Agenda of West Harbour Community Board

West Harbour Community Board

26 June 2019

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 8 May 2019, commencing at 5.30 pm

PRESENT

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

IN ATTENDANCE

Kristy Rusher (Chief Legal Officer)

Governance Support Officer Jennifer Lapham

1 Public Forum

1.1 Public Forum - Stu Debenhem

Stu Debenhem spoke on his concerns about the public using the private walking track by Currie Court. He advised that the public track was not maintained and he had spoken to Council staff who were investigating the matter. He also commented that the land was owned by the Council and not Kiwi Rail.

He advised that the main issues are the lighting and sealing of the walkway and the overgrown bush midway up the track. He sought the Board’s assistance to get the matter resolved.

During the discussion Cr Hawkins entered the meeting at 5.36 pm and Francisca Griffin entered the meeting at 5.37 pm

1.1 Public Forum – Bill Brown

Bill Brown spoke to the Board regarding the Sims Building. He tabled photos of the architecture in the building and advised that it was the last building of the Port’s maritime history.

He advised that he was seeking a letter of support to ensure the reuse and restoration of the building. In response to a question he advised that he believed the lack of the roof was having an impact on the deterioration of the building. He also advised that his offer relating to the building was still on the table.

2 Apologies

Apologies were received from Cr Hawkins and Francisca Griffin for lateness and Jan Tucker for absence.

Moved (Steve Walker/Ange McErlane):

That the Board:

Accepts the apologies from Cr Hawkins and Francisca Griffin for lateness and Jan Tucker for absence.

Motion carried (WHCB/2019/021)

3 Confirmation of agenda

Moved (Steve Walker/Trevor Johnson):

That the Board:

Confirms the agenda with the addition of a discussion on the request for a letter of support for the Sims Building.

Motion carried (WHCB/2019/022)

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 A; and

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

Motion carried (WHCB/2019/023)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 20 March 2019

Moved (Steve Walker/Ryan Jones):

That the Board:

Confirms the minutes of the West Harbour Community Board meeting held on 20 March 2019 as a correct record.

Motion carried (WHCB/2019/024)

Part A Reports

6 Project Fund
	The Chairperson withdrew from the discussion on the application from the Port Chalmers Kindergarten as he was a member of the Orokonui Ecosanctuary. The Deputy Chairperson, Trevor Johnson chaired the meeting for this item. Consideration was given to an application from the Port Chalmers Kindergarten for $400 towards the Orokonui Eco Warriors learning programme. In discussing the application it was commented that this seemed to be a programme part of normal curriculum activity of the school and this should be funded via the Ministry of Education.
	Moved (Aaron Hawkins/Trevor Johnson): That the Board: a) Declines the application from the Port Chalmers Kindergarten. Motion carried (WHCB/2019/025)
	The report back from the Pioneer Opportunities and Resources Trust was also considered.
	Moved (Steve Walker/Trevor Johnson): That the Board: a) Notes the report back from the Pioneer Opportunities and Resources Trust Motion carried (WHCB/2019/026)
	It was noted that a small function would be held for the recipients of the community awards.
	Moved (Steve Walker/Trevor Johnson): That the Board: a) Allocates up to $100 for the Community Award function. Motion carried (WHCB/2019/027)

7 Governance Support Officers Report
	In a report the Governance Support Officer provided an update on activities relevant to the Board area including: · Project Fund · Correspondence · Action List
	Consideration was given to the correspondence received and the letters from the Aramoana League were noted. In relation to the Aramoana Road Forum, Cr Hawkins advised that the feedback would be used to inform the Infrastructure Strategy which would be considered as part of the next 10 Year Plan. It was agreed that the matters raised by Neal McMillan were operational and the letter should be referred to the Group Manager Transport. A discussion took place on the Sims Building and concern was expressed that the building was deteriorating as a result of the removal of the roof. It was agreed that the Board would seek assurance regarding the current condition of the building and if deterioration was occurring what steps were being undertaken to prevent this. Consideration was given to the Action list with a number of amendments being made.
	Moved (Steve Walker/Trevor Johnson): That the Board: a) Notes the Governance Support Officers Report; b) Amends the Action List as appropriate Motion carried (WHCB/2019/028)

8 Board Representation and Areas of Responsibility

a) Port Environment Liaison Committee

Ange McErlane provided an update of the meeting of the Port Environment Liaison Committee and in particular commented on the issue of the noise from the ships. It was agreed that the Board, via their representative (Ange McErlane) if they could receive a copy of the agenda and reports to be sent to the members so they had the opportunity to read the reports.

b) Ravensdown Community Liaison Group

Trevor Johnson advised that the former Humes pipe building has been removed and there was now a wood merchant operating on the site, which was creating some noise issues. He also advised that Ravensdown had stated that at this stage they had no plans to develop Moller Park.

c) Keep Dunedin Beautiful

Steve Walker advised that meeting had been cancelled due to a lack of a quorum.

d) Communications/Facebook

Ryan Jones commented that advertising had taken place relating to the Community Awards and there had been one message relating to a funding application.

e) West Harbour Beautification Trust

Steve Walker advised that there had been no action since the previous meeting.

f) Policing Issues

No report due to Jan Tucker’s absence.

g) Vision Port Chalmers – Jan Tucker

No report due to Jan Tucker’s absence

h) Access Radio

Francisca Griffin advised that the programme was being held on 14 May and she will discuss the Community Board Conference.

i) Community Board Conference update

Ryan Jones and Francsica Griffin provided an update on the Community Board Conference. Ryan Jones commented on the organisation of the conference and the number that had attended. He advised that it was a successful conference with a lot of positive feedback.

Francsica Griffin gave an overview on her experience as an attendee and advised that she found it extremely worthwhile.

j) Community Awards

To be discussed later in the meeting.

k) Albertson Avenue Beautification Project

Francisca Griffin advised that the fruit trees are looking good and a working bee will be held on 19 May at 11 am.

9 Notice of Motion - Port Otago

In accordance with Standing Order 23.1 of the West Harbour Community Board Standing Orders, a Notice of Motion was received from Councillor Aaron Hawkins. The Notice of Motion related to the noise issues at Port Otago Ltd.

Councillor Hawkins spoke to the Notice of Motion.

Moved (Aaron Hawkins/Steve Walker):

That the Board:

a) Receives the Notice of Motion.

b) Recognises

i) the vital role Port Otago plays in both the West Harbour and wider regional economy

ii) that some noise should be anticipated by residents adjacent to a work port; and

iii) that the frequency, intensity and geographic spread of adverse amenity effects have increased with the arrival of the Rio class ships.

c) Works with Port Otago; local and central government; and other relevant agencies to:

i) Mitigate the effects outlined in 1 (iii) where possible in the short term; and

ii) Develop a longer term strategy for powering container ships in a manner that significantly reduces both their environmental and amenity impacts.

Division

That Board voted by division

For: Steve Walker, Francisca Griffin, Aaron Hawkins and Ryan Jones (4).

Against: Trevor Johnson and Ange McErlane (2).

The division was declared CARRIED by 4 votes to 2

Motion carried (WHCB/2019/029)

10 Chairperson's Report

The Chairperson provided an update on matters of interest including:

· Flagstaff Work being undertaken by Port Otago

· Cigarette Butts – the Keep Dunedin Beautiful Co-ordinator was looking at options for this issue.

· Cycle/walkway completion – NZTA were currently working with Kiwi Rail to resolve land access issues.

Moved (Steve Walker/Trevor Johnson):

That the Board:

a) Notes the report.

Motion carried (WHCB/2019/030)

11 Council Activities

Cr Hawkins provided an update on matters of interest including the Annual Plan Hearings, Waste Futures project and the Central City Plan.

Moved (Aaron Hawkins/Ryan Jones):

That the Board:

a) Notes the report.

Motion carried (WHCB/2019/031)

12 Items for Consideration by the Chair

	An update on the condition of the Sims Building was requested for the next meeting.

Resolution to exclude the public

Moved (Steve Walker/Aaron Hawkins):

That the Board:

Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:

General subject of the matter to be considered

Reasons for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Reason for Confidentiality

C1 Community Awards

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

To allow for discussion on the community awards.

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987, and the particular interest or interests protected by Section 6 or Section 7 of that Act, or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above after each item.

Motion carried (WHCB/2019/032)

The meeting went into non-public at 6.50 pm

The meeting concluded at 6.59 pm.

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

C H A I R P E R S O N

West Harbour Community Board

26 June 2019

Governance Support Officer's 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

· Playground Upgrades

· Rothesay News

· Community Board Zone Meeting

· Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report;

b) Approves/Declines to renew its commitment to Rothesay News advertising for the next financial year at a cost of $116.70 per month.

c) Amends the Action List as appropriate

Project Fund

2 $502.67 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*
13 June 2019	$80.00	Flowers
8 May 2019	$100.00	Community Awards
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*
20 March 2019	$500.00	Scholarship Grant – Pepa Cloughley

Total	$9,497.33

Playground Upgrades

3 Parks and Recreation have embarked on a $1.6m capital programme through to June 2020 to upgrade playground equipment and playground soft fall across the city. Work is prioritised according to the recent playground audit condition assessment that was completed in September 2018 and is focused on equipment and soft fall that is in a very poor condition. Attached is a list of playground equipment and soft fall that will be upgraded in the West Harbour Community Board area in the next 12 months. (Attachment A)

4 Some of the work in your area may already have been completed or underway, and this is shown in the attached table. We are not showing estimated dates for upgrades for each site, as the dates are likely to move around a little as Parks and Recreation work through the list with contractors. However, notices informing the community will be placed on site just prior to the work commencing informing them what is being done and when. This information will also be posted onto the DCC website, and the department will do its best to inform Community Boards regarding each site as work gets underway (this will allow you to put information onto your social media).

5 Parks and Recreation are also commencing work on a Play Spaces Levels of service strategic plan, and when completed, this will inform DCC investment in playgrounds in the future. This project is being led by Parks and Recreation Senior Planner Claire Swift, and we expect it will be completed by early 2020. Claire will be contacting Community Boards later this year to talk about her work and seek input. However, if Boards wish to contact Claire, please feel free to do so. Her email is Claire.swift@dcc.govt.nz.

Rothesay News Advertisement

6 As a new financial year will commence on 1 July, the Board may wish to reconfirm its commitment to its monthly expenditure of $116.70 for its Rothesay News advertisement.

Community Board Zone Meeting

7 The Community Board Zone meeting will be held on 13 July from 11 am – 4 pm in Gore. There will be presentations from LGNZ and the Community Board Executive Committee, as well as break-off discussion sessions. There is no cost to attendees other than travel.

Action List

8 An update on outstanding matters is provided in

Signatories

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

Attachments

	Title	Page
⇩a	Playground Upgrade	28
⇩b	Action List	29

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	☐	☐	☒