Agenda of Otago Peninsula Community Board

Otago Peninsula Community Board

16 November 2017

ITEM TABLE OF CONTENTS PAGE

1 Opening 4

2 Public Forum 4

2.1 Jeannie Hayden - Funding Application 4

3 Apologies 4

4 Confirmation of Agenda 4

5 Declaration of Interest 5

6 Confirmation of Minutes 9

6.1 Otago Peninsula Community Board meeting - 28 September 2017 9

Part A Reports (Otago Peninsula Community Board has power to decide these matters)

7 Otago Regional Council 10

8 Funding Application 11

9 Scholarship Application 18

10 Te Rauone - Development as a Destination 26

11 Allocation of the Community Board Fund 27

12 Submission to the Remuneration Authority 38

13 Meeting Schedule 2018 57

14 Working Parties/Board Area Liaison Updates 59

15 Governance Support Officer's Report 60

16 Chairperson's Report 74

17 Councillor's Update 85

18 Items for Consideration by the Chair 86

Otago Peninsula Community Board

16 November 2017

Allocation of the Community Board Fund

Department: Civic and Legal

EXECUTIVE SUMMARY

1 Council has allocated Community Boards $10,000 each to distribute as the Board considers appropriate throughout the financial year. The project fund is used to financially support particular community projects, scholarships or grants to community groups.

2 The Council has recently had an audit of the business process for grants issued from the community board project fund and there are several recommendations to implement. We also need to review our grants criteria so that we are incorporating the advice of the Auditor General that have issued since the grants criteria were developed.

RECOMMENDATIONS

That the Board:

a) Adopts the community board discretionary funding application guide (including forms);

b) Allocates $[specify amount] for the purpose of awarding grants to community groups with the balance allocated to Board projects;

c) Appoints [Board Member] to the role of assisting groups to make applications and advising applicants of the Board's decision;

d) Appoints [Board Member] to the role of assisting groups to complete the reporting back to the Board.

BACKGROUND

3 The Council's auditors had reviewed the Community Board Grant Scheme and had made several recommendations. Community Board chairs had also workshopped the current funding forms and criteria.

DISCUSSION

4 The following areas of improvement in the administration of the community board grants were identified by the auditors:

· Criteria for issuing grants should be principle based and the same for each Community Board so that fairness in making grants was achieved;

· Implement a consistent system for checking the project is completed and/or grant funds have been used for the purpose they were issued;

· Grant criteria and decisions to make or decline applications should make reference to the Community Plan and the Council’s Community Outcomes;

· Specify that surplus funds must be returned to the board for re-distribution (this will be done by letter advising of the Board's decision).

5 Community Board Chairs workshopped how the application process could be improved and what they would like to see from the applications.

6 Key themes of the workshop were that while there needed to be some consistency between the Boards, there also needed to be flexibility for each Board to achieve the range of outcomes and priorities set out in their Community Plans. Groups should have an opportunity to explain on paper and (if they wish) in person, that their projects celebrated and contributed to the Board's community outcomes and the wider community. Another important goal of redesigning the process was to make the application process more inviting, and to offer assistance to groups so that they could put their "best foot forward" particularly if they rarely applied for funding.

7 The Community Board Funding – Application Guide (Attachment A) is the result of those discussions, and is presented to the board for consideration and comment.

OPTIONS

8 As this is an administrative report about the adoption of a policy, options and a summary of considerations are not presented.

NEXT STEPS

9 Once further comments from the Boards have been provided, the forms and guidelines will be updated and made available online and in hardcopy. It is anticipated the forms will be available for the next round of Community Board meetings.

Signatories

Author:

Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Draft DCC Community Board Funding Application	29

Otago Peninsula Community Board

16 November 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) Draft Local Food Charter

c) Gambling and TAB Venue Policy

d) City Gateway Sign – Brand Update Memorandum

e) Outwards Correspondence

f) Transport Update

g) Action Lists.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Decides whether to make a submission on the Gambling and TAB Venue Policy;

c) Decides whether to provide feedback on the Draft Local Food Charter;

d) Amends the Action List as appropriate.

Project Fund

2 $6,993.11 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
28 September 2017	$84.69	Christine Neill - Reimburse catering for Biodiversity Forum
28 September 2017	$940.00	Portobello Board Bay Play Centre – First aid training/supplies
28 September 2017	$500.00	Southern Heritage Trust – Printing brochures
Total	$3,006.89

Draft Local Food Charter - opportunity for feedback

3 Good Food Dunedin is a Dunedin City Council-led initiative, supported by individuals, communities, organisations and businesses who share a vision to transform Dunedin into a thriving and sustainable food city. As part of the project, we are working on developing a local food charter. A food charter is a statement of aspirational values and principles, which will guide future food policy and action planning in our city. The charter will be supported by an action plan, which will outline our goals and actions in detail.

4 We are currently seeking feedback on the content and direction of the draft, and would appreciate your input. Further information, the draft charter, and the online feedback form can be found here www.goodfooddunedin.com. The last day for comments is Friday 30 November.

5 If you have any questions please contact me on 474 3897 or Fraser Liggett, Economic Development Programme Manager, on 474 3332.

Gambling and TAB Venue Policy

6 The Dunedin City Council is reviewing its Gambling and TAB Venue Policy and would like to know what you think of the proposed changes. The proposed policy is to extend the sinking lid for non-casino gambling or ‘pokie’ machine venues and gambling machines, currently in place in South Dunedin, to the entire Dunedin district.

7 The purpose of the policy is to minimise the harm caused by gambling in Dunedin communities. The policy is required by law and must say whether new gambling venues will be allowed within the DCC area. If these are allowed, the policy must state where they can be located. The policy can also limit the number of electronic gambling machines at those locations. The Council must also decide if and when it will grant consent to gambling venues which want to relocate. This policy does not affect existing gambling venues.

8 While the Dunedin City Council must have a Gambling Venue Policy, the Department of Internal Affairs (DIA) is the licensing authority and is responsible for the granting or refusing of gambling licences.

9 More information and a feedback form are available at www.dunedin.govt.nz/gamblingvenues or by phoning 03 477 4000. Feedback closes at 5pm on 6 December 2017.

City Gateway Sign – Brand Update Memorandum

10 A Memorandum from Business Advisor, Enterprise Dunedin (Michael Harrison) regarding six boundary gateways signs is attached for the Board's information in Attachment A.

Correspondence Out

11 Attached is a copy of the letter sent to Keep Dunedin Beautiful thanking them for their contribution to the repair and replacement of the John Noakes mural in Company Bay is Attachment B.

Transport Update

12 The Group Manager Transport (Richard Saunders) has provided an update on the following:

Otakou Wharf – The pot hole which has been temporarily repaired has been programmed for permanent repair late November/early December.

Tomahawk Road from the overbridge going east – Staff have investigated the pros and cons relating the installation on centre lines and have advised that along this section there are residential properties on both sides, which means that parking on-street is likely here. By installing centre lines, cars passing parked vehicles would then need to cross the centre line. The width of the road is approx. 8m. Parking needs 2 m and an absolute minimum lane width of 3m each. The reason that other stretches of this road has a centreline is to ensure vehicles stay on the correct side through curves. The stretch in question is reasonably straight and therefore, a centreline is not deemed necessary. Additionally, installing centrelines is usually done on busier roads. We would also be interested in knowing where the request has come from, are we talking the majority of the community or single person comments and also the reasoning behind the request. We’re happy to assess the line markings and whether there is any warrant to install, but will need to know the above points and also need to make sure that the community board is aware of both the positives and negatives re. line markings.

Highcliff Road – The major slip repairs / road widening sites on Highcliff Rd will be resealed this season.

Reseal site 1 – Camp Rd to Seal Point Rd (including ‘two-car’ slip). (Attachment C).

Reseal site 2 – RP10, just before Sandymount Rd to Walking track to Hoopers. (including the RP10 slip repair site, Sandymount slip site and Seven Sisters widening) (Attachment D).

Highcliff Road Camera Signs - There is no approved “Camera” signs for pull off areas, however, we suggest that we a standard sign to indicate where is suitable for tourists to pull over. Below are some examples of the signs. Our team will need to assess where these signs could be installed (Attachment E.

Action List

13 An update on outstanding matters is provided in Attachments F and G.

Signatories

Author:	Rebecca Murray - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

Title

Page

City Gateway Sign - Brand Update Memorandum

Keep Dunedin Beautiful - John Noakes Mural Letter

Transport Update Reseal Site 1

Transport Update Reseal Site 2

Transport Update Pull Off Area Sign Examples

Action List Parks and Recreation

Action List Transport

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision 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	☐	☐	☒

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

This decision is considered low significance in terms of the Council's Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

Internal engagement has occurred with appropriate staff members.

Risks: Legal / Health and Safety etc.

There are no risks.

Conflict of Interest

There is no known conflicts of interest.

Community Boards

There are no implications for Community Boards except to provide information on activities in or relevant to the Board area.

Otago Peninsula Community Board

16 November 2017

Chairperson's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 A report from the Chairperson (Paul Pope) provides an update on issues raised with the Chair and matters not covered by other reports on the agenda.

School Buses

The recent public outcry over the loss of the school bus service has been averted by a temporary reprieve by the Otago Regional Council. The loss of the route was likely to cause significant hardship and the poor timing by the contractor was not helpful. It remains to be seen what service will be in place for 2018, but it’s a timely reminder to the Board to remind the community that we are very much in a “use it or lose it” situation.

Drainage Issues Otakou and Tidewater Drive

DCC Staff have made very good progress on this issue and it seems as though as solutions for both areas will be underway more quickly than thought. A meeting with the landowner at Tidewater Drive was useful and opened the lines of communication.

Biodiversity Forum

The recent Biodiversity Forum held by the Board at the Bowling Club was useful and informative with a range of issues and opportunities being raised. My thanks to Christine Neill for arranging the hospitality.

Otago Regional Council Biodiversity Strategy and Pest Management Plan

I spent the day attending the first phases of the consultation on these two pending plans with a wide range of people from agencies and the community. The launch of the Biodiversity Strategy is new ground for the ORC and a most welcome one. The Board will need to actively watch the progress of both plans and how they may affect the Peninsula.

Tomahawk Lagoon

The presence of an algal bloom has meant the area has had high levels of cyanobacteria. In 2016 and 2017 the Board submitted to the ORC on the need to manage this area better. The ORC have agreed and a public process will begin in 2018.

Business Directory

Just a reminder that Board members should be progressing this project as a group by April 2018

Emergency Response Plan

I have delegated this to Lox Kellas as project manager but I expect the Board to provide him with information on your own areas. Completion date for this project is April 2018.

Long Term Plan

The draft project plan is to be discussed and ratified by the Board today.

RECOMMENDATIONS

That the Board:

a) Notes the Chairperson’s Report.

Signatories

Author:	Rebecca Murray - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Tidewater Drive Drainage Plan	77
b	Harington Point Drainage Plan	78
c	Example Feedback Form for LTP	81

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

	Title	Page
a	Draft Submission Outline	39
b	Extract of Consultation Document	41

	Title	Page
a	Minutes of Otago Peninsula Community Board meeting held on 28 September 2017 (Under Separate Cover)

	Title	Page
a	Dunedin Wildlife Trust Funding Application	12

	Title	Page
a	Anne-Sophie Page Scholarship Application	19