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 25 May 2017, commencing at 10.00 am

PRESENT

Chairperson	Paul Pope
Deputy Chairperson	Hoani Langsbury
Members	Lox Kellas	Graham McArthur
	Christine Neill	Edna Stevenson
	Cr Andrew Whiley

IN ATTENDANCE

Richard Saunders (Group Manager Transport), Josh Von Pein (Transport Delivery Manager), Aalbert Rebergen (Biodiversity Officer) and Catherine Hosted (Volunteer Projects Facilitator).

Governance Support Officer Arlene Goss

1 Opening

Christine Neill opened the meeting with a reflection.

2 Public Forum

There was no public forum.

3 Apologies

There were no apologies. Christine Neill gave her apologies for the next meeting.

4 Confirmation of agenda

Moved (Lox Kellas/Hoani Langsbury):

That the Board:

Confirms the agenda, with the addition of an update from Richard Saunders on the Peninsula road improvements project.

Motion carried (OPCB/2017/028)

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.

Cr Andrew Whiley noted that he had updated the Councillors' Interests Register to include a new business, but this was not related to any matter to be discussed at the community board meeting.

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 20 April 2017

Moved (Christine Neill/Hoani Langsbury):

That the Board:

Confirms the minutes of the Otago Peninsula Community Board meeting held on 20 April 2017 as a correct record.

Motion carried (OPCB/2017/029)

Part A Reports

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. The Board members discussed current biodiversity and pest control activity and their aim to see the Peninsula predator-free in the long term.

7a Update on Peninsula Roading Project

Richard Saunders, Group Manager Transport, talked about the Peninsula Connections Programme. A road design had been chosen. An open day was planned to share the designs with the public for final comment. The contract tender process would start in August with work to begin in October/November. Mr Saunders circulated a media release on the project to members.

8 Governance Support Officer's Report

A report informed 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

Josh von Pein joined the table and updated the members on the transport items in the action list. The Chairman asked for Parks and Recreation staff to provide details on their action items at the next meeting.

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

Notes the Governance Support Officer's Report.

Motion carried (OPCB/2017/030)

9 Funding Application - Pukehiki Public Library

This funding application was from the Pukehiki Public Library for the maintenance and painting of the library building. The Board members viewed this application favourably, but noted there was only $320 remaining in the project fund for the current financial year. They agreed to let this application lie on the table until the next meeting, which would be held in the new financial year.

Moved (Lox Kellas/Edna Stevenson):

That the Board:

Lays the funding application from the Pukehiki Public Library on the table and discusses it further at the next meeting.

Motion carried (OPCB/2017/031)

10 Funding Application - Broad Bay Community Centre

The funding application was from the Broad Bay Community Centre for the production and delivery of a newsletter to Broad Bay residents.

Moved (Hoani Langsbury/Lox Kellas):

That the Board:

Grants the amount of $320 to the Broad Bay Community Centre for the production and delivery of a newsletter to Broad Bay residents.

Motion carried (OPCB/2017/032)

11 Otago Peninsula Community Board Long Term Plan 2018-2028

A report appended the Otago Peninsula Community Board Draft Long Term Plan 2018-2028 which had been updated for consideration by the Board.

Moved (Chairperson Paul Pope/Graham McArthur):

That the Board:

· Approves the Draft Long Term Plan 2018-2028, incorporating the following amendments agreed at the meeting, for public consultation:

· Under "Better Diversity and Pest Control" on the first page, add "Predator Free Dunedin Partnership is a long term project that the Board continues to support."

· Under maintenance projects add "Portobello jetty and wharf".

Motion carried (OPCB/2017/033)

12 Working Parties/Board Area Liaison Updates

Members updated the Board on activities including:

a) Keep Dunedin Beautiful

b) Rural Roads Update

c) Area Updates

13 Chairperson's Report

The Chairman updated the Board on the following matters:

· Te Rauone Report

· Facebook Response to Rahui

· Library Bus Review

· ORC Annual Plan Submission

· Emergency Response Plan

· Community Board Clinics

· Biodiversity Forum

· Sandfly Bay Toilets

· Otago Peninsula Community Board App

· Rubbish Bins at Tomahawk

· Wildlife Signage

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

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

b) Approves the Board's submission to the Otago Regional Council's 2017 Draft Annual Plan.

Motion carried (OPCB/2017/034)

14 Council Activities
	The verbal update from Councillor Andrew Whiley included the following items: · Items to be considered at 30 May 2017 Council meeting. · Long Term Plan process. · Trenz conference in Dunedin. · Up-coming cruise ship season and visitors at Easter. · The introduction of a Holiday Trading Bylaw.
	Moved (Chairperson Paul Pope/Graham McArthur): That the Board: Notes the report from Councillor Whiley on Council activities for May 2017. Motion carried (OPCB/2017/035)

15 Items for Consideration by the Chair

Christine Neill reported on her attendance at a tourism meeting.

The Chairman was congratulated for receiving a national award at the Keep Dunedin Beautiful Awards, for his organisation of the Town Belt Traverse event.

The Chairman reported on his attendance at a meeting with Economic Development to discuss broadband and mobile phone coverage on the Peninsula. This was a useful meeting and they would meet again.

The meeting concluded at 12.08 pm.

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

CHAIRPERSON

Otago Peninsula Community Board

6 July 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 April to 31 May 2017 with statistics covering the period from 1 July 2016 to 31 May 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 May 2017 were 1,205,971 representing an decrease of 89,275 or 6.9% of loans compared to the same period in 2015/16. Decreased loans were recorded at all service locations except the Mosgiel Library with the larger reductions at the City Library (8.9%) and on the Bookbuses (-12.4%). Borrowing from the Blueskin Bay and Waikouaiti Libraries was consistent with this trend, with no particular factors contributing to the decrease in borrowing. Reduced visitation to the City Library is the key component of the reduced borrowing, and this in turn related to reduced visitation to the City Library.

4 A total of 122,347 reference enquiries were received during this period representing an decrease of 291 enquiries or -0.2% compared to the same period in 2015/16. Decreased reference enquiries were recorded at the Blueskin Bay (-10.1%), City Libraries (-2.2%) and Waikouaiti Libraries (-21.6%) while there were increased reference enquiries at the Mosgiel and Port Chalmers Libraries and on the Bookbuses.

5 There were a total of 1,056,169 visits to libraries over this period representing a decrease of 45,173 or -4.1% of total visits compared to the same period in 2015/16. Decreased visits were recorded at the Blueskin Bay (-5.8%) and City Libraries (-6.5%) while increased visits were recorded at all other community libraries and on the Bookbuses.

Bookbus Service

6 One Bookbus visits Portobello, Broad Bay and Macandrew Bay each Wednesday. The Bookbus visits the three Peninsula schools as well as the Portobello and Macandrew Bay community areas. Broad Bay residents share the school stop. During school holidays the schools are not visited, and the Bookbus spends longer at each of the community stops.

7 What looks like a dramatic drop in overall issues since 2015 is the difference of a few school classes choosing not to visit, as well as one or two major borrowers (20 plus items a week) moving out of the area. Visits from Portobello School have fallen from whole classes attending to just 4-6 students, and contact will be made with Portobello School to see if they support continued visits by the Bookbus. School events or swimming sessions that coincide with Bookbus visits can also reduce borrowing over several weeks. Borrowing at community stops has remained steady during the past three years, with the librarians reporting seeing a few new customers since recent media related to the Mobile library Services Review.

Average weekly issues	2012	2013	2014	2015	2016	2017 to May
Portobello School	54	50	93	62	45	29
Portobello Village	102	100	60	43	35	41
Broad Bay (School and Village)	184	127	121	93	59	66
Macandrew Bay Village	56	54	61	40	31	39
Macandrew Bay School	46	28	72	70	34	44
Total	442	359	407	308	204	219

Mobile Library Services Review

8 A review of the mobile library service began in March 2017 with all aspects of the service being examined. As part of the review, a satisfaction survey was conducted during the period 5-27 May 2017. The survey also asked for feedback on what works well and what could be improved. The survey was widely advertised, including through several Community Board Facebook pages and also to the People’s Panel forum.

9 A total of 868 survey responses were received, with a good representation from Peninsula residents. A brief summary of the survey results will be released shortly, however the complete report is not expected to be completed until August.

Bookbus Maintenance

10 The Bookbus vehicles continue to receive regular maintenance with the routine removal of rust and maintenance to mechanical/electrical systems (ignition, heaters, hydraulic rams, batteries and lighting).

Wifi Access on Bookbuses

11 Staff are continuing to explore public access to wifi on the Bookbuses with the testing of several devices since April 2017.

Bookbus Timetable

12 The Bookbus timetable in the Peninsula area remains the same:

Portobello

School (excl school holidays) 9.45am – 10.10am

Shopping Centre 10.15am – 11.00am

Broad Bay

School – Roebuck Rise 11.15am – 12noon

Macandrew Bay

Community Centre 1.15pm – 1.55pm

School (excl school holidays) 2.00pm – 2.30pm

Blueskin Bay Library 150^th Celebration

13 An event celebrating 150 years of public library service to the Blueskin Bay and Waitati area was held on Thursday 15 June 2017.

South Dunedin Community Hub Pop Up Facility

14 A project to establish the South Dunedin Community Hub Pop Up facility is underway with an opening anticipated in the coming month. The Pop Up Hub Pop will be located within the Cargill Enterprises building at 199 Hillside Road, South Dunedin and occupy approximately 200 sq metres. It is anticipated that the facility will be open approximately 25 hours per week, across five days. It is also expected that the space will be available outside the Hub opening hours for community meetings and events, except for Tuesday and Thursday evenings and Saturday afternoons/evenings when the space will be used for a pre-existing community commitment (Housie).

15 The Pop Up Hub will provide the following facilities and services:

· Community Development support services

· Community ‘Hot Desk’ where different community groups can have a temporary presence and promote their activities and services

· Small collection of approximately 2,000 library items and facility to borrow and return library items, access to library catalogue and digital collections

· Council Service Centre facilities to pay rates, fees & charges, purchase garbage bags and recycling bins, etc

· Community notice boards

· Free Gig wifi

· Free public access to the Internet on computers with MS Office, Adobe suite, Skype, etc

· Public photocopying facilities

· Small meeting room (3-5 people) and open meeting space

16 The objectives of the Pop Up Hub are to:

· Provide services to the South Dunedin community

· Provide opportunities for the community to provide feedback and input into the development of the permanent South Dunedin Community Hub, and serve as a conduit for information about the permanent Hub and wider South Dunedin development

· Demonstrate a commitment by the Dunedin City Council to the South Dunedin community

17 Once the Pop Up Hub has been established and is operating, the Council attention will turn to the development of the permanent South Dunedin Community Hub. A first step in this process will be to identify and confirm the site for the permanent facility, which will include revisiting the site options explored and presented to the community in August 2016, and considering any additional potential sites.

18 It is expected that the Pop Up Hub will be in place for approximately two years while the process for the development of the permanent Hub is undertaken.

OPTIONS

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

NEXT STEPS

20 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 Activity	22

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision/report/proposal relates to providing a public service and it 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 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 the 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 of 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 are no known conflicts of interest

Community Boards

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

Otago Peninsula Community Board

6 July 2017

ATTACHMENT A: LIBRARY AND SERVICE CENTRE ACTIVITY

LIBRARY USAGE INDICATORS – 1 July 2016 to 31 May 2017

Library Usage Indicator

2015/16

2016/17

+/-

+/- %

Blueskin Bay Library

Issues

Reference Enquiries

Visits

23,256

3,478

26,481

21,489

3,125

24,957

-1,767

-353

-1,524

-7.6%

-10.1%

-5.8%

Bookbus

Issues

Reference Enquiries

Visits

98,858

17,809

62,861

86,579

18,627

64,185

-12,279

818

1,324

-12.4%

4.6%

2.1%

City Library

Issues

Reference Enquiries

Visits

846,169

82,559

785,896

770,537

80,713

734,611

-75,632

-1,846

-51,285

-8.9%

-2.2%

-6.5%

Mosgiel Library

Issues

Reference Enquiries

Visits

198,725

8,624

134,511

198,988

9,605

135,611

263

981

1,100

0.1%

11.4%

0.8%

Port Chalmers Library

Issues

Reference Enquiries

Visits

60,301

6,015

60,468

57,403

6,667

65,621

-2,898

652

5,153

-4.8%

10.8%

8.5%

Waikouaiti Library

Issues

Reference Enquiries

Visits

38.720

2,755

31,124

36,620

2,159

31,184

-2,100

-596

-5.4%

-21.6%

0.2%

Dunedin Public Libraries

Issues

Reference Enquiries

Visits

1,295,245

122,638

1,101,342

1,205,971

122,347

1,056,169

-89,275

-291

-45,173

-6.9%

-0.2%

-4.1%

Otago Peninsula Community Board

6 July 2017

PDF Creator

Otago Peninsula Community Board

6 July 2017

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) Action List.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report.

b) Amends the Action List as appropriate.

Project Fund

2 As it is the beginning of a new financial year, there is $10,000 in the Project Fund.

Action List

3 Updates on outstanding matters are provided in Attachments A and B.

Signatories

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

Attachments

	Title	Page
a	Action List - Parks and Recreation - July 2017	67
b	Action List - Transport - July 2017	68

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 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.

	Title	Page
a	Minutes of Otago Peninsula Community Board meeting held on 25 May 2017	12

Author:	Lynne Adamson - Governance Support Officer
Authoriser:

	Title	Page
a	Pukehiki Public Library Funding Application, May 2017	71

	Title	Page
a	Otago Harbour Ferry Inc Funding Application, April 2017	75

	Title	Page
a	Submission to the Draft Dunedin Destination Plan	79

	Title	Page
a	Elected Members' Interest Register	7