West Harbour Community Board



Confirmed minutes of an ordinary meeting of the West Harbour Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 15 March 2017, commencing at 5.30 pm





Steve Walker


Deputy Chairperson

Trevor Johnson



Francisca Griffin

Cr Aaron Hawkins


Ryan Jones

Ange McErlane


Jan Tucker





Graham McKerracher (Communications and Marketing Manager), Nick Maguire (Parks Maintenance Team Leader), Rob Bayne (Contract Supervisor – Delta),  Catherine Hosted (Volunteer Project Facilitator), Aalbert Rebergen (Biodiversity Officer) and Hjarne Poulsen (Safety Team Leader)


Governance Support Officer      Jennifer Lapham




1       Public Forum

a)     Graeme Wall spoke regarding Back Beach Road and also on the Stevenson and Cook Building.


        In regards to Back Beach Road he advised that this was a dual carriageway with the railway and in recent times it appeared that shunting was taking longer.  Recently he had to wait 18 minutes for a shunt to be completed.  He commented that there was a protocol in place for shunting and he felt it was not being followed.  He believed this was a health and safety concern as people would get impatient and override the railway lights. 


        He commented that he was concerned regarding the work being undertaken on the Stevenson and Cook Building and that the removal of the roof was demolition by stealth.  He believed that unless the roof was replaced the building would deteriorate to a point that it would not be able to be repaired.  He believed that the building should be reinstated for community use.


b)     Tommo spoke to the Board in regards to toilet facilities for the proposed cycleway.  He had undertaken a survey of businesses in Port Chalmers and advised they were not happy with cyclists looking for toilet facilities in their premises.  He wondered if the Council was doing something to address the issue.


        Tommo also tabled some ideas for the cycleway from Curles Point to Port Chalmers.  The Chairperson advised that he would give NZTA a copy of the information tabled.


2       Apologies

There were no apologies.


3       Confirmation of agenda



Moved (Steve Walker/Cr Aaron Hawkins):

That the Board:


Confirms the agenda without addition or alteration.


Motion carried (WHCB/2017/014)



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.


Ryan Jones advised that he was a committee member of the Rothesay News.



Moved (Steve Walker/Trevor Johnson):

That the Board:


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

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

Motion carried (WHCB/2017/015)

5       Confirmation of Minutes

5.1    West Harbour Community Board meeting - 8 February 2017


Moved (Steve Walker/Trevor Johnson):

That the Board:


Confirms the minutes of the West Harbour Community Board meeting held on 8 February 2017 as a correct record.


 Motion carried (WHCB/2017/016)

Part A Reports

6       Parks and Recreation Maintenance Contractor


Nick Maguire (Parks Maintenance Team Leader) and Rob Bayne (Contract Supervisor – Delta) were in attendance to discuss and respond to questions on 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 (e.g. grass cutting alongside road verges and vegetation control), some of which had previously been carried out by the Transport Department.  Mr Bayne advised that they had response teams that could react quickly to any issues. 


7       Parks and Recreation Staff Introductions


Catherine Hosted, Volunteer Project Facilitator, and Aalbert Rebergen, Biodiversity Officer, were in attendance to meet the Board and discuss their roles in the community and responded to questions.   


8       Governance Support Officer's Report


The 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)     2017/18 Annual Plan engagement

f)     Action List



Members agreed to hold an informal Annual Plan engagement session prior to the Board meeting on 3 May between 4 and 5 pm.


Discussion turned to Action List items:


·         Back Beach Public car park – staff to be asked to report back to Board on issues raised

·         Planting of Gardens – staff to report back to Board in relation to the design and plants to be used

·         Gorse on Private Land – to confirm letter has been sent and provide a copy to the Board

·         Speed Indicator Signs – NZTA has agreed to the installation of a driver feedback sign – completed

·         St Leonards bus shelter – completed


Moved (Steve Walker/Cr Aaron Hawkins):

That the Board:


a)     Notes the Governance Support Officer's Report.

b)     Amends the Action List as appropriate.

Motion carried (WHCB/2017/017)


9       Community Plan


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


10     Board Representation and Areas of Responsibility


a)     Port Environment Liaison Committee


Ange McErlane reported back on the last meeting of the Port Environment Liaison Committee.  She advised that there was concern that commercial operators were using the Back Beach Boat ramp.  It was agreed that this matter would be raised with the Recreation Planning and Facilities Manager (Jendi Paterson) to confirm the rules of use.


She tabled drawings of the proposed project by David Elliot for murals on A Shed


b)     Ravensdown Community Liaison Group


Trevor Johnson reported that there had not been a meeting held and they were now occurring three times per year.


c)     Keep Dunedin Beautiful


Jan Tucker reported that a meeting had not been held.


d)     Communications/Facebook


Ryan Jones reported that he had commenced using the budget and had had a positive response.


e)     State Highway 88 Liaison Group


Steve Walker commented that he and Cr Hawkins should meet to discuss this group.


f)     Funding Applications Report Back


Francisca Griffin reported that she had received feedback from the Port Chalmers Kindergarten and the West Harbour Pony Club had sent a thank you letter.


g)     West Harbour Beautification Trust


Steve Walker advised there was nothing to report at this stage.


h)     Policing Issues


Jan Tucker reported that she had met with the local Police Officer a couple of times and he was taking a month's leave.  She commented that a replacement officer should be provided due to the length of leave.


i)      Vision Port Chalmers



Jan Tucker provided an update on the activities of Vision Port Chalmers.


11     Chairperson's Report


The Chairperson provided an update on matters of interest including: 


·         The end of season swimming pool barbeque would be held on 25 March at 12.00 noon.  The mural process was well underway and currently waiting for resource consent.

·         Members confirmed that they would like an article in the Rothesay News regarding parking.

·         He and Ryan Jones had attended a meeting with the Port Chalmers Senior Citizens and they had raised the issue of provision of a disability park in Grey Street.

·         He was away on ANZAC Day and would like someone to represent the Board.  Jan Tucker agreed but expressed concern regarding the organisation of the day, as the current organiser was no longer willing to do it. 

·         The Te Ngaru speed signs had been installed.

·         Ryan Jones commented on the proposed Annual Community Award.  It was agreed that he would prepare a paper for discussion at the next meeting.


Moved (Steve Walker/Trevor Johnson):

That the Board:


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

Motion carried (WHCB/2017/018)


12     Council Activities


Councillor Aaron Hawkins reported on the following items:

·         The Council was supporting the rebuild of the hospital in the central city.

·         The Reserves and Beaches Bylaw hearings were being held.

·         The Council had changed the process for engaging with the community during the Annual Plan process.

·         The Council had bought the Sammy's building.

·         The separating of Aurora and Delta was being phased in.

·         The Destination Dunedin Marketing Plan was being released on 28 March.




Moved (Cr Aaron Hawkins/Trevor Johnson):

That the Board:

a)     Notes the Council Activities Report for March 2017.

Motion carried (WHCB/2017/019)


13     Items for Consideration by the Chair


The following items were identified:




·         Update on Stevenson and Cook building and also obtain a copy of the report.

·         Forward the issue of train shunting to the Port Environment Committee.

·         Obtain the pool usage statistics.

·         Discuss the format of the agenda.

·         Paper on the proposed Community Award.



The meeting concluded at 7.30 pm.