West Harbour Community Board



Confirmed 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





Steve Walker


Deputy Chairperson

Trevor Johnson



Francisca Griffin

Ryan Jones


Ange McErlane

Jan Tucker




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 Gradwell.

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


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


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