Agenda of West Harbour Community Board

West Harbour Community Board

19 July 2017

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

1.1 Public Forum - Back Beach Issues 4

1.2 Public Forum - Scholarship Recipient, Annabelle Latta 4

2 Apologies 4

3 Confirmation of Agenda 4

4 Declaration of Interest 5

5 Confirmation of Minutes 11

5.1 West Harbour Community Board meeting - 31 May 2017 11

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

6 Proposal to Name a New Private Way off Glendermid Close, Sawyers Bay. 16

7 Library Activity Report 20

8 Public Art Framework Engagement 27

9 Governance Support Officer's Report 69

10 Draft West Harbour Long Term Community Plan 78

11 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

12 Deputy Chairperson's Report 81

13 Council Activities

Verbal update from Councillor Aaron Hawkins.

14 Items for Consideration by the Chair

West Harbour Community Board

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 31 May 2017, commencing at 5.30 pm

PRESENT

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

Governance Support Officer Kristy Rusher

1 Public Forum

Graeme Wall (speaking on behalf of the Port Chalmers Yacht Club) requested the Board's support for the Yacht Club's submission to the Otago Regional Council to maintain the depth of the harbour channel and boat launching ramps.

2 Apologies

An apology was received from Steve Walker (Chairperson).

3 Confirmation of agenda

Moved (Deputy Chairperson Trevor Johnson/Jan Tucker):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (WHCB/2017/031)

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.

Moved (Deputy Chairperson Trevor Johnson/Cr Aaron Hawkins):

That the Board:

a) Notes 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 (WHCB/2017/032)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 3 May 2017

Moved (Deputy Chairperson Trevor Johnson/Francisca Griffin):

That the Board:

Confirms the minutes of the West Harbour Community Board meeting held on 3 May 2017 as a correct record.

Motion carried (WHCB/2017/033)

Part A Reports

6 Policing Update
	Inspector Jason Guthrie had been invited to attend the meeting and update the Board on policing matters of interest to West Harbour area.
	Inspector Guthrie had advised in advance of the meeting that due to unforeseen commitments he was unable to attend. He advised that he would be available to attend the next meeting of the Board to update them on relevant matters.

7 Governance Support Officer's Report

A report informed the West Harbour Community Board of activities relevant to the Board area including:

a) Project Fund

b) Scholarship Fund

c) Correspondence

d) Action List

Moved (Deputy Chairperson Trevor Johnson/Ange McErlane):

That the Board:

a) Notes the Governance Support Officer's Report.

b) Confirms the Action List content noting that no additional items were added and that items marked "complete" could be removed from that list.

Motion carried (WHCB/2017/034)

8 Funding Application

A report from Civic and Legal appended a funding application received from the Harbourside Junior Football Club for $1,000.00 towards the cost of providing new playing shirts for their junior football club.

Moved (Ange McErlane/Ryan Jones):

That the Board:

a) Approves the funding application for $1,000.00 from the Harbourside Junior Football Club.

Motion carried (WHCB/2017/035)

9 Chairperson's Report

A report from the Deputy Chairperson updated the Board on matters of interest since the previous meeting which included:

· Community Board Conference Update

· The sycamore tree programme won the Local Government award for Community Leadership

· Long Service Presentations were made

· A liaison meeting with Ravensdown was held, where it was reported that emissions were almost at zero. The possibility of the removal of further sycamore trees on the roadside to the Ravensdown property was also discussed.

Members were also invited to update the Board on the activities of community groups which had a Board representative:

Port Environment Committee: The Port Company wanted to relocate 43 cubic metres of fill and was investigating options to assist with using the fill for the construction of the cycleway. The green crane was to be demolished.

The Port Company advised that complaints regarding noise and lights were now resolved with acoustic treatment underway. They also noted that the Boiler Point extension was due to start.

Keep Dunedin Beautiful: The trust meeting had been focused on issuing awards. Pete Hodgson received a beautification award. The Back Beach writers group was also recognised. Graffiti was of concern.

State Highway 88 Liaison Committee: The Police and NZTA had met and discussed making improvements to the intersection of Burkes Road and State Highway 88. The Port intersection and right turning traffic into Shandon Street was also discussed. Speed limit signs for Maia were being reviewed as driver awareness of the speed change in this area could be improved.

West Harbour Beautification Trust: Tree planting in Port Chalmers township was underway.

Communications/Facebook: One letter was received expressing concern about the speed of logging trucks on State Highway 88. The letter requested that police station a car in this area. Scholarship recipient Annabelle Latta would attend the next meeting to report on the use of her scholarship funds.

Moved (Cr Aaron Hawkins/Jan Tucker):

That the Board:

a) Notes the report presented by the Deputy Chairperson for May 2017.

Motion carried (WHCB/2017/036)

10 COUNCIL ACTIVITIES
	Councillor Aaron Hawkins provided an update on following matters of interest to the Board which included:
	· The adoption of the Reserves and Beaches Bylaw 2017.
	· Freedom camping consultation and bylaw review, with a report scheduled to be considered by the Planning and Environment Committee on 13 June 2017.
	· The SOS campaign to highlight the need to rebuild the hospital in the City Centre, which had 4,500 people subscribe to the campaign over a 6 week period.
	· The Civic delegation had returned from sister city Shanghai. Developing opportunities for economic and educational visits had been a key focus of the visit. Discussions were now underway regarding a cultural exchange with an exhibition featuring Maori Art programmed for Shanghai in 2019 and a Dunedin Art Gallery exhibition to feature Chinese art in 2018.
	· The success of winning the bid to host TRENZ, which was the first time it would be hosted in Otago.
	Moved (Cr Aaron Hawkins/Ryan Jones): That the Board: a) Notes the report presented by Councillor Hawkins for May 2017. Motion carried (WHCB/2017/037)

11 Items for Consideration by the Chair

The Deputy Chairperson agreed to the following items to be considered at the next meeting:

· An agenda item concerning a letter of support for the Yacht Club submission to the Otago Regional Council was requested.

· An agenda item concerning the installation of a seat at Back Beach was also requested for consideration at the next meeting.

The meeting concluded at 6.28 pm.

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

CHAIRPERSON

West Harbour Community Board

19 July 2017

Part A Reports

Proposal to Name a New Private Way off Glendermid Close, Sawyers Bay.

Department: Digital Services

EXECUTIVE SUMMARY

1 The purpose of this report is to present the options for the naming of a new private way off Glendermid Close as part of a residential development by Sawyers Bay Ridge Limited. The developer's preference of road name complies with the Dunedin City Council Road Naming Policy.

2 The support of the West Harbour Community Board is sought for this name prior to its consideration by the Infrastructure Services and Networks Committee.

RECOMMENDATIONS

That the Board:

a) Supports the naming of a new private way off Glendermid Close as "Goddards Way".

BACKGROUND

3 A 13 lot residential subdivision has been approved for 20A Fairview Terrace. This subdivision will be serviced by a new private way off Glendermid Close. The development is now at the stage the developer wishes to name the new road.

DISCUSSION

4 The Developer has proposed "Goddards Way" as their preferred name for this new private way. No alternative name has been suggested.

5 The Goddard family owned this land from 1946 until 2005 and used it as a market garden until 2013. The Goddard family were prominent in the community as market gardeners for more than 60 years, and during that time employed many local residents to harvest crops. The family still resides in Sawyers Bay.

6 The name "Goddards" fits the appropriateness criteria of the Road Name Guidelines by use of an historical person (or in this case family).

7 The name "Goddards" is not the same or similar to any other road name in Dunedin.

8 The family has been contacted and given their permission for the name to be used in this manner.

9 No alternative name has been suggested. The developer is aware of the potential issues the use of this suffix may cause. Alternative suffixes of "Lane" or "Close" would also be acceptable.

OPTIONS

10 The road name "Goddards" complies with the road naming policy.

NEXT STEPS

11 That the Community Board considers the naming of a new private way off Glendermid Close as "Goddards Way".

Signatories

Author:	Bruce Hall - Information Support
Authoriser:	Tracey Tamakehu - Chief Information Officer

Attachments

	Title	Page
a	Location Map	19

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This proposal relates to providing local infrastructure 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	☒	☐	☐

This is an administrative function.

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 implications.

Financial considerations

There are no financial implications.

Significance

The significance of the decision is low.

Engagement – external

There has been engagement with the developer.

Engagement - internal

There has been no internal engagement.

Risks: Legal / Health and Safety etc.

There are no risks.

Conflict of Interest

There are no conflicts of interest.

Community Boards

The private way is wholly within the West Harbour Community Board.

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 a 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%). Reduced visitation to the City Library is the key component of the reduced overall borrowing.

4 A total of 122,347 reference enquiries were received during this period representing a 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.

Port Chalmers Library and Service Centre – Building

6 The following building maintenance work has been programmed:

· A plumbing contractor has been engaged to resolve drainage issues. When this has been completed, the Library and Services Centre area will be recarpeted.

· A ‘Smart Chute’ book return unit connected to the radio frequency technology system has been purchased for the Port Chalmers Library and will be installed in the near future.

Port Chalmers Library and Service Centre – Events and Programmes

7 The following events and activities were undertaken at the Port Chalmers Library:

· Preschool Storytime sessions are held every Tuesday morning and Thursday afternoon

· Children’s Book Club is held on the first Monday of each month. Themes have been pine cone bird feeders, Magic and Period Costumes

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

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

· A Justice of the Peace Service is available in the Port Chalmers Library every Monday from 10am to 12pm

· The ‘Books to Schools Service’ now includes Sawyers Bay and Port Chalmers where a total of 11 classes across the two schools receive a book bag with approximately 30 items in each book bag. All staff have worked on this initiative and we have received positive feedback about the service from children and teachers.

· All Port Chalmers School classes visited the Port Chalmers Library as part of their Book Week celebrations in June 2017. Staff contributed to the success of these visits by reading stories, assisting children to use the online catalogue, demonstrating Any Questions and recommending new books.

· The Port Chalmers Library participated in the network wide New Zealand Music Month events in May 2017. On Thursday evenings customers were entertained by a variety of musicians including Robert Scott, The Koputai People’s Party, Tahu McKenzie, Ultramafic, The Valley Chicks and Eli Pearson.

· Staff visited Port Chalmers Kindergarten and St Leonards Play Centre during the reporting period.

· Headland prize-winning author Kathryn Van Beek spoke at the Port Chalmers Library on 22 June 2017 on her book ‘How the Cat Got the Cream’ and her successful crowdsourcing fundraising programme on social media.

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. A total of 868 survey responses were received.

9 The final report on the review is not expected until August 2017.

Blueskin Bay Library 150^th Celebration

10 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

11 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).

12 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

13 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

14 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.

15 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

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

NEXT STEPS

17 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	25

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

West Harbour Community Board

19 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%

SERVICE CENTRE ACTIVITY - 1 July 2016 to 31 May 2017

Service Centre Activity	2015/16	2016/17	+/-	+/- %
PORT CHALMERS SERVICE CENTRE
Animal Registration	162	215
Blue Bins	0	2
Bokashi Buckets (15 litre)	2	1
Bokashi Buckets (10 litre)	0	1
Compost Zing	4	9
Debtors Receipt	26	20
Dog Collars	1	1
Dog Kennel Licences	1	0
Dog Microchipping Fee	0	0
Dog Reg Selected Owner	0	0
Dogs SPCA Pound Fee	0	0
Impounded Dogs	0	0
Impounded Stock	0	0
Large Rubbish Bags	155	202
LIM Residential	0	0
Parking Tickets	137	140
Rates	522	474
Recycle Bins	28	13
Refuse Bags	60	0
Refuse Recycling	0	1
Refuse PC Tip Revn Commercial	2	0
Refuse PC Tip Revn Domestic	5	0
Rolfe Room Booking	35	28
Sale of Poo Bags	2	1
Small Rubbish Bags	148	190
Water Rates	17	13
Yellow Bins	0	0
TOTAL	1,303	1,298