Agenda of West Harbour Community Board

West Harbour Community Board

MINUTES

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 8 February 2017, commencing at 5.30 pm

PRESENT

Chairperson	Steve Walker
Deputy Chairperson	Trevor Johnson
Members	Francisca Griffin	Ryan Jones
	Ange McErlane	Jan Tucker

IN ATTENDANCE

Graham McKerracher (Council Communications and Marketing Manager), Jason Forbes (Project Manager, NZTA) and Richard Saunders (Group Manager Transport)

Governance Support Officer Pam Jordan

1 Public Forum

1.1 Brailleys Track

Jack Austin addressed the meeting concerning the maintenance of Brailleys Track. He tabled material on the history of the road and its previous maintenance, and noted that the Council had stopped carrying out maintenance on it, arguing it was a private road. Mr Austin did not consider that this was correct as it had been maintained in the past by previous councils. He noted that the road was present on various maps and promoted as a tourist walk. The road was now in a bad state. He requested that the road be maintained to a basic level as it had been in prior years and that in the event that the road was not formally designated, that custom, precedence and usage be given due weight and earlier agreements be honoured.

It was agreed that this matter be included on the Action List for the next meeting for staff to report back on maintenance.

1.2 Aramoana Wharf

Tracey Densem and Bill Brown from the Aramoana Pilots Wharf Trust addressed the meeting concerning the Aramoana Wharf. They provided background information on the wharf and their desire to restore it, and had received permission to do so. The Council had now demolished unsafe parts of the wharf for health and safety reasons and stored the materials. They commented on an engineer's report and noted that they were working with the Council regarding an application to the Department of Conservation for a concession.

The Board thanked the Trust for the work it had done so far. It was suggested that the matter be discussed further at the next meeting.

2 Apologies

An apology was received from Cr Aaron Hawkins.

Moved (Chairperson Steve Walker/Francisca Griffin):

That the Board:

Accepts the apology.

Motion carried (WHCB/2017/001)

3 Confirmation of agenda

Moved (Chairperson Steve Walker/Trevor Johnson):

That the Board:

Confirms the agenda with the addition of Board Representation verbal updates.

Motion carried (WHCB/2017/002)

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 Steve Walker/Ryan Jones):

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 (WHCB/2017/003)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 16 November 2016

It was noted that Jan Tucker's appointment to Vision Port Chalmers had been omitted from Item 11.

Trevor Johnson noted that a requested report on power poles in the Board area had been received and asked whether the Board would discuss it.

Moved (Chairperson Steve Walker/Jan Tucker):

That the Board:

Confirms the public part of the minutes of the West Harbour Community Board meeting held on 16 November 2016 as a correct record incorporating the amendment to Item 11.

Motion carried (WHCB/2017/004)

Part A Reports

6 West Harbour Shared Path Update

Jason Forbes, Project Manager, of NZTA updated the Board on the latest plans for the St Leonards to Port Chalmers section of the shared path, which he circulated. He commented on a raised path through the Roseneath cutting and a reclamation in Blanket Bay.

Mr Forbes responded to questions on timelines, consent and funding processes and safety work on the main highway. It was agreed that NZTA should be invited to the June Board meeting to provide a further update.

7 Governance Support Officer's Report
	A report informed the West Harbour 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) Safety Concerns on Boundary Street and Hill Street, Purakaunui h) Action List.
	There was discussion on attendance at the 2017 Community Board Conference and the Chair indicated that he would like to attend. Ryan Jones also indicated his interest in attending.
	Moved (Jan Tucker/Trevor Johnson): That the Board: Appoints Steve Walker as its nominated representative to the 2017 Community Boards Conference. Motion carried (WHCB/2017/005)
	Moved (Trevor Johnson/Ange McErlane): That the Board: Funds one additional member from its project fund to the 2017 Community Boards Conference. Motion carried (WHCB/2017/006)
	Information was to be obtained on whether members other than Chairs or Deputies could attend the Community Board Chairs training in Gore in March. There was discussion on issues relating to the Reserves and Beaches Bylaw in respect of horses on beaches and drones, and clarification to be published in the following day's Otago Daily Times.
	Discussion turned to Action List items: · Port Chalmers Centennial Gardens skateboard area – to be deleted from list · Planting of gardens – the Board to be consulted on planting · Parking, George Street – to be deleted from list · Fencing, State Highway 88 – the Group Manager Transport advised that staff were working with NZTA and it was hoped that it would be done in time for next summer · Boundary Road – this matter was progressing · Mount Street public car park – It was suggested that a note be published in the Rothesay News reminding people about their obligations with regard to 30 and 60 minute parks. A letter could also be sent to Port Otago reminding workers not to use parks all day. It was agreed that this be temporarily placed on hold and feedback be sought via the Rothesay News for the next meeting.
	Moved (Trevor Johnson/Jan Tucker): That the Board: Reaffirms its support for the Aramoana Pilots Wharf Trust proposal to rebuild the wharf and provides a letter of support for the group. Motion carried (WHCB/2017/007)
	Trevor Johnson provide the following list of vegetation and footpath issues in the Ravensbourne area, which it was agreed should be included on the Action List: · Unsealed section of footpath in upper Wanaka Street where repairs have been done. · Trees growing over footpath in Upper Wanaka Street need trimming back to the boundary. · Traffic travelling south on Manapouri Street and turning into Wanaka Street - visibility blocked by vegetation growing on the bank. · Large hole in footpath above Wanaka Street zig zag in Rata Street. · Overgrowth on left turn warning sign as motorists come down Wanaka Street to turn into Rata Street. Sycamore trees also need removed. · Toi Tois and flax growing over the footpath at the bottom of Ellesmere Street turning left from Wanaka Street - these should be trimmed back to the boundary. · Corner of Adderley Terrace and Junction Road - large shrub growing over the footpath and further up Junction Road trees growing over the footpath in several places. · Upper part of Junction Road - a large hawthorn tree growing over the footpath needs trimmed back to the owner's boundary, as do several others of their trees. · Sign at the bottom of the Manuka Street zig zag on state highway broken.
	Moved (Chairperson Steve Walker/Jan Tucker): That the Board: a) Notes the Governance Support Officer's Report. b) Amends the Action List as appropriate. Motion carried (WHCB/2017/008)

7A Board Representation

Board members provided verbal updates on their areas of responsibility:

a) Port Environment Liaison Committee

Ange McErlane reported on a proposed mural on a shed project. The Committee had a meeting scheduled for the following week.

b) Ravensdown Community Liaison Group

Trevor Johnson advised that the group had not met recently. There had been difficulty with KiwiRail over the lease of an area of land where it was proposed to relocate the plaque from the Moller monument.

c) Keep Dunedin Beautiful

Jan Tucker reported the Committee was about to meet for the first time in the current year. She also commented on a KNZB initiative of a mural in George Street.

d) Communications/Facebook

Ryan Jones reported on feedback received via social media on the surface of the skate park, Sawyers Bay, litter below Church Road and a broken Port Chalmers information sign.

e) State Highway 88 Liaison Group

No meeting had yet been held in the current year.

f) Funding Applications Report Back

Francisca Griffin commented on reports she had received via Raewynne Pedofski from the following grant recipients: Pioneer Hall, the West Harbour Arts Charitable Trust and West Harbour Beautification Trust.

g) West Harbour Beautification Trust

Steve Walker reported that there had been no meeting held recently.

h) Policing Issues

Jan Tucker reported that she had spoken to Police regarding traffic management when large cruise ships were in port. A 30 km/h speed limit and a temporary one-way for Peninsula Beach Road seemed to help the situation.

i) Vision Port Chalmers

Jan Tucker reported that the group's website was being given a facelift. The group was looking at sourcing rata from Project Crimson and was also planning for the Seafood Festival.

8 Communications and Engagement Strategy for the West Harbour Community Board 2017
	A report appended a proposed Communications and Engagement Strategy for the West Harbour Community Board prepared for consideration by Ryan Jones. Also appended was a document used in preparing the proposed strategy.
	Ryan Jones advised that he had met with Council Communications staff when preparing the document which focused on three goals: awareness, engagement and education. A suggestion was made that there needed to be links to funding application forms on the website and outreach in other communities. It was also suggested that the Board's noticeboard in the hallway of the Port Chalmers Library needed to be reinstated.
	Moved (Chairperson Steve Walker/Francisca Griffin): That the Board: a) Adopts the proposed Communications and Engagement Strategy for the West Harbour Community Board 2017 b) Confirms the allocation of $100 from the Project Fund to a communications budget. Motion carried (WHCB/2017/009)

9 Community Plan

The draft 2017/18 Community Plan had been circulated.

Moved (Trevor Johnson/Ryan Jones):

That the Board:

a) Adopts the updated West Harbour Community Board Community Plan.

Motion carried (WHCB/2017/010)

10 Chairperson's Report
	A report from the Chairperson appended an update to the Board on matters dealt with since the last meeting and other matters to be considered.
	a) Speeding issues - Te Ngaru – this had had a good outcome with 50 km/h signs on the road and residents were happy. b) Community Board awards application – it was suggested that the Board's project working with the Council on the sycamore project should be entered. c) Moller Arch update- this had struck a hurdle over the amount requested to lease the land. d) Flagstaff Point – a meeting had been held with the Acting Group Manager Parks and Recreation and this could be a Lions project. e) Pre Annual Plan presentation – this had been circulated for information. f) Zone 6 representative - Christine Garey had been the nominated representative. g) Potential community award – Ryan Jones had suggested that the Board could organise an annual "good sorts" award recognising people in the community. It was agreed that Ryan should progress the project. h) Port Chalmers cigarette butt issues – a butt bin had been suggested for location outside the municipal building. The Board supported the proposal. i) Correspondence from Aramoana League re Aramoana Playground – this was in the Community Plan and would be actioned when funds became available. j) Correspondence from Port Chalmers Senior Citizens re Parking, Grey and Mount Streets, Port Chalmers Jan Tucker withdrew from the meeting at 7.15 pm as she was patron of the organisation. Moved (Trevor Johnson/Chairperson Steve Walker): That the Board: Supports the application from Port Chalmers Senior Citizens for two mobility car parks to be installed at the bottom of Grey Street (opposite the hall main entrance). Motion carried (WHCB/2017/011) Jan Tucker returned to the meeting at 7.17 pm. k) Albertson Avenue Garden – this needed tidying and a tree needed removal. Jan Tucker was delegated to action this. l) Discretionary Funding workshop – this had been held for Community Board Chairs in order to create consistency across the Boards with regard to application forms, criteria, reporting back etc. Applications would now be accepted every second meeting. The Chair thanked Kristy Rusher and Christine Garey for facilitating this workshop. m) Thanks were extended to Richard Saunders and Jendi Paterson for the recent workshop they conducted for the Board on Transport and Parks issues. n) Port Chalmers Maritime Museum – consideration was to be given to the retention of life membership by the Board. o) Pool mural – the Chairperson would be meeting with the Community Pools Supervisor on Friday 10 February about a possible mural at the Port Chalmers Pool.
	Moved (Chairperson Steve Walker/Jan Tucker): That the Board: a) Notes the report from the Chairperson for February 2017. Motion carried (WHCB/2017/012)

11 Council Activities
	The Chairperson read a report provided by Councillor Aaron Hawkins on the following matters of interest:
	· Draft Annual Plan · 2GP · Reserves and Beaches Bylaw · The Council purchase of the "Sammy's" building. Jan Tucker would attend the Merchant Navy Memorial Service on 12 February 2017 on behalf of the Board.
	Moved (Chairperson Steve Walker/Ange McErlane): That the Board: Notes the report. Motion carried (WHCB/2017/013)

12 Items for Consideration by the Chair

The following items were notified for consideration:

· Jan Tucker asked for information on Port Chalmers swimming pool hours for the 2017/18 season.

· Delta would be asked for an update on timelines for power pole replacement and clearance of vegetation around power lines in the Board area.

The meeting concluded at 7.35 pm.

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

CHAIRPERSON

West Harbour Community Board

15 March 2017

Part A Reports

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the West Harbour 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) 2017/18 Annual Plan engagement

f) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report

b) Amends the Action List as appropriate

Project Fund

2 $4,866.45 remains in the Project Fund. The following grants/other expenditure have been made so far this financial year:

Meeting Date	Amount	Recipient/Purpose
13 July 2016	$900.00	Port Chalmers Historical Society Inc ("Last Port to Antarctica" Exhibition)
13 July 2016	$1,000.00	Rotary Club of Dunedin (Interpretive panels and exercise facilities for West Harbour shared pathway)
17 August 2016	$500.00	West Harbour Pony Club (club jerseys)
17 August 2016	$1,283.70	Rothesay News (annual advertising)
16 November 2016	$874.00	Back Beach Writers Group (Back Beach Poetry Trail)
16 November 2016	$75.85	Food for pool opening day event
Total	$4,633.55

Scholarship Fund

3 The following scholarship has been funded from the Board's Project Fund in the current financial year:

Meeting Date	Amount	Recipient/Purpose
13 July 2016	$500.00	Annabelle Latta (Spanish Language Study Trip)
Total	$500.00

2017 Community Boards Conference

4 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 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

5 As mentioned at the last meeting, a Local Government New Zealand training session for Community Board Chairs and Deputy Chairs will be held in Gore on Saturday, 11 March 2017. Limited places were made available for members who were not Chairs of Deputies and Ryan Jones will attend on behalf of the Board.

2017/18 Annual Plan Engagement Activities

Jane Nevill, Corporate Planner, has provided the following information:

6 The Council met on 23 and 24 January 2017 to consider draft budgets for the Annual Plan 2017/18. As there have been no significant or material changes to the draft budgets, the Council is not required to undertake a formal consultation process on the draft budgets or hold formal hearings. The Council will undertake a community engagement process, with opportunities for community feedback, focused on informing the community on what is planned and programmed in the 2017/18 year. The Annual Plan engagement will also be the first part of early engagement on the Long Term Plan (LTP) 2018.

7 Engagement activities do not include hearings, but will include community conversations with Councillors and staff attending. The engagement period will run from: Thursday 30 March 2017 - Monday 1 May 2017. One of the primary engagement activities will be a central city based community conversation/forum on Tuesday 4 April 2017.

8 The Community Board will have an opportunity to make submissions and discuss their priorities as part of the community conversations. Work is now underway on the detailed engagement planning and Policy staff would appreciate input from Community Boards regarding the approach taken in their areas.

9 Policy staff would appreciate Community Board members taking the lead in supporting engagement in their local areas. Please assist by providing your Governance Support Officer with the following:

1. Local networks/contact lists that can be used for distributing information or advertising material and emailing invitations to the Community conversation/forum.

2. Indicating whether your Board would like an informal community meeting to be held prior to your formal Board meeting on 3 May 2017. We realise that some Community Board meeting dates are just outside the formal engagement period - however we will be able to accommodate any feedback received.

3. How and where advertising can be best placed (eg advertisements in local newsletters, locations where posters advertising the engagement and how feedback can be given to the Council.)

Freedom Camping

10 A survey aimed at freedom campers in Warrington and Brighton/Ocean View has been completed. Staff are currently collating responses and will include the results in the next Infrastructure Services and Networks Committee activity report (to go to the Infrastructure Services and Networks Committee meeting on 10 April 2017). Staff will then present a report to Council on the future options for freedom camping in the city and options for additional non self-contained sites.

Action List

11 An update on outstanding matters is provided in Attachment A.

Signatories

Author:	Pam Jordan - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	WHCB Action List, 15 March 2017	25

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report enables democratic local decision making and action by, and on behalf of communities.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☐	☐	☒
Environment Strategy	☐	☐	☒
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☐	☐	☒
Other strategic projects/policies/plans	☐	☐	☒

In terms of the Action List (Attachment A) there are no inconsistencies with the strategic framework.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no known implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no known implications.

Financial considerations

There are no financial implications, as all grants are made within budget.

Significance

Under the Significance Policy matters in this report are of low significance.

Engagement – external

No external engagement has been undertaken.

Engagement - internal

Various departments have provided contributions to the report.

Risks: Legal / Health and Safety etc.

No risks have been identified.

Conflict of Interest

No conflicts of interest have been identified.

Community Boards

There are no implications for Community Boards except to provide information on activities in or relevant to the Board area.

West Harbour Community Board

15 March 2017

West Harbour Community Board Action List Meeting Date 15 March 2017
Topic	Date of Meeting/ Resolution	Action Requested	Report Back to the Board	Department	Status/Due Date
Aramoana Wharf - restoration		Staff to investigate the proposal from the Aramoana League	Work to deconstruct the unsafe section of the wharf was completed early in January 2017 and took four days. Engineers identified that 12 of the 18 piles were not structurally sound or were already broken. Six were left in place. All timber removed has been kept and stored for the Aramoana Pilots Wharf Restoration Charitable Trust to use on a future rebuild. Staff will continue to work with interested parties and as per the Council resolution to look to lodge a Department of Conservation Concession for a future wharf structure.	Parks and Recreation
Back Beach Public Car park	Public Forum 13 July 2016	Issue of the car park access being reduced and used for private parking.	Group Manager Parks and Recreation will report back to the Board. Board members to record any issues.	Parks and Recreation
Planting of Gardens	17 July 2016	Are gardens being planted seasonally, if not why not. Query response from staff regarding a permanent display, what are the criteria for deciding the garden should be permanently planted and the Board wants to be consulted on the design.	Group Manager Parks and Recreation advised that due to budgetary constraints Council had determined to plant some gardens with perennials.	Parks and Recreation
Gorse on Private Land	9 March 2016 Item 8	Removal of gorse Write to land owners requesting them to remove the gorse due to the risk to other properties.	Urban Fire District Bylaw has lapsed. 17 August 2016 Letters to be written to property owners. 6 November 2016 Advice has been received from Civic and Legal Manager. Chairperson will provide an update. Write to CEO requesting her to write to landowners asking for gorse to be removed.
Fencing on SH 88	9 March 2016 Item 12 (h)	Improvement of fencing	DCC staff are working with NZTA to include fence upgrade as part of the Saferoads project. Due for construction in winter 2017.	Transport
Footpath Rail Crossing – Beach Street	1 June 2016	Request a meeting to discuss the safety of the footpath/rail crossing by the tunnel entrance.	KiwiRail safety assessment received and to be sent to the Chair	Group Manager Community and Planning to co-ordinate
Wickliffe Terrace Footpath	13 July 2016 Item 9	General maintenance on street was poor	The two sections, George Street to Ajax Street and Wickliffe Terrace to Albertson Avenue path will be completed by end of April. A mitigation plan is being developed and staff will report back to the Board when this is complete.	Transport
Boundary Road, Purakaunui	13 July 2016 Item 13	Speed Count/Safety analysis of Boundary Road, Purakaunui	Steve Walker met with the Safety Team Leader on 19 August 2016 and he will investigate the possibility of speed humps.	Transport
Public Car Park off Mount Street	13 July 2016 Item 13	Request 120 minute limit be placed on car park.	On hold pending feedback via Rothesay News.	Transport
Delta – Power Poles	Agenda items for notification	Requested Information	Response received from Grady Cameron on 1 December 2016
Speed indicator sign	November 2016	Opportunity to put a speed indicator sign at the entrance to Port Chalmers	Driver feedback signs approved, to be installed and included in the city rotation	Transport
St Leonards bus shelter	January 2017	Request to change the bus shelter at St Leonards to a glass shelter	Referred to Otago Regional Council, put ORC in touch with the Chair	Transport
Maintenance of Brailleys Track	8 February 2017, Public Forum	Request for maintenance	Portion of track used as access for properties will be included in the maintenance programme.	Transport
Ravensbourne vegetation and maintenance issues	8 February 2017	Unsealed section of footpath in upper Wanaka Street where repairs have been done	Under action	Transport
	8 February 2017	Trees growing over footpath in Upper Wanaka Street need trimming back to the boundary	Under action	Transport
	8 February 2017	Traffic travelling south on Manapouri Street and turning into Wanaka Street - visibility blocked by vegetation growing on the bank	Under action	Transport
	8 February 2017	Large hole in footpath above Wanaka Street zig zag in Rata Street	Under action	Transport
	8 February 2017	Overgrowth on left turn warning sign as motorists come down Wanaka Street to turn into Rata Street. Sycamore trees also need removed	Under action	Transport
	8 February 2017	Toi Tois and flax growing over the footpath at the bottom of Ellesmere Street turning left from Wanaka Street - these should be trimmed back to the boundary	Under action	Transport
	8 February 2017	Corner of Adderley Terrace and Junction Road - large shrub growing over the footpath and further up Junction Road trees growing over the footpath in several places	Under action	Transport
	8 February 2017	Upper part of Junction Road - a large hawthorn tree growing over the footpath needs trimmed back to the owner's boundary, as do several others of their trees	Under action	Transport
	8 February 2017	Sign at the bottom of the Manuka Street zig zag on state highway broken	Under action	Transport
Reviews
Blueskin Road	8/07/2015 Item 8	Staff to carry out traffic engineer's risk assessment on Blueskin Road	Transportation advises investigations are continuing. Initial advice was sent to passenger transport providers in September reminding them of the axle length restriction on Blueskin Road. Continue to monitor activity. April 2016 Police advised to consider during Cruise ship season. Continue to monitor activity. July 2016 Most of the trucking companies have now agreed not to use Blueskin Road.	Transport	An update will be provided when/if new information is available.
Moller Memorial	1/10/2014 Item 5	Staff to investigate the relocation of the Moller Memorial	Staff are working with Kiwi Rail to finalise a beautification lease for the proposed new area at the beginning of the cycleway for a memorial for Mr Moller. Once the lease is finalised an open tender for the beautification of the area and an installation of a new memorial (stone or small plinth) to hold the plague will be complete. At the completion of the installation the existing Moller Arch will be demolished. Staff are in contact with a Moller family representative and they will be part of the decision on the final design. Ravensdown is also still actively engaged and supportive of the project. Staff will report back to the community board, through the Chairperson, prior to Christmas with some further project timelines.	Parks and Recreation
Purakaunui Toilets – Mouats Bay	Public Forum – 17 August 2016	Request not to proceed with public toilet at Purakaunui	Trial of Port-a-loos will take place for 3 months over summer.	Parks and Recreation

Completed

	Title	Page
a	Minutes of West Harbour Community Board meeting held on 8 February 2017	13