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 2 May 2018, commencing at 5.30 pm

PRESENT

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

IN ATTENDANCE

Graham Mckerracher (Council Communications and Marketing Manager), Louise van de Vlierd (Team Leader Visitor Centre), Lesley Marriott (Gigcity Project Coordinator), Anthony Deaker (Ara Toi project Coordinator), Merrin McCrory (Asset and Commercial Manager) and Graeme Hall (NZTA)

Governance Support Officer Jennifer Lapham

1 Public Forum

1.1 Public Forum -- Paul Henry and Bill Parsons

Paul Henry and Bill Parsons, spoke on behalf of the Port Chalmers Lions Club to the Board regarding the placement of a sun dial on the shared path at Maia to acknowledge the contribution made to the area by the defunct Ravensbourne Lions Club.

In response to a question they advised that they have spoken to the appropriate people and have received support for the project, which was fully funded.

They advised that they were seeking the Board's support for the project.

1.2 Public Forum - Lyn Bracegirdle

Lyn Bracegirdle, was unable to attend the meeting.

1.2 Public Forum – Graham Wall

Graham Wall spoke to the Board regarding the parking of buses during cruise ship visits. He advised that the buses were using Back Beach for parking and turning. He advised that this had created problems for people who park there and a number of people have had their vehicles hit by buses.

He queried why so many buses were needed and why they could not park somewhere else until they were needed. He asked that members who attended the cruise ship debrief raise this matter.

2 Apologies

Moved (Chairperson Steve Walker/Member Jan Tucker):

That the Board:

Accepts the apologies from Cr Aaron Hawkins and Ryan Jones.

Motion carried (WHCB/2018/015)

3 Confirmation of agenda

Moved (Deputy Chairperson Trevor Johnson/Chairperson Steve Walker):

That the Board:

Confirms the agenda with the addition of the item raised in the public forum regarding the sundial.

Motion carried (WHCB/2018/016)

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.

Moved (Chairperson Steve Walker/Deputy Chairperson Trevor Johnson):

That the Board:

a) Amends the Elected Members' Interest Register

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

Motion carried (WHCB/2018/017)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 14 March 2018

Moved (Chairperson Steve Walker/Deputy Chairperson Trevor Johnson):

That the Board:

Confirms the minutes of the West Harbour Community Board meeting held on 14 March 2018 as a correct record.

Motion carried (WHCB/2018/018)

Part A Reports

6 NZTA Update

Graeme Hall (System Manager Lower South Island) was in attendance to provide an update on State Highway 88 matters. He advised that the issue of the service covers at Ravensbourne should be resolved within the next week. Mr Hall also advised that 1.5 km of resealing would be undertaken, and that they had requests for a speed review at St Leonards and Maia.

In regards to the shared path he advised that they are waiting for confirmation of the next phase, which was the implementation phase, and were expecting the announcement within the next two weeks. Once the information had been received it was proposed to hold a workshop with the board.

7 Enterprise Dunedin Update

Enterprise Dunedin staff provided an update on Enterprise Dunedin activities, which included, Film Dunedin, GigCity and Rural Broadband.

Moved (Chairperson Steve Walker/Member Francisca Griffin):

That the Board:

a) Notes the Enterprise Dunedin April 2018 update.

Motion carried (WHCB/2018/019)

8 Funding Applications
	Consideration was given to funding applications from the Port Chalmers Kindergarten who applied for $360 towards the "Eco-Warriors Programme", the West Harbour Arts Charitable Trust applied for $500 towards the artist in residence programme and the Pioneer Opportunities & Resources Trust applied for $1500 towards maintenance of the Pioneer Hall.
	Moved (Chairperson Steve Walker/Member Jan Tucker): That the Board: a) Lay on the table the application from the Pioneer Opportunities & Resources Trust until the next meeting pending further information. Motion carried (WHCB/2018/020)
	Moved (Chairperson Steve Walker/Member Ange McErlane): That the Board: a) Approves the funding application for $360.00 for the Port Chalmers Kindergarten. Motion carried (WHCB/2018/021)
	Moved (Member Jan Tucker/Deputy Chairperson Trevor Johnson): That the Board: a) Defers consideration of the funding application from the West Harbour Arts Charitable Trust pending information regarding the schools that are involved in the programme. Motion carried (WHCB/2018/022)

9 Community Access Radio

Francisca Griffin advised that the Dunedin Community Boards were considering have a slot on the Otago Access Radio morning show. The cost for 12 Features is $239.98 including GST and group membership is $30 from 1 July 2018 – 30 June 2019.

Moved (Chairperson Steve Walker/Deputy Chairperson Trevor Johnson):

That the Board:

a) Agrees to participation in the Otago Access Radio morning show. Subject to at least four of the other Community Boards being involved; and

b Approves $270.00 towards this activity from the Project Fund

Motion carried (WHCB/2018/023)

10 Governance Support Officers Report
	In a report the Governance Support Office provided an update on activities relevant to the Board including the Project Fund and the Action List.
	Moved (Member Jan Tucker/Member Ange McErlane): That the Board: a) Send a message of sympathy and flowers to the Noone family. Motion carried (WHCB/2018/024)
	Moved (Chairperson Steve Walker/Member Jan Tucker): That the Board: a) Notes the Governance Support Officers Report; b) Amends the Action List as appropriate Motion carried (WHCB/2018/025)

11 Pride in Our Place

Jan Tucker advised that Hastings had developed a 'Pride in Our Place' programme and Mosgiel Taieri Community Board had also adopted it. She felt that it would be a good initiative to encourage residents to take care of the surroundings and to be proud of the area.

After discussion it was agreed that Jan Tucker would work on the proposal over the next few months with a view to undertaking a project in September.

12 Community Board Information Brochure

Jan Tucker and Ange McErlane tabled a draft brochure for the Board. They advised that the Brochure would raise the awareness of the Board and what it does in the community. It will also provide information on how people can contact the board and possible outreach sessions.

It was agreed that Jan Tucker and Ange McErlane would continue to develop the brochure and provide costings for the next meeting.

12 (a) Placement of Sundial Ravensbourne

A discussion took place on the matter raised in the public forum regarding the placement of a sundial on the shared path in Ravensbourne.

Moved (Chairperson Steve Walker/Member Francisca Griffin):

That the Board:

a) Support the placement of the sundial subject to the approval of the appropriate Council department.

Motion carried (WHCB/2018/026)

13 Board Representation and Areas of Responsibility

a) Port Environment Liaison Committee

Ange McErlane advised that a meeting was being held the following week.

b) Ravensdown Community Liaison Group

Trevor Johnson advised that a meeting was being held the following week.

c) Keep Dunedin Beautiful

The Chairperson advised that the Co-ordinator had resigned and a replacement would be appointed in due course.

d) Communications/Facebook

There was no report due to the absence of Ryan Jones

e) State Highway 88 Liaison Group

The Chairperson advised a meeting was being arranged.

f) Funding Applications Report Back

Francisca Griffin advised that there was nothing to report at this meeting.

g) West Harbour Beautification Trust

Steve Walker advised that Trees for Babies were being planted.

h) Policing Issues

Jan Tucker commented that there were no issues at this time.

i) Vision Port Chalmers

Jan Tucker advised that the Annual General Meeting had been held and Ange McErlane had been appointed as the Chairperson.

14 Chairperson's Report

The Chairperson provided an update on matters of interest including:

a) Public meeting for Aramoana Seawall work will be held late July as previously indicated.

b) New public toilet for Port Chalmers – the proposed designs had been sent to Board members.

c) Update on half pipe for skate park

Francisca Griffin had been liaising with the group to determine interest. It was noted the cost was estimated at $1400. Comment was also made that the Council may need to approve the project and that it would be useful to find out how many people were interested in using the facility.

d) Thanked Dunedin Rotary for the work they had undertaken on the Shared path and in particular the exercise equipment and plantings. It was noted that the opening had been held.

e) Potential dog park was sitting with Council.

15 Council Activities

	Due to the absence of the Councillor there was no update on Council activities.

16 Notification of Items for Consideration by the Chairperson

	Trevor Johnson asked that an item regarding road slumping and pot holes in Ravensbourne as a result of installation of broad band be added to the agenda. Trevor Johnson asked for an item on speed limits in Aramoana to be added to the agenda.

The meeting concluded at 7.15 pm.

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

C H A I R P E R S O N

West Harbour Community Board

6 June 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 $6,588.43 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
	$22.00	Community Award Function
	$60.87	Flowers
2 May 2018	$360.00	Port Chalmers Kindergarten
*Scholarship Fund*

30 August 2017	$250.00	Samuel Gradwell

Total	$3,411.57

Action List

3 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	23

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	☐	☐	☒

There is no contribution to the Strategic Framework.

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 is no known 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.

	Title	Page
a	Application from West Harbour Arts Charitable Trust	31
b	Application from Pioneer Opportunities & Resources Trust	36
c	Application from Murray McGeorge Toy Library	40
d	Application from West Harbour Beautification Trust	47
e	Application from St Leonards School	50

	Title	Page
A	Minutes of West Harbour Community Board meeting held on 2 May 2018	12