Waikouaiti Coast Community Board



Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the East Otago Events Centre, Main Road, Waikouaiti on Wednesday 24 May 2017, commencing at 5.30pm





Alasdair Morrison


Deputy Chairperson

Geraldine Tait



Mark Brown

Mandy Mayhem-Bullock


Cr Jim O'Malley

Richard Russell


Rose Stringer-Wright





Bernie Hawke (Group Manager Arts and Culture) Andrew Lord (Contract Supervisor Road Maintenance) Aalbert Rebergen (Biodiversity Officer), Catherine Hosted (Volunteer Projects Facilitator).


Governance Support Officer      Arlene Goss




1       Public Forum

1.1    Public Forum


Rachael Scott from the Waikouaiti/Palmerston Toy Library spoke in support of the toy library's funding application. Board members asked questions about the organisation and she was thanked for attending. A decision on this application was made later in the meeting.

Shirley Hewlett addressed the community board regarding public transport and bus shelters. She presented a plan for more bus shelters in Waikouaiti, and also a petition of support from local residents. She then answered questions regarding bus services, the numbers of passengers, and the views of the community. 

Cr Jim O'Malley joined the meeting at 5.38pm.

The petition from Shirley Hewlett stated: "We the undersigned support the suggestion of a bus shelter being located half way between Thomas and Beach Streets on Fell Street." It was signed by 17 people. Attached to the petition was a letter from Faye Morris asking for a bus shelter in Collins Street. Shirley Hewlett was thanked for her presentation and was asked to stay and hear from Julian Phillips, from Otago Regional Council, who was speaking to the board at item 6 on the agenda.



2       Apologies

There were no apologies.


3       Confirmation of agenda



Moved (Chairperson Alasdair Morrison/Deputy Chairperson Geraldine Tait):

That the Board:


Confirms the agenda with the addition of a presentation from Aalbert Rebergen and Catherine Hosted, Parks and Recreation; and a roading update from Andrew Lord, Transport.


Motion carried (WC/2017/021)



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.


There were no declarations of interest.


5       Confirmation of Minutes

5.1    Waikouaiti Coast Community Board meeting - 19 April 2017


Moved (Member Rose Stringer-Wright/Member Richard Russell):

That the Board:


Confirms the public part of the minutes of the Waikouaiti Coast Community Board meeting held on 19 April 2017 as a correct record.


Motion carried (WC/2017/022)

     Part A Reports

6       Bus Stops and Shelters - Otago Regional Council


Julian Phillips, Senior Manager Transport Operations, from Otago Regional Council, spoke to the community board about public transport, bus stops and shelters.

Mr Phillips said he did not know why there were no bus shelters in Waikouaiti. ORC staff have spoken to people on the bus to ask where shelters are needed in the town. They are also taking into consideration the needs of Karitane, Hawkesbury, Warrington and other areas. The introduction of more bus stops and shelters means there will not be a "hail and ride" service as currently available. People will need to use the bus stops instead.

Mr Phillips answered questions from board members. Cr O'Malley requested that the community be consulted on the best locations for shelters. Mr Phillips talked about the introduction of real time bus tracking and offered to email more information.

The community board were concerned about the loss of the hail and ride service. They asked whether consideration could be given to maintaining a hail and ride service as well as bus stops. Mr Philips explained the reason for not doing both was to allow the buses to stick to a timetable and arrive at each stop on time.

The chairman asked for this issue to be added to the action list. He asked for shelters to be built before the end of the winter if possible.

Mr Phillips read out a letter from Janet Crowe asking for improvements to bus stops and shelters.


6a     Introduction of biodiversity staff



Aalbert Rebergen and Catherine Hosted from Parks and Recreation introduced themselves to the community board and outlined their roles at Dunedin City Council. Conservation and biodiversity projects in the board area were discussed.



6b     Transport Update



Andrew Lord, Contract Supervisor Road Maintenance, was invited to speak regarding the Karitane School parking issue. Photographs were circulated with a plan for improvements in the road area outside the school. Mr Lord is awaiting information from Karitane School before a decision is made by the safety team on whether to go ahead with the planned improvements.


Community feedback was also circulated regarding problems at Bay Road, Warrington. Yellow lines have been requested by the community board. Armadillo barriers have also been suggested, but the community board felt these were not required. They requested that the yellow lines go ahead.


Other roading issues were also reported to Mr Lord for action.



7       Funding Applications


The Waikouaiti Coast Community Board received three new applications for funding. It also has two applications lying on the table from the last meeting. $4,686.00 remains in the Project Fund of $10,000.


1.  At the last meeting, the Waikouaiti RSA Inc applied for $3,000.00 towards the cost of repainting the exterior of the RSA building situated at 10 Pratt Street. Between meetings deputy chairperson Geraldine Tait has contacted the RSA and referred them to other funders who might be able to assist. The community board agreed to give the RSA $500 towards the project and a resolution was passed to this effect.

2.  At the last meeting, the Waikouaiti/Palmerston Toy Library applied for $1,000.00 for assistance with rent and power at their premises for 2017. Between meetings the community board received advice from council on grants towards operational costs, and sought more information from the toy library.

     The board considers this to be an important service and although they would not normally fund overhead costs, some members felt this was an exceptional circumstance. Other members felt it would set a precedent. It was suggested the money could be an emergency grant.

     Geraldine Tait moved that the toy library be given $800 plus help to find new premises. This was seconded by Mandy Mayhem-Bullock. Members spoke to the motion.

     Members Geraldine Tait, Richard Russell and Mark Brown agreed to work together with the toy library to find them new premises.

     The mover and seconder agreed to reduce the amount of the grant to $600. A vote was taken and this motion was carried by a majority vote.

3.  The Hawkesbury Lagoon Society has applied for $650 towards the cost of lime chip to improve the service of the Scotia Street causeway. Shirley McKewen spoke at the public forum of the last meeting in support of this application. The board agreed to grant this amount.

4.  Tumai Ora Whanau Services has applied for $1500 towards the cost of youth programmes for East Otago Youth. The board agreed to grant this amount.

5.  Flag Swamp School has applied for $637.03 to paint a 60m fence at the school. Advice from staff  is that Flag Swamp School lies within the Waitaki District, and is not within the Waikouaiti Coast community board area. This makes it ineligible for a community board grant. The board declined the grant for this reason.

Following the decisions above there was $1936 remaining in the project fund. The chairman suggested the remaining money be given to the Waikouaiti Museum. Further consideration of this was adjourned to allow the museum to lodge an application. This will be considered at an extraordinary meeting, to be held before the end of the financial year.



Moved (Member Mandy Mayhem-Bullock/Chairperson Alasdair Morrison):

That the Board:


Approves a grant of $500 to the Waikouaiti RSA Inc towards the cost of repainting the exterior of the RSA building situated at 10 Pratt Street.  


Motion carried (WC/2017/023)



Moved (Deputy Chairperson Geraldine Tait/Member Mandy Mayhem-Bullock):

That the Board:


Approves a grant of $600 to the Waikouaiti/Palmerston Toy Library for assistance with rent and power at their premises.


Motion carried (WC/2017/024)



Moved (Chairperson Alasdair Morrison/Member Rose Stringer-Wright):

That the Board:


Approves a grant of $650 to the Hawkesbury Lagoon Society towards the cost of lime chip to improve the Scotia Street causeway.


Motion carried (WC/2017/025)




Moved (Deputy Chairperson Geraldine Tait/Member Mandy Mayhem-Bullock):

That the Board:


Approves a grant of $1500 to Tumai Ora Whanau Services towards the cost of youth programmes for East Otago youth.


Motion carried (WC/2017/026)



Moved (Chairperson Alasdair Morrison/Deputy Chairperson Geraldine Tait):

That the Board:

Declines the funding application from Flag Swamp School as it is not located within the Waikouaiti Coast Community Board area.

Motion carried (WC/2017/027)


8       Governance Support Officer's Report


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

Discussion took place on the following items:

1.    The board decided to include the following long-term projects in the community plan:

·         Waikouaiti Beach/forest planting to be completed.

·         Coastal erosion at Matanaka Drive

·         Public transport, bus shelters

·         Tsunami warning systems, Civil Defence and Emergency Management

·         Long-term freedom camping

·         Reticulated sewage system for Waitati

·         Waitati public toilet

·         Potential cycleway from Waitati to Karitane

·         Realignment of state highway one from Waikouaiti to Evansdale.

·         Waikouaiti Recycling Centre

·         Karitane Walkway

·         Karitane Wharf

·         Public transport and bus shelters


2.    Freedom Camping – Deputy chairperson Geraldine Tait will attend the public forum of the council meeting on May 30 to speak about the review of the Camping Control Bylaw.

3.    Civil Defence Emergency Plan – The community board agreed to hold a workshop to draft parts of the emergency plan on Wednesday, June 14, at 5.30pm, at the Waitati Library meeting room. GSO to book room.

4.    Waikouaiti Transfer Station – The initial meeting between community board members, staff, contractor and interested members of the public has taken place. An action plan will be drawn up to include community involvement.

5.    Firefighting at Michie's Crossing – A letter of concern has been received from the Waitati fire chief. This will be presented to staff in the water department.

6.    Suggested skate park for Waikouaiti – The GSO offered to source a map of all council-owned land in Waikouaiti for the board's information.



Moved (Chairperson Alasdair Morrison/Member Mark Brown):

That the Board:


a)     Notes the Governance Support Officer's Report.

b)     Amends the Action List as appropriate.

Motion carried (WC/2017/028)


9       Chairperson's Report


A verbal update from the chairman included the following matters:


·      Civil Defence Emergency Management Plan.

·      Update from the workshop on Monday to discuss the Waikouaiti Transfer Station/Recycling Centre.

·      Update on Waitati Public Toilet.



10     Reports from Members


Member Rose Stringer-Wright has received grant feedback from the Waitati Music Festival, and the Warrington Surf Lifesaving Club. They have purchased their inflatable boat.

Mandy Mayhem-Bullock updated the board on the activities of Keep Dunedin Beautiful, and also on her review of the Communications Strategy. Discussion was held on social media posting. The Communication Strategy will go into the new Community Plan.


11     Council Activities


Cr O'Malley updated the board on council activities including:


·         Council has been busy with the Annual Plan.

·         Council has passed a motion to review the arrangement between DCC and ORC on the management of public transport.

·         The TRENZ conference is coming to Dunedin next year.

·         A report on the review of the Freedom Camping Bylaw will go to the next Council meeting.



Part B Reports

12     Notification of Agenda Items for Consideration by the Chair



There were no items for consideration.





Deputy chairperson Geraldine Tait presented a certificate to the chairman, Alasdair Morrison, from the LGNZ executive committee recognising his long service to the community board. He has been on the board for 18 years.       



The meeting concluded at 8.47pm.