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 20 March 2019, 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

Kristy Rusher (Chief Legal Officer), Michael Bathgate (Policy Planner), Richard Ewans (Biodiversity Advisor) and Kevin Winders (Port Otago Ltd)

Governance Support Officer Jennifer Lapham

0 Formal Expressions of Sympathy and Condolence for the Muslim Community
	The Chairperson commented on the shooting at the Al Noor Mosque and the Linwood Mosque in Christchurch on 15 March 2019. Members stood for a minutes silence.
	Moved (Ryan Jones/Aaron Hawkins): That the Board: a) *Extends* its condolences to the families and friends of those killed and injured in the terrorist attacks on the Al Noor Mosque and the Linwood Mosque in Christchurch on 15 March 2019. Motion carried (WHCB/2019/010)
	Moved (Trevor Johnson/Jan Tucker): That the Board: a) Contributes $500 from its discretionary fund to the Al Huda Mosque (Otago Muslim Association) in Dunedin to be used to support Muslims living in the Community in any way it deems appropriate. Motion carried (WHCB/2019/011)

1 Public Forum

1.1 Public Forum - Pepa Cloughley

Pepa Cloughley was in attendance and spoke to her application for a scholarship grant. She advised that she participates in a lot of sports but her main area of interest was sailing. She advised that she enjoyed coaching children and hoped to make a career of it. She was seeking funding for a piece of equipment for her yacht.

1.2 Public Forum - Sophie Palmer

Sophie Palmer was in attendance and spoke to her application for a scholarship grant. She advised that she was going on an exchange to the United States in August. As she wants to teach in the future she advised she hoped to get an insight into other educational systems.

1.3 Public Forum – Sophie Penniket

Cr Hawkins withdrew from this presentation.

Sophie Penniket was in attendance and provided an update on the Halo Project. She advised that the goals for the next few months are trapping stoats. They are also looking at coastal forest regeneration as a project.

1.4 Public Forum - Stu Debenhem

Stu Debenhem spoke about the walkway from the Police Station to Currie Street. He advised that there has been very little maintenance on this walkway over the last few years. He requested that urgent attention be focussed on the walkway.

It was noted that the land which the trees are on belongs to Kiwi Rail.

1.5 Public Forum - Kilda Northcote

Kilda Northcote spoke of her concern at people dropping cigarette butts in the main street. She requested that more butt bins be placed in the area. She was concerned about how often the streets are cleaned and where the butts end up.

2 Apologies

Cr Hawkins apologised for early departure.

3 Confirmation of agenda

Moved (Steve Walker/Trevor Johnson):

That the Board:

Confirms the agenda noting that the Board members had expressed their sympathy for the people affected by the shootings in Christchurch and had passed appropriate resolutions.

Motion carried (WHCB/2019/012)

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 the Elected Members' Interest Register

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

Motion carried (WHCB/2019/013)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 30 January 2019

Moved (Steve Walker/Trevor Johnson):

That the Board:

Confirms the minutes of the West Harbour Community Board meeting held on 30 January 2019 as a correct record.

Motion carried (WHCB/2019/014)

Part A Reports

6 Port Otago Update

Kevin Winders, CEO of Port Otago Ltd provided an update on various issues relating to the management of the Port.

He commented on the new ships that were coming in and the noise they were creating. He advised that they were actively trying to resolve the issue and the impact on the residents.

Mr Winders responded to questions from the Board.

7 Introduction to new City Development Staff

Richard Ewans (Biodiversity Advisor, City Development) and Michael Bathgate (Policy Planner) were in attendance to provide an overview of the Biodiversity Fund.

During the discussion Aaron Hawkins left the meeting at 6.41 pm.

8 Project Fund
	In a report the Governance Support Officer provided copies of the funding applications received and also the Report Back forms received.
	Discussion took place on the application from Pepa Cloughley. The Board noted that she undertook work in the community by coaching children. It was noted that the application from Sophie Palmer did not include any benefit to the local community.
	Moved (Ange McErlane/Steve Walker): That the Board: a) Approves a scholarship grant application of $500 from Pepa Cloughley. Motion carried (WHCB/2019/015)
	Moved (Steve Walker/ Ange McErlane): That the Board: a) Declines the application for a scholarship grant from Sophie Palmer. Motion carried (WHCB/2019/016)
	Moved (Trevor Johnson/ Ange McErlane): That the Board: a) Approves a grant of $538.20 for the Purakaunui School. Motion carried (WHCB/2019/017)
	Moved (Steve Walker/Francisca Griffin): That the Board: a) Notes the report backs from the Port Chalmers Golf Club and Up Your Act Community Theatre. Motion carried (WHCB/2019/018)

9 Governance Support Officers Report
	In a report the Governance Support Officer provided an update on matters of interest including · Project Fund · 2019 New Zealand Community Boards’ Conference · Update on the management of Community Halls. · Correspondence · Action List
	Discussion took place on items included in the report and a number of changes were made to the Action list.
	Moved (Steve Walker/Ange McErlane): That the Board: a) Notes the Governance Support Officers Report; b) Amends the Action List as appropriate. Motion carried (WHCB/2019/019)

10 Board Representation and Areas of Responsibility

a) Port Environment Liaison Committee

Ange McErlane advised that Kevin Winders had covered most of the issues raised at the last meeting.

b) Ravensdown Community Liaison Group

Trevor Johnson advised that there was nothing to report at this time.

c) Keep Dunedin Beautiful

Jan Tucker advised that the National Awards will be held at Toitu in October.

d) Communications/Facebook

Ryan Jones provided an update on activities.

e) West Harbour Beautification Trust

Steve Walker provided an update on the sycamore removal programme.

g) Policing Issues

Jan Tucker advised that the station had not been open and was concerned about not having a police presence on 31 March, for the Port Open day.

h) Vision Port Chalmers

Jan Tucker advised that the group are currently working on Information Boards at Deborah Bay.

i) Access Radio

Francisca Griffin advised that on the previous programme she had spoken about the scholarship grant and funding applications. It was suggested that the next session could be on the Community Board conference.

j) CBEC/LGNZ Conference update

Ryan Jones advised that he is now the Zone representative for the Community Board Executive Committee.

k) Community Awards

Ryan Jones advised that 5 May is the deadline for receiving nominations and hopes the Board will be able to consider them at the 8 May meeting.

11 Chairperson's Report

The Chairperson provided an update on matters of interest including:

· The placing of the sign at Dion’s Place

· The sign indicating the public toilets was being adjusted

· An update on the current cycle path and proposed works.

Moved (Chairperson Steve Walker/Member Ange McErlane):

That the Board:

a) Notes the report.

Motion carried (WHCB/2019/020)

12 Council Activities
	Cr Hawkins left the meeting early and was unable to provide an update. .

13 Items for Consideration by the Chair

Request that staff give consideration to keep the Swimming Pool open until the end of daylight saving.

The meeting concluded at 7.31 pm. .

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

C H A I R P E R S O N

West Harbour Community Board

8 May 2019

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

· Correspondence

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Amends the Action List as appropriate

Project Fund

2 $682.67 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*
20 March 2019	$500.00	Grant to Otago Muslim Association
	$538.20	Purakaunui School
11 July 2019	$1,283.70	Rothesay News advertisement 11 x $116.70
	$1,601.25	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
3 October 2018	$82.00	Flowers – P Jordan
	$275.00	Sign – Dion’s Place
21 November 2018	$497.20	Up Your Act
	$1000.00	West Harbour Pony Club
	$1000.00	Purakaunui Amenities Society

*Scholarship Fund*
	$500.00	Scholarship Grant – Pepa Cloughley

Total	$9,317.33

Correspondence

3 Correspondence has been received from:

· Aramoana League – Rural Skip Days

· Aramoana League – 2018 Aramoana Road Forum

· Neale McMillan – Te Ngaru Speed Humps

Action List

4 An update on outstanding matters is provided in Attachment D.

Signatories

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

Attachments

	Title	Page
⇩a	Aramoana League - Rural Skip Days	33
⇩b	Aramoana League - 2018 Aramoana Road Forum	34
⇩c	Neale McMillan- Te Ngaru Speed Humps	35
⇩d	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	☐	☐	☒