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 24 August 2017, commencing at 10.00 am

PRESENT

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

IN ATTENDANCE

Chris Henderson (Group Manager, Waste and Environmental Solutions), Josh Von Pein (Transport Delivery Manager) and Gareth Jones (Acting Parks Operations Manager)

Governance Support Officer Greg Sligo

1 Opening

Hoani Langsbury opened the meeting with a reflection.

2 Public Forum

2.1 Aaron Smith, NZ Police

Senior Constable Aaron Smith, NZ Police, introduced himself to the Board and advised that he had been in the area for five weeks to date. Senior Constable Smith commented that he had already met many members of the community, and encouraged Board members to keep in touch with him if there were any issues at all where his input could be helpful.

2.2 Freedom Camping

Neil Kennedy and Gavin Meade addressed the meeting concerning freedom camping, and the possible acquisition of the ex- Tomahawk School site by the Motor Home Association, which they represented. The Association had approximately 64,000 members nationwide with 1,000 members/supporters in the Dunedin rating area. They were interested in acquiring the site, and were sought support of the Board and the local community.

Mr Pope mentioned that the Board would be holding a community clinic at Tomahawk in the near future, and the matter would be brought up at that stage.

2.3 Fundraising Application for Macandrew Bay Newsletter Committee

Lynne and Colin Aldridge addressed the meeting concerning the funding application for $500 from the Macandrew Bay Newsletter Committee. The newsletter was delivered quarterly to households from St Ronan's Road to Company Bay. They also provided further details on advertising income.

2.4 Submissions on Tidewater Drive

Messrs McLennan and Bennett addressed the Board regarding the recent flooding at Tidewater Drive. They were grateful for the assistance of the Fire Brigade but were concerned at the on-going nature of flood events, brought about by king tides coinciding with strong southerlies.

In their view flooding events could be mitigated by:

• a valve on the drainage pipe to the harbour to avoid tidal surges back up the pipe during king tides, and

• co-operation with the adjacent landowner providing a ditch at the rear of the affected properties.

The Board agreed that it would be added to the Board's Action list, and that Paul Pope and Christine Neill would be in touch with the affected residents.

3 Apologies

Moved (Paul Pope/Member Edna Stevenson):

That the Board:

Accepts the apology from Lox Kellas for absence.

Motion carried (OPCB/2017/048)

4 Confirmation of agenda

It was noted that a late funding application had been received from the Southern Trust.

Moved (Paul Pope/ Christine Neill):

That the Board:

Confirms the agenda with the following addition and alteration:

a) That the funding application from Macandrew Bay Newsletter be accepted and be taken as Item 11, to be taken before Item 8, noting it had been received in time and missed from the agenda.

b) That the late funding application from Southern Trust would not be accepted but would be submitted to the next meeting for consideration.

Motion carried (OPCB/2017/049)

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.

Councillor Andrew Whiley declared an interest in Classic Jaguars Dunedin.

Moved (Paul Pope/Hoani Langsbury):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (OPCB/2017/050)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 6 July 2017

Moved (Paul Pope/Graham McArthur):

That the Board:

Confirms the public part of the minutes of the Otago Peninsula Community Board meeting held on 6 July 2017 as a correct record.

Motion carried (OPCB/2017/051)

Part A Reports

7 Governance Support Officer's Report

A report from Governance provided an update of activities relevant to the Board area which included:

a) Project Fund

b) Community Boards Executive Conference. It was agreed that Christine Neill would represent the Board at the Zone meeting being held on 9 September 2017 in Gore.

c) Transport Update on Flood Response

d) Festival and Events Plan Review

e) Funding Assistance Project Completion Form

f) Action List.

It was agreed that the installation of toilets at Taiaroa Head was a Long Term Plan matter, and the level of urgency needed to be raised.

Moved (Paul Pope/Cr Andrew Whiley):

That the Board:

a) Notes the Governance Support Officer's Report.

b) Amends the Action List as appropriate.

Motion carried (OPCB/2017/052)

11 Funding Application

An application was received from the Macandrew Bay Newsletter for $453.00 towards the cost of producing their next newsletter.

It was agreed that the Board would consider setting aside $1500 at the time of the Annual Plan next year as a fund for all newsletter groups.

Moved (Paul Pope/ Hoani Langsbury):

That the Board:

a) Approves the funding application from the Macandrew Bay Newsletter for $500.00.

Motion carried (OPCB/2017/053)

8 Chairperson's Report

A report from the Chairperson (Paul Pope) provided an update on matters of interest raided with the Chair since the previous meeting .

Flooding response and road damage. Josh Von Pein advised that the number of road closed had been reduced to four; and that there would be a meeting with the University next week to discuss access issues.

It was suggested that a meeting between staff and Christine Neill be arranged to discuss rubbish and recycling facilities.

There was a discussion on the Board's Action List and it was agreed that:

a) the boat installation at Broad Bay be removed; and

b) the rubbish disposal for camper vans be moved to Parks and Recreation, noting that Christine Neill would manage this item.

Mr Von Pein also provided an update on other transport matters which included the Highcliff Road reconstruction, the scope of the Wellers Rock development, the Peninsula Connections Project and remedial work needed on the back bay roads.

There was also discussion on the submissions made by residents of Tidewater Drive, and the Chairperson asked that the letter that had also been received from Errol Moore be tabled and noted in the minutes. The topic of flooding on Tidewater Drive was also to be added to the Action List.

There was further discussion on the need for a Business Directory for the Peninsula, and it was agreed that Edna Stevenson and Christine Neill would follow this up. Councillor Whiley suggested a discussion with Neil and Clare Metcalfe, and that the proposal be included in newsletters in the Board's area.

Other points discussed separately included working with the Otago Regional Council to develop a shared vision for the Tomahawk Lagoon, an October date for the Biodiversity Forum (Hoani Langsbury to sort out a suitable date and advise), and Christine Neill and Edna Stevenson to liaise with school principals on the Peninsula. The Chairperson suggested the Board should use Otago Access Radio on a regular basis, and Board members provided round ups on each of their respective areas of interest and responsibility.

It was also agreed that flowers to the value of $50.00 be sent to Governance Support Officer, Pam Jordan following the death of her father.

Moved (Paul Pope/Hoani Langsbury):

That the Board:

a) Notes the Chairperson’s Report.

b) Approves $50 for the purchase of flowers to be sent to Pam Jordan.

Motion carried (OPCB/2017/054)

9 Council Activities

Councillor Andrew Whiley provided a verbal update on Council activities and matters of interest, which included:

• The proposed Destination Dunedin Hearings

• Infrastructure Services review of speed limits (during construction works)

• Urban Cycleway links to the Peninsula

• Easter Trading Hours Hearings (to be held in October)

Moved (Paul Pope/Graham McArthur):

That the Board:

a) Notes the update from Councillor Whiley.

Motion carried (OPCB/2017/055)

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

The meeting concluded at 12.16 pm.

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

CHAIRPERSON

Otago Peninsula Community Board

28 September 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) Correspondence

c) Proposed Lease to the Macandrew Bay Boating Club Inc

d) Action List.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report.

b) Amends the Action List as appropriate.

Project Fund

2 $8,506.75 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
24 August 2017	$50.00	Flowers
Total	$1,493.25

Correspondence

3 A copy of a letter sent to residents in Harrington Point Road is attached for your information and discussion as Attachment A.

Proposed Lease to the Macandrew Bay Boating Club Inc

4 Parks and Recreation Services have advised that they are working towards granting a new lease to the Macandrew Bay Boating Club Inc noting that they manage their premises well, have sufficient funds with a membership of approximately 60 people.

Action List

5 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	Flooding along Harrington Point Road	26
b	Action List - Transport September 2017	29
c	Action List - Parks and Reserves	31

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	☐	☐	☒