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 06 June 2018, commencing at 5.30 pm

PRESENT

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

IN ATTENDANCE

Graham McKerracher (Council Communications and Marketing Manager), Rob West (Group Manager Parks and Recreation), Amanda Reid (Consultant) and Richard Saunders (Group Manager Transport)

Governance Support Officer Jennifer Lapham

1 Public Forum

1.1 Public Forum - Lyn Bracegirdle

Lyn Bracegirdle and Ann Davison, both residents of Te Ngaru, spoke to the Board about the speed and dangerous driving of vehicles going through the township. After meeting with Council staff, the police and the board chairperson the 50 km signs were enlarged, however cars were still speeding through the township.

They advised that they would like the Boards support for the installation of speed humps. In response to a question Mrs Davison advised that she was not worried about the noise generated by speed humps as cars go over them.

1.2 Public Forum - West Harbour Arts Charitable Trust

Cr Hawkins withdrew from this item.

Mr Robert Scott spoke to the Board regarding the West Harbour Arts Charitable Trust funding application. He advised that the programme would be working with the Port Chalmers School for 8 – 10 days and would finish with a parade. All schools in the area have been invited to participate in the programme.

1.3 Public Forum - Robert Scott

Cr Hawkins withdrew from this item.

Robert Scott provided a report back on his grant for the production of 'The Journey'. He advised that he was able to produce the show in the manner he wanted and that a reasonable numbers of people attended the various venues.

1.4 Public Forum – Warrick Graham

Warrick Graham from the Ravensbourne Boating Club advised that he was trying to work with the Otago Regional Council (ORC)to sort out ownership of the land the club was situated on.

The ORC had issued an abatement notice and now the ORC representative would not respond to his e-mails or return calls.

He requested that the Board advocate on behalf of the Club to try and get the matter resolved and facilities restored prior to the start of the next season.

2 Apologies

An apology was received from Cr Hawkins for early departure.

Moved (Steve Walker/Jan Tucker):

That the Board:

Accepts the apology for early departure from Cr Hawkins.

Motion carried (WHCB/2018/027)

3 Confirmation of agenda

Moved (Steve Walker/Trevor Johnson):

That the Board:

Confirms the agenda with the following alterations:

· Item 13 to be taken after item 6

· Item 9 to be taken after item 10

Motion carried (WHCB/2018/028)

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 (Steve Walker/Aaron Hawkins):

That the Board:

a) Notes the Elected Members' Interest Register and

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

Motion carried (WHCB/2018/029)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 2 May 2018

Moved (Steve Walker/Francisca Griffin):

That the Board:

Confirms the minutes of the West Harbour Community Board meeting held on 2 May 2018 as a correct record.

Motion carried (WHCB/2018/030)

Part A Reports

6 Parks and Recreation Update
	Robert West (Group Manager Parks and Recreation) introduced Amanda Reid and advised that Ms Reid would be undertaking community consultation on the future of the Sims Building. Mr West also advised that the installation of the new toilet was progressing and hoped to have it installed by early spring. He advised that the Facilities and Contract Advisor, Peter McGrouther, was working with the yacht club regarding the floating pontoon.

13 Council Activities
	Cr Hawkins provided an update on the 10 Year Plan and the projects that had been included. He advised that the Mayors Taskforce for Housing had commenced and was giving priority to social housing and emergency. He also spoke on the District Energy Scheme.
	Moved (Jan Tucker/Francisca Griffin): That the Board: a) Note the report. Motion carried (WHCB/2018/031)

7 Governance Support Officers Report
	In a report the Governance Support Officer provided an update on matters of interest including: · Project Fund · Action List
	During the discussion Cr Hawkins and Ryan Jones left the meeting at 6.30 pm.
	Moved (Steve Walker/Trevor Johnson): That the Board: a) Notes the Governance Support Officers Report; b) Amends the Action List as appropriate Motion carried (WHCB/2018/032)

9 Speed Limit Aramoana Road

A discussion took place on the presentation at the public forum regarding the installation of speed humps at Te Ngaru. Consideration was given to the impact of the speed humps and any noise generated by them. Members also felt that the Aramoana community should be consulted.

During the discussion Ryan Jones returned to the meeting at 6.34 pm.

It was agreed that staff would report back on the possibility of installing temporary speed humps at Te Ngaru and options for consultation with the residents of Te Ngaru and Aramoana.

10 Road Maintenance
	Trevor Johnson raised the issue of the lack of road maintenance in Ravensbourne and Maia and showed a series of photos highlighting the issue. The Group Manager Transport advised that staff would follow up on concerns raised about the condition of roads within Ravensbourne and report back to the board at the next meeting with an outline of the programme to undertake any necessary repairs.
	Moved (Deputy Chairperson Trevor Johnson/Member Jan Tucker): That the Board: a) Ask the Council to undertake a thorough audit of Ravensbourne and Maia Roads and report back to the Board with an outline of the programme to undertake any necessary repairs. Motion carried (WHCB/2018/033)

8 Funding Applications
	Consideration was given to funding applications from the West Harbour Arts Charitable Trust, The Pioneer Opportunities & Resource Trust, Murray McGeorge Toy Library and St Leonards School.
	Moved (Steve Walker/Ange McErlane): That the Board: a) Approves the funding application for $500.00 for the West Harbour Arts Charitable Trust. Motion carried (WHCB/2018/034) with Trevor Johnson recording his vote against.
	Francisca Griffin and Ange McErlane withdrew from the meeting for the discussion on the Pioneer Opportunities & Resources Trust.
	Moved (Trevor Johnson/Ryan Jones): That the Board: b) Approves the funding application for $1,500.00 for the Pioneer Opportunities & Resources Trust. Motion carried (WHCB/2018/035)
	Jan Tucker left the meeting at 7.00 pm
	Moved (Ange McErlane/Trevor Johnson): That the Board: c) Approves the funding application for $800.00 for the Murray McGeorge Toy Library. Motion carried (WHCB/2018/036)
	Jan Tucker returned to the meeting at 7.02 pm. The Chairperson and Francisca Griffin withdrew from the meeting for the discussion on this item. The Deputy Chairperson took the Chair.
	Moved (Trevor Johnson/Jan Tucker): That the Board: d) Approves the funding application for $1,067.00 plus GST (1227.00) for the West Harbour Beautification Trust Motion carried (WHCB/2018/037)
	Moved (Deputy Chairperson Trevor Johnson/Member Ange McErlane): That the Board: e) Approves the funding application for $2,000.00 for the St Leonards School. Motion carried (WHCB/2018/038)

11 Board Representation and Areas of Responsibility

a) Port Environment Liaison Committee – Ange McErlane provided an update on the recent meeting.

b) Ravensdown Community Liaison Group – Trevor Johnson advised a meeting had been held on 15 May and they had received a copy of the Annual Environmental Report.

c) Keep Dunedin Beautiful – Jan Tucker advised that a new co-ordinator had been appointed.

d) Communications/Facebook – Ryan Jones commented that they had received a great response for the information on the shared path.

e) State Highway 88 Liaison Group – The Chairperson advised that this group was no longer required as advised at the workshop.

f) Funding Applications Report Back – Francisca Griffin advised that everything was up to date with the report back from Robert Scott in the public forum.

g) West Harbour Beautification Trust – Steve Walker commented that the next stage of the sycamore removal programme would commence in the near future.

h) Policing Issues – Jan Tucker advised there was nothing to report.

i) Vision Port Chalmers – Jan Tucker advised that a meeting had not been held.

j) Access Radio – Francisca Griffin commented that the first session had taken place and the next one is on Tuesday 12 June. It was suggested the comments could include the roading issues in Ravensbourne and Maia, sycamore removal project and funding applications that had been approved.

12 Chairperson's Report

The Chairperson provided an update on matters of interest including:

a) Shared Path Update – noted that this had been discussed earlier in the meeting.

b) Civil Defence Update – Paul Allen would attend the next meeting.

c) Dog Park Update – This was being progressed by the Council

d) Port Chalmers Toilet Update – noted this had been discussed during the meeting.

e) 2019/20 Community Plan – a draft will be circulated for discussion.

14 Notification of Items for Consideration by the Chairperson

Francisca Griffin advised that she will be presenting information for a proposed Community Board Project.

Trevor Johnson asked that parking issues at Ravensbourne be discussed at the August meeting.

The meeting concluded at 7.25 pm.

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C H A I R P E R S O N

West Harbour Community Board

11 July 2018

Part A Reports

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

· Rothesay News Advertisment

· Correspondence

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Renews its commitment to Rothesay News advertising for the next financial year at a cost of $116.70 per month.

c) Amends the Action List as appropriate

Project Fund

2 As this is the start of the new financial year, $10,000 is now available in the project fund. The fund for the 2017/2018 financial year was spent as follows:

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
6 June 2018	$1,500.00	Pioneer Opportunities & Resources Trust
	$800.00	Murray McGeorge Toy Library
	$1067.00	West Harbour Beautification Trust
	$2,000.00	St Leonards School
*Scholarship Fund*

30 August 2017	$250.00	Samuel Gradwell

Total	$8,778.57

Rothesay News Advertisement

3 As a new financial year has commenced, the Board may wish to reconfirm its commitment to its monthly expenditure of $116.70 for its Rothesay News advertisement.

4 Correspondence

A letter has been received from the Burkes St Leonards Boating Club. Refer Attachment A.

Action List

5 An update on outstanding matters is provided in Attachment B.

Signatories

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

Attachments

	Title	Page
a	Letter from Burkes St Leonards Boating Club	21
b	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	☐	☐	☒