Agenda of Otago Peninsula Community Board

Otago Peninsula Community Board

23 January 2020

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 21 November 2019, commencing at 10:00am

PRESENT

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

IN ATTENDANCE

Tracey Saunders, Chief Information Officer

Governance Support Officer Lauren McDonald

1 Opening

Lox Kellas made his member declaration to the Board (as required by Schedule 7, Clause 14 of the Local Government Act 2002). Paul Pope, Chairman witnessed the signing of his declaration.

2 Public Forum

2.1 Public Forum

Fulton Hogan – update on the Peninsula Connection Project

Lydia Perkins and Brett Paterson provided an update on works including:

· Completion of the stonewall in the Glenfalloch to Vauxhaull section on target for 21 November 2019;

· 1.4km of road surface sealed, with section 2 on target to be sealed by end of December 2019 as is the completion of the boardwalk.

· Sealing work to begin from the Vauxhall/Cove end of the project (as the last section) which will run throughout the Christmas period to early January 2020.

They responded to questions from Board Members on management of surface water on the roadway, use of Armco barriers, and meditation measures for rough gravel surface on vehicles.

Action: Paul Pope to:

1. Follow up with DCC on changing of bollard locations on Portobello to Harwood section, signage for use of the boardwalk for fishing and mooring of small boats.

2. Discuss with Fulton Hogan communication of safety information in relation to the work site after hours and over weekends.

ORC Public Transport (ORBus)

ORBus Brand leader - Public Transport, Frederique Gulcher and Transport Officer – Total Mobility, Bon Kellas provided a update on the peninsula bus services, showed an example of a solar powered real-time display monitor to be trialled at Macandrew Bay, the University area and Queenstown airport.

Ms Gulcher spoke on the features of the new national “Beecard” bus ticket tag on/tag off system roll out, scheduled for November 2019 (over 9 regions in New Zealand). She advised the online system would allow for users to manage their cards for discounts, fare top-ups etc.

Regional Public Transport Plan (RPTP) – Ms Gulcher outlined the review process (including feedback submission) for the draft RPTP. She encouraged the Board to provide a submission in June 2020.

Board members expressed their concern for buses using the high road on the peninsula and enquired if smaller buses could be provided by ORC public transport contractors. Ms Gulcher confirmed she would raise the issue at ORC, as the matter would require discussion with the contractor providers.

Ms Kellas provided information on the proposed changes to the afternoon bus service to Harington Point. The proposed change to the service was advised as:

1. 2:38pm departing the Bus Hub and terminating at Harington Point

2. 3:08pm service (via Musselburgh) terminating at Harington Point

3. 3:38pm service terminating at Portobello.

She requested the Board decide on whether the new timetable should proceed, to allow for promotion of the change to the timetable on the website and with bus users for the first school term of 2020.

Board members confirmed their support for the proposed changes. Paul Pope (as Chair) agreed that the Community Board would circulate the information as provided to the meeting, to the community for feedback via the community newsletters.

Ms Gulcher advised that the ORC was also providing a chartered bus service to the Otakou Marae for the Waitangi Day celebrations on 6 February 2020.

2.2 Declarations by Members

The declaration for Lox Kellas was completed at the opening of the meeting.

3 Apologies
There were no apologies.
4 Confirmation of agenda
	Moved (Chairperson Paul Pope/Member Lox Kellas): That the Board: Confirms the agenda without addition or alteration Motion carried (OPCB/2019/062)

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.

Lox Kellas advised he is a Trustee of the Dunedin RSA Welfare Trust and for the register to be updated to reflect this.

Moved (Chairperson Paul Pope/Member Graham McArthur):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (OPCB/2019/063)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 31 October 2019

Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:

Confirms the public part of the minutes of the inaugural Otago Peninsula Community Board meeting held on 31 October 2019 as a correct record.

Motion carried (OPCB/2019/064)

Part A Reports

7 Scholarship Grant feedback – Tasman charteris-wright

Tasman Charteris-Wright spoke about her Spirit of Adventure 10-day development voyage experience in May of this year. The voyage departed from Auckland and travelled around the Hauraki Gulf and Great Barrier Island. Participants were 16-18 years of age, with 40 trainees per voyage. She outlined the daily routine, including team building activities, sailing experience on board the ship and on smaller vessels. She advised that on a selected day the trainees crewed the ship, which tested leaderships skills. Her take away experience from the voyage was improved confidence, a network of new friends, teamwork, leadership and sailing skills. Tasman thanked the Board for their funding support.

Board members wished Tasman well for her future studies at university.

8 Governance Support Officer's Report
	The report informed the Board of activities relevant to the area including: a) Project Fund b) Correspondence c) Action Lists d) Remuneration e) Community Hall Management f) Meeting schedule for 2020
	a) Project Fund Balance of project funds confirmed as $4,969.13. No applications had been received for consideration at the meeting. c) Action Lists - Review and update of the Transport/3 Waters and the Parks and Recreation actions lists were addressed at the meeting. Transport/3 Waters: Highcliff Road safety and speed issues. Action: Paul Pope to contact the Transport Team and outline the concerns of the residents and the community of traffic speed on the Highcliff Road and through the Pukehiki Village. Action – request for parking area signage at entrance to the Harbour Cone track, and for road markings to remind traffic to keep left. Parks and Recreation: Otago Peninsula Track and Trail condition report 2016-2017– Action: Lauren McDonald (GSO) to arrange an appointment time for Paul Pope and Lox Kellas to access the report at the DCC offices. Harbour recreational assess (Portobello ramp). Paul Pope advise he was yet to meet with General Manager Parks and Recreation. Rob West. Action: Lox Kellas to make contact to arrange a meeting with Robert West prior to 30 December 2019, to reassert the partnership approach sought by the community with Council for a public ramp. Rabbit control (Portobello cemetery and domain) – Paul Pope confirmed there had been an increase in the number of rabbits, noting that the cemetery staff had undertaken night shooting of rabbits. It was acknowledged that property owners needed to involve themselves in pest control in the area Memorial Bench seat and plaque (Taiaroa Head). Action: Lauren McDonald (GSO) to follow up on progress with Parks and Recreation as well as Te Poari a Pukekura Trust Management Board. Te Rauone Reserve Upgrade – Paul Pope advised that a resource consent to be lodged on 9 December 2019. Community Board Executive Committee (CBEC) nominations – discussion was held on the role of an executive member. There were no nominations made for the Otago Peninsula Community Board. e) Community Hall Management Maria Sleeman, Property Officer Community and Civic spoke to the Board and provided an update on the agreement for the management of community halls and the feedback received on the new Community Hall agreement. She advised that communication from hall committees had been a bit slow to date and requested the Board’s assistance in getting the hall committees “up and running” and progression of the hall agreements. She commented that the Macandrew Bay Hall required additional committee membership and needed to provide their accounting information. Harwood Community Hall committee required to review and confirm their status as an incorporated society back to DCC. Actions: Marie Sleeman will provide the agreement information for the two halls in the peninsula area still to complete an agreement (Harwood and Macandrew Bay) Edna Stevenson to assist Marie Sleeman with the Macandrew Hall agreement and Cheryl Neill to assist with the Harwood Hall agreement. The Board members thanked Maria Sleeman for the work she had done in completing the hall agreement and schedules. Maria Sleeman left the meeting at 11:05 am.
	Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board: a) Notes the Governance Support Officer’s Report b) Notes the remuneration update. c) Notes the Community Hall Management Agreement update. Motion carried (OPCB/2019/065)
	Moved (Chairperson Paul Pope/Member Lox Kellas): That the Board: Amends the Action Lists as appropriate Motion carried (OPCB/2019/066)
	Moved (Chairperson Paul Pope/Deputy Chairperson Hoani Langsbury): That the Board: Considers nominating a representative to the Community Board Executive Committee .Motion carried (OPCB/2019/067)
	Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board: Agrees the first meeting for 2020 will be held on 23 January at 10:00am Motion carried (OPCB/2019/068)

9 Board Updates
	Board members provided updates on activities for: Keep Dunedin Beautiful - Graham McArthur advised that the NZ Keep Dunedin Beautiful Awards were held in Dunedin in October. Rural Roads – Lox Kellas advised that the Beach Road, Hoopers Inlet Road, Cape Saunders Road and Sandymount Road surface conditions needed addressing. Action: Lox Kellas contact with Terry Taylor (DCC contractor) on the surface conditions. Action: Paul to request that Council provide a schedule of works for the Back Bay areas of the peninsula to assist the Board with understanding the work programme. Discussion was held on the lighting requirement as part of the consent for the carpark area at Otakou Marae. The Board re-affirm their position as not want a proliferation of lights on the peninsula.
	Moved (Deputy Chairperson Hoani Langsbury/Member Graham McArthur): That the Board: Request Council to work with the Te Rūnanga ō ōtakou on the issue of lighting of the carparks in front of the ōtākou Marae. Motion carried (OPCB/2019/069)
	Moved (Chairperson Paul Pope/Member Lox Kellas): That the Board: Request that Council install LED speed indicator signs in the peninsula areas of Macandrew Bay, Broad Bay, Portobello Road and the Pukehiki township. Motion carried (OPCB/2019/070)
	Moved (Member Lox Kellas/Member Cheryl Neill): That the Board: a) Notes the Board Updates. Motion carried (OPCB/2019/071)

10 Councillor's Update
	Cr Whiley provided an update on matters of interest to the Board as:
	· Extending an invitation to Mayor Hawkins to attend a Board meeting · That new DCC councillors toured the Otago Peninsula on 6 November (as part of the councillor induction programme) to see the Council work programme on the peninsula Cr Whiley requested that the Board consider holding two of the 2020 meetings at the Civic Centre, which would assist the ability for staff to be in attendance.
	Moved (Chairperson Paul Pope/Member Graham McArthur): That the Board: a) Notes the report from Cr Whiley. Motion carried (OPCB/2019/072) Cr Whiley left the meeting at 11:08am.

11 Board Representation and Other Responsibilities

The Chair outlined the roles and responsibilities for board members for the triennium with the addition of:

· Graham McArthur to have responsibility for the Harington Point Battery Project

· Cheryl Neill to liaise with the peninsula schools for a group of school pupils to attend a community board meeting (on an annual basis) to provide comment, from their perspective, on issues affecting them, such as safety getting to school, road conditions, footpaths etc.

Paul Pope advised that the intent was to provide an opportunity for children to interact with the community board on an annual basis.

· Paul Pope as Chair to continue with the responsibility of social media for the Board.

Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:

a) Endorses the Board Member’s responsibilities and roles as allocated by the Chairperson

b) Appoints Board Member representatives to the various roles and other responsibilities.

Motion carried (OPCB/2019/073)

12 Chairperson's Report
	Paul Pope advised his intent to extend an invitation to the Mayor to attend a board meeting during 2020, and that for two board meetings a year to be held at DCC to assist in the attendance of staff members for report back. Other matters discussed: · Smaills Beach – a portable toilet has been set aside for use at the site, if required over the summer period. · Community forums Action: Board members to co-ordinate a forum for their area; promote the meeting as an opportunity for the community to interact with board members to raise issues for discussion by the full Community Board. · Annual Plan submissions to ORC and DCC. Paul Pope advised that as the Chairperson, he would speak to the OPCB submission to the Annual Plan meetings scheduled for end of January 2020. Action: Board members give consideration, in advance of the next board meeting, for work they would like considered as part of the Annual Plan. Members supported the continuation of the Otago Access radio segment “Round the Boards” and to pay the subscription and segment fees, totalling $270.00. · Otago Peninsula Community Board tentative meeting dates for 2020 were advised as Thursday, 10:00am on: 23 January, 12 March, 30 April, 18 June, 6 August, 24 September, and12 November 2020. The schedule was unable to be confirmed until Council adopted the meeting schedule for the 2020 at the 12 December 2019 meeting. It was agreed to discuss the 2020 meeting schedule at the 23 January 2020 meeting.
	Moved (Chairperson Paul Pope/Member Lox Kellas): That the Board: a) Approves the subscription payment of $270.00 for the continued Otago Access Radio membership of the Otago Peninsula Community Board. b) Endorses the continued participation of the Otago Peninsula Community Board to the Otago Access Radio “Round the Boards” programme. Motion carried (OPCB/2019/074)
	Moved (Chairperson Paul Pope/Member Cheryl Neill): That the Board: a) Notes the update from the Chairperson. b) Endorses the Board Member’s responsibilities and roles as allocated by the Chairperson Motion carried (OPCB/2019/075)
13 Items for Consideration by the Chairperson
	There were no items for consideration raised.

The meeting was declared closed at 12:08 pm.

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

CHAIRPERSON

Otago Peninsula Community Board

23 January 2020

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) Correspondence

c) Parks and Reserves/Transport/3 Waters/Property Action Updates

d) Freedom Camping

e) Reserves and Beaches Bylaw

f) OPCB meeting dates for 2020

g) Playground upgrade information

h) DCC Annual Plan Submission

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

b) Agrees the meeting dates for 2020

c) Votes for the Community Boards’ Executive Committee’s (CBEC) Zone Six Representative

project fund

2 The balance of funds for the current financial year is $4,699.15. Feedback from the Broad Bay Community Centre for the 2018 grant received for the community newsletter is attached to this report (Attachment C).

The following expenditure made to date for this financial year (2019-2020):

Meeting Date	Amount	Recipient/Purpose
20 June 2019	$1,000.00	Caselburg Trust – Artist Studio (final grant contribution)
8 August 2019	$477.25	Hereweka Panthers 12^th Grade football team (tournament entry fee)
8 August 2019	$1,200.00	Otago Peninsula Trust for the Glenfalloch Night Garden Event
8 August 2019	$350.00	Broad Bay Community Centre for the Youth Club
8 August 2019	$450.00	Peninsula Playcentre to assist for first aid training for 3 members.
8 August 2019	$403.62	Portobello Public Library for the production of bookmarks in celebration of the library’s 150^th anniversary.
8 August 2019	$1,150.00	Harington Point Battery Working Group for clearing of vegetation on the access track
21 Nov 2019	$239.98	OAR FM Radio – Round the Boards segment (12 segments)
21 Nov 2019	$30.00	Otago Community Broadcasters Society subscription
TOTAL	$5,300.85

correspondence

3 Incoming:

Email confirmation of Council approval for rename of Desert Road to Moepuku Road

Invoices for OAR FM Radio and Otago Community Broadcasters Society

Elections of the Community Boards’ Executive Committee’s (CBEC) Zone Six Representative voting paper. (Attachment D)

4 Outgoing:

Letter of support for Te Raoune Beach Care Committee (Attachment A)

Letter to Dunedin South Electorate re proposed boundary changes (Attachment B)

Parks and reserves/transport/3 waters/property ACTION updates

5 An update on outstanding matters for Transport/3Waters, Parks and Recreation is provided below:

a) Portobello Ramp – no update is available at this time.

b) Memorial bench (with plaque) Taiaroa – the request was forwarded to the Te Poari a Pukekura Management Trust Committee for the meeting held on 28/11/19 for their consideration / approval. No response has been received to date.

c) Macandrew Bay Yacht Club wharf structures – No update available as staff member is on leave. Update will be provided for the 12 March board meeting.

d) Highcliff Road Trees – The DCC Arborist has made contact with the Hereweka Harbour Cone Trust. The trees were reviewed over an extended period and a tree risk assessment completed. A further update will be provided to the March 2020 meeting.

e) Smaills Beach - ongoing monitoring patrols are in place over the summer season.

f) Back Bays (transport/roading work programme) – Transport staff, Andrew Lord and Kieran Trainor will address this request for work programme details.

g) Harbour Cone signage (parking) and road markings – No road markings or signs will be installed as not in the budgeted works.

h) Wellers Rock – Positive response received from the Otakou runuka on the proposed design, on site meeting with Parks and Recreation staff re placement of rocks, work to be carried out mid-January 2020.

Wellers Rock (update from working party)

6 No update available, last meeting was held in May 2019, a meeting is scheduled for early 2020

Te Rauone Beach working party update (Meeting of 3 December 2019)

· Redesign of the reserve carpark to eliminate bus turning option.

· Stormwater design near completion

· Resource consent application to be lodged by Port Otago Ltd in December 2019.

· Pine tree stumps to be removed from site

Ocean Grove Recreation Hall

7 Volunteers have now come forward from the Tomahawk community to form the new hall committee to look after the Ocean Grove Recreation Hall.

8 Staff will support the committee members on the process required to become formally established. Assistance and advice will be given on any of the practical aspects of running a hall when needed including the Community Hall Management Agreement with Council.

Freedom Camping

9 Parks and Reserves will be circulating monthly reports on Freedom Camping again this season. These reports give an overview of volume of freedom campers, infringements, complaints. Much of the data is broken down by sites across the city. Attached is the December 2019 report (Attachment E), which shows that overall volumes are 12% higher compared with December 2018, but that infringement volumes have dropped. This is likely due to better compliance due to increased ranger presence, increased security, and more information available to freedom campers about Dunedin Freedom Camping Bylaw. A report will be going to Council on 31 January 2020 regarding a review of the Bylaw. There will be public consultation on changes to the bylaw in the first half of 2020, and staff will be able to update Community Boards on this at the next round of community Board meetings.

10 Things of note for the Freedom Camping Monthly Report for December 2019 –

a) Overall volumes up 13% on December 2018. Note – table 1 shows volumes for main sites (3203 in December 2019) not total vehicles city wide (3527 in table 2)

b) Thomas Burns trial site continues to be the most popular site, but Warrington numbers have increased 28% on December 2018

c) Total infringements down by 74% - likely due to improved education and information (Rangers and Camper app information)

d) Complaints received – consistent with December 2018

e) Infringements paid year to date – please understand that % paid increases as we go through the season. There is always a time lag in infringement served and infringement paid

f) Infringement waived/voided – we are currently working with IT services on potential for security to have hand held infringement printers to allow for more accurate and efficient serving of infringements. At present they are hand written, and some are voided due to transcription errors.

Reserves and Beaches Bylaw

11 Joint DoC/DCC Rangers are now patrolling Beaches and Reserves across the city. Information regarding vehicles on beaches and reserves has been updated for 2019-2020 season (attached) which the Rangers are using to discuss with visitors to our beaches and reserves. Members of the public wanting to make a complaint to the DCC about vehicles on beaches or reserves can go to the DCC website, where it gives information on how to do this and what information we require to follow up on complaints - https://www.dunedin.govt.nz/community-facilities/parks-and-reserves/driving-on-the-beach. A group of Council staff (Parks, Marketing, Community Development) and Community Board representative Alasdair Morrison are prioritising on improvements on beaches where we receive a high number of complaints – Tomahawk, Long Beach, Warrington, etc, and will be focusing on improved signage, improved information/education to community, and in some instances improved car parking and installation of barriers to reduce vehicle access to beaches and reserves.

12 Parks will continue to notify Community Boards about work planned or about to take place on beaches and reserves in their areas. This will be a long-term programme of work as we work through all beaches and reserves in coming years.

13 Two flyers Parks and Recreation flyers produced for respect of rules in regard to wildlife and also driving ban in place on beaches. Copies of flyers are attached to this report (Attachment F).

Board or members of the public wishing to advise Council of any operational issues or concerns, e.g. potholes, burst pipes, vegetation etc are reminded to ring the DCC Customer Services Agency on 03 477-4000, or email on dcc@dcc.govt.nz. For non-urgent matters contact council via the online “Fix it form” https://www.dunedin.govt.nz/do-it-online/report/fix-it-form

If issues and concerns are not dealt with in a timely manner, Board members should contact either the Governance Support Officer or the Senior Staff Member appointed to the Board.

Meeting dates for 2020

14 The meeting dates for the Otago Peninsula Community Board for the 2020 to be endorsed as follows:

15 Thursdays, commencing at 10:00am for 23 January, 12 March, 30 April, 18 June, 6 August, 24 September and 12 November 2020.

Playground upgrade information

16 Parks and Recreation are commencing with the next phase of its two year $1.6m capital programme to upgrade playground equipment and playground soft fall across the city. Work was recently completed on upgrading all Condition 5 (Condition 1 = best condition and Condition 5 = worst condition) playground equipment and soft fall in the past 6 months, and work will now commence on Condition 4 equipment. The bulk of the condition 4 upgrades will be soft fall rather than equipment. This represents a total spend of $850k on playgrounds across the city and will be completed by 30 June 2020.

17 Work is prioritised according to the 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.

18 Below is the Condition 4 playground equipment and soft fall that will be upgraded in the Otago Peninsula Community Board area in the next 6 months. This is a spend of $6,965.00.

19 Harwood Park

Rubber safety surface under seesaws - replace with new bark soft fall

Rubber safety surface under swing set – replace with new bark soft fall and scuff pads.

20 Some of the work in your area may already have been completed or underway. 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).

21 Parks and Recreation are continuing work on a Play Spaces Plan, and when completed, this will inform the Parks and Recreation levels of service for playgrounds and skateparks in the future. This project is being led by Parks and Recreation Senior Planner Claire Swift, and we expect it will be completed by mid 2020. If Boards wish to contact Claire, please feel free to do so. Her email is claire.swift@dcc.govt.nz.

DCC Annual Plan Submission

22 The Chairperson will be presenting the Otago Peninsula Community Board Annual Plan submission to the Council meeting on Thursday 30 January 2020.

Signatories

Author:	Lauren McDonald - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
⇩a	Letter of Support for Te Raoune Beach Care Committee	25
⇩b	Letter to MP Clare Curran re Dunedin South Electorate propopsed boundary change	26
⇩c	2018 Broad Bay Community Centre grant feedback	27
⇩d	Zone 6 Community Board Executive Committee Elections	28
⇩e	Freedom Camping Monthly Report - December 2019	31
⇩f	Flyer re driving and wildlife on beaches	37

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	☐	☐	☒