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 5 July 2018, commencing at 10.00 am.

PRESENT

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

IN ATTENDANCE

Nicola Pinfold (Group Manager Community and Planning), Lydia Perkins (Fulton Hogan), Evan Matheson (Fulton Hogan), Josh Von Pein (Transport Delivery Manager), Rachael Eaton (Recreation Planning and Facilities Manager), Stephen Hogg (Assistant Parks and Recreation Planner) and Gareth Jones (Contracts Manager)

Governance Support Officer Jennifer Lapham

1 Opening

Paul Pope opened the meeting with a reflection.

2 Public Forum

There was no Public Forum.

3 Apologies

There were no apologies.

4 Confirmation of agenda

Moved (Christine Neill/Cr Andrew Whiley):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (OPCB/2018/030)

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/Graham McArthur):

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/2018/031)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 24 May 2018

Moved (Hoani Langsbury/Edna Stevenson):

That the Board:

Confirms the minutes of the Otago Peninsula Community Board meeting held on 24 May 2018 as a correct record.

Motion carried (OPCB/2018/032)

Part A Reports

7 Peninsula Connection Project

Lydia Perkins and Evan Matheson from Fulton Hogan updated the Board on progress to date and the current status of the Peninsula Connection Project.

They outlined the progress made, numbers of staff involved, hours spent on the job and volumes of materials used. It was noted that there had not been a lot of public comment or feedback as yet.

Comment was made about the speed at which contract trucks were travelling through the townships.

Moved (Chairperson Paul Pope/Graham McArthur):

That the Board:

a) Notes the report from Fulton Hogan.

Motion carried (OPCB/2018/033)

8 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.
	Parks and Recreation Tracks – Graham McArthur, Christine Neill and Paul Pope would meet with Gareth Jones to prioritise the tracks and determine a way forward. The Peninsula Tracks brochure was to be updated. It was hoped to develop a walking track from St Kilda to Portobello. Gorse on the Leith Track needed attention, as did the Hereweka Street to Hoopers Inlet track. Playground equipment – the slide at Latham Park was being installed and staff were aiming to have all upgrades completed by the end of July. Portobello Domain – although the building was now looking fresh and tidy it was hoped that the entrance way could be improved. Tomahawk School - Robert West would meet with the committee and determine a way forward. He would report formally at the next meeting on options for the building for discussion. It was considered that it would be useful for the Board and staff to make a site visit. Peninsula toilets – the Board would provide a priority list for new facilities and members were asked to convey these to the Chairperson. Te Rauone Reserve upgrade – Urban Design staff were developing the design concept based on feedback from the community drop in session. Barbecues at Macandrew Bay – Graham McArthur and Gareth Jones were to liaise and report back. Harbour recreational assets – creation of another boat ramp at Wellers Rock was to be added to the Action List. Freedom camping – a workshop had been held to review the recent tourist season and obtain feedback from Community Boards and Councillors. Data collected by Stephen Hogg had been analysed. If sites were selected, a local person should be employed to carry out cleaning and monitoring of behaviour etc. There was discussion on freedom camping and the various options. Cr Whiley suggested local golf clubs could use freedom camping as a revenue stream. Stephen Hogg would liaise with Graham McArthur about this matter and they would report back to the Board. Transport 878 Harington Point Road – work had been completed. Highcliff Road signage – Josh Von Pein and Christine Neill would sort out Pukehiki signage. Wellers Rock – the Chairperson would provide information regarding the boardwalk signage. Beaconsfield Road – there appeared to be no issue and this would be removed from the Action List. Bacon Street – there was constant dampness on the road past Oxley Crescent which continued to the end of the site of the Broad Bay slumping. Josh Von Pein would investigate. Papanui Road – part of the rock wall had crumbled and needed to be repaired. Undermining – the road was being undermined by the tide past the intersection where Cape Saunders Road met Papanui Inlet Road.
	Moved (Chairperson Paul Pope/Lox Kellas): That the Board: a) Notes the Governance Support Officer's Report. b) Amends the Action Lists as appropriate. Motion carried (OPCB/2018/034)

9 Working Parties/Board Area Liaison Updates

a) Keep Dunedin Beautiful

Graham McArthur advised that the John Noakes bus shelter mural restoration at Company Bay had been completed.

b) Rural Roads

This had been dealt with earlier in the meeting.

c) Business Directory

Paul Pope and Christine Neill were still to meet.

d) Emergency Response Plan

Lox Kellas would look at the plan that Board members had and would arrange any amendments necessary.

e) Members' Area Updates

Edna Stevenson provided an update on Te Rauone Beach. She noted that the boat ramp at Lewis Rock would need to be looked at. The Macandrew Bay Café had closed and she also understood that the pottery shop had closed. She asked whether the Board should try to promote interest in taking up the lease.

Christine Neill advised that the slip on Dickson's Hill had not yet been dealt with.

The rotating of trucks and trailers around the Back Bays route seemed to be working well. Allans Beach Road had potholes and needed grading.

The community recycling stations were working well and bottle bins were being filled and needed to be emptied every week. Instances of rubbish dumping had taken place in Camp Road, which the Council had been advised of.

Graham McArthur advised that the pontoon at Broad Bay was about to be removed for repair.

10 Chairperson's Report

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

a) Drainage issues in Macandrew Bay

This had been dealt with earlier in the meeting.

b) Track maintenance, Hereweka Track

This had been dealt with earlier in the meeting.

c) Tomahawk Beach

The Chairperson advised that he had written to the Chief Executive of the Otago Regional Council requesting details of the Tomahawk sand mining consent.

d) Bus issues

The Chairperson was pleased that the Otago Regional Council had finally agreed to make changes to bus services to suit school students, and these changes would be made over the next couple of months.

e) Playground upgrades

This had been dealt with earlier in the meeting.

Moved (Chairperson Paul Pope/Hoani Langsbury):

That the Board:

a) Notes the Chairperson's Report.

Motion carried (OPCB/2018/035)

11 Councillor's Update

Councillor Andrew Whiley provided an update on the following matters of interest:

· Adoption of Ten Year Plan

· Review of Easter Trading Bylaw

· Waste Futures 2023 and timing of Green Island landfill closure/potential new landfill

· Traffic and Parking Bylaw review and parking survey.

Moved (Chairperson Paul Pope/Lox Kellas):

That the Board:

a) Notes the report.

Motion carried (OPCB/2018/036)

12 Items for Consideration by the Chair
	There were no items notified.

The meeting concluded at 11.53 am.

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

CHAIRPERSON

Otago Peninsula Community Board

23 August 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) Update from Community Development and Events

c) Action Lists.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report.

b) Approves the expenditure of $75.00 on flowers.

c) Notes the Project Completion Form from the Macandrew Bay Playcentre.

d) Notes the update from Community Development and Events.

e) Amends the Action Lists as appropriate.

Project Fund

2 Expenditure of $75.00 has been made on flowers since the date of the last meeting, which requires the Board's approval.

3 A Project Completion Form has been received from the Macandrew Bay Playcentre (Attachment A).

Update from Community Development and Events

4 An update is provided from the Community Development and Events Team on recent key projects and activities. The Board may wish to consider how the Team's city-wide work and the various community initiatives supported could be promoted or integrated into its own activities.

5 The Community Development and Events team includes Community Development, Taskforce Green, Keep Dunedin Beautiful, Events (Masters Games, Civic and Community and Special Events).

6 Key areas of focus for the Community Development and Events Team within the past year are outlined below:

Housing

7 Community Development staff have supported the establishment of the Mayor's Taskforce for Housing. The Taskforce has met three times and is currently focusing on scoping emergency and social housing needs and opportunities; including central government funding and initiatives to address housing shortages. Affordable housing and improving healthy housing are also areas of future work for the Taskforce, which will provide its first recommendations to Council by December 2018.

Supporting Migrant and Refugee Settlement

8 Community Development staff have continued to support this area and are involved in the strategic Dunedin Refugee Steering Group, and Dunedin Migrant Sector Partnership as well as community-based Settlement Network, and various grass roots initiatives to make newcomers welcome.

9 Migrant groups have identified the importance of being welcomed and included within communities as vital to settling in well. Community Development staff are encouraging involvement in already established events and groups.

Supporting Place Based Community Groups

10 Establishing the Place Based Advisor role as permanent, was approved in the 10 Year Plan. An additional 0.5 FTE will also support this work and migrant and refugee resettlement. In addition, the first Place Based Community Grant round opened on 6 August and will close at the end of August. The Grant provides $300,000 per year during the next three years for place based groups.

Youth Vision

11 The Council recently agreed to act as the umbrella group for the Otepoti Youth Vision, in partnership with the Dunedin Youth Council (DYC) and Youth Action Committee (YAC). The Youth Vision was developed with information and input from youth and groups working with young people in the health, education, community, and justice sector. The Community Development Team will be working with the youth groups and stakeholders to implement the Youth Vision, including promotion and uptake of this within local communities.

Working with People with Disabilities

12 The Community Development Team supports the Disability Issues Advisory Group (DIAG) which provides advice to Council on matters relating to disability and feedback on challenges and opportunities to have a more accessible city.

Keep Dunedin Beautiful

13 Allison Wallace was appointed as the new Keep Dunedin Beautiful Coordinator in June and is keen to engage with communities across the city on clean ups and beautification work.

Festivals and Events Plan 2018 - 2023

14 The Council's new Festivals and Events Plan was approved in April 2018, and an implementation plan is being developed to support the six key action areas identified within the Plan.

Action Lists

15 An update on outstanding matters is provided in Attachments B and C.

Signatories

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

Attachments

	Title	Page
a	Macandrew Bay Playcentre Project Completion Form	20
b	Parks and Recreation Action List	21
c	Transport Action List	23

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.

Otago Peninsula Community Board

23 August 2018

Chairperson's Report

Department: Civic

EXECUTIVE SUMMARY

The Chair reports on the following matters:

I attended a meeting with DCC staff over the possibility of the development of a summer intern project looking at the Peninsula Tracks.

The Chair and Gareth Jones are now meeting monthly to discuss issues on the Otago Peninsula. Items discussed previously were:

· Temporary bins at Scott Hall for the summer season

· The maintenance of the plantings at Smaills Beach.

The Board should be aware that the DCC will need to shut off water during the road construction on the Peninsula Connection in October.

I attended the Otago Museum Strategic Planning Session.

The Otago Regional Council Navigation Bylaw closes on 20August 2018.

The Otago Regional Council Bus Consultation Process closes on 24 August 2018.

The Keep Dunedin Beautiful Awards had a number of Otago Peninsula residents and organisations present this year.

Items for addition to the Action List after discussion

· The rock outcrop opposite Pudding Island needs weed work and development as a feature

· Weed control on Hatchery Road

· Tree management on Highcliff Road - joint agency approach

· Carpark at Bacon Street

· Clean up for the gun emplacements - 6 October 2018

· McTaggart Street bush area.

Paul Pope

Chairperson

RECOMMENDATION

That the Board:

a) Notes the Chairperson's Report.

Signatories

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

Attachments

There are no attachments for this report.

	Title	Page
a	Minutes of Otago Peninsula Community Board meeting held on 5 July 2018	10

	Title	Page
a	Otago Peninsula Trust Funding Application, August 2018	27

	Title	Page
a	Scott Hall Committee Funding Application, August 2018	52