Otago Peninsula Community Board



Minutes of an ordinary meeting of the Otago Peninsula Community Board held in the Portobello Bowling Club, Sherwood Street, Portobello on Thursday 23 August 2018, commencing at 10.00 am





Paul Pope


Deputy Chairperson

Hoani Langsbury



Lox Kellas

Graham McArthur


Christine Neill

Edna Stevenson


Cr Andrew Whiley





Richard Saunders (Group Manager Transport), Lydia Perkins (Fulton Hogan), Winston Smith (Fulton Hogan), Gareth Jones (Parks and Cemetery Manager), Rachael Eaton (Recreation Planning and Facilities Manager) and Amanda Reid (Engagement Co-ordinator)


Governance Support Officer       Rebecca Murray



1       Opening

Graham McArthur 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 (Lox Kellas/Edna Stevenson):

That the Board:


Confirms the agenda without addition or alteration.


Motion carried (OPCB/2018/037)



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 (Cr Andrew Whiley/Christine Neill):

That the Board:


a)     Notes the Elected Members' Interest Register.

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

Motion carried (OPCB/2018/038)


6       Confirmation of Minutes

6.1    Otago Peninsula Community Board meeting - 5 July 2018


Moved (Lox Kellas/Graham McArthur):

That the Board:


Confirms the minutes of the Otago Peninsula Community Board meeting held on 5 July 2018 as a correct record.


Motion carried (OPCB/2018/039)


Part A Reports

7       Peninsula Connection Project


Lydia Perkins and Winston Smith from Fulton Hogan were in attendance and updated the Board on progress to date and the current status of the Peninsula Connection Project.

They outlined progress made, such as the stone wall bypass being 50% completed and that the bulk earth works were now completed in the widening areas.

It was noted there would be water shutdowns during the next school holidays in early October to upgrade the fire hydrant piping.  Notices would be going out around this process.  It was also advised that there had been thefts from the trucks and trailers, and the possibility of diesel thefts also. 

At the 5 September 2018 meeting with tourism operators Fulton Hogan would be in attendance to discuss the upcoming cruise ship season. 


Moved (Chairperson Paul Pope/Edna Stevenson):

That the Board:


a)     Notes the report from Fulton Hogan.

Motion carried (OPCB/2018/040)


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)     Update from Community Development and Events

c)     Action Lists.

Parks and Recreation

Peninsula Tracks – Aalbert Rebergen, Paul Pope and Gareth Jones met to discuss having an intern for projects which would include Peninsula projects such as tracks signage.  The intern could be full time for around three months. 

Playground Equipment – this was installed and ready to be signed off, with the project almost completed.

Tomahawk School – Amanda Reid would be assisting with the plan for this project.  Between now and October the Board may visit the facilities to be updated on the project commencing in October.

Peninsula Toilets – the priority list from Paul Pope was Tomahawk, Sandfly Bay, Taiaroa Head, Portobello (signage), standalone toilets at Portobello Hall (outside the Hall), Sandymount, Macandrew Bay area and upgrade of Broad Bay.  Gareth Jones advised condition assessment would be completed within the next few weeks.

Te Rauone Reserve Upgrade – the next working party meeting would be held shortly, and depending on feedback there could be another drop in session in mid-September.

BBQ at Macandrew Bay – Graham McArthur would liaise with Gareth Jones and report back to the next meeting.

Harbour Recreational Assets – Gareth Jones would research and come back to the Board on any updates on the Broad Bay pontoon refurbishment.  Parks staff would liaise with Lox Kellas over commercial operators.

Freedom Camping – as the new season was approaching, it was time to discuss the security contract in October.  Fulton Hogan needed to be advised of this to ensure correct information was advised.  Richard Saunders advised that discussions had taken place with Fulton Hogan prior to the project commencing.  A site assessment tool had been developed to identify additional sites around the city (a pop up facility).

Overhanging trees, Portobello Road – there was a critical issue with overhanging macrocarpa trees, and this caused issues with trucks and buses.  The Board would like to see progress with this before the tourist season started.  Gareth Jones, Andrew Kennelly and Paul Pope would drive around and assess the areas needing addressing.

McTaggart Street Bush – issues had been raised by the Yellow-eyed Penguin Trust relating to the management plan for this (possum, weeds etc were an issue).  Staff would come back in October about the contract.

Portobello Boat Ramp – this would be discussed through the road connection


Highcliff Road –there would be a plan circulated ahead of the next meeting to advise of possible pull-over sign locations. 

Peninsula Connection Project – the Board had received the general update earlier in the meeting and was happy with the progress.  Work was ahead of schedule.  The project would provide a new shed over land rather than water, then the next issue was the ramps.  There was already consent for a ramp beside the pontoon, this just needed to be constructed.  Another concern was lack of parking in that space.  Discussions were needed around whether this was an appropriate place to have an open ramp.  Feedback from the Board was required.  It was suggested there was potential for the trailers to be parked at the local park, and managed in the same way as Macandrew Bay, which had good signage. 

Wellers Rock – this was on hold due to a resource issue.  A report may be put together with Board and Rūnanga input to be presented to Council.

Sealing of the Macandrew Bay Yacht Club Car Park – the maintenance team was looking at this.  The only reason for holding off at this stage was that this site may be used as a truck turning bay, but the large holes would be attended to.

Condition of Seal at Hatchery Road behind Shop – this was programmed for the end of September, weather permitting.

38 Marion Street – flooding issues were to be added to the Action List.  A resident had sent a letter to the Chief Executive Officer.

Back Bay Roads – when it rained the road turned to mud.  The road itself was in good condition and dried out quickly.

Tidewater Drive/Otakou Drainage Issues – Lox Kellas and Paul Pope would meet with Hamish again.  Otakou needed some tidy up work completed.

Highcliff Road Trees – a request had been received from the Hereweka Harbour Cone Trust.  Contact would be made to Richard Saunders at some stage.

Macandrew Bay Store Parking – line marking for 5 minute parks would be carried out.

Street Lighting at Harington Point Road – lighting would go in existing areas only, unless there was consultation with the Community Board and community consultation, or it involved new subdivisions.

Southdale Road – culverting etc was needed, and gradual improvement and monitoring was required.


Moved (Chairperson Paul Pope/Edna Stevenson):

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.

Motion carried (OPCB/2018/041)


9       Funding Application - Otago Peninsula Trust


A funding application had been received from the Otago Peninsula Trust for the Glenfalloch Night Garden project to be held in late September.

Hoani Langsbury declared a conflict of interest and stepped aside from the discussion.


Moved (Christine Neill/Edna Stevenson):

That the Board:


a)         Grants the funding application from the Otago Peninsula Trust for $600.00 for the Glenfalloch Night Garden project for the school art work materials and $248.40 for the sound system equipment, as per the quote provided.

Motion carried (OPCB/2018/042)


10     Funding Application - Scott Hall Committee


A funding application had been received from the Scott Hall Committee for a new oven for the hall's kitchen.


Moved (Deputy Chairperson Hoani Langsbury/Lox Kellas):

That the Board:


a)     Grants the funding application from the Scott Hall Committee for $1,500.00 for a new oven for the Scott Hall.

Motion carried (OPCB/2018/043)


11     Working Parties/Board Area Liaison Updates


Keep Dunedin Beautiful

Graham McArthur attended the last meeting.  An upcoming event would be Clean Up Week, 10-16 September.  An initiative would be based on the Town Belt, but it was suggested that the Board could initiate something, in particular with the amount of rubbish along the roadside.  Richard Saunders advised that roadside rubbish should be advised to Transport as this was part of a contract.  If it was in a gully etc, then that should be community based.  The Keep Dunedin Beautiful Co-ordinator had advised that Keep Dunedin Beautiful were keen to do a clean-up at Harington Point on 6 October. 


Rural Roads

This had been dealt with earlier in the meeting.


Business Directory

Christine Neill and Paul Pope met recently and Paul advised that Christine had done a wonderful job with this.


Emergency Response Plan

Two key things were to assess the plan, SIMS process, and practice afterwards.  Information from Lox Kellas had been supplied to go into the database.  A desktop exercise would be held with the Coastguard.  Lox will let the Board know when this was happening.


Members' Area Updates  

Hoani Langsbury asked whether the Council was still involved with rural broadband.  It was advised that Harwood would have fibre by 2020, announced by Chorus earlier in the year.  An update was requested from Chorus and Lesley Marriott, who would finish in September.  A new drain had been laid along the front of Otakou.  Above all the new pipes, someone had planted trees, and there was concern around this. 


Christine Neill advised that the rubbish dumped on Camp Road had been removed, and the resident sent an email advising what a fabulous job that had been done.  She was currently organising the meeting with local tourism operators and was expecting around 25 to attend.  Fulton Hogan would also attend to provide an update. 


12     Chairperson's Report


A report from the Chairperson advised the following matters of interest to the Board:


The Chair 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 were 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 would need to shut off water during the road construction on the Peninsula Connection in October.


The Chair attended the Otago Museum Strategic Planning Session.


Submission on the Otago Regional Council Navigation Bylaw closed on 20 August 2018.


Submissions on the Otago Regional Council Bus Consultation Process closed 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 needed 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.



Moved (Deputy Chairperson Hoani Langsbury/Christine Neill):

That the Board:


a)     Notes the Chairperson's Report.

Motion carried (OPCB/2018/044)


13     Councillor's Update


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

·    LED lights – the Council was now looking at 3000k rather than 4000k

·    Cycleway along Portsmouth Drive

·    The bridge over the Leith was underway

·    Capital renewals




Moved (Chairperson Paul Pope/Lox Kellas):

That the Board:


a)     Notes the report.

Motion carried (OPCB/2018/045)


14     Items for Consideration by the Chair


There were no items notified.




The meeting concluded at 12.02 pm.