Agenda of Otago Peninsula Community Board

Notice of Meeting:

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

Date: Thursday 15 November 2018

Time: 10.00 am

Venue: Portobello Bowling Club, Sherwood Street, Portobello

Sue Bidrose

Chief Executive Officer

Otago Peninsula Community Board

PUBLIC AGENDA

MEMBERSHIP

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

Senior Officer Chris Henderson, Group Manager Waste and Environmental Solutions

Governance Support Officer Rebecca Murray

Rebecca Murray

Governance Support Officer

Telephone: 03 477 4000

Rebecca.Murray@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.

Otago Peninsula Community Board

MINUTES

Minutes of an ordinary meeting of the Otago Peninsula Community Board held in the Portobello Bowling Club, Sherwood Street, Portobello on Thursday 27 September 2018, commencing at 10.00 am

PRESENT

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

IN ATTENDANCE

Nick Dixon (Group Manager Ara Toi), Bernie Hawke (Manager, Library Services), Gareth Jones (Manager, Parks and Cemetery)

Governance Support Officer Rebecca Murray

1 Opening

Hoani Langsbury opened the meeting with a reflection.

2 Public Forum

1.1 The Caselberg Trust – Barbara Wilkins

Barbara Wilkins a Committee Member from The Caselberg Trust spoke to their funding application. Ms Wilkins provided a handout to members on what the Trust had achieved and reiterated what the funding would be used for. She advised a lot of time was spent on fundraising and supporting the artists.

3 Apologies

Moved (Lox Kellas/Christine Neill):

That the Board:

Accepts the apology from Edna Stevenson.

Motion carried (OPCB/2018/046)

4 Confirmation of agenda

Moved (Hoani Langsbury/Graham McArthur):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (OPCB/2018/047)

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.

Christine Neill declared an interest in the Coronation Hall Society

Moved (Paul Pope/Hoani Langsbury):

That the Board:

a) Amends the Elected Members' Interest Register.

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

Motion carried (OPCB/2018/048)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 23 August 2018

Moved (Paul Pope/Christine Neill):

That the Board:

Confirms the minutes of the Otago Peninsula Community Board meeting held on 23 August 2018 as a correct record.

Motion carried (OPCB/2018/049)

Part A Reports

7 Library Activity Report

The report provided 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. It also provided an overview and comment on library usage for 2017/18.

Moved (Paul Pope/Hoani Langsbury):

That the Board:

a) Notes the Library Activity Report.

Motion carried (OPCB/2018/050)

8 Highcliff Road Slip Repair
	Due to the unavailability of the Transport Delivery Manager there was no update provided.

9 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) Board Remuneration

c) Action Lists.

Parks and Recreation

Peninsula Tracks – Successful in gaining an intern. If time allowed non Dunedin City Council tracks could be included, there is an overlap of DOC and Dunedin City Council tracks.

Tomahawk School Options – Process being put in place with the building to deal with earthquake strengthening.

Te Rauone Reserve Upgrade – A meeting was held on 22 October with the community.

Barbeques at Macandrew Bay – Staff were concerned with ongoing plan and upkeep. Graham had obtained pricing from a company in Australia barbeque equipment.

Overhanging Trees, Portobello Road – Tress would be pruned prior to Christmas

Vehicles on Tomahawk Beach – Complaints had been received regarding the new bylaw and the enforcement of the bylaw. Signage to be changed before Christmas.

Transport

Highcliff Road – Discussions were held on areas which require further signage, there was concern around rubbish being found at the pull off sites.

Moved (Paul Pope/Graham McArthur):

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.

Motion carried (OPCB/2018/052)

10 Funding Application - The Caselberg Trust

Consideration was given to a funding application from the The Caselberg Trust to purchase an iPad and to complete landscaping.

Moved (Lox Kellas/Cr Andrew Whiley):

That the Board:

a) Grants the funding application from The Caselberg Trust for $500.00 towards materials to complete the landscaping.

Motion carried (OPCB/2018/053)

11 Working Parties/Board Area Liaison Updates

Rural Roads

Lox Kellas advised there was a new form of road marking on the Peninsula which were not professionally carried out. He provided a picture of the new road marking. It was advised that the location is around the Sandymount Road area. Arrows would be a better system.

Business Directory

Paul Pope thanked Christine Neill for all her hard work. Discussions were held around any potential privacy issues.

Emergency Response Plan

Lox Kellas spoke of the Civil Defence meeting that he attended and provided an update on the various activities. This was to establish a community plan to use in the event of an emergency. Civil Defence were provided with the Otago Peninsula Community Board Civil Defence Aide-memoir. Also met with Paul Allen from Civil Defence afterward and discussed tsunami evacuation plans, a few of the areas in the Peninsula have now got a plan. He asked the board to help with identifying the community groups that could help with an emergency. Also spoke of the cruise ships and buses, in the event of an emergency the ship can come over to pick up the passengers, there are three wharfs which this can occur at. It was agreed that Lox Kellas would place an article in the community newsletter to identify assets which would assist during an event.

Members' Area Updates

Lox Kellas will provide information to Graham McArthur around the mooring of the coast guard boat for the Broadbay newsletter.

Christine Neill advised the tourist meeting went well, with some good interactions. She was disappointed to hear that rubbish was being dumped on Highcliff Road again. Paul Pope advised that he had spoken to someone around dumped animal carcasses on Dicksons Hill, this was followed up with DCC staff.

Lox Kellas to include the new marine operators into the emergency plan.

12 Chairperson's Report

The Chairperson provided updates to the Board on the following matters:

a) Letter of support provided for ECOTAGO Charitable Trust.

b) Freedom camping – Note was made of a few that had camped recently.

c) Cruise Ship Travel Incident Plan.

d) Function for tour operators – Paul Pope thanked Christine Neill for organising the event.

e) Biodiversity Forum was to be held (February/March 2019).

f) Rabbit control workshop (Otago Regional Council) – Paul Pope attended the workshop.

g) Harwood Reserves – add to the action list.

h) Proposed Keep Dunedin Beautiful Clean-up at gun emplacements on 6 October 2018.

i) Outcome of ORC bus route change hearing – Paul Pope attended the hearing, the 308 bus should include Harington Point, this suggestion had been raised with the ORC.

j) Outcome of Tomahawk facilities discussion.

k) Portobello water outage during school holidays (4 October 2018).

l) Aurora letter received regarding the Port Chalmers to Portobello Power Upgrade, a map was provided with the letter informing of the process around the upgrade.

Moved (Paul Pope/Lox Kellas):

That the Board:

a) Notes the Chairperson's Report.

b) Approves the Board's letter of support for the ECOTAGO Charitable Trust.

c) Approves the Board's submission on bus route changes.

Motion carried (OPCB/2018/054)

13 Councillor's Update

Councillor Andrew Whiley provided an update on matters of interest to the Board, which included; cruise ship visits, activity of Film Dunedin and the Easter Trading Bylaw.

Moved (Paul Pope/Lox Kellas):

That the Board:

a) Notes the report.

Motion carried (OPCB/2018/055)

14 Items for Consideration by the Chair

There were no items for consideration.

The meeting concluded at 11.47am.

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

CHAIRPERSON

Otago Peninsula Community Board

15 November 2018

Part A Reports

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) Action Lists.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report.

b) Amends the Action Lists as appropriate.

Project Fund

2 $7,076.60 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
27 September 2018	$500.00	The Caselberg Trust – towards materials to complete the landscaping
Total	$2,923.40

Action Lists

4 An update on outstanding matters is provided in Attachments A and B.

Signatories

Author:	Rebecca Murray - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
⇩a	OPCB Transport Action List	18
⇩b	OPCB Parks and Recreation Action List	22

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	☐	☐	☒