Otago Peninsula Community Board



Minutes of an ordinary meeting of the Otago Peninsula Community Board held in the Portobello Bowling Club, Sherwood Street, Portobello on Thursday 08 August 2019, commencing at 10.00 am.





Paul Pope


Deputy Chairperson

Hoani Langsbury



Lox Kellas

Christine Neill


Edna Stevenson

Cr Andrew Whiley



Senior Officer – Chris Henderson, Group Manager Waste and Environmental Solutions; Bernie Hawke, Library Services Manager; Andrea Barker, Engagement Co-ordinator Property


Governance Support Officer                  Lauren McDonald



1          Opening

Paul Pope acknowledged and thanked Christine Neill for her service to the community board and to the peninsula community over the past 50 years and reiterated she had been a pleasure to work with and had offered a great deal to the board.  He said the board was grateful for her work in the Pukehiki community and particularly with roading issues with championing refuse collection and recycling for the community.

The Chair presented Christine Neill with a framed certificate acknowledging her service to the Community Board since 2013.

Christine thanked the board members and spoke of her time on different committees and groups in the peninsula community and advised that she had enjoyed working with committee, community and the DCC.

2          Public Forum

2.1       Public Forum


Kevin Winders, CEO, Port Otago Ltd - noise complaints, Rio Class Ships at Port Chalmers.

Mr Winders provided background to the types of ships coming into port and the noise issues with the Rio class container ships.  He advised that mitigation work was being done to reduce the noise from the refrigeration generators on the Rio class vessels.  He explained why the vessels were unable to be cold ironed (shore power).  Mr Winders re-stated that he was very happy to speak directly with noise affected members of the public.


The Chair thanked Mr Winders for his update and the proactive communications by Port Otago Ltd with the community and the engagement with community groups and Council.


Fulton Hogan – update on Peninsula Connection Project works

·         pavement work around St Ronan’s Rd

·         repair work for a slip on Proctors Road

·         Road sealing work scheduled for the next section of the project in late September

·         trees removed as part of the project have been provided to the community for use. 

·         boardwalk piles are in and decking to be completed with a timeline of approximately two months for completion.

·         work for the extension of the retaining wall (Bacon Street) out for tender.

·         work on the Portobello Boatshed was awaiting an update of the building consent.


ORC Public Transport – Peninsula (update)

Bon Kellas, Transport Officer and Julian Phillips, Team Leader Transport provided an update on matters raised at the 20 June meeting, including:


Bus stops on the peninsula

ORC undertaking project work on the number of current bus stops on the peninsula (both designated and informal).  Site visits were being completed and a map of the bus stops used from Taiaroa Head through to Portsmouth Drive would be developed and included in the ORC data system.   Project information would be brought back to the community board.


Julian Phillips confirmed there were currently there were 30 to 40 informal stops on the peninsula which had been discussed with the NZTA and the DCC.  He commented that the establishment of a formal bus stop required a footpath or access to an area which would allow patrons to safely embark and disembark.

Cycles storage on buses – Currently space for two bikes on each bus. ORC looking at a 4-bike rack option with bus service contractors looking at innovative solutions (such as caged areas within buses for bicycles) which could utilise the current priority seating section when not in use by patrons in wheelchairs or for pushchairs.

Extension of bus service to Taiaroa Head – The Regional Passenger Transport Plan is due out for consultation within the next two months and a submission on the bus service extension should be submitted by the Board as part of the consultation process.

Change of service route through to Harington Point.  Discussion was held on terminating the 2:38pm service at Portobello and for the 3:08pm and the 3:38pm services go through the route diversion through Musselburgh onto Harington Point to assist with transporting school children home in a timely manner.  Julian confirmed that the change to the service could be implemented quickly and that the changes would be added to the ORBus website and notified to the community of the changes. The Chair offered the board’s assistance to get the change of service information out to the community through the local newsletters and the Board’s Facebook page.

Electronic timetables –a timeframe has not been set for the placement of electronic timetables at peninsula bus stops.

School IDs – Julian Philips confirmed that bus drivers have been advised to allow school pupils (in uniform) on the buses for the school rate, even without ID.



2.2       Presentations


Steve Rushbrook, Harbourmaster, Otago Regional Council provided a presentation on the marine safety in Otago.   He provided an overview of the Harbourmaster role and responsibilities as well as current work and future plans including:

·                Establishment of a navigational safety management system

·                National compliance with NZ Port and Harbourmaster Safety Code.

·                Development of Navigational Bylaws

·                Establish role and profile of the Harbourmaster

·                Improvement of navigational aids/markers in the Otago Harbour

·                Navigational Bylaw review (commenced 1 May 2019)

   3       Apologies

Moved (Chairperson Paul Pope/Member Christine Neill):

That the Board:


Accepts the apology from Graham McArthur.


Motion carried (OPCB/2019/040)


4          Confirmation of agenda



The Chair advised of two late funding applications that had been received for consideration by the Board as it was the last meeting of the triennium.




Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:


Confirms the agenda with the following addition to Item 8 of two late funding application from the Portobello Public Library and the Harington Point Battery Work Groups and deletion of Item 7 – scholarship grant feedback.

Motion carried (OPCB/2019/041)


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 (Member Christine Neill/Member Edna Stevenson):

That the Board:


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

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

Motion carried (OPCB/2019/042)


6          Confirmation of Minutes

6.1       Otago Peninsula Community Board meeting - 20 June 2019


Moved (Chairperson Paul Pope/Cr Andrew Whiley):

That the Board:


Confirms the public part of the minutes of the Otago Peninsula Community Board meeting held on 20 June 2019 as a correct record.

Motion carried (OPCB/2019/043)


Part A Reports

7          Scholarship Grant feedback


Ms Charteris-Wright was an apology due to ill health.


8          Funding Applications


1          Caselburg Trust (Artists Studio and related landscaping).  The Chair advised that the Board had agreed at the 20 June 2019 meeting to allocate $1,000.00 as a final grant payment to the Trust, with the payment to be made in the 2019-2020 financial year.  He requested that the resolution be ratified for the current financial year 2019-2020.

2          Hereweka Panthers requested funding of $477.25 as tournament entry fee for the 12th Grade Hereweka Panthers Football team, for the tournament in Blenheim to be held 2 – 7 October 2019.  Members agreed to support funding of $477.25.

3          Glenfalloch Night Garden Event requested funding of $2,395.00 to event traffic management costs for the event to be held 19-21 September 2019.  Members felt the burden of the amount requested was too high for the board, given the Board’s $10,000 funding budget for the 2019-2020 financial year.  Members agreed to allocate $1,200.00 to the event.

4          Broad Bay Community Centre requested funding of $700.00 towards facilitation of a weekly Youth Club to be held at the centre.  Members agreed to support $350.00 funding.

5          Peninsula Playcentre requested one-off funding of $675.00 towards first aid training for three new members.  Members agreed to support a one-off grant of $450.00 to support first aid training for two members.

6          Portobello Public Library requested funding of $596.82 for production of bookmarks to be delivered to every household in Portobello, Broad Bay, Harwood and Otakou to mark the 150th anniversary of the Portobello Library and promotional flags for outside the library.  Members agreed to funding support of $403.62 towards production of 150th Portobello Public Library 150th celebration bookmarks.

7          Harington Point Battery Working Group requested funding of $1,150.00 for clearing of vegetation on the access track.  Paul Pope and Lox Kellas declared an interest and withdrew from discussion.  Members saw the benefit in clearing the access track to allow work to proceed and agreed to the funding request of $1,150.00.


Moved (Lox Kellas/Christine Neill):

That the Board:


1.      Ratifies the grant decision at the 20 June 2019 meeting to the Caselburg Trust for the amount of $1,000.00, as a final grant contribution to the Trust for the Artist Studio Project.

Motion carried (OPCB/2019/044)




Moved (Lox Kellas/Edna Stevenson):

That the Board:

Grants the Hereweka Panthers 12th Grade football team funding of $477.25 as entry fee to tournament.

Motion carried (OPCB/2019/045)




Moved (Andrew Whiley/Lox Kellas):

That the Board:

Grants the Otago Peninsula Trust funding support of $1,200.00 for the Glenfalloch Night Garden Event (19-21 September 2019).

Motion carried (OPCB/2019/046)




Moved (Andrew Whiley/Hoani Langsbury):

That the Board:

Grants the Broad Bay Community Centre for funding of $350.00 towards facilitation of a weekly Youth Club to be held at the centre.

Motion carried (OPCB/2019/047)




Moved (Paul Pope/Hoani Langsbury):

That the Board:

Grants the Peninsula Playcentre for one-off funding of $450.00 towards first aid training for three new members

Motion carried (OPCB/2019/048)




Moved (Lox Kellas/Christine Neill):

That the Board:

Grants the Portobello Public Library request funding support of $403.62 towards production of bookmarks in celebration of 150th anniversary.

Motion carried (OPCB/2019/049)




Moved (Hoani Langsbury/ Edna Stevenson):

That the Board:

Grants the Harington Point Battery Working Group request for funding of $1,150.00 for clearing of vegetation on access track.

Motion carried (OPCB/2019/050)


9          Governance Support Officer's Report


The report informed on activities relevant to the Board area including Project Fund, correspondence and Action Lists.



Discussion was held on the Freedom Camping Bylaw review process, Chris Henderson, Group Manager Waste and Environmental Solutions advised that submissions on freedom camping issues were able to be made as part of the Annual Plan and Ten-Year Plan process.



Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:


a)     Notes the Governance Support Officer’s Report

b)     Amends the Action Lists as appropriate

Motion carried (OPCB/2019/051)


10        Library Activity Report


The report provided a summary of the activities of the Dunedin Public Libraries during 2018/19 (with a focus on the activities of the Book Bus service) and an overview and comment on library usage for the 2018-2019 year.


Mr Hawkes spoke to the report and responded to questions. He commented that the statistics in the report reflected that the usage of the libraries was stable, with increased attendance of public programmes and the use of the Gigacity Wi-Fi.



Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:


a)     Notes the Library Activity Report

Motion carried (OPCB/2019/052)


11        Otago Peninsula Community Board Community Plan 2019-2020


Paul advised that as the last action for the Community Board for the 2016-2019 triennium was the adoption of the 2019-2020 Community Plan.



Moved (Chairperson Paul Pope/Deputy Chairperson Hoani Langsbury):

That the Board:


a)     Adopts the Otago Peninsula Community Board Community Plan for 2019-2020.

Motion carried (OPCB/2019/053)


12        Board Updates


Board members provided updates on activities including:

Rural Roads – Lox advised the back bay roads were holding due to the reduced level of tourist traffic but would need gravelling.


Civil Defence/Community Response Planning – Lox advised there was good community attendance at the meeting held in Macandrew Bay with Emergency Management Officer, Paul Allen. The next meeting to be held would be a combined one for the Portobello and Broad Bay community.


Hoani Langsbury tabled a letter he received requesting permission for a memorial bench to be place at Taiaroa Head by a member of the public.


Action: The GSO to provide the letter onto to the Parks and Recreation department for response.



Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:


a)     Notes the Board Updates.

Motion carried (OPCB/2019/054)


13        Councillor's Update


Councillor Andrew Whiley provided an update on matters of interest to the Board from recent committee and council meetings including:

Review of kerbside recycling through public consultation due to commence in February/March 2020.  He suggested the board be aware and ready for the consultation process.

He advised that he had enjoyed his membership on the board over the last 3 years, the direction the board has moved in and the issues addresses.  He expressed his interest in being reappointed to the board in the next triennium, if not elected as Mayor.


Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:


a)     Notes the report from Cr Whiley.

Motion carried (OPCB/2019/055)


14        Chairperson's Report


Tomahawk Hall

Andrea Barker, Engagement Co-ordinator Property was in attendance.


Discussion was held on the roof repair required, communications between Council and the community, and future plans for the community hall.


Ms Barker advised that there was finance in place in the Annual Plan for the Tomahawk project and the roof was scheduled for repair this year.


Action: Ms Barker to advise the Board when the roof repairs commence at the Tomahawk hall.


Scholarship grants

The Chair suggested that given the number of scholarships granted in the 2019-19 financial year that an increase of the scholarships available from the board be increased from two to three per year.


Members agreed to an increase of up to three scholarships per year by the Board.



Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:


a)     Notes the updates from the Chairperson.

b)     Agrees that the allocation of Otago Community Board Scholarships able to be granted in any financial year, increase to up to three scholarships, effective from  1 July 2019.

Motion carried (OPCB/2019/056)


Paul thanked members and staff for their support and work on behalf of the Community Board.


15        Acknowledgement of retiring member - Christine Neill


Moved (Chairperson Paul Pope/Deputy Chairperson Hoani Langsbury):

That the Board:


a)     Records its sincere thanks to Christine Neill for the loyal and conscientious service given to the City of Dunedin as a member of the Otago Peninsula Community Board for the 6 year period 2013 to 2019.

b)     Extends sincere appreciation for the services rendered and every good wish for the future.

Motion carried (OPCB/2019/057)


The meeting concluded at 1:00pm.