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 8 March 2018, commencing at 10.05 am

PRESENT

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

IN ATTENDANCE

Kristy Rusher (Chief Legal Officer), Robert West (Acting Group Manager Parks and Recreation), Aalbert Rebergen (Biodiversity Officer), Catherine Hosted (Volunteer Projects Facilitator) and Josh Von Pein (Transport Delivery Manager)

Governance Support Officer Pam Jordan

1 Opening

Paul Pope opened the meeting with a reflection.

2 Public Forum

2.1 Public Forum - Harington Point Community Society Inc

Jim Shanks, Project Convenor, Harington Point Community Society Inc, addressed the meeting concerning the group's application for funding to provide static water storage for firefighting purposes in the Te Rauone Beach area. He described the size, technical details and proposed location of the tanks and other matters such as security, signage and the like. He noted the need for the tanks, given how dry it had been over the summer season.

3 Apologies

An apology was received from Hoani Langsbury.

Moved (Chairperson Paul Pope/Christine Neill):

That the Board:

Accepts the apology from Hoani Langsbury.

Motion carried

4 Confirmation of agenda

Moved (Chairperson Paul Pope/Cr Andrew Whiley):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (OPCB/2018/007)

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.

Edna Stevenson advised that she was now President of the Portobello Library.

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

a) Amends the Elected Members' Interest Register attached as Attachment A of the report; and

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

Motion carried (OPCB/2018/008)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 1 February 2018

Moved (Chairperson Paul Pope/Lox Kellas):

That the Board:

Confirms the minutes of the Otago Peninsula Community Board meeting held on 1 February 2018 as a correct record.

Motion carried (OPCB/2018/009)

Part A Reports

7 Introduction to Sharon Bodeker - Team Leader Civic
	The Team Leader, Civic (Sharon Bodeker) was unable to be in attendance to update the Board on matters of interest.

8 Introduction to Group Manager, Parks and Recreation
	The Acting Group Manager, Parks and Recreation (Robert West) was in attendance to update the Board on matters of interest and respond to questions.
	Mr West commented on his role and staffing changes in the Parks and Recreation area. There was discussion on freedom camping, numbers of campers and enforcement issues. A request was made for a discussion with community board chairpersons following Easter regarding market research into freedom campers, where they came from and their ongoing destinations, and how much they spent in Dunedin. It was suggested that University interns could be used to carry out this research. The Chairperson noted that Dunedin had world class walking tracks but investment in their maintenance was needed, such as signage, stairs, boardwalks etc so they could be better used by the local community and visitors. He would provide the Group Manager with track audit information he had gathered. The Group Manager advised that he would not respond at the meeting to the matters raised by the Board, given that staff had a lot of work to do to put plans in place etc, but he would put together a priority list and come back to the Board.
	Moved (Lox Kellas/Graham McArthur): That the Acting Group Manager, Parks and Recreation: Reports back on prioritised Board issues. Motion carried (OPCB/2018/010)
	Other matters discussed included replacement of playground equipment and the procurement policy that had delayed this; the need for external maintenance and vermin control at the Portobello Domain building; the collection of information from the community about the former Tomahawk School buildings, and the need to discuss this with the Board and present the information to the community in a fair and equitable way in due course. Staff would also talk to all Boards about their public toilet requests and look at the matter city-wide. This would be discussed further at the next meeting and information would be conveyed to the General Manager in the meantime. A meeting had been held with the Chief Executive Officer, General Manager Infrastructure and Networks, Acting Group Manager Parks and Recreation, Cr Whiley and the Chairperson on the Te Rauone Reserve and a letter would be provided to the Te Rauone Beach Coast Care Committee committing the Council to an upgrade of the reserve over a period of around three years to help the community with its dealings with Port Otago. There was also discussion on the possibility of installing barbecues at Macandrew Bay; the Macandrew Bay Beach and harbour assets report to be circulated and discussed at the next meeting; and trimming of vegetation needed by the Otago Peninsula sign at the Andersons Bay Causeway. Staff were thanked for dealing with wilding pines at Grassy Point and arranging for overhanging roadside vegetation to be cut back.

9 Update on Predator Free Dunedin/Pest Control, Volunteer Programme, Ecological Contract and Tracks

Aalbert Rebergen (Biodiversity Officer) and Catherine Hosted (Volunteer Projects Facilitator) were in attendance to update the Board on Predator Free Dunedin/pest control, the volunteer programme, the ecological contract (weeds/re-vegetation) and tracks. Matters discussed included:

· Management of contracts, including weeds, plantings and DCC tracks (although not Peninsula tracks).

· Work with volunteer groups.

· An update was provided on pest control.

· Contractors had carried out work on the Paradise and Buskin Tracks etc.

· Concerns were expressed about Portobello Road weed control.

· The District Track was not used often as it was inaccessible and there was no parking nearby and the question was asked whether it should be continued to be maintained.

· The Chairperson suggested that a global standard was needed for vegetation management on roadsides so that road repairs did not cause weed problems, as at the Broad Bay slip. There had been a planting plan but this site was now covered with gorse and broom.

· The "war on weeds" programme taking place all over Dunedin, including some sites on the Peninsula, and working bees held with volunteers.

· The possibility of a three day track around the Peninsula.

· The Council had a tracks brochure, which was also available online. The question was asked whether a separate brochure was needed for the Peninsula.

10 Governance Support Officer's Report
	The report updated the Otago Peninsula Community Board on activities relevant to the Board area including: a) Project Fund b) Action Lists.
	The Transport Delivery Manager (Josh Von Pein) was in attendance to update the Board on various items and respond to questions from Board members. Matters discussed included: · Peninsula Connection project contract, which would be awarded shortly, and the timing for the project. A short workshop meeting between the Board and Council staff was suggested to take place before the work commenced. · The need for signs for pull-over areas, that already existed as a New Zealand standard. · The need for action on Wellers Rock, as well as the cycleway, in particular the moving of barriers. · An interpretive sign for the boardwalk near Wellers Rock, which was a condition of the resource consent, and also signage to prevent tourists from driving on the boardwalk. · Drainage at Back Bays, corrugations upwards from Papanui Inlet, the need for proactive drainage upgrading along Weir Road and the damage to stone walls at the boatshed. It was suggested that future-proofing of Back Bays roads should be a topic for the next agenda. · The need to look at footpaths across the Board area. · Bus stop near Bayfield High School. · 770 Harington Point Road had been resolved and was to be deleted from the Action List. · 50 km/h signs were needed at Coronation Hall and Beaconsfield Road. · The Chairperson suggested that Transport and Parks staff should discuss maintenance issues. · The Chairperson would raise funding issues relating to the Macandrew Bay car park and Macandrew Bay seal with the Group Manager Transport. · The poor condition of seal in the Portobello/Back Bays area and the need for re-seal prior to the road widening taking place. · Drainage in the area Irvine Road to Vauxhall, which was a constant issue in high rain events, as well as the area around the bottom of the District Track.
	Moved (Chairperson Paul Pope/Graham McArthur): That the Board: a) Notes the Governance Support Officer's Report; b) Amends the Action Lists as appropriate. Motion carried (OPCB/2018/011)

11 Funding Application - Harington Point Community Society Inc

A funding application had been received from the Harington Point Community Society Inc to provide static water storage for firefighting purposes in the Te Rauone Beach area.

Moved (Lox Kellas/Christine Neill):

That the Board:

a) Grants the funding application from the Harington Point Community Society Inc for $3,000.00 to provide static water storage for firefighting purposes in the Te Rauone Beach area.

Motion carried (OPCB/2018/012)

12 Working Parties/Board Area Liaison Updates

a) Keep Dunedin Beautiful - it was reported that an artist was going to start the John Noakes mural shortly.

b) Rural Roads – this had been discussed earlier in the meeting.

c) Business Directory – Paul Pope and Christine Neill had yet to meet about this.

d) Emergency Response Plan – Lox Kellas would provide copies of the Civil Defence aide memoire documents to those members who did not have them. In turn, members would provide comments for the update of the document to Lox Kellas.

e) Members' Area Updates – issues mentioned included:

· Broad Bay Yacht Club update

· Recycling at the Highcliff Road site

· Potholes on Allans Beach Road

· A blocked culvert on Allans Beach Road between Sheppard Road and Cape Saunders Road

· Sand replenishment at Macandrew Bay, which was now being done to a regular schedule

· A meeting on school bus services being held at Macandrew Bay that evening.

13 Chairperson's Report

A report from the Chairperson (Paul Pope) advised that since the last meeting there had been a number of issues that had attracted time and attention. The Chairperson provided an update on issues raised and matters not covered by other reports on the agenda including:

i. Cyclone Gita and how the Otago Peninsula area had coped well with the recent bad weather.

ii. Otago Access Radio – a proposal had been received to have a community board radio slot for the Otago Peninsula Community Board and other Boards from around the city.

iii. Civil Defence – a meeting with Paul Allan to discuss the Board's emergency response plan.

iv. Te Rauone – a meeting with DCC Chief Executive Sue Bidrose.

v. Ten Year Plan – the Board needed to discuss its submission and confirmed the Macandrew Bay Hall as the venue for a drop-in session.

vi. Community Clinics – Board members were asked to look at the dates for community clinics for the remainder of the year.

vii. Tomahawk Lagoon consultation process with the ORC.

viii. The filming of an advertisement for Lloyds Bank at Tomahawk Beach.

ix. Buses – further correspondence on the bus issues facing school children in the Board area.

a) Notice of public meeting re school buses on 8 March 2018.

b) Letter re pedestrian safety and bus stops for Bayfield High School students from Kjesten Nilsson.

It was noted that temporary arrangements may be put in place by the Otago Regional Council. There was discussion on possible changes to the bus route and timetable to achieve what was wanted.

x. Facebook – the Chairperson commented on social media becoming a proven success for the Board in its efforts to communicate with people in the Peninsula area, including the number of Facebook users and its reach.

Moved (Chairperson Paul Pope/Christine Neill):

That the Board:

a) Notes the Chairperson's Report.

b) Spends $240.00 annually from the Project Fund for 12 slots (and replays) on Otago Access Radio.

Motion carried (OPCB/2018/013)

14 Councillor's Update

Councillor Andrew Whiley provided an update on matters of interest to the Board which included:

a) The Council's Ten Year Plan which had been adopted for consultation.

b) Major items dealt with at recent Standing Committee meetings.

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

a) Notes the report.

Motion carried (OPCB/2018/014)

15 Items for Consideration by the Chair

It was noted that the following items would be dealt with at the next meeting:

· Scholarship criteria

· Criteria for funding of newsletter.

The meeting concluded at 12.39 pm.

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

CHAIRPERSON

Otago Peninsula Community Board

19 April 2018

Part A Reports

Enterprise Dunedin Update

Department: Enterprise Dunedin

EXECUTIVE SUMMARY

1 Enterprise Dunedin have been invited by Community Board Chairs to attend the April round of Community Board meetings.

2 Staff will provide updates on Enterprise Dunedin activity including film, GigCity and Rural Broadband

RECOMMENDATIONS

That the Board:

a) Notes the Enterprise Dunedin April 2018 update.

DISCUSSION

3 The intention is to provide Community Boards with an update on Enterprise Dunedin activities and projects under the 2013-23 Economic Development Strategy as well discuss any ideas and feedback which board members may have.

4 The Economic Development Programme Manager will be in attendance along with Enterprise Dunedin coordinators:

a) Film Dunedin activities;

b) Rural Broadband Initiative & GigCity Dunedin

Signatories

Author:	Lesley Marriott - GigCity Project Coordinator
Authoriser:	Fraser Liggett - Economic Development Programme Manager

Attachments

There are no attachments for this report.

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision/report/proposal 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

Sustainability

As an update, 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

Engagement – external

There has been no external engagement.

Engagement - internal

There has been no internal engagement.

Risks: Legal / Health and Safety etc.

No risks have been identified.

Conflict of Interest

There is no conflict 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

19 April 2018

Governance Support Officer's Report

Department: Civic

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) Action Lists.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report;

b) Approves the expenditure of $190.00 (including GST) on an Anzac Day wreath.

c) Amends the Action Lists as appropriate.

Project Fund

2 $2,613.80 remains in the Project Fund taking into account expenditure on grants and scholarships.

3 The Council has traditionally supplied one wreath for Anzac Day services on the Otago Peninsula. In recent years the Board requested wreaths to be supplied for both the Portobello and Macandrew Bay commemorations and agreed to fund the cost of the second wreath ($190.00 including GST). This expenditure needs confirmation.

4 Expenditure was also approved at the last meeting on a Community Board slot on Otago Access Radio, however it is unclear whether any of this expenditure will fall into the current financial year.

5 The following 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 Broad Bay Play Centre – First aid training/supplies
28 September 2017	$500.00	Southern Heritage Trust – Printing brochures
16 November 2017	$78.26	Flowers
16 November 2017	$1,000.00	Dunedin Wildlife Trust – Wild Dunedin Festival 2018
16 November 2017	$100.00	Anne-Sophie Page, Scholarship, travel to Sub-Antarctic islands
8 March 2018	$3,000.00	Harington Point Community Society Inc – water storage tanks for firefighting purposes
8 March 2018	$240.00 pa	Otago Access Radio – Community Board slot (NB not included in total as all expenditure may not fall into this financial year)
19 April 2018 (TBC)	$190.00	Anzac Day wreath
Total	$7,386.20

Action Lists

6 An update on outstanding matters is provided in Attachments A and B.

Signatories

Author:	Pam Jordan - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
a	Action List Transport	22
b	Action List Parks and Recreation	25

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.

	Title	Page
a	Letter of Support for ECOTAGO Charitable Trust	31
b	Letter of Support for Tomahawk-Smaills Beachcare Trust	32

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

	Title	Page
a	Otago Peninsula Community Board Register of Interest as at 11 April 2018	7

	Title	Page
A	Minutes of Otago Peninsula Community Board meeting held on 8 March 2018	10