, who was instrumental in the development of the Hampden Recovery Park, to give us some guidance on what will work best at the Waikouaiti site. We will then take his information, combine it with the Health and Safety review and recommended site improvements, feedback form the public surveys and develop the draft site design ready for consultation with the northern coastal community. Staff are a little behind schedule for this work as considerable time and resource has been put into developing the contract model that will enable this collaboration to take place.

Staff continue to prepare for the final closure of the old landfill. An agreement with the Golf Club has been signed to allow access to capping material at the site leased from the Dunedin City Council. A consultant will be engaged to oversee and tender the work in order to provide quality assurance around the cap construction, ensuring that capping work meets the standard required (checking on the thickness and compaction of the cap etc). Staff are still hopeful that the work will be completed in the first half of 2016, however this may be affected by weather conditions or delays in the tendering process, in which case the work may be deferred until the summer of 2017/2018. This does not preclude any improvements being made to the transfer station area and resource recovery centre.

The Solid Waste team would like to acknowledge the interest and enthusiasm that has been expressed by members of the Waikouaiti Coast Community Board and members of the wider community for a community-operated resource recovery centre. A request has been put forward to hold a public meeting in order to identify members of the community that would be interested in forming a group and/or social enterprise who would like to be involved with this initiative. Staff are happy to make themselves available at a time that works for the community. I recommend that this meeting be planned for March or April after contract tender evaluations have occurred and consultative advice on site development will have been received.

Doctors Point Road Maintenance Update

The following update comes from Richard Saunders, Group Manager Transport:

The Doctors Point Rd path is getting resealed with smaller chip. This is to be completed this summer sealing season. Doctors Point road work is scheduled to start no later than March this year. Will provide updates to the Chair as required. We can have discussions re paths and shoulders in general when we have the upcoming transport workshop. (The chairman will be discussing this workshop in the Chairman's Report).

Freedom Camping Update

The following update comes from Jendi Paterson, Recreation Planning and Facilities Manager:

Staff will present a report to Council in March with proposed changes to the current Freedom Camping bylaw.

Prior to the report being presented to Council, staff would like feedback and suggestions from the community board regarding how the Warrington Domain should be managed as a site - whether by area restriction, vehicle restriction or full restriction.

A survey is being developed with input from Enterprise Dunedin and the National Responsible Camping body- it is hoped this will be running by the second week of February.

2017 Community Boards Conference

The biennial Community Boards Conference is being held in Methven from 12-13 May, 2017. The programme and costs have yet to be released. In accordance with the Council's policy, as it is a South Island location this year each of Dunedin's community boards will be entitled to send a representative with registration, accommodation and travel costs paid. If a Board wishes to send more than one representative it will be able to fund any additional representative from its Project Fund.

Training for Community Board Chairs and Deputy Chairs

A Local Government New Zealand training session for Community Board Chairs and Deputy Chairs will be held in Gore on Saturday, 11 March, 2017. The workshop programme includes understanding standing orders, tips for chairing meetings, relationships between boards and councils, legislative update, conflicts of interest and an update on policy issues impacting on the performance of boards. Please let your Governance Support Officer know if you wish to attend.

Signatories

Author:	Arlene Goss - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Action List	21

Waikouaiti Coast Community Board

1 February 2017

Waikouaiti Coast Community Board Action List February 2017
Topic	Date/ Item No	Action Requested	Report back to the Board	Status/ Due Date
Waikouaiti Domain/ Matanaka Drive	1/2/17	Update requested.	See update in GSO report from Hamish Black.	This is an ongoing project with staff to provide updates on a regular basis
Waikouaiti Domain/ Matanaka Drive	29/6/2016 Item 11	The Board would like a report to include: a) Project milestones and timelines; b) Proposed methodology for community engagement; and c) Scope of services	Planting anticipated to occur Autumn 2017and September 2017 and 2018 subject to final vegetation management plan; Draft vegetation management plan and associated plantings list to be developed with input from Kati Huirapa Runaka Puketeraki, River Estuary Care and Hawksbury Lagoon Inc. Two draft plans to be presented to the community in September for feedback. This will be completed via the POWA newsletter, ODT noticeboard, signage at the beach carpark and community noticeboards; Contract for 2017/18 planting yet to be confirmed subject to discussions with community groups identified above and DCC Procurement Policy. Plants to be sourced via tender process, with order confirmation late spring 2016.
Karitane Wharf	12/11/14	Staff requested to arrange for an inspection of the wharf to determine its structural integrity.	1 Vehicle access on to the wharf needs to be restricted which will be done following consultation with the current users. 2 Draft maintenance plan still to be developed. Initial engineer advice is to install another row of piles and beams midway between the retaining wall and the back face of the wharf. Repairs would also need to be completed to the cracked supporting beams along the back face of the wharf and to the Stahlton rib beams. These repairs will potentially extend the life of the wharf by around 15 years. A further review of the costs will be undertaken and options developed for the future management of the structure.	Update to be provided by Tom Dyer when he is back from annual leave in mid February.
Coastal Erosion	29/6/2016 Item 11	The Board would an update on the Coastal Erosion Investigation to include the terms of reference, project milestones and timelines.	Coastal erosion investigation expertise will be procured in October 2016. The work will be carried out over the ensuing 6 months. There are two key work streams. One work stream will cover the review of management options for Ocean Beach Reserve and St Clair Esplanade. The second is a wider review of infrastructure affected by erosion across the wider Dunedin City area and high level options to protect high risk sites.	Staff to provide regular updates
Freedom Camping	29/06/2016 Item 11	The Board would like an update on freedom camping at the Warrington Domain.	See update in GSO report from Jendi Paterson.	Ongoing
Emergency Management Community Response Plan/ Tsunami alert	26/10/2016	The board would like to update the Community Response Plan and respond to community concerns regarding the tsunami siren.	See update in GSO report from Glenn Mitchell.	Ongoing
Doctors Point Road Maintenance	26/10/2016	The Board requested that staff contact Alasdair Morrison and Mark Brown to arrange a site visit as soon as possible to ensure that the previous issues are not replicated.	See update in GSO report from Richard Saunders.	Work to take place in 2017
Waikouaiti Transfer Centre	29/06/2016 Item 11	The Board has requested a update to include: a) Project milestones and timelines; b) Proposed methodology for community engagement; c) Scope of services; d) Waikouaiti landfill decommissioning; and e) Testing and reporting	See report from Catherine Irvine on this agenda.	Ongoing

	Title	Page
A	Minutes of Waikouaiti Coast Community Board meeting held on 9 November 2016	10

	Title	Page
a	Application from Blueskin A&P Society	25
b	Application from Waikouaiti School	27