Agenda of West Harbour Community Board

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 29 August 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 (Communications and Marketing Manager), Josh Von Pein (Transport Delivery Manager) and Gareth Jones (Parks and Cemetery Manager)

Governance Support Officer Jenny Lapham

1 Public Forum

1.1 Public Forum - Fiona Matapo – Port Chalmers Golf Club

The Chairperson advised that he had a conflict on this item and withdrew.

Ms Fiona Matapo spoke to the application for funding from the Port Chalmers Golf Club. She advised that the club was wanting to purchase a new chest freezer for the community kitchen. She advised that they wanted to provide a quality facility for groups to use.

1.2 Public Forum - Pennie Hunt – Punakaiki Productions

Pennie Hunt spoke to her funding application for Punakaiki Productions and advised that she was seeking funding for post-production work on a short film Milk. She advised that Milk was filmed at Whareakeake (Murdering Beach) in April 2018.

She advised that the film was a community effort with 50% of the crew coming from the local area and 70% of the budget was spent in the local area.

1.3 Public Forum -Michelle Hobbs and Residents of Reservoir Road

Michelle Hobbs spoke on behalf of the residents of Reservoir Road, expressing concern about the proposal to develop a dog park at the top of Reservoir Road. They were concerned about the process and consultation, as they had no knowledge of the proposal to develop a dog park in their area. They would like a formal consultation to be undertaken by those in the affected area.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Steve Walker/Trevor Johnson):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (WHCB/2018/046)

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/Trevor Johnson):

That the Board:

a) Notes if necessary the Elected Members' Interest Register attached as Attachment A; and

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

Motion carried (WHCB/2018/047)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 11 July 2018

Moved (Steve Walker/Ryan Jones):

That the Board:

Confirms the public part of the minutes of the West Harbour Community Board meeting held on 11 July 2018 as a correct record.

Motion carried (WHCB/2018/048)

Part A Reports

6 Funding Applications
	The Chairperson withdrew from the room for the discussion on the application from the Port Chalmers Golf Club. Consideration was given to the applications for funding from: · Ravensbourne School who applied for $10,000 towards the creation of a flexible learning space and refurbishment of dated classroom interior. · Port Chalmers Golf Club who applied for $300.00 towards the purchase of a new chest freezer for the community kitchen. · Punakaiki Productions who applied for $1,500.00 towards post production funding for a short film.
	A discussion took place on the various applications. In regards to the application from the Ravensbourne School members felt that the project should be funded by the Ministry of Education. However, the School was welcome to put in a funding application for another project, which was more of a community project. It was noted that Punakaiki Productions was a local initiative which supported local business as well as endorsing a local attraction.
	Moved (Aaron Hawkins/Steve Walker): That the Board: a) Declines the funding application for $10,000.00 for the Ravensbourne School. Motion carried (WHCB/2018/049) with Trevor Johnson voting against.
	Moved (Aaron Hawkins/Francisca Griffin): That the Board: b) Approves the funding application for $300.00 for the Port Chalmers Golf Club. Motion carried (WHCB/2018/050) with Trevor Johnson voting against.
	Moved (Aaron Hawkins/Ange McErlane): That the Board: c) Approves the funding application for $1,500.00 for Punakaiki Productions. . Motion carried (WHCB/2018/051)

7 Roading Matters

a) Sawyers Bay Roundabout

Trevor Johnson advised that there were some concerns with the proposed round-about at Sawyers Bay, and felt that the Board should have been kept informed regarding the process.

b) State Highway 88

Trevor Johnson raised the issue of the condition of State Highway 88 by Ravensbourne. He advised that Transit had indicated they would carry out work to raise the service covers. They had done some but had not completed the work.

It was agreed this matter would be added to the action list.

8 Ravensbourne Boating Club

Trevor Johnson raised the issue of the Ravensbourne Boating Club and the lack of action by the Otago Regional Council. It was suggested that the Board write to the Otago Region Council expressing frustration at lack of movement and accountability by the Otago Regional Council staff.

Moved (Deputy Chairperson Trevor Johnson/Cr Aaron Hawkins):

That the Board:

a) Write to the all the Otago Regional Councillors expressing frustration at lack of progress to resolve the issues at the Ravensbourne Boat Club.

Motion carried (WHCB/2018/052)

9 Consultation on Future of Sims Building Update

	Members advised that a meeting had been held with the community. There were a number of ideas put forward.

10 Governance Support Officers Report
	In a report the Governance Support Officer provided an update on the activities relevant to the Board area including: · Project Fund · Roading/Footpath Maintenance – Ravensbourne · Action List
	Discussion took place on the report, with members commenting on the Action List and making a number of amendments. The Parks and Cemetery Manager (Gareth Jones) advised that they had been working the redevelopment of the public toilet and provided some paint colours for consideration.
	Moved (Aaron Hawkins/Steve Walker): That the Board: a) Notes the Governance Support Officers Report; b) Requests that the colour of the public toilets be complimentary to the adjunct Pioneer Hall; b) Amends the Action List as appropriate. Motion carried (WHCB/2018/053)

11 Proposed Information Brochure Update

	A discussion took place on the proposal by Jan Tucker and Ange McErlane to develop a brochure providing details of the Board Members and other relevant information. It was noted that it was a year out the next election and it may be more appropriate to do something then.
	Moved (Trevor Johnson/Aaron Hawkins): That the Board: a) Defer the matter until after the 2019 election. Motion carried (WHCB/2018/054)

12 Board Representation and Areas of Responsibility

a) Port Environment Liaison Committee

The next meeting would be held on 4 September 2018.

b) Ravensdown Community Liaison Group

There were no issues at this time.

c) Keep Dunedin Beautiful

The Keep Dunedin Beautiful Awards had been one of the most successful to date.

d) Communications/Facebook

The Instagram site was going well. There had been some feedback on the Sims consultation and this had been redirected to the correct process.

e) Funding Applications Report Back

There was nothing to report at this time.

f) West Harbour Beautification Trust

There was nothing to report at this time.

g) Policing Issues

There was nothing to report at this time.

h) Vision Port Chalmers

The next meeting is 11 September 2018.

i) Access Radio

The next session is in September and Ryan Jones will attend.

j) CBEC/LGNZ Conference update

The next conference is being held in New Plymouth in April 2019.

h) Community Awards

It was agreed that the Community Awards would be continued and in a similar format as the inaugural awards.

13 Chairperson's Report
	The Chairperson advised that it had been approved to put a Story Board sign on Dion’s Place. He will discuss the content with Noelene Dion and also seek a quote for the price of the Story Board.

14 Council Activities
	Cr Hawkins provided an update on matters of interest including the review of the Easter Sunday Trading Bylaw, the Hospital rebuild and the waterfront projects, the Central City Plan, the Logan Park artificial turf and the work being undertaken with Creative New Zealand to support the provision of professional theatre in Dunedin.

15 Notification of Items for Consideration by the Chairperson

	The following items were notified: · Free Food Pantry · Te Ngaru Speed Limit

The meeting concluded at 7.13 pm.

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

C H A I R P E R S O N

West Harbour Community Board

3 October 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 Port Chalmers Library and Service Centre.

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 Port Chalmers Library for 2017/18 were 59,849, down by 2,102 loans or – 3.4% compared to 2016/17, with no particular factors contributing to the decrease. This trend for reduced borrowing is mirrored throughout New Zealand and overseas, reflecting changes in customer usage patterns in increased use of digital content.

6 Total visitation to Libraries in 2017/18 was 1,154,238 visits, 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 Port Chalmers Library in 2017/18 was 65,886, down by 4,716 visits or -6.7% compared to 2016/17.

7 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 received by the Port Chalmers Library in 2017/18 were 6,667, down by 661 enquiries or -9.0% compared 2016/17.

Service Centre

8 Attachment A provides a summary of the range and level of transactions through the Service Centres in the period from 1 July 2017 to 30 June 2018 and a comparison with the same period in 2016/17.

9 A total of 1,393 transactions were conducted at the Port Chalmers Library Service Centre in 2017/18, down by 66 transactions on 2016/17.

Port Chalmers Library and Service Centre – Building

10 The repairs to the drainage in the Port Chalmers Town Hall building were completed on the 15 May 2018. The Port Chalmers Library, Service Centre and foyer have also been recarpeted throughout with new blue carpet tiles.

Port Chalmers Library and Service Centre – Events and Programmes

11 The following events and activities were undertaken at the Port Chalmers Library:

· On the 6 March Kaitrin McMullen entertained primary school children at the Library with The Stupendous Pinniped Puppet show. The show was part of Sea Week celebrations and designed to highlight Dunedin’s special relationship with sea lions.

· Mark Vette launched his book Dog Zen in the Port Chalmers Town Hall with an audience of 200 people and 4 dogs.

· Kathryn van Beek, author of the picture book Bruce the Cat, was our special guest at Thursday story time on the 15 March 2018.

· Music Month 2018

New Zealand Music Month was celebrated at the Port Chalmers Library in May 2018 with an eclectic range of talented musicians who entertained members of the community in the Rolfe Room on each of the five Thursday nights during the month. The musicians included a solo saxophonist, an originals band, a classical guitarist and a lively ukulele group as well as a violinist and guitarist/songwriter duo. We also enjoyed a group of singers performing songs from “The Marriage of Figaro”. The gigs were popular with an average of 40 people attending each event.

· Nautical Knitters: Port Chalmers Knitting Group

· Experienced and beginner knitters have been meeting weekly on Thursday evenings in the Port Chalmers Library. Knitters bring along their own work or the group supplies wool, knitting needles and tuition to those who would like to give it a go! Numbers vary between 4 and 12.

· Sawyers Bay Garden Club Visit

· On Saturday the 19 May 2018, 30 members of the Sawyers Bay Garden Club held their monthly meeting in the Rolfe Room. Library staff gave a talk about the gardening resources available at the library, followed by a tour of the shelves and a delicious afternoon tea provided by the Club.

· Felting Workshop

On the 12 July 2018, local artist Alicia Hall presented a workshop that introduced children to the wonderful world of felting, with around 30 children attending.

· Author Talk: To the Mountains

· On 12 July 2018, Dunedin author Laurence Fearnley talked to an audience of 15 people about researching and editing her newly published book To the Mountains: A Collection of New Zealand Alpine Writing.

12 In addition to the special events mentioned above, the Port Chalmers Library continues to provide the following programmes:

· Storytime – Monday at 10.30am and Thursday at 3.30pm

· Children’s Book Club on the first Monday of the month and Book Share on the first Wednesday of the month.

· Lego Challenge – the last Thursday and Friday of the month.

OPTIONS

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

NEXT STEPS

14 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	23

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

West Harbour Community Board

3 October 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%

SERVICE CENTRE ACTIVITY - 1 July 2017 to 30 June 2018

Service Centre Activity	2016/17	2017/18	+/-
PORT CHALMERS SERVICE CENTRE
Animal Registration	215	178	-37
Bokashi Buckets (15 litre)	1	3	2
Bokashi Buckets (10 litre)	1		-1
Compost Zing	10	11	1
Debtors Receipt	21	19	-2
Dog Collars	1		-1
Dog Kennel Licences	2	5	3
Dog Microchipping Fee
Dog Reg Selected Owner		3	3
Dogs SPCA Pound Fee
Impounded Dogs
Impounded Stock
Large Rubbish Bags	229	270	41
LIM Residential		1	1
Parking Tickets	148	102	-46
Rates	573	526	-47
Recycle Bins	16	23	7
Refuse Bags
Refuse Recycling	1		-1
Refuse PC Tip Revn Commercial
Refuse PC Tip Revn Domestic
Rolfe Room Booking	31	37	6
Sale of Poo Bags	2	5	3
Small Rubbish Bags	208	191	-17
Water Rates	15	14	-1
Yellow Bins		5	5

TOTAL	1,459	1,393	-66

West Harbour Community Board

3 October 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

· Sims Building Engagement

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Considers whether it wishes to hear submitters on the Sims Building Community Engagement at the 21 November meeting.

c) Determines an appropriate start time for the 21 November meeting if submitters are to be heard.

d) Amends the Action List as appropriate

Project Fund

2 $6,360.02 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)
29 August 2018	$300.00	Port Chalmers Golf Club
	$1,500.00	Punakaiki Productions

*Scholarship Fund*



Total	$3639.98

Sims Building Engagement

3 A report is currently being prepared for the November 2018 West Harbour Community Board Meeting. 13 formal submissions were made via the website feedback form and via the post. 75 informal comments were collected and collated during the engagement events. 1 proposal with a plan has been submitted this week (with more detail on their original submission).

4 10 community members have said they are willing to speak to their submissions during a West Harbour Community Board meeting. If the Board wishes to hear the submissions it is suggested that the Board consider an earlier start date for their 21 November meeting to allow time for people to speak to their submissions. If the Community Board are agreeable to this, the Engagement Coordinator will work with the GSO to coordinate.

Action List

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

Signatories

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

Attachments

	Title	Page
a	West Harbour Community Board Action List	33

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	☐	☐	☒