Waikouaiti Coast Community Board



Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the East Otago Events Centre, Main Road, Waikouaiti on Wednesday 31 January 2018, commencing at 5.30 pm





Alasdair Morrison


Deputy Chairperson

Geraldine Tait



Mark Brown

Mandy Mayhem-Bullock


Cr Jim O'Malley

Richard Russell


Rose Stringer-Wright





Bernie Hawke (Library Services Manager), Nick Dixon (Group Manager Ara Toi), Richard Saunders (Group Manager Transport), Robert West (Group Manager Parks and Recreation), Rachel Eaton (Recreation Planning & Facilities Manager), Kristy Rusher (Manager Legal) and

Tom Dyer (Group Manager 3 Waters)


Governance Support Officer      Sharon Bodeker



1       Public Forum

1.1    Blueskin Recreational Access Group


Nathan Parker and Mike Fay, Blueskin Recreational Access Group (BRAG) addressed the meeting about opening up ‘Unformed Legal Roads’ (ULR’s) in the Blueskin Bay area.  Current projects include Warrington Pou to Possom’s reef, Mopanui Whites Road and Possum’s Reef to Seacliff. 

BRAG asked the Board to notify the Council about its intentions to open up Blueskin ULR’s, notify adjacent land owners of ULR’s along Coast and Meadow roads, and assist resolving fence and obstruction issues from Meadow/Station road. 



1.2    Karitane Foreshore Erosion


Gary Offen, Dave Cooper and Max Cooper, spoke about the Karitane foreshore erosion.  They advised the sand spit at Karitane had not been maintained and with the reduction in the size of the spit, there was now a danger to the Karitane harbour and infrastructure.  The presenters requested that Council be asked to undertake work to reinstate the spit. 



1.3    Richard Taylor


Richard Taylor, addressed the meeting concerning exercising horses on the Waikouaiti Beach.

My Taylor advised that in recent times, fewer horses were trained on the beach. However he noted that there were more dogs on the beach, and uncontrolled dogs were a growing problem.  Mr Taylor commented that as horses had to be constrained on the beach, he believed so too should dogs.  In response to questions, Mr Taylor commented that identifying problem people and talking to them could be part of the resolution to this problem.





Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

Extend the time for the public forum.

Motion carried (WC/2018/001)



1.4    Dick Martin


Dick Martin addressed the meeting about unrepaired flood damage on Edinburgh Street in Waikouaiti.  He noted that there is a problem with road cones blowing over, and the lack of clear marking where there is a hazard.  Mr Martin commented that Council had advised that the area would not be fixed for another two months, and he believed this was not acceptable. 

Council staff advised of the effects of the July flood on the whole of the roading network and assured Mr Martin that repair works were programmed for completion. 



2       Apologies

There were no apologies.




3       Confirmation of agenda



Moved (Alasdair Morrison/Geraldine Tait):

That the Board:


Confirms the agenda without addition or alteration


Motion carried (WC/2018/002)



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.


The Chairperson (Alasdair Morrison) and Mark Brown declared an interest in the funding application from the Blueskin A & P Society and advised they would withdraw and leave the room for that item.



Moved (Alasdair Morrison/Mandy Mayhem-Bullock):

That the Board:


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

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

Motion carried (WC/2018/003)




5.1    Waikouaiti Coast Community Board meeting - 15 November 2017


Moved (Richard Russell/Cr Jim O'Malley):

That the Board:


Confirms the minutes of the Waikouaiti Coast Community Board meeting held on
15 November 2017 as a correct record.

Motion carried (WC/2018/004)

Part A Reports

6       Update from the local Police


The local Police representative scheduled to attend the meeting and provide an update on policing issues tendered his apologies as he was unable to attend. 



7       3 Waters Update


The Group Manager 3 Waters (Tom Dyer) provided a verbal update on the local restricted water supply scheme.  Council would undertake an education programme to inform the public about what they were required to have on their properties and how the scheme would work which would include the production of a flyer, and visiting properties.  It was noted that bylaws could be used to enforce action for those not prepared to install restrictors.  It was suggested that the education programme be broadened to include information about levels of storage (size of tank). 


Mr Dyer advised that the work on treatment plant design concepts at Seacliff was just beginning and that the Waitati reticulated system was not planned at this stage.




8       Parks and Recreation Update


The Group Manager Parks and Recreation (Robert West) and Recreation Planning & Facilities Manager (Rachael Eaton) provided a verbal update to the meeting.  They commented that work continued on the parks and reserves bylaws and consideration was being given to how the bylaws may be enforced.  Work on signage for relevant areas was in progress, along with a communications plan promoting the bylaws and the changes those would bring. 


The Manager Legal (Kristy Rusher) addressed a question about moving beach access points on maps.  She advised that those could be changed through resolution of Council, but noted that the mapped access points were not restrictive. 


In response to questions on night shooting, Ms Eaton advised that before the contractors went on site, they informed the Police, signage was put up on the reserves where rabbit shooting would take place and the Dunedin City Council also provided information on the shoot. 


Staff responded to questions on the use of Portaloos and freedom campers and advised that servicing of the toilets at the Warrington Domain had been increased.  They expected February to be an extremely busy month and security would be increased for Waitangi Day and the rest of February. 



9       Transport Update


The Group Manager Transport (Richard Saunders) provided a verbal presentation to address matters on the action list.  He advised that with the coming weather event, contractors would be monitoring at risk sites.  Contracting issues were not budgetary but rather lack of available contracting resource. 


Mr Saunders was advised of nasty undercutting of a road in the Karitane area. 



10     Allocation of the Community Board Fund


The report advised that the Board resolved to lay the attached "Allocation of the Community Board Fund" on the table at its meeting which was held on 15 November 2017.  It noted that the Board was required to uplift the report from the table to allow the Board to give consideration to it.


Moved (Alasdair Morrison/Richard Russell):

That the Board:

a)    Uplifts the Allocation of the Community Board Fund report.

 Motion carried (WC/2018/005)


Concerns were expressed around the level of detail required on the application form, particularly for smaller applications.  Applicants should not have to state how their activities may align with the Community Plan, but only how they will benefit the community. 




Moved (Alasdair Morrison/Cr Jim O'Malley):


That the Board:

a)    Adopts the discretionary funding application guide (including forms) on a trial basis with the inclusion of a simple explanatory form.


The Community Board voted by division:


For:          Alasdair Morrison, Richard Russell, Rose Stringer-Wright and   Cr Jim O'Malley (4).

Against:     Mark Brown, Geraldine Tait and Mandy Mayhem-Bullock (3).


The division was declared CARRIED by 4 votes to 3.


Motion carried (WC/2018/006)



Moved (Mandy Mayhem-Bullock/Rose Stringer-Wright):

That the Board:

b)    Allocates $8,000 for the purpose of awarding grants to community groups with the balance allocated to Board projects.

Motion carried (WC/2018/007)



Moved (Alasdair Morrison/Mandy Mayhem-Bullock):

That the Board:

c)    Appoints Richard Russell to the role of assisting groups to make applications and advising applicants of the Board’s decisions.

d)    Appoints Rose Stringer-Wright to the role of assisting groups to complete the reporting back to the Board.

Motion carried (WC/2018/008)


11     Funding Application


A funding application was received from the Blueskin A&P Society for $700.00 towards advertising costs for 2018 Show-day.

It was noted that $7,839.26 remained in the Project Fund of $10,000.00. 

Chairperson Alasdair Morrison and Mark Brown declared an interest in the item, withdrew and left the meeting at 7.52 pm.  Deputy Chairperson Geraldine Tait assumed the chair.


The Board noted the work of the Blueskin A&P Society, and that this annual show was the major fund raiser for the Society.



Moved (Mandy Mayhem-Bullock/Jim O'Malley):

That the Board:


a)     Approves a grant of $650.00 to the Blueskin A&P Society.

Motion carried (WC/2018/009)



Chairperson Alasdair Morrison and Mark Brown returned to the meeting at 8.11 pm.  Mr Morrison resumed the chair.


12     Governance Support Officer's Report


This report provided an update on activities relevant to the Board's area which included the current status of the Project Fund and Action List. 

There was an indepth discussion on the items on the Action List and it was agreed that the list be amended as appropriate.  It was agreed that each community board member would provide a list of places to go at times of an emergency, along with relevant phone numbers which would include the local numbers for police and fire. 


Moved (Alasdair Morrison/Jim O'Malley):

That the Board:


a)     Notes the Governance Support Officer’s Report;

b)     Amends the Action List as appropriate.

Motion carried (WC/2018/010)


13     Chairperson's Report


A verbal report from the Chairperson provided an update on matters of interest since the previous meeting which included:

·         Safe Roads – the Community Board would provide a submission about road safety issues in the local area by 3 March 2018.

·         10 Year Plan community engagement plan – Council had been asked to attend the A&P Society show to provide a presence on the plan.

The Chairperson acknowledged and thanked Bernie Hawke for his commitment to the Community Board over the years.



Moved (Alasdair Morrison/Geraldine Tait):

That the Board:


a)     Notes the report

Motion carried (WC/2018/011)


14     Board Updates


Board member Rose Stringer-Wright provided a verbal update on the Communication Strategy.



15     Council Activities


Councillor Jim O'Malley provided an update on matters of interest including the Freedom Camping Bylaw.


16     Items for consideration by the Chair


No items were noted for consideration by the Chair.




The meeting concluded at 9.15 p.m..