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 9 March 2017, commencing at 10.00 am





Paul Pope


Deputy Chairperson

Hoani Langsbury



Lox Kellas

Graham McArthur


Christine Neill

Edna Stevenson




Richard Saunders (Group Manager Transport), Hamish Black (Parks Operation Manager) and Greg Shaw (Contracts Manager, City Care)


Governance Support Officer      Pam Jordan



1       Opening

Edna Stevenson opened the meeting with a reflection.

2       Public Forum

2.1    Caselberg Trust Funding Application


Barbara Wilkins and Lesley Hirst from the Caselberg Trust thanked the Board for its previous donation and tabled photos of the studio.  They commented on the more than 30 cultural events the Trust had organised since 2006.  They advised that there were still a few extra items that the Trust needed assistance to pay for to complete the studio to make it ready for occupancy.  The opening of the studio would take place on 1 April 2017 and the first artist to use the studio, Victoria McIntosh, would occupy it from that date.


2.2    Macandrew Bay Scout Group Funding Application


Hannah Lawrence advised that scouts and cubs had operated in Macandrew Bay for over 50 years.  The hall used by the group was old and needed restoration.  The group was fundraising for roofing, painting and heating for the hall and had almost achieved its target.  It needed the final amount to finish off the project.  When the project was complete it was the intention to start a keas group.  The mural on the building would also be restored and sealed with lacquer.


3       Apologies


Moved (Lox Kellas/Hoani Langsbury):

That the Board:


Accepts the apology from Cr Andrew Whiley.


Motion carried (OPCB/2017/010)


4       Confirmation of agenda



Moved (Edna Stevenson/Lox Kellas):

That the Board:


Confirms the agenda without addition or alteration.


 Motion carried (OPCB/2017/011)



5       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 (Hoani Langsbury/Christine Neill):

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/2017/012)

6       Confirmation of Minutes

6.1    Otago Peninsula Community Board meeting - 2 February 2017


Moved (Christine Neill/Edna Stevenson):

That the Board:


Confirms the minutes of the Otago Peninsula Community Board meeting held on 2 February 2017 as a correct record.


Motion carried (OPCB/2017/013)


Part A Reports

7       Parks and Recreation Maintenance Contractor


Hamish Black (Parks Operations Manager) and Greg Shaw (Contracts Manager, City Care) were present to meet the Board and discuss the contractor's role in the upkeep and maintenance of recreation spaces in the Board area. 


The Board was advised that Parks were now responsible for all green work (eg grass cutting alongside road verges and vegetation control), some of which was previously carried out by Transport.  The Council had moved away from a lump sum contract to a frequency based contract that was prescriptive about what happened when.  The Council now had a better understanding of the levels of service required.  An independent auditor was auditing sites and there was an opportunity for City Care to learn about assets.  Challenges had been experienced with growth throughout a wet spring and a wet and windy summer.  Input from the Board and others as to how the contract could be changed was valued.  Anything could be done with the contract but this would come at a cost.


During questions from Board members advice was given on procedures for responding to issues and a number of matters that required attention were advised to staff.  Discussion was also held on the replacement of playground equipment.


8       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)     Proposed Reserves and Beaches Bylaw

e)     2017/18 Annual Plan Engagement Activities

f)     Freedom Camping

g)     Action List.


Thanks were extended to staff for their work on freedom camping.


The request regarding Tomahawk Beach Access would be deleted from the Action List.


The repair to the two car slip would be completed later in the month.  The Board thanked the Group Manager Transport for his regular emails to the community and noted there had been no complaints.


The pull-over areas would be separated into Portobello Road and Highcliff Road.  The Group Manager Transport advised that staff wished to use consistent signs used nationally.  There were sites on Highcliff Road that could be used and others that needed work done.  He would arrange for the Safety Team Leader to work with Lox Kellas on this and report back in a couple of meetings.


Good responses had been received on the Peninsula Connection project.  Cyclists appeared to be happy and staff were working with the national NZTA cycling team.  A request was made for Spokes to be asked for cyclists to wear high visibility clothing and use lights on their cycles as days were getting shorter.


The slip repair at Hatchery Road was almost complete and other work on slips would be done after the tourist season.  Traffic management information would be brought back to the Board.  A request was made for a map showing the slip sites to be provided for the next Governance Support Officer's report.


The Group Manager Transport advised that a preliminary plan had been done on Wellers Rock parking which was awaiting a response from the Monarch operators.  A meeting would be held with all groups following the tourist season and it was hoped this would be in place for the following summer.


The issue of tracks was to be added to the Community Plan.


Freedom camping issues had been quiet and the commercial campground had been busy.


It was noted that public toilets for Taiaroa Head were in the Community Plan, and these would also be considered for Macandrew Bay and Seal Point Road.


Graham McArthur would liaise with the Parks Operations Manager over an alloy boat for the Broad Bay playground.


Christine Neill updated the Board on the Tidewater Drive drainage issue.



Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:


a)     Notes the Governance Support Officer's Report.

b)     Appoints Paul Pope as its representative to attend the 2017 Community Boards Conference, and agrees to cover the registration, travel and accommodation costs of another Board representative from its Project Fund.

c)     Approves the submission on the Reserves and Beaches Bylaw.

d)     Amends the Action List as appropriate.

Motion carried (OPCB/2017/014)


9       Funding Application - Peninsula Community Coffee Group


The report appended a copy of a funding application for the Board's consideration from the Peninsula Community Coffee Group for a regular community coffee morning.  The application was deferred at the meeting of 2 February 2017 until additional information was received.  An updated application had now been submitted.


Moved (Christine Neill/Hoani Langsbury):

That the Board:


a)     Grants the funding application from the Peninsula Community Coffee Group for $300.00 for a community coffee morning.

Motion carried (OPCB/2017/015)


10     Funding Application - Macandrew Bay Scout Group


The report appended a copy of a funding application for the Board's consideration from the Macandrew Bay Scout Group for scout hall renovations.


Moved (Lox Kellas/Graham McArthur):

That the Board:


a)     Grants the funding application from the Macandrew Bay Scout Group for $2,500.00 for scout hall renovations.

Motion carried (OPCB/2017/016)


11     Funding Application - Caselberg Trust


Graham McArthur declared an interest and left the meeting at 11.15 am.

The report provided a copy of a funding application for the Board's consideration from the Caselberg Trust for landscaping at the artists' studio.


Moved (Lox Kellas/Edna Stevenson):

That the Board:


a)     Grants the funding application from the Caselberg Trust for $2,500.00 for landscaping at the artists' studio.

Motion carried (OPCB/2017/017)


Graham McArthur returned to the meeting at 11.16 am.


12     Working Parties/Board Area Liaison Updates


a)  Keep Dunedin Beautiful


Graham McArthur advised of matters discussed at the two meetings since the last Board meeting including a mural at Port Chalmers, sycamore removal etc.




b)  Rural Roads Update


Lox Kellas advised that sealed roads were in good condition.  He commented on the state of various roads, which were in reasonable condition.




c)  Area Updates


Hoani Langsbury advised that at a recent meeting at Te Rauone it had been asked whether it would be possible to set back blocks to allow more room for vehicles to pull off the road between Otakou Fisheries and Wellers Rock.  He also noted that there were four corners between Otakou Fisheries and Broad Bay where tour coaches had no option but to cross the centre line because of the tightness of corners and asked whether it would be possible to cut back those corners.  He also commented on the repositioning of blocks and consistency in the cycleway.


Graham McArthur mentioned footpath issues in Broad Bay, which he would bring to the attention of staff.


Edna Stevenson commented that the Macandrew Bay newsletter to which the Board had contributed funding had been a big success in the community.


Edna Stevenson also commented on the meeting at Te Rauone on 15 February 2017 attended by the Dunedin City Council, Otago Regional Council, Port Otago, Board members, the Te Rauone Beach Coast Care Committee and the engineers for the Te Rauone project.  There had been an agreement to proceed to do the design and it was hoped that the design and consent process would be under way by the end of the year.


Christine Neill reported there were still issues with the Puketeraki recycling centre.  Volumes suggested that businesses were dumping materials there.


Lox Kellas mentioned vegetation issues he had conveyed to the Council.


13     Community Plan


The 2017/18 Community Plan had previously been adopted but it was noted that it could be updated during the course of the year as required.  The Chairperson reported that following the Community Plan briefing given by the Policy Team, there was work to do on the Plan before the end of May.  He also suggested the inclusion of an item in the Civil Defence section relating to a cruise ship incident affecting the Peninsula.


14     Chairperson's Report


A report from the Chairperson updated the Board on matters dealt with since the last meeting and other matters to be considered. 


The Chairperson commented on the useful meeting held at Te Rauone.  He noted that it was proposed that the next Heritage Festival should be focused on the Otago Harbour. 


Members were asked to consider dates for the Board clinics to be held in their designated areas.  A Biodiversity Forum would also be arranged for later in the year.


Graham McArthur was asked by the Board to liaise with Keep Dunedin Beautiful about restoration of the mural on the Macandrew Bay Scout Hall.


There was discussion on rural Broadband and cellphone coverage on the Peninsula and whether a project could be developed through Gigatown.  Hoani Langsbury, Paul Pope and Cr Andrew Whiley would meet with the Gigatown Trust.


The Board's annual meeting with local tourism operators would be held in May.



Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:


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

b)        Agrees to spend $100.00 of the Project Fund on posters and flyers for the Board community clinics.

c)         Agrees to spend up to $200.00 of the Project Fund on catering for the meeting with Otago Peninsula tourism operators.

Motion carried (OPCB/2017/018)


15     Council Activities


Councillor Andrew Whiley was not present at the meeting so there was no update.


16     Items for Consideration by the Chair


There were no items identified.




The meeting concluded at 11.40 am.