Agenda of West Harbour Community Board

Notice of Meeting:

I hereby give notice that an ordinary meeting of the West Harbour Community Board will be held on:

Date: Wednesday 29 August 2018

Time: 5.30 pm

Venue: Rolfe Room, Port Chalmers Town Hall, Port Chalmers

Sue Bidrose

Chief Executive Officer

West Harbour Community Board

PUBLIC AGENDA

MEMBERSHIP

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

Senior Officer Graham McKerracher, Council Communications and Marketing Manager

Governance Support Officer Jenny Lapham

Jenny Lapham

Governance Support Officer

Telephone: 03 477 4000

jenny.lapham@dcc.govt.nz

www.dunedin.govt.nz

Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.

West Harbour Community Board

MINUTES

Minutes of an ordinary meeting of the West Harbour Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 11 July 2018, commencing at 5.30 pm

PRESENT

Chairperson	Steve Walker
Members	Francisca Griffin	Cr Aaron Hawkins
	Ryan Jones	Ange McErlane

IN ATTENDANCE

Graham McKerracher (Communications and Marketing Manager), Robert West (Group Manager Parks and Recreation) and David Bainbridge (Property Manager)

Governance Support Officer Jennifer Lapham

1 Public Forum

a) Stu Neill advised that he lived at Hall Road, Sawyers Bay and was concerned about the state of the road. He commented that Chorus had created pot holes in the road and these had not been fixed. He had raised this with a Councillor who had visited the area and advised they would arrange for them to be fixed. To date no progress had been made.

He also advised that he had received a letter regarding the installation of road humps at the Sawyers Bay roundabout. He was concerned that this would create difficulties for heavy traffic as the roundabout was designed so they could travel over it. He felt the better option would be to make the area a school zone and put in speed restrictions.

2 Apologies

Moved (Steve Walker/Aaron Hawkins):

That the Board:

Accepts the apologies from Jan Tucker and Deputy Chairperson Trevor Johnson.

Motion carried (WHCB/2018/039)

3 Confirmation of agenda

Moved (Steve Walker/Aaron Hawkins):

That the Board:

Confirms the agenda with the addition of a Civil Defence update.

Motion carried (WHCB/2018/040)

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/2018/041)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 6 June 2018

Moved (Steve Walker/Ange McErlane):

That the Board:

Confirms the public part of the minutes of the West Harbour Community Board meeting held on 6 June 2018 as a correct record.

Motion carried (WHCB/2018/042)

Part A Reports

5.2 Civil Defence Update

The Emergency Management Officer, Paul Allen, was in attendance and provided an update on community preparedness. He advised that they were setting up community response groups and he is currently engaged with Aramoana. It is intended to develop one for the West Harbour and another for the Purakanui, Long Beach, Osborne area.

He advised that he would liaise with the Board in setting up the plans, and members should start to think about resources in each area, and any vulnerable communities.

6 Governance Support Officers Report
	In a report the Governance Support Officer provided an update on matters of interest including: · Project Fund · Rothesay News advertisement · Correspondence · Action List
	The Chairperson and Ange McErlane withdrew from the discussion on the Rothesay News advertisement.
	Moved (Ryan Jones/Francisca Griffin): That the Board: a) Renews its commitment to Rothesay News advertising for the next financial year at a cost of $116.70 per month. Motion carried (WHCB/2018/043)
	Discussion took place on the letter received from the Burkes St Leonards Boating Club for a toilet to be placed St Leonards. The Group Manager Parks and Recreation advised that the department was undertaking a review of all public toilets to set a priority for maintenance and replacement. It was agreed that the matter would be placed on the action list.
	Moved (Cr Aaron Hawkins/Francisca Griffin): That the Board: a) Notes the Governance Support Officers Report; d) Amends the Action List as appropriate Motion carried (WHCB/2018/044)

7 Albertson Avenue/Wickliffe Terrace Road Reserve
	Francisca Griffin advised that she had been discussing with the Parks and Recreation department the possibility of rehabilitating the Albertson Avenue/Wickliffe Terrace Road Reserve to a more ‘natural’ state. It is intended to keep the trees clear of overhead lines, and create a habitat for native birds and plan some community amenity fruit trees on the lower bank. Discussion took place on the project noting that the Parks and Recreation Department would need to be involved.
	Moved (Steve Walker/Ange McErlane): That the Board: a) Supports the rehabilitating of the Albertson Avenue/Wickliffe Terrace Road Reserve as a Board project. b) Allocates up to $1600 for the project. Motion carried (WHCB/2018/045)

8 Board Representation and Areas of Responsibility
	a) Port Environment Liaison Committee – Ange McErlane advised that at the last meeting of the Committee representative from Marshall Day spoke to the members regarding the noise monitors and the possibility of changing the sites to monitor areas that were not well covered. b) Ravensdown Community Liaison Group No report due to the absence of the Board’s representative. c) Keep Dunedin Beautiful Steve Walker advised that Alison Wallace had been appointed as the new co-ordinator d) Communications/Facebook Ryan Johns advised that there was nothing new to report. e) Funding Applications Report Back There had not been any report backs. f) West Harbour Beautification Trust Steve Walker advised that the project was continuing. g) Policing Issues No report due to the members absence h) Vision Port Chalmers i) No report due to the members absence j) Access Radio Francisca Griffin advised that there are two sessions prior the next meeting. It was agreed that Ryan Jones would attend the next week and topics for discussion would include the proposed project at Albertson Avenue.


9 Chairperson's Report
	The Chairperson will provide an update on matters of interest including: · Dion Ombler Story Board at ‘Dions Place’ The Chairperson advised that Dion Ombler had cleared an area at Te Ngaru and it had been suggested that a story board be placed at the area acknowledging his efforts. It was agreed that the Board would progress this as a Community Project and report back with options and costs. · Free Food Pantry A suggestion had been made to start a free food pantry in the area. It was agreed that Francisca would investigate the option and report back. · Mural Strategy He had been approached regarding mural’s in Port Chalmers and the possibility of developing a mural strategy. It was agreed that the Chairperson and Ward Councillor would discuss the option and talk to the Street Art Trust. · Dumped Vehicles That complaints had been received regarding dumped vehicles in St Leonards. The owners had been contacted and ask to move them. · Ravensbourne Boat Club He had spoken to the Otago Regional Council and they had suggested he talk to the Dunedin City Council. The Group Manager Parks and Recreation had agreed to meet with the Club to understand what, if anything, the Council could do.

10 Council Activities
	Cr Hawkins will provide an update on matters of interest including the 10 Year Plan which had been completed, the consultation on the Easter Trading Bylaw, the 2GP, various submissions the Council had made, the hospital rebuild and the allocations by the Grants Subcommittee.

10a Sims Building Update

The Group Manager Parks and Recreation (Robert West) and the Property Manager (David Bainbridge) provided an updated on the consultation over the Sims Building.

11 Notification of Items for Consideration by the Chairperson

	There were no items notified.

The meeting concluded at 6.27 pm.

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

C H A I R P E R S O N

West Harbour Community Board

29 August 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

· Roading/Footpath Maintenance – Ravensbourne

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Amends the Action List as appropriate

Project Fund

2 $8,160.02 remains in the Project Fund. The following grants/scholarships/other expenditure has been made so to date this financial year:

Meeting Date	Amount	Recipient
*Project Fund*
11 July 2019	$1,600.00	Albertson Avenue/Wickliffe Terrace Road Reserve Beautification Project
August 2018	$239.98	Hills Radio (Community Access Programme)

*Scholarship Fund*



Total	$1,839.98

Roading/Footpath maintenance – Ravensbourne

3 The Group Manage Transport advises as follows:

4 At the 6 June Community Board meeting staff were requested to review the condition of roads and footpaths in Ravensbourne and report back to the board.

5 There are approximately 70 items currently identified and programmed for repair in Ravensbourne. These items include everything identified by contractors and staff during routine inspections, and in response to calls from the public.

6 Routine inspections to identify safety related issues such as potholes and missing signs are carried out monthly. The purpose of these inspections is to identify anything that could constitute a danger to the road user. The inspections are supplemented by calls received through the customer service line and any site visits undertaken by the DCC Transport team.

7 Detailed inspections are undertaken every six months and identifies all faults on the road and footpath network within a given area. This work is then prioritised and added to a work programme at a time when the appropriate crews are available to complete the work.

8 With one exception outside a large development site, roads and footpaths in Ravensbourne are considered to be in an acceptable condition. There are faults present, but these will be repaired on a priority basis when crews are available.

9 The main issue identified during a site visit is Manapouri Street where significant damage has occurred due to heavy vehicles accessing a development site. This area has been frequently inspected and had significant maintenance work over the past 4-6 months. It is due for a full rehabilitation at the end of the earthworks on the adjacent development. This is scheduled for the 2018/19 sealing season.

10 Overall I am satisfied that the Transport Group are undertaking the appropriate level of inspections and maintenance in the Ravensbourne area. We are happy to look into specific issues raised by the board and programme those that require repair. Programming will continue to be done on a priority basis.

Community Board Remuneration

11 The Remuneration Authority has released its determination for the 2018/19 year. Set out below is the remuneration for Community Boards, and as you will see, there is a 1.5% increase from the 2017/18 year. The rates will be back dated to 1 July 2018.

Community Boards	2018/19	% increase	2017/18
*Mosgiel Taieri*
Chairperson	$18,860	1.5%	$18,581
Member	$9,429	1.5%	$9,290
*Otago Peninsula*
Chairperson	$15,925	1.5%	$15,690
Member	$7,963	1.5%	$7,845
*Saddle Hill*
Chairperson	$16,135	1.5%	$15,897
Member	$8,068	1.5%	$7,949
*Strath Taieri*
Chairperson	$14,669	1.5%	$14,452
Member	$7,334	1.5%	$7,226
*Waikouaiti Coast*
Chairperson	$15,716	1.5%	$15,484
Member	$7,858	1.5%	$7,742
*West Harbour*
Chairperson	$16,135	1.5%	$15,897
Member	$8,068	1.5%	$7,949

Action List

12 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	Action List	36

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	Minutes of West Harbour Community Board meeting held on 11 July 2018	12

	Title	Page
a	Funding Application - Ravensbourne School	18
b	Funding Application - Port Chalmers Golf Club	20
c	Funding Application - Punakaiki Productions	23