Agenda of West Harbour Community Board

West Harbour Community Board

UNCONFIRMED 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 07 February 2018, commencing at 5.30 pm

PRESENT

Chairperson	Steve Walker
Deputy Chairperson	Trevor Johnson
Members	Francisca Griffin	Ryan Jones
	Ange McErlane	Jan Tucker

IN ATTENDANCE

Richard Saunders (Group Manager Transport), Rob West (Group Manager Parks and Recreation), Dan Windwood (Policy Planner Heritage), Jane Nevill (Senior Policy Analyst).

Governance Support Officer Jennifer Lapham

1 Public Forum

1.1 Sarah Latta

Sarah Latta, spoke to the Board regarding her scholarship application. She advised that she had been accepted in the New Zealand Black Stars to attend the world championship of Performing Arts in Los Angeles and attended a number of workshops and competitions. She advised that during the event she had won an industry medal and received a $20,000 scholarship to study performing arts.

1.2 Robert Scott - Funding Application

Robert Scott spoke to his funding application for assistance towards a musical performance featuring local writings about people emigrating from Scotland to Dunedin. He advised that he had lived in the West Harbour area for 23 years. He had commissioned a play to be written by local writers. The play will be performed in March at the Muso's Club and he was also hoping to do a performance at the Pioneer Hall.

1.3 Claire Carey – Aramoana Road and Sea Walls

Claire Carey spoke to the Board about the Aramoana Road and Seawall which had been damaged and eroded by the King Tide and storm of last July and worsened by the rain event on Thursday 1 February 2018.

Ms Carey advised that in order to resolve the issues two things need to happen, firstly the seawall and the road elevation must be lifted to a more uniform height, above the highest tide levels and secondly the should accept that their company, Port Otago, has moral and financial responsibility for activities around the harbour. She suggested that the Otago Regional Council should provide a mitigation fund to protect and remedy the harbour environs . She suggested that the Board work with the Otago Peninsula Community Board to lobby the Regional Council

1.4 Vicky Wilson – Aramoana Charitable Trust

Ms Wilson advised that the Trust was working with the Parks and Recreation planner to prepare the concession application to the Department of Conversation, which the trust will review prior to it being lodged.

2 Apologies

Moved (Steve Walker/Trevor Johnson):

That the Board:

Accepts the apology from Cr Aaron Hawkins.

Motion carried (WHCB/2018/001)

3 Confirmation of agenda

Moved (Steve Walker/Francisca Griffin):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (WHCB/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.

Francisca Griffin advised that she would withdraw from the discussion on the funding application as she knew the applicant.

Moved (Steve Walker/Trevor Johnson):

That the Board:

a) Notes the Elected Members' Interest Register.

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

Motion carried (WHCB/2018/003)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 22 November 2017

Moved (Steve Walker/Ryan Jones):

That the Board:

Confirms the public part of the minutes of the West Harbour Community Board meeting held on 22 November 2017 as a correct record.

Motion carried (WHCB/2018/004)

Part A Reports

6 10 Year Plan Community Engagement
	The Senior Policy Analyst, Jane Nevill, gave an update on the proposed community engagement for the 10 Year Plan. She advised that each Community Board would be provided with a resource pack to assist with consultation in their communities. She also advised that the process for people speaking to Council had changed and it was intended to run this during the community engagement process.

7 Heritage Buildings
	The Policy Planner (Heritage), Dan Windwood, spoke to the Board about his role on Council and how the heritage fund works. He explained that the 10 Year Plan includes proposed changes to the fund. He advised that he was happy to meet with building owners in the West Harbour area to discuss any issues they may have.

8 Parks and Recreation Update
	The Acting Group Manager Parks and Recreation, Robert West, introduced himself to the Board and gave an overview of his role. Mr West provided an update on the Sims Building and advised he had also spoken to members of the community. He advised that he was seeking a report on the costs of how to move forward. The report will include costs, for demolition, restoration and putting a temporary roof back on the Building. He hoped to receive this report within 8 weeks. Mr West advised that in relation to the slip at Ravensbourne a Geotech report had been commissioned.

9 Transport Update

The Group Manager Transport, Richard Saunders, provided an update on matters of interest including:

· Aramoana Road and rising sea levels – he advised that the issues on Aramoana Road will now be treated as one incident and a 1km stretch of road will be repaired by the end of June.

· Dust Suppression – this was not undertaken prior Christmas but would be occurring of the next few weeks. He noted a different method of suppression was being used.

· Road Surface Manapouri Street – the maintenance team are aware of the issues and is programming repairs.

10 Application for Funding
	Francisca Griffin withdrew from the meeting for this item. The Board at the meeting held on 22 November requested additional information regarding the application from Robert Scott. The Board noted that Mr Scott was in attendance at the public forum and had clarified the questions that they had, in regards to the relevance to the West Harbour area.
	Moved (Jan Tucker/Ange McErlane): That the Board: a) Approve a grant of $350 towards the production of The Journey by Mr Robert Scott. Motion carried (WHCB/2018/005)

11 Governance Support Officer's Report
	In a report from the Governance Support Officer, an update was provided on matters of interest including: · Project Fund · Housing New Zealand · Action List

	Moved (Steve Walker/Ryan Jones): That the Board: a) Notes the Governance Support Officer's Report; b) Amends the Action List as appropriate Motion carried (WHCB/2018/006)

12 Board Representation and Areas of Responsibility

a) Port Environment Liaison Committee

Ange McErlane provided and update and advised that the Port Company was still looking for somewhere to put the fill from the Flagstaff Hill excavation.

b) Ravensdown Community Liaison Group

Trevor Johnston advised that a meeting was held prior to Christmas. The event to mark the memorial had been held and was successful.

c) Keep Dunedin Beautiful

Steve Walker advised that the meeting had been postponed.

d) Communications/Facebook

Ryan Jones advised that it had been quiet over the holiday period, but had proved useful during the recent flooding event.

e) State Highway 88 Liaison Group

Steve Walker advised that a meeting had not yet been held.

f) Funding Applications Report Back

Francisca Griffin said that she had received a report back from the Museum and would be getting in touch with Samuel Grady.

g) West Harbour Beautification Trust

Steve Walker advised that stage 3 of the sycamore removal will commence and go all the way to St Leonards.

h) Policing Issues

Jan Tucker advised that the Police Officer had been on leave, but there had been some issues relating to cruise ships that had been dealt with.

i) Vision Port Chalmers

Ange McErlane commented that 5 extra banners had been put up.

13 Chairperson's Report
	The Chairperson provided an update on matters dealt with since the last meeting and other matters to be considered. · Civil Defence Update – he had meet with Paul Allen and the Board would be receiving training in due course. · Shared Path – The application had been submitted. · Community Awards – The event would be held in the Rolfe Room on 28 February at 2 pm.
	Moved (Ryan Jones/Trevor Johnson): That the Board: a) Allocate $300 towards catering and other expenses for the Community Awards function. Motion carried (WHCB/2018/007)
	Moved (Steve Walker/Jan Tucker): That the Board: a) Notes the Chairperson's Report. Motion carried (WHCB/2018/008)

14 Notification of Items for Consideration by the Chairperson
	There were no items notified.

Resolution to exclude the public

Moved (Steve Walker/Trevor Johnson):

That the Board:

Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:

General subject of the matter to be considered

Reasons for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Reason for Confidentiality

C1 West Harbour Community Board meeting - 22 November 2017 - Public Excluded

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987, and the particular interest or interests protected by Section 6 or Section 7 of that Act, or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above after each item.

Motion carried (WHCB/2018/009)

The meeting went into non-public at 7.13 pm

West Harbour Community Board

14 March 2018

Part A Reports

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 services to the West Harbour community through the Port Chalmers Library 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 Port Chalmers Library was down by 1,559 loans or 4.2%, 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. Reference enquiries at the Port Chalmers Library were comparable to the same period in 2016/17 (down only 4 enquiries or 0.1%). 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. During the period, visits to the Port Chalmers Library decreased by 3,334 visits or 8.0%, with no particular factors impacting this trend.

Service Centres

6 A total of 768 transactions were conducted at the Port Chalmers Library Service Centre, representing a decrease of 148 transactions on the same period in 2016/17. Key changes were a reduction in the payment of Rates, Animal Registrations, Parking Tickets payments and the purchase of Small Rubbish Bags, while sales of Large Rubbish Bags increased.

Port Chalmers Library and Service Centre – Building

7 Updates on building related work include:

· The Council Property Services department is currently working with subcontractors and suppliers for the repair of the drainage issue and carpet replacement in the Port Chalmers Library and Service Centre. A firm timeline was not available at the time of preparing this report, but a verbal update will be provided at the meeting, if available.

· A ‘Smart Chute’ book return unit connected to the radio frequency technology system was installed at the Port Chalmers Library and Service Centre in late 2017 and is now operational. The chute provides a secure all hours returns facility with items automatically discharged from the customer borrowing record when returned.

· Street parking availability outside the Port Chalmers Library and Service Centre has improved following extensions to Shed A by Port Otago which has created more parking spaces for tourist operators alongside their facility.

Port Chalmers Library and Service Centre – Events and Programmes

8 The following events and activities were undertaken at the Port Chalmers Library:

· In 2017 Preschool Storytime sessions were held every Tuesday morning and Thursday afternoon, but to make the sessions more accessible to the community, the sessions have been changed to Monday at 10.30am and on Thursday afternoon to a later time of 3.30pm.

· Children’s Book Club is held on the first Monday of each month and continues to be popular. This programme will be run again in 2018.

· Craig Smith, alias the Wonky Donkey Man, performed to over 100 adults and children in the Chalmers Lounge on 25 January 2018.

· Adult Book Share is held on the first Wednesday of the month in the Port Chalmers Library. The Book Share Group celebrated the end of the year with lunch at The Galley Café in Port Chalmers.

· The Port Chalmers Library and Service Centre was involved in the planning and as a venue for the 2017 Dunedin Heritage Festival with extended opening hours on Saturday 21 October. Dunedin City Council Archivists were on site to answer questions about local properties, stilt walkers gave out programmes up and down the street and the Scottish Society kept everyone entertained with their lively musical performances.

· Lego Club is held on the last Thursday and Friday of the month, and continues to be popular. This programme will be continued in 2018, with Lego available during the School Holidays as a children’s activity.

· A Justice of the Peace Service is available in the Port Chalmers Library every Monday from 10am to 12pm

· Staff visited Port Chalmers Kindergarten and St Leonards Play Centre during the reporting period.

· Bulk loans to the local schools continued throughout 2017. The teachers were very happy with the resources we provided and our first loan for 2018 went out to Port Chalmers School in mid-February 2018.

OPTIONS

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

NEXT STEPS

10 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	23

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

West Harbour Community Board

14 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	+/-
PORT CHALMERS SERVICE CENTRE
Animal Registration	209	117	-92
Blue Bins		4	4
Bokashi Buckets (15 litre)	1	1
Bokashi Buckets (10 litre)	1		-1
Compost Zing	6	7	1
Debtors Receipt	8	6	-2
Dog Collars
Dog Kennel Licences		2	2
Dog Microchipping Fee
Dog Reg Selected Owner		1	1
Dogs SPCA Pound Fee
Impounded Dogs
Impounded Stock
Large Rubbish Bags	127	151	24
LIM Residential		1	1
Parking Tickets	100	46	-54
Rates	294	271	-23
Recycle Bins	11	11
Refuse Bags
Refuse Recycling	1		-1
Refuse PC Tip Revn Commercial
Refuse PC Tip Revn Domestic
Rolfe Room Booking	18	20	2
Sale of Poo Bags	1	3	2
Small Rubbish Bags	126	110	-16
Water Rates	8	9	1
Yellow Bins		3	3

TOTAL	911	763	-148

West Harbour Community Board

14 March 2018

Governance Support Officers Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the West Harbour Community Board of activities relevant to the Board area including:

· Project Fund

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Amends the Action List as appropriate

Project Fund

2 $7,031.30 remains in the Project Fund. The following grants/scholarships/other expenditure has been made so far this financial year:

Meeting Date	Amount	Recipient
*Project Fund*

30 August 2017	$1,000.00	Harbour City Dunedin Heritage Festival
30 August 2017	$1,283.70	Rothesay News Contribution
7 February 2018	$350.00	Robert Scott, The Journey
7 February 2018	$85.00	Catering for award function

*Scholarship Fund*

30 August 2017	$250.00	Samuel Gradwell

Total	$2,968.70

Action List

2 An update on outstanding matters is provided in Attachment A.

Signatories

Author:	Jenny Lapham - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
a	Action List	29

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	☐	☐	☒