Agenda of West Harbour Community Board

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 19 July 2017, commencing at 5.30 pm

PRESENT

Chairperson	Trevor Johnson

Members	Francisca Griffin	Ange McErlane
	Ryan Jones	Jan Tucker

IN ATTENDANCE

Kristy Rusher (Manager Civic and Legal), Bernie Hawke (Group Manager Arts and Culture) and Bruce Hall (Information Support)

Governance Support Officer Kristy Rusher

Senior Staff Member Kristy Rusher

1 Public Forum

1.1 Public Forum - Back Beach Issues

Alice Bartlett addressed the meeting concerning Back Beach Issues:

i. Repair of fencing to protect plantings

ii. Sycamore and other weed infestation.

Board members asked questions of Ms Bartlett. The Board advised Ms Bartlett that the land she was referring to may not be under the administration of the Council. She was advised to check land ownership and the reserve management plan for the area. In respect of the ideas to beautify this area with the assistance of school children she was referred to the Department of Conservation and the Council's reserves team and Port Otago. The Board expressed their appreciation for her support of beautification of the Back Beach area and Member McFarlane noted her concerns to raise at the next meeting of the Port Environment Liaison Committee.

1.2 Public Forum - Scholarship Recipient, Annabelle Latta

Annabelle Latta, Board Scholarship recipient, reported back to the Board on her Spanish language study trip. Ms Latta presented a PowerPoint presentation showing the highlights of her recent travel. She expressed her appreciation to the Board for selecting her as a scholarship recipient, and advised that the trip had benefitted her immensely by broadening her horizons and improving her Spanish.

2 Apologies

Chairperson Steve Walker and Councillor Aaron Hawkins advised they were unable to attend the meeting.

Moved (Trevor Johnson/Francisca Griffin):

That the Board:

Accepts the apologies from Chairperson Steve Walker and Councillor Aaron Hawkins.

Motion carried (WHCB/2017/038)

3 Confirmation of agenda

Moved (Trevor Johnson/Jan Tucker):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (WHCB/2017/039)

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 (Trevor Johnson/Ryan Jones):

That the Board:

a) Notes the Elected Members' Interest Register attached as Attachment A; and

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

Motion carried (WHCB/2017/040)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 31 May 2017

One amendment to the minutes was noted. It was recorded that the description of the volume of soil needing to be relocated by Port Otago was 43,000 cubic metres (underlined text to be inserted).

Moved (Trevor Johnson/Jan Tucker):

That the Board:

Confirms the minutes of the West Harbour Community Board meeting held on 31 May 2017 as a correct record.

Motion carried (WHCB/2017/041)

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

The report presented 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 complied with the Dunedin City Council Road Naming Policy. The support of the West Harbour Community Board was sought for the name prior to its consideration by the Infrastructure Services and Networks Committee.

Moved (Jan Tucker/Ange McErlane):

That the Board:

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

Motion carried (WHCB/2017/042)

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.

Moved (Trevor Johnson/Ange McErlane):

That the Board:

a) Notes the Library Activity Report

b) Requests that address labels on library correspondence are updated to use the Board's full name.

Motion carried (WHCB/2017/043)

8 Public Art Framework Engagement

Bernie Hawke (Group Manager Arts and Culture) attended to provide a presentation on the Public Art Framework and to invite the Board to suggest areas that may be suitable for the location of Public Art.

Moved (Jan Tucker/Ryan Jones):

That the Board:

a) Agrees that it supports the framework in principle.

b) Notes the opportunity to make a submission on the Public Art Framework and that an extension to the submission date would be sought to permit consideration of the draft submission at the next Board meeting.

Motion carried (WHCB/2017/044)

9 Governance Support Officer's Report
	The report informed the West Harbour Community Board of activities relevant to the Board area including: a) Project Fund – the available balance of $10,000 was noted. b) Action List
	The Governance Support Officer also advised that adjustments could be made to the form and structure of the agenda documents. Board members were requested to advise of changes they wished to make to their Chairperson by email.
	Moved (Trevor Johnson/Francisca Griffin): That the Board: a) Notes the Governance Support Officer's Report b) Amends the Action List as appropriate and in particular: (i) to update the request for the bus shelter at Maia be adjusted to state that the Bus Shelter is placed on an angle that makes passengers visible to the bus driver travelling from Port Chalmers to Dunedin City. (ii) to replace/update the picnic table at Back Beach. (iii) to request the trees in water at St Leonard's are trimmed/removed. (iv) the gutters and vegetation are maintained at Mount Street. Motion carried (WHCB/2017/045)

10 Draft West Harbour Long Term Community Plan

Community Boards were asked to identify their long term projects/focus under sections 4 and 5 by the end of June 2017 for inclusion in the Council 2018-27 Long Term Plan (Attachment A).

Section 4 of the community plan asked for high level, broad projects such as the effective management of freedom camping issues or greater opportunities for youth (as examples). Section 5 asked for specific actions to make these happen, and when the Board planned to achieve them.

The next step is for the West Harbour Community Board to approve a community engagement plan. It is proposed to hold a workshop for the Chairs of all Boards on 21 July 2017. The Board will consider its engagement plan at its August meeting.

Moved (Trevor Johnson/Jan Tucker):

That the Board:

a) Agrees that Sections 4 and 5 of the draft West Harbour Long Term Community Plan be submitted to Council for inclusion in the draft Dunedin City Council 2018-27 Long Term Plan.

b) Notes it will consider a community engagement plan for the draft West Harbour Long Term Community Plan at its meeting on 30 August 2017.

c) Notes that community feedback will be taken into account by Council in the preparation of the draft 2018-27 Long Term Community Plan.

Motion carried (WHCB/2017/046)

11 Board Representation and Areas of Responsibility
	Board Members gave verbal reports on their areas of responsibility as follows: a) Port Environment Liaison Committee – The members noted that a new Chief Executive had been appointed to Port Otago. The status of the mural project needed to be clarified, as it was noted at that meeting that the planned wall had special requirements for treatment and paint which may not have been included in the original budget. b) Ravensdown Community Liaison Group - no meetings had been held since last Board meeting. c) Keep Dunedin Beautiful – Ashley Muston may be back part time which will assist with initiatives such as Graffitti management. KDB is hoping to restore the prior levels of Graffiti control. d) Communications/Facebook – there had been a positive response to new park bench at Hudson Park. The slide is being replaced in the next few weeks. The member noted the unfortunate timing as the slide was removed in the first week of school holidays. There was a request for members to attend senior citizens engagement forum at a senior citizens meetings held Tuesday 1pm for face to face clinics/meetings. Dates to be circulated on email by the member. e) State Highway 88 Liaison Group – No meeting had been held. f) Funding Applications Report Back – Sarah Latta is scheduled to provide a report on her recent trip to Los Angeles at the next meeting of the Board. g) West Harbour Beautification Trust – The board noted the success of the planter boxes which had enhanced the appearance of the main street. h) Policing Issues – Jason Guthrie was invited to attend the Board meeting of 30 August 2017. Members would request that better holiday/leave arrangements need to be made at the local station so that the same level of service was maintained when officers were on leave.
	Moved (Trevor Johnson/ Jan Tucker): That the Board: a) Notes the reports from members. Motion carried (WHCB/2017/047)

12 Deputy Chairperson's Report
	The Deputy Chairperson thanked members McFarlane and Tucker for their efforts in arranging the chair in Ravensbourne. The Deputy Chairperson provided an update on the following items of interest: a) Iona Church Management Trust request – The Trust had requested a representative from the Board attend Trust meetings.
	Moved (Trevor Johnson/Francisca Griffin): That the Board: a) Appoints member Jan Tucker to be the representative for the West Harbour Community Board at Iona Trust meetings. Motion carried (WHCB/2017/048)
	b) Letter of support for Port Chalmers Maritime Museum
	Moved (Trevor Johnson/Ryan Jones): That the Board: a) Endorses the letter of support for the Port Chalmers Maritime Museum. Motion carried (WHCB/2017/049)
	c) A letter of support for Port Chalmers Yacht Club submission to Otago Regional Council would be considered at the 30 August meeting of the Board.
	Moved (Trevor Johnson/ Ange McErlane): That the Board: a) Agrees that the letter of support will be considered at the Board's meeting of 30 August 2017. Motion carried (WHCB/2017/050)
	d) Seats at Back Beach and Ravensbourne e) Harbour City Heritage Festival an approach from Ann Barsby had been made to enquire about funding that may be available to support festival activities. f) Walkway in West Harbour from Maia to Gerrys Rock. An approach from Jim McQuillan, Retired Folk Tramping Club was made. The Deputy Chairperson advised that he will invite Mr McQuillan to speak at the public forum for the next Board meeting.
	Moved (Trevor Johnson/ Ange McErlane): That the Board: a) Notes the report from the Deputy Chairperson for July 2017. Motion carried (WHCB/2017/051)

13 Council Activities
	No update was provided from Councillor Aaron Hawkins due to his absence.

14 Items for Consideration by the Chair
	· Housing New Zealand representative is to be invited to a future meeting to advise on use of public housing in Port Chalmers
	· Cam McCracken is to be invited to the next meeting to discuss other opportunities for public art in the West Harbour area.

The meeting concluded at 7:02pm.

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

DEPUTY CHAIRPERSON

West Harbour Community Board

30 August 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) Rothesay News Advertisement

c) Transport Update

d) Community Board Executive Committee Update

e) Festivals and Events Plan Review

f) Correspondence

g) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report

b) Renews its commitment to Rothesay News advertising for the next financial year at a cost of $116.70 per month.

c) Amends the Action List as appropriate

Project fund

2 The Board has been allocated $10,000 in the 2017/2018 year.

3 Rothesay News Advertisement - As a new financial year has commenced, the Board may wish to reconfirm its commitment to its monthly expenditure of $116.70 for its Rothesay News advertisement.

FLOOD RECOVERY STATEMENT - TRANSPORT

4 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.

5 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.

6 107 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.

7 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.

8 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.

9 Assessment of the Mt Ross bridge is continuing. Temporary fences have been placed around the site and road closed signs have been installed. A salvage plan is currently being prepared and will be reviewed by staff in the coming weeks. Staff will notify the board chair when the salvage operation is due to commence. Along with the salvage work a report is being prepared on options for rebuilding the bridge. This report is due after the salvage plan and staff will review it and report back to the board at a future meeting. Staff are also happy to look at options for a temporary crossing of the river if a suitable site can be found.

10 Mount Stoker Bridge has been assessed by engineers, who found no structural damage, but the bridge rails have been programmed for repairs by the maintenance contractor.

11 Debris has been cleared from the ford at Lee Stream to allow this to reopen. A salvage plan is currently being prepared for the Lee Stream bridge. Options for reinstatement are being assessed by engineers and an update will be provided to the board at the next meeting.

12 On George King Memorial Drive the seal has lifted off bridge 57 this has been made safe.

COMMUNITY BOARD EXECUTIVE COMMITTEE UPDATE

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

· Attendees feedback on the 2017 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 on-going 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

14 Following the CBEC meeting, I went to meet Associate 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.

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

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

FESTIVALS AND EVENTS PLAN REVIEW

17 The Festivals and Events Plan is 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.

CORRESPONDENCE

18 Letter from Aramoana League concerning Speed Signage (Attachment A)

ACTION LIST

19 An update on outstanding matters is provided in Attachment B.

Signatories

Author:	Jenny Lapham - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Letter from Aramaona League	39
b	Action List	40

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	☐	☐	☐