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 6 July 2017, commencing at 10.00 am

PRESENT

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

IN ATTENDANCE

Richard Saunders (Group Manager Transport), Bernie Hawke (Group Manager Arts and Culture), Cam McCracken (Dunedin Public Art Gallery Director), Jendi Paterson (Recreation Planning and Facilities Manager) and Gareth Jones (Acting Parks Operations Manager)

Governance Support Officer Janet Favel

1 Opening

Hoani Langsbury opened the meeting with a reflection.

2 Public Forum

Isabel Prosser - Blues Festival

Ms Prosser reported that the Festival had been successful, with about 1,500 people attending. The Festival had not made money, but it took about four years to get this type of festival established. Those attending were in the 40-65 age range, and a wider angle of performances was needed to attract a wider age range. Overall the relationship with the DCC was good, but there were a few difficulties including liquor licensing, food trucks, and freedom camping, and communication between different departments could be improved. Mr Pope suggested that the Board ask that DCC event teams be set up to work together on events. Ms Prosser explained that at this stage it was intended that the Festival be a two-yearly event.

Shar Briden – Archaeologist

Mr Kellas introduced Shar Briden, who was carrying out archaeological research at Papanui Inlet. She had authority from Heritage NZ and iwi to recover items. Ms Briden was concerned that vehicles were driving on the beach and damaging artefacts and human bones which had been found there. She suggested that signage be improved, and Dick Road access to the beach be closed. Jendi Paterson and Gareth Jones would investigate the concerns raised. Ms Briden commented that she would write a Masters or PhD thesis on the work she had done.

3 Apologies

Moved (Lox Kellas/Edna Stevenson):

That the Board:

Accepts the apology from Christine Neill.

Motion carried (OPCB/2017/036)

4 Confirmation of agenda

Moved (Lox Kellas/Graham McArthur):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (OPCB/2017/037)

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.

Graham McArthur declared an interest in the desalination and offsetting water right at Taiaroa Head, and Paul Pope advised that he was working as a consultant for Upfront Environmental.

Moved (Lox Kellas/Paul Pope):

That the Board:

a) Amends the Elected Members' Interest Register.

b) Confirms the proposed management plan for Elected Members' Interests.

Motion carried (OPCB/2017/038)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 25 May 2017

Moved (Graham McArthur/Edna Stevenson):

That the Board:

Confirms the minutes of the Otago Peninsula Community Board meeting held on 25 May 2017 as a correct record.

Motion carried (OPCB/2017/039)

Part A Reports

7 Library Activity Report
	The report provided 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.
	Bernie Hawke, Group Manager Arts and Culture, spoke to his report, which included the following: - Statistics - Bookbus Review - South Dunedin Community Hub Pop Up Facility.
	Moved (Chairperson Paul Pope/Hoani Langsbury): That the Board: a) Notes the Library Activity Report. Motion carried (OPCB/2017/040)

8 Public Art Framework Engagement

Cam McCracken spoke about the Draft Public Art Framework, which was circulated with the agenda. Board members were encouraged to draw the project to the attention of the community, and to provide feedback on it.

Moved (Chairperson Paul Pope/Lox Kellas):

That the Board:

a) Notes the Public Art Framework Engagement.

Motion carried (OPCB/2017/041)

9 Governance Support Officer's Report

A report updated the Otago Peninsula Community Board of activities relevant to the Board area. Updates on topics in the Action List were provided by staff.

The following actions were identified:

- Rubbish recycling facilities for freedom campers – to be discussed with Catherine Irvine (Solid Waste Manager).

- Portobello Domain building – Richard Saunders.

- Toilets Taiaroa Head – keep on Action List.

- Latham Park drainage and water issues – Gareth Jones will provide an update.

- Pull over areas Portobello Road – keep on Action List.

- Beaconsfield Road - vegetation and lack of footpath – Edna Stevenson to liaise with Richard Saunders.

- Highcliff Road open night – recorded in error – an open day is to be held for Pukehiki work.

- Delete completed items (20-23) from Action List.

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

a) Notes the Governance Support Officer's Report.

b) Amends the Action List as appropriate.

Motion carried (OPCB/2017/042)

10 Funding Application - Pukehiki Public Library

Consideration was given to an application for funding from the Pukehiki Public Library for the maintenance and painting of the library building. The application was held over from the Board's May meeting as insufficient funding remained to allow consideration at that meeting.

Moved (Lox Kellas/Edna Stevenson):

That the Board:

a) Grants the $893.25 to the Pukehiki Public Library for the maintenance and painting of the library building.

Motion carried (OPCB/2017/043)

11 Funding Application - Otago Harbour Ferry Inc
	Consideration was given to an application from Otago Harbour Ferry Inc for an inclining test for the "Elsie Evans". This application was laid on the table at the 20 April 2017 Board meeting to enable additional information to be sought.
	There was concern over the lengthy work on this project with no visible outcome, and the question was raised as to where the Board should draw the line in providing support for the group. It was suggested that the Board Chair write to the group advising that the Board wanted to see the project delivered, and also what deliverables would be required from the Board.
	Moved (Graham McArthur/Hoani Langsbury): That the Board: a) Lifts the funding application from the Otago Harbour Ferry Inc from the table. b) Grants the funding application from Otago Harbour Ferry Inc for $500.00 for the "Elsie Evans", to be used for antifouling work and an inclination test. c) Advises Otago Harbour Ferry Inc that the Board will not grant any further applications for support. Motion carried (OPCB/2017/044)

12 Working Parties/Board Area Liaison Updates

a) Keep Dunedin Beautiful – repairs were needed to the paintwork on the John Noakes Bus Shelter.

b) Rural Roads – generally in good condition, work being carried out where necessary.

c) Area Updates – Te Rauone - Edna Stevenson expected that design and consent information would be available for the next meeting.

13 Chairperson's Report
	The Chairperson provided a verbal update on the following items: · Emergency Response Plan – Chair to meet with CDEM and report back to the next meeting of the Board. It was anticipated that a draft Plan would be available in February/March 2018. · Biodiversity Forum – Hoani Langsbury to suggest a date. · Portobello Jetty – work to start. · Community Board meeting times – Cr Whiley suggested that every third meeting be held at the Civic Centre – this would enable more staff to attend. The meeting agreed with this suggestion.
	Moved (Chairperson Paul Pope/Hoani Langsbury): That the Board: a) Notes the report from the Chairperson for July 2017. Motion carried (OPCB/2017/045)
	Moved (Chairperson Paul Pope/Lox Kellas): That the Board: a) Send flowers to the value of $50.00 to Governance Support Officer Pam Jordan. Motion carried (OPCB/2017/046)

14 Council Activities

Councillor Andrew Whiley provided an update on matters of interest including:

- Draft Dunedin Destination Plan hearing 8-9 August.

- Freedom Camping Bylaw hearings 21- 23 August.

- LED street lighting - 3000 LTD level needed for NZTA subsidy. Rollout would start in central city and suburbs, and it was estimated the project would take three years.

- Delta-Aurora – schedule for Peninsula work was available.

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

a) Notes the Council Activities Report.

Motion carried (OPCB/2017/047)

15 Items for Consideration by the Chair
	There were no items raised for consideration.

The meeting concluded at 11.47 am.

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

C H A I R P E R S O N

Otago Peninsula Community Board

24 August 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) Community Boards Executive Conference

c) Transport Update on Flood Response

d) Festival and Events Plan Review

e) Funding Assistance Project Completion Form

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 $8,556.75 remains in the Project Fund taking into account expenditure on grants and scholarships. The expenditure has been made so far this financial year:

Meeting Date	Amount	Recipient/Purpose
6 July 2017	893.25	Pukehiki Public Library – Maintenance and painting
6 July 2017	$500.00	Otago Harbour Ferry Inc – Elsie Evans
6 July 2017	$50.00	Flowers
Total	$8,556.75

Community Boards Executive Committee

3 Councillor Garey has provided the following update from the CBEC Meeting held on 2 and 3 August 2017.

· Attendees feedback on the 2107 Conference was discussed – very positive overall. Feedback will be followed through.

· 2019 Conference will be held in the North Island. Excellent interest in hosting this event. Successful host to be announced soon.

· Slight increase in the CBEC levy for parent councils – this has not changed for some time and has now been increased to allow CBEC to subsidise more training opportunities for you

· Presentation from Local Govt Thinktank members on the importance of community engagement – this was the start of an ongoing conversation….

· LGNZ CEO, Malcolm Alexander, gave an update of LGNZ activities and advocacy underway pre-election. He stressed the need for all of us as elected members to step up ie we need to work on being more professional in the way we function in our role as community board members.

· Equip, the training arm of LGNZ, discussed the delivery of training options for community board members to meet our needs. If you have a particular need in your area, please contact Jill Calogaras at jill.calogaras@lgnz.co.nz to discuss a solution that fits your training budget.

· Gerard Lindstrom of Chorus discussed the delays on the announcement from central government, on the Rural Broadband Initiative 2 (RBI 2) and Mobile Blackspots

· It was great to have Ryan Jones and Tania Tapsell (youth reps) at their first CBEC formal meeting. Their contributions have already been invaluable and bodes well for the future

4 Following the CBEC meeting, I went to meet Assoc Minister Jacqui Dean at Parliament to discuss several matters of importance to our Zone including:

· Infrastructure damage from the recent weather events and impact on local tourism operations - once repair costs are known there may be a formal approach to the Government for help – Minister Dean undertook to support any approach that might be made and indicated other colleagues who would also be supportive

· Ongoing delays with the announcement on RBI 2 and Mobile Blackspots and the impact on rural areas in the zone – Minister Dean undertook to take this up with Minister Simon Bridges

· Criteria for the Tourism Infrastructure – we understand the criteria may exclude some parent councils in our zone. Minister Dean indicated Deputy Prime Minister Paula Bennett is very keen to give away this money and the criteria was intended to be as permissive as possible. On that basis my recommendation to you all is to ensure your parent council has applied to this fund if help is needed in your area eg for toilets in areas of high visitor growth.

5 This meeting has been followed up with a letter to Minister Dean as she requested.

6 I will be in touch soon regarding details for the Zone meeting on 9 September in Gore. Please put this date in your diaries.

Transport Update on Flood Response

7 The Group Manager Transport as provided the following update on the flood response:

8 The Initial response to the flood event included emergency works to get any closed roads re-opened to a minimum of one lane and then fully re-opened as soon as possible. The focus was on high use roads initially to ensure access was available for a majority of residents. Staff, contractors and consultants also undertook rapid assessments of the road network to identify any immediate hazards. There were 48 recorded road closures during the event. 11 roads remain closed at the time of writing with staff continuing to work with contractors to address these. A list of road closures can be found on the DCC website.

9 Following the initial response staff commenced the re-instatement process. This involves completing work on the road network to mitigate any of the immediate hazards identified during the initial response. Work has also been completed to re-open any low volume roads still affected by slips. A work programme for the longer term recovery will involve the development of a forward works plan which will re-instate the road network to the service levels present prior to the flood event. Reports from the contractor and consultants are expected towards the end of August. Staff will then review these and discuss options with NZTA to develop a work programme.

10 107 out of 253 bridges on the transport network were assessed immediately after the flood event to ensure they were safe and to identify flood damage requiring repair work. These bridges were located in the areas that received the highest rainfall during the event, or are in areas known to be at risk during weather events. All bridges on the network will be inspected as part of routine maintenance during the 2017/18 year.

11 There were approximately 200 slips identified across the road network. The majority of these were cleared by the contractor during the initial response. 40 sites are now subject to further investigations by geotechnical engineers. These reports are expected to be received over the coming months. Remedial works will then be programmed as appropriate.

12 The rural road network was badly affected by the flood. Staff and contractors have been assessing the network to programme repairs. Additional graders have been brought in by the contractors to assist in completing the large amount of work required. This work will continue for a number of weeks. Additional details will be included in the work programme to be developed towards the end of August. Until all work is complete gravel roads may not be up to the expected level of service. Staff will respond to calls from the public and will work with contractors to address issues as quickly as possible.

13 The flood event had only a minor impact on the work programme for the Highcliff Road slip repairs. Contractors are on all three sites currently and a full road closure is in place. Staff anticipate that the road will re-open for traffic on the 11^th of September. If it is possible to provide access prior to this date staff will communicate this to the board and all stakeholders. The Peninsula Connection safety project has been delayed by 2-3 weeks to accommodate a change of date for the public open day. It is anticipated that the tender process will commence in the last week of August.

14 Particular concerns for the Otago Peninsula Community Board are itemised in the table below:

Road Name	Category	Issue	Status
Harrington Point Road	Slips	Several Slips	Made Safe
Hatchery Road	Slips	Multiple slips. Requires assessment	Work Started
Paper Rd	Slips	Slip at - Paper Rd at end of Hereweka St	To Be Assessed
Pipikaretu Road	Road Damage	Monitoring scarp through road	To Be Assessed
Portobello Road	Road Damage	Turnballs Bay - Cracking adjacent to northern extent of wall	Been Identified
Portobello Road	Road Damage	Multiple slips. Require assessment	Work Completed
Portobello Road	Slips	Number 394 Portobello Rd.	Work Completed
Taiaroa Head	Road Damage	2x large drops.	To Be Assessed

Festival and Events Plan Review

15 The Festivals and Events Plan is being being reviewed with stakeholder engagement. The plan supports the growth, development and management of festival and events in our city, and seeks to respond to Dunedin’s strategic goals. For further information, please contact Tammy Jackman, the Events Special Projects Coordinator who is leading this work, at tammy.jackman@dcc.govt.nz.

Funding Assistance Project Completion Form

16 A Funding Assistance Project Completion form has been received from the Macandrew Bay Scout Group. This is attached as Attachment A for your information.

Action List

17 Updates on outstanding matters are provided in Attachments B and C.

Signatories

Author:	Lynne Adamson - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Macandrew Bay Scouts report back	21
b	Action List - Parks	23
c	Action List - Transport	25

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	☐	☐	☒