Agenda of Otago Peninsula Community Board

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 20 April 2017, commencing at 10.00 am

PRESENT

Chairperson	Paul Pope
Deputy Chairperson	Hoani Langsbury
Members	Lox Kellas
	Christine Neill

IN ATTENDANCE

Richard Saunders (Group Manager Transport) and Tom Dyer (Acting Group Manager Parks and Recreation)

Governance Support Officer Pam Jordan

1 Opening

Paul Pope opened the meeting with a reflection.

2 Public Forum

This item can now be found following item 9.

3 Apologies

Moved (Lox Kellas/Hoani Langsbury):

That the Board:

Accepts the apologies from Cr Andrew Whiley, Edna Stevenson and Graham McArthur.

Motion carried (OPCB/2017/019)

4 Confirmation of agenda

Moved (Christine Neill/Lox Kellas):

That the Board:

Confirms the agenda, with the public forum to be held when the speaker arrives.

Motion carried (OPCB/2017/020)

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.

Paul Pope declared that he was a member of the organising committee for Wild Dunedin.

Moved (Christine Neill/Lox Kellas):

That the Board:

a) Amends 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/2017/021)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 9 March 2017

Moved (Christine Neill/Lox Kellas):

That the Board:

Confirms the minutes of the Otago Peninsula Community Board meeting held on 9 March 2017 as a correct record.

Motion carried (OPCB/2017/022)

Part A Reports

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) Correspondence e) Draft Long Term Plan Template f) Slip Locations g) Action List.
	Work on the two car slip on Highcliff Road was now complete and could be deleted from the Action List. The pull-off areas had been split into two different packages. Designs for the Peninsula Connection project were expected to be confirmed soon and would be brought back to the Board. Tenders would be sought over the next couple of months with work expected to start in September/October. A meeting had been held with NZTA and Spokes to discuss the design. The outcome of the project was to ensure that Portobello Road was improved for all road users. The Chair also confirmed he had discussed the visibility of cyclists issue with Spokes. Other slips on Highcliff Road had also happened recently and it was intended to put all remaining slips into one package for remediation. Safety barriers would also be included in the tender. It was intended to hold a public meeting at Pukehiki to explain what was being done. Work would take place over winter. Logging of maintenance issues was to be deleted from the Action List. A meeting would be held with interested parties over winter to present options for Wellers Rock parking. The Group Manager Transport updated the Board about issues that had arisen as a result of the weather the previous weekend and remediation work that was being done. The Tidewater Drive culvert was working as it should. There was discussion on the forthcoming review of the Freedom Camping Bylaw. Hoani Langsbury commented on problems with freedom camping in the carpark at Pukekura. It was suggested that the security contractors that enforced the bylaw should be random in their visits rather than adhering to a timetable. With regard to the provision of bins for freedom campers, it was suggested that these could be located at Pukehiki and Vauxhall for people entering and exiting the Peninsula. Parks and Recreation staff would consider the matter of waste disposal on the Peninsula during the camping season and this would be added to the Action List. Te Rauone was also suggested as a possible location. A request was made for consideration of compaction bins and combination recycling facilities. The Chairperson had contacted the Department of Conservation regarding a toilet at Sandfly Bay and a meeting would be arranged. An update was given on progress with the Reserves and Beaches Bylaw. There was discussion on the playground review and a request was made for an update on playgrounds in the Board area and equipment removal for the next meeting. The matter of pest management (both animals and plants) was discussed and the Chairperson advised that he had asked staff to include this in the Council's submission to the Otago Regional Council Annual Plan and he would also include it in the Board's submission. Other matters drawn to the attention of staff included the state of the Portobello Domain building and entrance road, and the need for trimming of vegetation on the footpath at Broad Bay Beach. Staff were thanked for replanting trees at Portobello Domain.
	Moved (Chairperson Paul Pope/Christine Neill): That the Board: a) Notes the Governance Support Officer's Report. b) Approves the expenditure of $190.00 (including GST) on an Anzac Day wreath. c) Approves Lox Kellas being the Board's second representative at the national Community Boards Conference. d) Amends the Action List as appropriate. Motion carried (OPCB/2017/023)

8 Funding Application - Hereweka Harbour Cone Trust
	A funding application was received from the Hereweka Harbour Cone Trust for the reconstruction of the old access road to the 1870 Larnach Model Farmstead buildings.
	Paul Pope declared an interest as a trustee of the Hereweka Harbour Cone Trust and withdrew from the meeting at 10.30 am. Hoani Langsbury took the chair.
	Moved (Hoani Langsbury/ Christine Neill): That the Board: a) Grants the funding application from the Hereweka Harbour Cone Trust for $1,000.00 towards the reconstruction of the old access road to the 1870 Larnach Model Farmstead buildings. Motion carried (OPCB/2017/024)

Paul Pope returned to the meeting at 10.39 am and resumed the chair.

9 Funding Application - Otago Harbour Ferry Inc
	A funding application was received from Otago Harbour Ferry Inc for an inclining test for the "Elsie Evans".
	It was noted that there appeared to be two projects: an inclining test and anti-fouling. It was suggested that the group needed to provide more details.
	Moved (Lox Kellas/Hoani Langsbury): That the Board: a) Defers the funding application from Otago Harbour Ferry Inc for an inclining test for the "Elsie Evans" until the new financial year and further clarification be sought on the purpose of the application. Motion carried (OPCB/2017/025)

7 Public Forum

2.1 Board Scholarship Recipient - Georgia Pope

Georgia Pope, Board Scholarship recipient, addressed the meeting concerning her Otago Girls' High School World Challenge expedition to Thailand and Cambodia for a month over the previous Christmas holidays. She outlined the skills she had learned as part of the project relating to travel, budgeting and interacting with other people. She also described the activities the group had undertaken, including a trek, community service at a school, and visiting tourist attractions. Georgia reported that she had participated in everything and gained new friendships and skills from the experience. She thanked the Board for its support.

10 Working Parties/Board Area Liaison Updates
	a) Keep Dunedin Beautiful
	There was no update in Graham McArthur's absence.

	b) Rural Roads Update
	Matters had been discussed as part of the Governance Support Officer's Report.

	c) Area Updates
	Board members advised of the good turnout at the recent Te Rauone meeting and the forthcoming meeting with engineers, and the community engagement meeting held at Pukehiki regarding the Annual Plan. There was discussion on appropriate signage for pull-over areas and the Group Manager Transport advised that these would be in accordance with national standards and early warning signs would also be installed. Recycling issues at Pukehiki were on-going, with people from outside the area continuing to dump rubbish at the site, and possible solutions were being discussed with staff.

11 Community Plan

A new template had been circulated as part of the Governance Support Officer's Report for updating. The Chairperson asked members to send him issues for inclusion and he would put together a draft for consideration at the next meeting on 25 May 2017.

An emergency response plan for the Board would also be discussed at this meeting.

12 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. These included:

a) Rubbish bins for camper van rubbish at Taiaroa Head and other areas of the Peninsula

b) Public Toilets at Taiaroa Head and Sandfly Bay

c) Community Plan

d) Highcliff Road Upgrades and Repairs

e) Fly tipping monitoring on the Peninsula

f) Closure of the Marine Lab Wharf to the Public

g) Heritage Festival

h) Meeting with the Digital Trust 19 May 2017

i) Board Member Clinics Dates

j) Biodiversity Forum

k) Tourist Operators Forum

l) Civil Defence Emergency Response Plan

m) Otago Regional Council Annual Plan Submission

Some of the topics had already been covered elsewhere in the agenda.

The Chairperson advised that he would write to the University to find out about access to the Marine Laboratory wharf.

He asked Board members to choose dates for the Board clinics in the areas for which they had responsibility and noted that the Macandrew Bay clinic would be held that evening in conjunction with the Annual Plan community engagement meeting.

It was agreed that the proposed Biodiversity Forum would be held in September. The meeting with tourist operators would be held on 24 May.

The meeting with Spokes would now be held at the 6 July meeting.

Moved (Chairperson Paul Pope/Hoani Langsbury):

That the Board:

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

Motion carried (OPCB/2017/026)

13 Council Activities
	Councillor Andrew Whiley had provided an update via email which covered the following topics:
	· Reserves and Beaches Bylaw · Public Art Framework · Numbers of building consents issued · Dunedin tourism marketing · Dunedin Destination Plan consultation · Annual Plan community engagement.
	Moved (Chairperson Paul Pope/Lox Kellas): That the Board: a) Notes the Council Activities report for April 2017. Motion carried (OPCB/2017/027)
	The matter of a comment reported as being made at a resource consent hearing for an Otago Peninsula property regarding the impact of urbanisation on wildlife was raised. The Group Manager Transport advised that he would discuss this with the Group Manager Community and Planning.

14 Items for Consideration by the Chair
	There were no items notified.

The meeting concluded at 11.47 am.

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

CHAIRPERSON

Otago Peninsula Community Board

25 May 2017

Part A Reports

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the Otago Peninsula Community Board of activities relevant to the Board area including:

a) Project Fund

b) Scholarship Fund

c) Correspondence

d) Pukehiki Recycling Centre

e) Action List.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report.

b) Amends the Action List as appropriate.

Project Fund

2 $320.00 remains in the Project Fund taking into account expenditure on grants and scholarships. The following grants/other expenditure have been made so far this financial year:

Meeting Date	Amount	Recipient/Purpose
11 August 2016	$798.00	Quarantine Island/Kamau Taurua Community Inc (portable marine radio)
11 August 2016	$750.00	Portobello Blues Festival 2017 (lighting and sound for the Festival)
10 November 2016	$42.00	Flowers
9 March 2017	$300.00	Peninsula Community Coffee Group (community coffee morning)
9 March 2017	$2,500.00	Macandrew Bay Scout Group (scout hall renovations)
9 March 2017	$2,500.00	Caselberg Trust (landscaping at artists' studio)
9 March 2017	$1,000.00	National Community Boards Conference attendance
9 March 2017	$100.00	Board community clinics – posters and flyers
9 March 2017	$200.00	Meeting with Otago Peninsula tourism operators – catering
20 April 2017	$190.00	Anzac Day wreath
20 April 2017	$1,000.00	Hereweka Harbour Cone Trust (reconstruction of the old access road to the 1870 Larnach Model Farmstead buildings)
Total	$9,380.00

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
10 November 2016	$300.00	Georgia Pope (World Challenge Expedition to Thailand and Cambodia)
Total	$300.00

Correspondence

4 The following correspondence has been received:

· Caselberg Trust (letter of thanks for grant) (Attachment A).

· Tomahawk-Smaills Beachcare Trust (Funding Assistance Project Completion Form) (Attachment B)

Pukehiki Recycling Centre

5 Consideration has been given to the best means of dealing with the dumping problems at the Pukehiki Recycling Centre and the following is suggested to the Board for further discussion.

6 The best scenario would be a staffed site, however this would be difficult for the contractor through the week as generally they would not have spare staff or vehicles to put there for half a day. A caged trailer with bins on a Wednesday morning had been suggested but it would also have to be staffed, which could be problematic, but the main issue would be the lack of capacity (there are currently 12 recycle bins and six glass bins which all get emptied weekly) – the trailer is not big enough for this amount.

7 Therefore a Saturday morning "Pop Up" facility is proposed from 8.00 am until midday. Solid Waste staff will work with the contractor to see what is possible but every second weekend could be the goal. This will take the pressure off the locals to fit in with a weekday event. The contractors will send both a Glass Recycle truck and a Comingle Recycle Truck up each week. All recycling can be sorted on site straight into the trucks regardless of capacity. With staff there operating the trucks, between them they can educate and monitor the recycling for non–recyclable products etc as it is presented.

8 Wednesday options are really limited to the contractor putting bins on site at 7.00 am and collecting them at midday. The contractor does not have spare staff to be at the site during the week. It may be possible for members of the community to take turns at staffing the site. The preferred option is that the area joins the kerbside collections service.

Action List

9 Updates on outstanding matters are provided in Attachments C and D.

Signatories

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

Attachments

	Title	Page
a	Caselberg Trust Letter of Thanks for Grant	20
b	Tomahawk-Smaills Beachcare Trust Project Completion Form	22
c	OPCB Transport Action List, May 2017	27
d	OPCB Parks and Recreation Action List, May 2017	29

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.

Otago Peninsula Community Board

25 May 2017

Otago Peninsula Community Board Action List - Transport 25 May 2017
Provision of more pull-over areas: Highcliff Road and request for signage alerting motorists to pull over areas (including existing pull overs) (On-going 2015-17)	Board considers urgent for tourist season. Board requested more urgency to be given to this. Board requests budget provision. Chairperson requested an area near the top of Castlewood Road. More signage in existing areas as well as other areas requested. Highcliff Road and Portobello Road projects to be separated. Safety Team Leader to work with Lox Kellas.	Signs are being installed on Highcliff Road. Construction of additional areas will be looked at when the slip repair package on Highcliff commences.
Provision of more pull-over areas: Portobello Road (See above)		Some signs have been installed on existing pull-off areas. Further development of pull-off areas will occur as part of the Peninsula Connection project.
Peninsula Connection Project (On-going 2015-17)	Advice to be provided on approximate start of project. Concerns about tyre damage from bollards. Installation of pull over areas.	Expression of Interest for contractors due to commence in early June. The tender period is set for August.
Cycling visibility (9 March 2017, Item 8)	Spokes to be asked to convey to cyclists to wear high visibility clothing and use lights on their cycles.	This matter will be raised at the next Spokes-Council catch up.
Slip at Hatchery Road, Portobello and others (On-going 2015-17)	Repairs required	Works completed. Contractors will ensure that road is returned to an acceptable state.
Parking, Wellers Rock (on-going 2016-17)	Lack of parking – likely to get worse as tourist season progresses. Need for operators and Council to work together.	Staff are working with Monarch on parking options that have been designed. A further meeting will be held with other stakeholders and any work will be completed prior to next summer.
Back Bay Roads (April/May 2017)	Maintenance/gravelling of roads.	Gravelling of the Back Bay roads is currently being completed, with Allans Beach Road underway, due to be completed by the end of June.
Southdale Road (May 2017)	Watching brief on maintenance and quality of service, especially regarding drainage.	Transport Delivery Manager to meet with Chair to discuss maintenance issues on Southdale Road.
Tidewater Drive Drainage Issue (On-going 2016-17)	Update requested. Board to be advised when communication with affected residents has been carried out. Importance of on-going maintenance noted. Christine Neill to liaise with staff.	A meeting has been held with the affected resident. Additional work will occur at the outlet end. This is currently being programmed and the owner will be kept informed.

Otago Peninsula Community Board Action List - Transport

25 May 2017

Topic

Date/Item No

Action Requested

Report Back to the Board

Provision of more pull-over areas: Highcliff Road and request for signage alerting motorists to pull over areas (including existing pull overs)

(On-going 2015-17)

Board considers urgent for tourist season.

Board requested more urgency to be given to this.

Board requests budget provision.

Chairperson requested an area near the top of Castlewood Road.

More signage in existing areas as well as other areas requested.

Highcliff Road and Portobello Road projects to be separated.

Safety Team Leader to work with Lox Kellas.

Signs are being installed on Highcliff Road. Construction of additional areas will be looked at when the slip repair package on Highcliff commences.

Provision of more pull-over areas: Portobello Road

(See above)

Some signs have been installed on existing pull-off areas. Further development of pull-off areas will occur as part of the Peninsula Connection project.

Peninsula Connection Project

(On-going 2015-17)

Advice to be provided on approximate start of project.

Concerns about tyre damage from bollards.

Installation of pull over areas.

Expression of Interest for contractors due to commence in early June. The tender period is set for August.

Cycling visibility

(9 March 2017, Item 8)

Spokes to be asked to convey to cyclists to wear high visibility clothing and use lights on their cycles.

This matter will be raised at the next Spokes-Council catch up.

Slip at Hatchery Road, Portobello and others

(On-going 2015-17)

Repairs required

Works completed. Contractors will ensure that road is returned to an acceptable state.

Parking, Wellers Rock

(on-going 2016-17)

Lack of parking – likely to get worse as tourist season progresses. Need for operators and Council to work together.

Staff are working with Monarch on parking options that have been designed. A further meeting will be held with other stakeholders and any work will be completed prior to next summer.

Back Bay Roads

(April/May 2017)

Maintenance/gravelling of roads.

Gravelling of the Back Bay roads is currently being completed, with Allans Beach Road underway, due to be completed by the end of June.

Southdale Road

(May 2017)

Watching brief on maintenance and quality of service, especially regarding drainage.

Transport Delivery Manager to meet with Chair to discuss maintenance issues on Southdale Road.

Tidewater Drive Drainage Issue

(On-going 2016-17)

Update requested.

Board to be advised when communication with affected residents has been carried out. Importance of on-going maintenance noted.

Christine Neill to liaise with staff.

A meeting has been held with the affected resident. Additional work will occur at the outlet end. This is currently being programmed and the owner will be kept informed.

Otago Peninsula Community Board

25 May 2017

Otago Peninsula Community Board Action List – Parks and Recreation 25 May 2017
Peninsula tracks (2016-17)	Overgrown and need clearing. Track markers and signage need improving.	DCC is currently undertaking an audit of all walking tracks within the city. Ad hoc maintenance work is being completed as required. The track audit will help determine responsibilities for on-going maintenance. Staff will be able to provide an update at the meeting.
Freedom camping, Taiaroa Head and elsewhere (2016-17)	Requires enforcement	The enforcement programme runs from 1 October – 30 April, a route is completed on the peninsula. If campers are in restricted areas, please call CSA and it will get passed on to the appropriate people. The Acting Group Manager Parks and Recreation provided the Board with an update at previous meeting.
Rubbish/recycling facilities for freedom campers (with Solid Waste) (20 April 2017, Item 7)	Suggested locations for facilities: Pukehiki, Vauxhall and Te Rauone. Consideration of compaction bins and combination recycling facilities.	The Solid Waste Manager and Contract Manager met with the Pukehiki Community at the Clinic meeting to discuss service level improvements in the community specifically; potential submission to the LTP for kerbside collection services, signage and monitoring for known illegal dumping sites, and potential changes to the servicing approach for the recycling facility on Highcliff Road, Pukehiki.
Playground Equipment: a) Boat installation, Broad Bay b) Slide removal, Latham Park c) Jungle Gym, Latham Park (2 February and 20 April 2017)	Staff asked to liaise with donor and arrange installation. Staff asked to communicate information on installation to community. Update requested on playgrounds in the Board area and equipment removal for May meeting.	a) RFP was sent 15 May 2017 for the wider equipment replacement across City. This has included the topics listed. The due date for this RFP is 5.00 pm 29 May 2017. Scheduled replacement is still this financial year at this stage. b) Additional options will be provided to the Board for each element in June. c) The Parks Operation Manager will speak with the Board Chairperson on these matters.
Portobello Domain building and entrance road (20 April 2017)	Maintenance required.	The gravel will be placed in the carpark prior to the Board meeting. The building maintenance has been placed on a programme and scheduled before the end of winter.

Otago Peninsula Community Board Action List – Parks and Recreation

25 May 2017

Topic

Date/Item No

Action Requested

Report Back to the Board

Peninsula tracks

(2016-17)

Overgrown and need clearing. Track markers and signage need improving.

DCC is currently undertaking an audit of all walking tracks within the city. Ad hoc maintenance work is being completed as required. The track audit will help determine responsibilities for on-going maintenance.

Staff will be able to provide an update at the meeting.

Freedom camping, Taiaroa Head and elsewhere

(2016-17)

Requires enforcement

The enforcement programme runs from 1 October – 30 April, a route is completed on the peninsula. If campers are in restricted areas, please call CSA and it will get passed on to the appropriate people.

The Acting Group Manager Parks and Recreation provided the Board with an update at previous meeting.

Rubbish/recycling facilities for freedom campers

(with Solid Waste)

(20 April 2017, Item 7)

Suggested locations for facilities: Pukehiki, Vauxhall and Te Rauone.

Consideration of compaction bins and combination recycling facilities.

The Solid Waste Manager and Contract Manager met with the Pukehiki Community at the Clinic meeting to discuss service level improvements in the community specifically; potential submission to the LTP for kerbside collection services, signage and monitoring for known illegal dumping sites, and potential changes to the servicing approach for the recycling facility on Highcliff Road, Pukehiki.

Playground Equipment:

a) Boat installation, Broad Bay

b) Slide removal, Latham Park

c) Jungle Gym, Latham Park

(2 February and 20 April 2017)

Staff asked to liaise with donor and arrange installation.

Staff asked to communicate information on installation to community.

Update requested on playgrounds in the Board area and equipment removal for May meeting.

a) RFP was sent 15 May 2017 for the wider equipment replacement across City. This has included the topics listed. The due date for this RFP is 5.00 pm 29 May 2017. Scheduled replacement is still this financial year at this stage.

b) Additional options will be provided to the Board for each element in June.

c) The Parks Operation Manager will speak with the Board Chairperson on these matters.

Portobello Domain building and entrance road

(20 April 2017)

Maintenance required.

The gravel will be placed in the carpark prior to the Board meeting.

The building maintenance has been placed on a programme and scheduled before the end of winter.