Agenda of Waikouaiti Coast Community Board

Waikouaiti Coast Community Board

UNCONFIRMED MINUTES

Unconfirmed 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

PRESENT

Chairperson	Alasdair Morrison
Deputy Chairperson	Geraldine Tait
Members	Mark Brown	Mandy Mayhem-Bullock
	Cr Jim O'Malley	Richard Russell
	Rose Stringer-Wright

IN ATTENDANCE

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.

Motion

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 CONFIRMATION OF MINUTES

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.

Division

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..

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

CHAIRPERSON

Waikouaiti Coast Community Board

7 March 2018

Library Activity Report

Department: Arts and Culture

EXECUTIVE SUMMARY

1 This report provides a summary of the activities of the Dunedin Public Libraries for the period 1 July 2017 to 31 January 2018, with a focus on the activities of the Waikouaiti and Blueskin Bay Libraries and Service Centre.

RECOMMENDATIONS

That the Board:

a) Notes the Library Activity Report

BACKGROUND

2 Not applicable

DISCUSSION

Operational and Project Activities

Statistics

3 Total loans for the period 1 July 2017 to 31 January 2018 were 734,229 representing a decrease of 44,389 or 5.7% of loans compared to the same period in 2016/17. Decreased loans were recorded at all service locations except on the Bookbuses and at South Dunedin for which there is no previous year comparison. Borrowing from the Blueskin Bay and Waikouaiti Libraries was down by 8.5% and 11.1% respectively, with no particular factors contributing to the decrease in borrowing. Reduced borrowing from the City Library is the key component of the overall reduction in borrowing (down by 52,224 loans or 10.4%), and this in turn is related to reduced visitation to the City Library.

4 A total of 71,909 reference enquiries were received during this period representing a decrease of 6,852 enquiries or -8.7% compared to the same period in 2016/17. Decreased reference enquiries were recorded at the Waikouaiti Library (-33 enquiries or -2.3%) while the Blueskin Bay Library recorded an increase of 198 reference enquiries or 10.0%. A decrease in reference enquiries at the City Library (-9,824 or -18.7%) accounted for the majority of the overall decrease.

5 There were a total of 663,814 visits to libraries over this period representing a decrease of 10,696 visits or -1.6% compared to the same period in 2016/17. Decreased visits were recorded at the Waikouaiti Library (-2,521 or -12.3%) while the Blueskin Bay Library recorded an increase of 1,774 visits or 11.3%. with 834 visits during an extended opening on Election Day in October 2017.

Service Centres

6 Council Service Centre facilities have now been operational in the Waikouaiti and Blueskin Bay Libraries for over twelve months. Attachment A provides a summary of the range and level of transactions through the Service Centre in the period from 1 July 2017 to 31 January 2018 and a comparison with the same period in 2016/17.

7 A total of 167 Service Centre transactions were conducted at the Blueskin Bay Library, up by 26 transactions on the same period in 2016/17 while 248 Service Centre transactions were conducted at the Waikouaiti Library, up by 70 transactions on 2016/17.

Blueskin Bay Mural

8 The Dunedin Public Library Association (Friends of the Library) provided a grant of $1,500 for the development of a mural in the Children’s area of the Blueskin Bay Library by local artist Phillipa Crofskey. Work on the mural commenced in the September school holidays (30 September to 15 October 2017) and is now completed.

Blueskin History on Scattered Seeds

9 Local historical information from the Waitati and Blueskin Bay area is being added to the Libraries’ Scattered Seeds digital archive. Scattered Seeds was established using a grant from the Dunedin Lebanese community and is being developed as a source of local cultural heritage information.

Otago Polytechnic Portal at the Blueskin Bay Library

10 During April and May 2018, the Otago Polytechnic will be upgrading the two computers which it had placed in the Blueskin Bay Library to facilitate remote access to Polytechnic programmes. The Polytechnic will also be providing a printer and run a help desk session to assist students and the community with devices and basic computer skills.

Events

Knitting Group

11 A group of six adults with varying numbers of children are meeting regularly in the Waikouaiti Library on Friday nights to knit a rug for the Children’s area of the library.

Craig Smith – Wonky Donkey Man

12 Craig Smith, the Wonky-Donkey Man entertained a group of 33 adults and 44 children in the East Otago Events Centre in January 2018.

Summer Reading Programme

13 The 2017/18 Summer Reading Programme targeting primary school aged children was conducted across the Dunedin Public Libraries with 50 children from Waikouaiti and 40 children from Blueskin Bay participating in the programme. Apart from fostering and rewarding the enjoyment of reading, the Summer Reading Programme aims to support children’s reading abilities over the summer break.

Beeswax Honey Wraps

14 Fiona Clements ran an evening session at the Blueskin Bay Library on 17 October 2017 on how to make beeswax honey wraps. The session was attended by 10 people.

Library Information Session at Blueskin Bay Library

15 On Monday 27 November 2017, Library staff members Louise Booth and Emma Milburn presented an afternoon tea session on a range of different library services including home services, the Scattered Seeds digital archive, Book a Librarian service and Council Service Centre functions. The session proved very popular with 16 people attending and enjoying the session. Based on the success of this session, it is intended to run a quarterly afternoon tea session with invited speakers.

Storytime at Blueskin

16 During November 2017, Monday afternoon Storytime sessions were reintroduced at the Blueskin Bay Library with guest storytellers Mandy Mayhem and Monica Gilmore both local residents taking the first storytime.

Liaison

Outreach

17 Staff from the Waikouaiti Library visited the Karitane, Waikouaiti and Flag Swamp Schools over the reporting period to promote the library, read stories and encourage reading. Staff also visited the Big Steps Childcare Centre, with the Karitane School visiting the Waikouaiti Library once a month.

18 Staff from the Blueskin Bay Library continued to visit the Warrington School during the reporting period, with classes from the Waitati School visiting the Blueskin Bay Library on a regular basis.

OPTIONS

19 There are no options as this report is for information only.

NEXT STEPS

20 There are no next steps as this report is for information only.

Signatories

Author:

Bernie Hawke - Library Services Manager

Authoriser:

Nick Dixon - Group Manager Ara Toi

Simon Pickford - General Manager Community Services

Attachments

	Title	Page
a	Library and Service Centre Activity	26

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision/report/proposal relates to providing a public service and it is considered good-quality and cost-effective.

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	☐	☐	☒

The information in this report supports the Social Wellbeing Strategy by the role of libraries in promoting ‘Connected People’ and ‘Vibrant and Cohesive Communities’; the Economic development Strategy by providing library resources and services that support ‘Business Vitality’ and ‘Alliances for Innovation’ as well as providing the library collection resources and public programmes that support the Arts and Culture Strategy.

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 LTP, Annual Plan of Financial Strategy implications

Financial considerations

There are no financial implications

Significance

The matters raised in this report are considered low significance in terms of the Council’s Significance and Engagement Policy

Engagement – external

There has been no external engagement

Engagement - internal

There has been no internal engagement

Risks: Legal / Health and Safety etc.

There are no identified legal or health and safety risks

Conflict of Interest

There are no known conflicts of interest

Community Boards

The purpose of this report is to provide information to the Community Board

Waikouaiti Coast Community Board

7 March 2018

ATTACHMENT A: LIBRARY AND SERVICE CENTRE ACTIVITY

LIBRARY USAGE INDICATORS – 1 July 2017 to 31 January 2018

Library Usage Indicator

2016/17

2017/18

+/-

+/- %

Blueskin Bay Library

Issues

Reference Enquiries

Visits

13,788

1,976

15,761

12,616

2,174

17,535

-1,172

198

1,774

-8.5%

10.0%

11.3%

Bookbus

Issues

Reference Enquiries

Visits

52,843

11,266

38,641

53,136

11,826

39,099

293

560

458

0.6%

5.0%

1.2%

City Library

Issues

Reference Enquiries

Visits

501,827

52,523

469,656

449,603

42,699

451,639

-52,224

-9,824

-18,017

-10.4%

-18.7%

-3.8%

Mosgiel Library

Issues

Reference Enquiries

Visits

127,396

6,394

88,481

122,919

6,591

82,640

-4,477

197

-5,841

-3.5%

3.1%

-6.6%

Port Chalmers Library

Issues

Reference Enquiries

Visits

37,215

4,324

41,514

35,656

4,320

38,180

-1,559

-4

-3,334

-4.2%

-0.1%

-8.0%

South Dunedin Community Pop Up

Issues

Reference Enquiries

Visits

3,617

1,931

16,785

3,617

1,931

16,785

100%

Waikouaiti Library

Issues

Reference Enquiries

Visits

24,035

1,413

20,457

21,370

1,380

17,936

-2,665

-33

-2,521

-11.1%

-2.3%

-12.3%

Dunedin Public Libraries

Issues

Reference Enquiries

Visits

778,618

78,761

674,510

734,229

71,909

663,814

-44,389

-6,852

-10,696

-5.7%

-8.7%

-1.6%

SERVICE CENTRE ACTIVITY - 1 July 2017 to 31 January 2018

Service Centre Activity	2016/17	2017/18	+/-
BLUESKIN BAY SERVICE CENTRE
Animal Registration	17	21	4
Bokashi Buckets		2	2
Compost Zing	2	2
Debtors Receipt	2	1	-1
Dog Collars
Dog Kennel Licences
Dog Microchipping Fee
Dog Reg Selected Owner
Dogs SPCA Pound Fee
Impounded Dogs
Impounded Stock
Large Rubbish Bags	43	81	38
LIM Residential
Parking Tickets	13	2	-11
Rates	27	16	-11
Recycle Bins	3	4	1
Sale of Poo Bags
Small Rubbish Bags	32	36	4
Water Rates	2		-2
Yellow Bins		2	2

TOTAL	141	167	26

WAIKOUAITI SERVICE CENTRE
Animal Registration	16	34	18
Bokashi Buckets		2	2
Compost Zing
Debtors Receipt	2		-2
Dog Collars
Dog Kennel Licences		1	1
Dog Microchipping Fee
Dog Reg Selected Owner
Dogs SPCA Pound Fee
Impounded Dogs
Impounded Stock
Large Rubbish Bags	40	74	34
LIM Residential
Parking Tickets	12	9	-3
Rates	62	73	11
Recycle Bins	6	1	-5
Sale of Poo Bags
Small Rubbish Bags	36	41	5
Water Rates	3	11	8
Yellow Bins	1	2	1

TOTAL	178	248	70

Waikouaiti Coast Community Board

7 March 2018

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Waikouaiti Coast Community Board of activities relevant to the Board area including:

a) Project Fund

b) Truby King Recreation Reserve Committee

c) Incoming Correspondence

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Approves the Board volunteer for the Truby King Recreation Reserve Committee.

c) Approves the Board volunteer for the Blueskin Recreational Access Group.

Project Fund

2 $7,189.26 remains in the Project Fund taking into account expenditure on grants. The expenditure made so far this financial year is as follows:

Meeting Date	Amount	Recipient/Purpose
23 August 2017	$300.00	Progress of Waikouaiti – purchase a flag
27 September 2017	$612.74	Warrington School – Polyfest uniforms
27 September 2017	$650.00	Blueskin Youth & Community Amenities Association – purchase gravel and a tree
15 November 2017	$598.00	2018 Waitati Music Festival – Toilet Hire
31 January 2018	$650.00	Blueskin A&P Society – advertising costs
Total	$2810.74

Incoming Mail

3 Letter received from Paul Clements regarding the Waitati Market Day Parking Issue is Attachment A.

Truby King Recreation Reserve Committee

4 A request has been made for a Waikouaiti Coast Community Board member to volunteer to act as a liaison and attend the Truby King Recreation Reserve Committee meetings. The Board is asked to select a volunteer.

Blueskin Recreational Access Group

5 A request has been made for a Waikouaiti Coast Community Board member to volunteer to act as a liaison and attend the Blueskin Recreational Access Group meetings. The Board is asked to select a volunteer.

Signatories

Author:	Rebecca Murray - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
a	Letter from Paul Clements	34

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 are 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.

Waikouaiti Coast Community Board

7 March 2018

Board Updates

Department: Civic

EXECUTIVE SUMMARY

Board members to provide updates on activities including:

1 Keep Dunedin Beautiful (KDB)

Mandy Mayhem-Bullock (Board Representative) will provide a verbal update.

2 Waikouaiti Recycling Centre Project

Geraldine Tait will provide a verbal update.

3 Waikouaiti Plantation Replanting Project

Mark Brown will provide a verbal update.

4 Application Process Assistance

Richard Russell will provide a verbal update.

5 Assist Fund Recipients with Reporting Back

Rose Stringer-Wright will provide a verbal update.

RECOMMENDATIONS

That the Board:

a) Notes the report.

Chairperson's Report

Department: Civic

EXECUTIVE SUMMARY

A verbal report will be presented from the Chairperson at the meeting, which will include:

· DCC/WCCB/ORC involvement at the Blueskin Show on 8 April 2018.

· The Submission to Safe Roads.

RECOMMENDATIONS

That the Board:

a) Notes the report

Signatories

Author:

Rebecca Murray - Governance Support Officer

Council Activities

Councillor Jim O'Malley will provide an update on matters of interest to the Board.

	Title	Page
A	Minutes of Waikouaiti Coast Community Board meeting held on 31 January 2018	10

	Title	Page
a	Waikouaiti Coast Community Board Action List	19