Agenda of Otago Peninsula Community Board

Otago Peninsula Community Board

UNCONFIRMED MINUTES

Unconfirmed 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

PRESENT

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

IN ATTENDANCE

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

Transport

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 20August 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.

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

CHAIRPERSON

Otago Peninsula Community Board

27 September 2018

Part A Reports

Library Activity Report

Department: Arts and Culture

EXECUTIVE SUMMARY

1 This report provides a summary of the activities of the Dunedin Public Libraries for the period 1 February to 30 June 2018, with a focus on the activities of the Bookbuses.

2 The report provides an overview and comment on library usage for 2017/18.

RECOMMENDATIONS

That the Board:

a) Notes the Library Activity Report

BACKGROUND

3 Not applicable

DISCUSSION

Operational and Project Activities

Statistics

4 Total loans for the period 1 July 2017 to 30 June 2018 were 1,238,126 representing a decrease of 59,686 or -4.6% of loans compared to the same period in 2016/17. Decreased loans were recorded at all service locations, except for the South Dunedin Community Pop Up Library and Service Centre which opened on 8 September 2017.

5 Total loans from the Bookbuses in 2017/18 were 93,066, down by 1,805 loans or -1.9% compared to 2016/17. This decline was less than the overall trend for the Dunedin Public Libraries, with a more detailed breakdown of borrowing from the Bookbuses at Peninsula stops in paragraph 10 below.

6 This trend for reduced borrowing is mirrored throughout New Zealand and overseas, reflecting changes in customer usage patterns in increased use of digital content.

7 Total visitation to Libraries in 2017/18 was 1,154,238, up by 11,198 visits or 1.0% compared to 2016/17. The key driver for this increase was new visitation to the South Dunedin Community Pop Up Library and Service Centre. Total visitation to the Bookbuses in 2017/18 was 67,517, down by 2,574 visits or -3.7%.

8 A total of 119,897 reference enquiries were received by Libraries during 2017/18 representing a decrease of 11,758 enquiries or -8.9% compared to the same period in 2016/17. Total reference enquiries on the Bookbuses in 2017/18 were 20,462, up by 535 enquiries or 2.7%.

Bookbus Service

9 One Bookbus visits Portobello, Broad Bay and Macandrew Bay each Wednesday. The Bookbus visits the three Peninsula schools as well as the Portobello and Macandrew Bay community areas. Broad Bay residents share the school stop. During school holidays the schools are not visited, and the Bookbus spends longer at each of the community stops.

10 The five Peninsula stops are some of our busiest, and is the only route requiring two librarians to staff the Bookbus.

Average Weekly Issues	2013	2014	2015	2016	2017	2018 to August
Portobello School	50	93	62	45	15	25
Portobello Village	100	60	43	35	30	44
Broad Bay (School and Village)	127	121	93	59	47	72
Macandrew Bay Village	54	61	40	31	27	51
Macandrew Bay School	28	72	70	34	25	34
Total	359	407	308	204	144	226

11 A decline in borrowing since 2015 is due to a few school classes not visiting, as well as one or two major borrowers (20 plus items a week) moving out of the area.

12 Public access to wi-fi on both Bookbuses was implemented in October 2017 and customers are making good use of it to download eBooks while on the Bookbus. Non-library customers have also requested use of the wi-fi at Portobello. Bookbus staff have a tablet and smartphone onboard and can now demonstrate access to the Library’s digital collections and apps.

Bookbus Timetable

13 The Bookbus timetable in the Peninsula area remains the same:

Portobello

School (excl school holidays) 9.45am – 10.10am

Shopping Centre 10.15am – 11.00am

Broad Bay

School – Roebuck Rise 11.15am – 12noon

Macandrew Bay

Community Centre 1.15pm – 1.55pm

School (excl school holidays) 2.00pm – 2.30pm

Mobile Library Services Review

14 The final report from the consultant working on the Mobile Library Services Review has been received and is being considered. An internal project manager has been appointed to oversee the implementation of the final outcomes of the review.

15 In the 2018/28 10-Year Plan, Council has approved $600,000 in 2018/19 for the replacement of the current Bookbus vehicles and the implementation of the Mobile Library Services Review.

OPTIONS

16 There are no options as this report is for information only.

NEXT STEPS

17 There are no next steps as this report is for information only.

Signatories

Author:

Bernie Hawke - Library Services Manager

Authoriser:

Nick Dixon - Group Manager Ara Toi

Simon Pickford - General Manager Community Services

Attachments

	Title	Page
a	Library and Service Centre Activity	2

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision/report/proposal relates to providing a public service 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	☐	☐	☒

The information in this report supports the Social Wellbeing Strategy by the role of libraries in promoting ‘Connected People’ and ‘Vibrant and Cohesive Communities’; the Economic Development Strategy by providing library resources and services that support ‘Business Vitality’ and ‘Alliances for Innovation’ as well as providing the library collection resources and public programmes that support the Arts and Culture Strategy.

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 LTP, Annual Plan of Financial Strategy implications

Financial considerations

There are no financial implications

Significance

The matters raised in this report are considered low significance in terms of the Council’s Significance and Engagement Policy

Engagement – external

There has been no external engagement

Engagement - internal

There has been no internal engagement

Risks: Legal / Health and Safety etc.

There are no identified legal or health and safety risks

Conflict of Interest

There are no known conflicts of interest

Community Boards

The purpose of this report is to provide information to the Community Board

Otago Peninsula Community Board

27 September 2018

ATTACHMENT A: LIBRARY AND SERVICE CENTRE ACTIVITY

LIBRARY USAGE INDICATORS – 1 July 2017 to 30 June 2018

Library Usage Indicator

2016/17

2017/18

+/-

+/- %

Blueskin Bay Library

Issues

Reference Enquiries

Visits

23,250

3,386

27,806

22,759

3,765

30,431

-491

379

2,625

-2.1%

11.2%

9.4%

Bookbus

Issues

Reference Enquiries

Visits

94,871

19,927

70,091

93,066

20,462

67,517

-1,805

535

-2,574

-1.9%

2.7%

-3.7%

City Library

Issues

Reference Enquiries

Visits

825,399

86,752

793,866

755,658

70,213

783,622

-69,741

-16,539

-10,245

-8.4%

-19.1%

-1.3%

Mosgiel Library

Issues

Reference Enquiries

Visits

215,261

10,335

147,066

206,675

10,574

143,990

-8,586

239

-3,076

-4.0%

2.3%

-2.1%

Port Chalmers Library

Issues

Reference Enquiries

Visits

61,951

7,328

70,602

59,849

6,667

65,886

-2,102

-661

-4,716

-3.4%

-9.0%

-6.7%

South Dunedin Community Pop Up

Issues

Reference Enquiries

Visits

8,639

3,991

31,659

8,639

3,991

31,659

100%

Waikouaiti Library

Issues

Reference Enquiries

Visits

39,316

2,285

33,699

37,449

2,450

31,133

-1,867

165

-2,566

-4.7%

7.2%

-7.6%

Dunedin Public Libraries

Issues

Reference Enquiries

Visits

1,297,812

131,655

1,143,040

1,238,126

119,897

1,154,238

-59,686

-11,758

11,198

-4.6%

-8.9%

1.0%

Otago Peninsula Community Board

27 September 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) Board Remuneration

c) Action Lists.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report.

b) Notes the letter of thanks from the Committee of Scott Hall, Harwood.

c) Notes the information about Board remuneration.

d) Amends the Action Lists as appropriate.

Project Fund

2 $7,576.60 remains in the Project Fund taking into account expenditure already made on grants.

3 The following expenditure has been made so far in this financial year:

Meeting Date	Amount	Recipient/Purpose
23 August 2018	$848.40	Otago Peninsula Trust – Glenfalloch Night Garden project
23 August 2018	$1,500.00	Scott Hall Committee – new oven
23 August 2018	$75.00	Flowers
Total	$2,423.40

4 A letter of thanks has been received from the Committee of Scott Hall, Harwood, which the Chair will make available at the meeting.

Board Remuneration

5 The following information has been received from the Remuneration Authority about changes to Board remuneration. The increases will be backdated 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 Lists

6 An update on outstanding matters is provided in Attachments A, B and C.

Signatories

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

Attachments

	Title	Page
a	Parks and Recreation Action List	2
b	Transport Action List	2
c	Scenic Views Sign Plan	2

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	☐	☐	☒