Agenda of West Harbour Community Board

West Harbour Community Board

3 May 2017

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

2 Apologies 4

3 Confirmation of Agenda 4

4 Declaration of Interest 5

5 Confirmation of Minutes 9

5.1 West Harbour Community Board meeting - 15 March 2017 9

Part A Reports (West Harbour Community Board has power to decide these matters)

6 Library Activity Report 16

7 NZTA Safe Roads/State Highway 88 Update

Ian Duncan and Desiree Wehrle from NZTA and John Hannah from Impact Transport Consulting Ltd to attend the meeting to provide an update.

8 Governance Support Officer's Report 22

9 Funding Application - Otago Harbour Ferry Inc 52

10 Funding Application - Port Chalmers Historical Society Inc 55

11 Funding Application - Koputai Kids Afterschool Programme Inc 60

12 Funding Application - Pioneer Opportunities and Resources Trust 66

13 Scholarship Application - Sarah Latta 72

14 The West Harbour Community Board Award 75

15 Community Plan 77

16 Board Representation and Areas of Responsibility

a) Port Environment Liaison Committee

b) Ravensdown Community Liaison Group

c) Keep Dunedin Beautiful

d) Communications/Facebook

e) State Highway 88 Liaison Group

f) Funding Applications Report Back

g) West Harbour Beautification Trust

h) Policing Issues

i) Vision Port Chalmers

17 Chairperson's Report 78

18 Council Activities

Verbal update from Councillor Aaron Hawkins.

19 Items for Consideration by the Chair

West Harbour Community Board

UNCONFIRMED 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 15 March 2017, commencing at 5.30 pm

PRESENT

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

IN ATTENDANCE

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 have 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.

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

CHAIRPERSON

West Harbour Community Board

3 May 2017

Part A Reports

Library Activity Report

Department: Arts and Culture

EXECUTIVE SUMMARY

1 This report provides a summary of the activities of the Dunedin Public Libraries for the period 1 January to 31 March 2017, with a focus on the activities of the Port Chalmers Library and Service Centre, with statistics covering the period from 1 July 2016 to 31 March 2017.

RECOMMENDATIONS

That the Board:

a) Notes the Library Activity Report

BACKGROUND

2 Not applicable

DISCUSSION

Operational and Project Activities

Statistics

3 Total loans for the period 1 July 2016 - 31 March 2017 were 984,821 representing a decrease of 80,445 or 7.6% of loans compared to the same period in 2015/16. Decreased loans were recorded at all service locations with the larger reductions at the City Library (-9.6%) and on the Bookbuses (-11.0%). Borrowing from the Port Chalmers Library was down by 3,037 loans or -6.1% compared to the same period in 2015/16 with no particular factors contributing to the decrease in borrowing.

4 A total of 100,004 reference enquiries were received during this period representing an increase of 600 enquiries or 0.6% compared to the same period in 2015/16. There was a decrease of 126 reference enquiries or –2.5% for the Port Chalmers Library compared to the same period in 2015/16, with decreased reference enquiries also recorded at the Blueskin Bay (-9.2%) and City Libraries (-0.2%).

5 There were a total of 868,723 visits to libraries over this period representing a decrease of 31,351 or 3.5% of total visits compared to the same period in 2015/16. Decreased visits were recorded at the Blueskin Bay (-6.2%) and City Libraries (-6.0%) while increased visits were recorded at all other community libraries and on the Bookbuses. There was an increase of 4,937 visits or 10.0% at the Port Chalmers Library compared to the same period in 2015/16.

Service Centres

6 A total of 1,141 Service Centre transactions were conducted at the Port Chalmers Library and Service Centre compared with 1,115 for the same period in 2015/16, representing an increase of 26 transactions. Higher volume Service Centre transactions were for animal registrations, payment of rates and parking fines as well as the purchase of rubbish bags.

Port Chalmers Library and Service Centre Building

7 The Port Chalmers Library and Service Centre building experienced drainage problems with the high level of usage of public toilets during the peak of the cruise ship season. The blockage has been removed and carpet damaged by the blockage was uplifted at the time. Now that the cruise ship season has concluded, the Council Property department has committed to a replacement of all the carpet in the Library Service Centre area.

Events

Regular Events

8 The Port Chalmers Library conducts the following regular events:

· Pre-school storytime sessions held on Tuesday mornings and Thursday afternoons

· Children’s Book Club held on the first Monday of each month

· Adult Book Share session is held on the first Wednesday of each month

· Lego Club is held on the last Thursday and Friday of each month

Friends in All the Write Places

9 An audience of 27 people joined Dunedin authors Sue Wootton and Laurence Fearnley in a conversation held on 16 March 2017 to discuss their recently published books and the process of writing. Recent works by Sue Wootton include her debut novel Strip and her fifth collection of poetry The Yield, while Laurence Fearnley’s most recent book is titled The Quiet Spectacular.

A Penguin Knocked on My Door

10 Steve Broni spoke to a small audience of 6 people on his reminiscences of living on a penguin island off the coast of Africa in 1982 while undertaking his Masters research on the African black footed penguin.

Liaison

Justice of the Peace Service at the Port Chalmers Library

11 A Justice of the Peace will be available at the Port Chalmers Library every Monday from 10.00am to 12.00pm. This complements a similar service available in the City Library from 10.00am to 12.30pm every Friday.

Bulk Loans to Primary Schools

12 The Port Chalmers Library has provided bulk loans of children’s books to the Port Chalmers Primary School and the Sawyers Bay School, to complement and enhance the resources available to children at school.

Outreach Visits

13 Port Chalmers Library staff visited the Port Chalmers Kindergarten, St Leonards School, Sawyers Bay School and the Sawyers Bay Garden Club during the reporting period.

OPTIONS

14 There are no options as this report is for information only.

NEXT STEPS

15 There are no next steps as this report is for information only.

Signatories

Author:	Bernie Hawke - Group Manager Arts and Culture
Authoriser:	Simon Pickford - General Manager Community Services

Attachments

	Title	Page
a	Library and Service Centre Statistics - 1 July 2016 to 31 March 2017	20

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report relates to providing a public service that is considered good-quality and cost-effective.

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	☐	☐	☒

The information provided in this report supports the Social Wellbeing Strategy by the role of libraries in promoting ‘Connected People’ and “Vibrant and Cohesive Communities’; the Economic Development Strategy by providing library resources and services that support ‘Business Vitality’ and ‘Alliances for Innovation’ as well as providing library collection resources and public programmes that support the Arts and Culture Strategy.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no LTP, Annual Plan or Financial Strategy implications.

Financial considerations

There are no financial implications.

Significance

The matters raised in this report are considered low significance in terms of the Council’s Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

There has been no internal engagement.

Risks: Legal / Health and Safety etc.

There are no identified legal or health and safety risks.

Conflict of Interest

There is no known conflict of interest.

Community Boards

The purpose of this report is to provide information to the Community Board.

West Harbour Community Board

3 May 2017

ATTACHMENT A: LIBRARY AND SERVICE CENTRE ACTIVITY

LIBRARY USAGE INDICATORS – 1 July 2016 to 31 March 2017

Library Usage Indicator

2015/16

2016/17

+/-

+/- %

Blueskin Bay Library

Issues

Reference Enquiries

Visits

18,938

2,875

22,019

17,671

2,610

20,654

-1,267

-265

-1,365

-6.7%

-9.2%

-6.2%

Bookbus

Issues

Reference Enquiries

Visits

78,866

14,588

51,538

70,189

15,030

52,343

-8,677

442

805

-11.0%

3.0%

1.6%

City Library

Issues

Reference Enquiries

Visits

697,233

66,614

642,584

630,083

66,488

603,889

-67,150

-126

-38,695

-9.6%

-0.2%

-6.0%

Mosgiel Library

Issues

Reference Enquiries

Visits

164,532

6,922

109,224

161,924

8,097

111,716

-2,608

1,175

2,492

-1.6%

17.0%

2.3%

Port Chalmers Library

Issues

Reference Enquiries

Visits

50,056

4,976

49,452

47,019

4,850

54,389

-3,037

-126

4,937

-6.1%

-2.5%

10.0%

Waikouaiti Library

Issues

Reference Enquiries

Visits

31,783

2,339

25,257

30,129

1,798

25.732

-1,654

-541

475

-5.2%

-23.1%

1.9%

Dunedin Public Libraries

Issues

Reference Enquiries

Visits

1,065,266

99,404

900,074

984,821

100,004

868,723

-80,445

600

-31,351

-7.6%

0.6%

-3.5%

SERVICE CENTRE ACTIVITY - 1 July 2016 to 31 March 2017

Service Centre Activity	2015/16	2016/17	+/-	+/- %
PORT CHALMERS SERVICE CENTRE
Animal Registration	157	212	55
Bokashi Buckets (15 litre)	0	1	1
Bokashi Buckets (10 litre)	0	1	1
Compost Zing	3	8	5
Debtors Receipt	16	11	-5
Dog Collars	1	0	-1
Dog Kennel Licences	1	0	-1
Dog Microchipping Fee	0	0	0
Dog Reg Selected Owner	0	0	0
Dogs SPCA Pound Fee	0	0	0
Impounded Dogs	0	0	0
Impounded Stock	0	0	0
Large Rubbish Bags	113	163	50
LIM Residential	0	0	0
Parking Tickets	115	126	11
Rates	467	422	-45
Recycle Bins	21	13	-8
Refuse Bags	60	0	-60
Refuse Recycling	0	1	1
Refuse PC Tip Revn Commercial	2	0	-2
Refuse PC Tip Revn Domestic	3	0	-3
Rolfe Room Booking	29	22	-7
Sale of Poo Bags	1	1	0
Small Rubbish Bags	112	160	48
Water Rates	14	12	-2
Yellow Bins	0	0	0
TOTAL	1,115	1,141	26

West Harbour Community Board

3 May 2017

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) Aramoana Domain

d) Draft Long Term Plan Template

e) Correspondence

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/scholarships/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

Aramoana Domain

4 A letter has been received from the Aramoana League Inc (Attachment A) asking the Board to consider levelling the ground at the Aramoana Domain to enable year round use. The Acting Group Manager Parks and Recreation (Tom Dyer) has commented that placing fill could impact on water flow over neighbouring properties. This option should be considered with caution. Mole ploughing would occur at Aramoana over the next few months.

Draft Long Term Plan Template

5 A new template (Attachment B) has been drawn up to help Community Boards with long-term planning. The purpose of the template is to encourage Community Boards to identify long term projects and flag these to the Dunedin City Council in time for them to be considered when the budgets are decided.

Section 4 is the key change. The template is not intended to detract from the spirit of each community board and each Board can add anything that is important to the Board.

Ideally community boards will need to identify their projects/focus by the end of June this year for inclusion in the 2018-27 Long Term Plan. This means completing Sections 4 and 5 over the next two months.

Anne Gray, Policy Analyst, Corporate Policy Team, is leading this work and has offered to respond to any questions.

Correspondence

6 Additional copies of correspondence have been received from the Aramoana League (Attachments C and D) regarding Aramoana Road and Aramoana erosion.

Action List

7 An update on outstanding matters is provided in Attachment E.

Signatories

Author:	Pam Jordan - Governance Support Officer
Authoriser:

Attachments

	Title	Page
a	Letter from Aramoana League re Aramoana Domain	26
b	WHCB Draft Long Term Plan	27
c	Letter from Aramoana League re Aramoana Road	42
d	Letter from Aramoana League re Aramoana erosion	43
e	WHCB Action List May 2017	44

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	☐	☐	☒