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 24 May 2018, commencing at 10.05 am

PRESENT

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

IN ATTENDANCE

Richard Saunders (Group Manager Transport) and Robert West (Group Manager Parks and Recreation)

Governance Support Officer Pam Jordan

1 Opening

Edna Stevenson opened the meeting with a reflection.

2 Public Forum

There was no Public Forum.

3 Apologies

Moved (Chairperson Paul Pope/Christine Neill):

That the Board:

Accepts the apology from Lox Kellas.

Motion carried (OPCB/2018/022)

4 Confirmation of agenda

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

Confirms the agenda with the addition of the Wild Dunedin funding expenditure report to be considered as part of the Governance Support Officer's Report.

Motion carried (OPCB/2018/023)

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.

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

a) Notes 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/2018/024)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 19 April 2018

Moved (Chairperson Paul Pope/Graham McArthur):

That the Board:

Confirms the minutes of the Otago Peninsula Community Board meeting held on 19 April 2018 as a correct record.

Motion carried (OPCB/2018/025)

Part A Reports

7 Governance Support Officer's Report

The report informed the Otago Peninsula Community Board of activities relevant to the Board area including:

a) Project Fund

b) Action Lists.

The Board considered a report from Wild Dunedin on the expenditure of the $1,000.00 grant from the Board towards the visit of a group from "Backyard Kiwi" to participate in the 2018 Wild Dunedin Festival. Board members considered that this was a successful initiative and noted the session was well-attended and provided an interesting perspective.

Hoani Langsbury entered the meeting at 10.11 am.

The Chairperson suggested that the Board should make donations to local community groups from the remaining amount left in the Board's Project Fund for the current financial year.

There was discussion on local projects that would benefit from a Board donation.

Moved (Chairperson Paul Pope/Christine Neill):

That the Board:

Makes the following donations from its Project Fund:

Pukehiki Community Church Trust	$1,000.00
Tomahawk-Smaills Beachcare Trust	$250.00
Peninsula Playcentre	$250.00
Macandrew Bay Playcentre	$250.00
	$1,750.00

Motion carried (OPCB/2018/026)

Consideration was given to the Action Lists.

Parks and Recreation

The Group Manager Parks and Recreation commented on equipment purchase and his desire to have a more robust system in future for playground upgrades.

The Board was pleased to see that work had started on the Portobello Domain building.

The Chairperson asked for the subject of tracks to be left on the Action List and noted that he had spoken on these at the Ten Year Plan hearings.

There was discussion on how to re-engage with the community over the Tomahawk School.

Consideration was given to the best means of achieving additional public toilet facilities across the Peninsula. The Group Manager Parks and Recreation advised that staff were currently examining and prioritising requests for such assets across the city.

Plans for Te Rauone were now going to the consultation phase with a public workshop to be held at Ōtākou Marae.

Graham McArthur and Robert West were asked to investigate the costs of various types of barbecue for public use.

The freedom camping enforcement contract had been extended into the autumn as numbers of campers were still reasonably high. There was discussion on areas where people could camp and it was considered it might be useful to have a discussion with the Department of Conservation about camping and the portaloos they had installed at some sites. It was suggested that there was a lack of signage about camping on the Peninsula but the Group Manager commented that online information on the apps used by most freedom campers was very clear. He would pass on the feedback and staff would work to improve information at the end of the season. The Chairperson suggested working with the University's Tourism Department. He also considered that the Board's discussion should wait until after the post-season freedom camping review.

The Chairperson raised the matter of overhanging trees on Portobello Road and the need for a plan to deal with them, given the number of trucks using the road at present.

Transport

Highcliff Road signage would be completed prior to the next tourist season.

The General Manager Transport provided an update on Highcliff Road slip repairs.

The Peninsula Connection project was making good progress. Newsletters were being distributed in addition to weekly updates. There was discussion on the best means of distribution. The Chairperson advised that the updates could be distributed with the next Portobello newsletter. He had also spoken to Fulton Hogan about including specific information in the newsletter.

A meeting had been held with Portobello businesses and good feedback had been received, which the designers had taken on board, and they would deal with issues of traffic speed when entering the town.

The Policy Planner (Heritage) would be asked to look at interpretive signage for the boardwalk near Wellers Rock.

It had been established that a bus stop at Marne Street underneath the cliff would not be safe. The Chairperson commented on the presentation that had been made to the Otago Regional Council by residents the previous week, and the need to push for an alternative bus route.

A number of items on the list had been completed and would be deleted from the list. Other minor projects were awaiting the availability of contractors.

The Board wished to see a planting plan for the retaining wall at Broad Bay and the Chairperson also commented that weeds needed to be sprayed.

Edna Stevenson would follow up the emails received about Conway Street drainage. Richard Saunders would check with 3 Waters staff about design.

The Chairperson asked the Group Manager Transport to provide a paragraph about responsibility for vegetation overhanging roads and footpaths that he could include in the Portobello newsletter.

Hoani Langsbury was asked to deal with an issue of water in back yards at Ōtākou.

Christine Neill reported that a good job had been done regarding the Tidewater Drive drainage issue and it was agreed that she would liaise with staff over additional work that could be done to improve the situation.

It was suggested that a sandbag facility needed to be made available to residents for use during future severe weather incidents.

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

a) Notes the Governance Support Officer's Report;

b) Approves expenditure of $82.61 on flowers.

c) Notes the funding expenditure report from Wild Dunedin.

d) Amends the Action Lists as appropriate.

Motion carried (OPCB/2018/027)

8 Working Parties/Board Area Liaison Updates

a) Keep Dunedin Beautiful

Graham McArthur reported that work on painting the bus shelter was almost complete.

b) Rural Roads

Maintenance was being carried out. There was still some flooding in low-lying areas during rain.

c) Business Directory

Paul Pope and Christine Neill were still to meet about this.

d) Emergency Response Plan

Lox Kellas would deal with this following his return from leave.

e) Members' Area Updates

Edna Stevenson reported that parking was becoming an issue at the Macandrew Bay store as people going to the café and beach were parking on P5 spaces. The Group Manager Transport said that he would look at improving signage.

Board members and the local community were pleased about the development planned for Te Rauone Beach and Reserve.

Christine Neill observed that increased truck movements on the Back Bays roads did not seem to be causing too much inconvenience.

Hoani Langsbury noted that the Wellers Rock pothole and Tidewater Drive culvert had been dealt with.

Graham McArthur mentioned seal issues at Broad Bay, which the Group Manager Transport would convey to staff.

9 Chairperson's Report

A report from the Chairperson noted that since the last Otago Peninsula Community Board meeting a number of issues had attracted time and attention. He provided a verbal update on the following matters:

a) A letter to the Chief Executive of the ORC asking for further information on the sand mining at Tomahawk Beach

The Chairperson was of the view that this operation was not meeting the terms of the sand mining permit.

b) Otago Regional Council Bus Issues and the presentation of a petition.

A petition of 970 signatures had been presented to the Regional Council at a recent meeting. Many people were no longer using the bus service.

c) Portobello Ramp

This was part of the road widening project and design issues had been raised with the Group Manager Transport.

d) Long Term Plan Submission to the Otago Regional Council

The submission had been made and the Chairperson was of the view that the ORC had listened.

e) Portobello Road Vegetation

Overhanging trees were being dealt with.

f) Weather and Road Preparedness

Social media would be used to convey information during weather events.

g) Freedom Camping – Statistics

There was discussion on the statistics circulated. A season review was still to be held.

h) Emergency Response Planning

This was still to be done.

i) Issues around the Back Bays

This had been dealt with earlier.

j) Update of the Board's Community Plan

This needed to be carried out.

k) Updating of the Board's Scholarship Criteria

The Chairperson had reviewed the scholarship criteria and suggested two $500 scholarships be awarded annually and that Year 9-13 students should be eligible. Members were generally in agreement with this proposal.

l) Conway and Greenacres Street Flooding

This had been dealt with earlier.

m) Round the Boards Radio Show

Edna Stevenson would represent the Board on the next radio show and Christine Neill would do the July show.

n) Tomahawk School

This had been discussed earlier.

Christine Neill noted that nothing had yet been done about the slip near the top of Dicksons Hill.

Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:

a) Notes the Chairperson's Report.

b) Notes the letter to the Otago Regional Council on sand mining at Tomahawk Beach.

c) Approves the Board's Otago Regional Council Long Term Plan submission.

d) Approves the revised Board Scholarship criteria and adds the information to the Community Plan.

Motion carried (OPCB/2018/028)

10 Councillor's Update

Councillor Andrew Whiley provided an update on the recent Ten Year Plan Deliberations and the final rates rise of 7.8%. He also commented on an Economic Development meeting at which tourism statistics were presented.

Moved (Chairperson Paul Pope/Graham McArthur):

That the Board:

a) Notes the report.

Motion carried (OPCB/2018/029)

11 Items for Consideration by the Chair
	It was agreed that the annual morning tea with local tourism operators would be held on Wednesday, 5 September 2018 at 10.00 am. The Group Manager Transport would attend to talk about the Peninsula Connection project.

The meeting concluded at 12.00 noon.

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

CHAIRPERSON

Otago Peninsula Community Board

5 July 2018

Part A Reports

Peninsula Connection Project

Department: Civic

EXECUTIVE SUMMARY

1 Lydia Perkins from Fulton Hogan will be in attendance to update the Board on progress to date and the current status of the Peninsula Connection Project.

RECOMMENDATIONS

That the Board:

a) Notes the report from Fulton Hogan.

Signatories

Author:	Pam Jordan - Governance Support Officer
Authoriser:

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.

This decision/report/proposal relates to providing local infrastructure and it is considered good-quality and cost-effective.

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

This decision/report/proposal relates to providing a regulatory function 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	☐	☐	☐

Māori Impact Statement

Sustainability

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Financial considerations

Significance

Engagement – external

Engagement - internal

Risks: Legal / Health and Safety etc.

Conflict of Interest

Community Boards

Otago Peninsula Community Board

5 July 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) Amends the Action Lists as appropriate.

Project Fund

2 A new financial year has commenced so $10,000.00 is available to expend.

Action Lists

3 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	Parks and Recreation Action List	21
b	Transport Action List	24

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	☐	☐	☒