Waikouaiti Coast Community Board



Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the Blueskin Bay Library, Harvey Street, Waitati on Wednesday 22 January 2020, commencing at 5.30 pm





Alasdair Morrison


Deputy Chairperson

Geraldine Tait



Andy Barratt

Sonya Billyard


Mark Brown

Mandy Mayhem-Bullock


Cr Jim O'Malley




Hjarne Poulsen (Team Leader Transport Engineering and Road Safety)


Senior Officer                                               Nick Dixon, Group Manager Ara Toi

Governance Support Officer                  Lauren McDonald and Natalie Savigny



1          Public Forum

1.1       Public Forum


Shortcut Road

Chris Linsell spoke on the residents’ concerns for the safety of pedestrians and cyclists from motorists on Shortcut Road.  He provided a letter, signed by all the residents of Shortcut Road seeking action to modify the road to become a no-through road, e.g. a cul-de-sac  Mr Linsell responded to questions from Board members relating to speed and volume of traffic on Shortcut Road, safety of pedestrians and cyclists, options for road, such as one-way traffic, visibility issues, and sealing of the road surface.


Doctors Point Road

Michael Fay addressed the meeting concerning the speed of traffic on Doctors Point Road.  He summarised the data contained in a DCC traffic survey of traffic volume and speed on the road during January and February 2019.  He suggested that speed reduction and speed humps be placed on separate sections of the road which he believed would greatly improve road safety for commuters, pedestrians and residents using Doctors Point Road.  Mr Fay responded to questions from Board Members regarding support for speed reduction on the road.


Board member Mark Brown confirmed that an abbreviated form of Mr Fay’s article would be included in the next issue of the Blueskin News.


Waitati Music Festival

Marissa George spoke in support of the Waitati Music Festival funding application and provided additional budget information requested by the Board at the November 2019 meeting.  She advised that the one day music and arts event was in its 9th year and was a community day, bringing together the talents of the Waikouaiti Coast area.  She outlined the workshops and activities available on the day.  She thanked the Board for its funding support for previous festivals.  She responded to questions from Board Members on the budget details and other funding sources.


Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:


Extends Public Forum.


Motion carried (WC/2020/001)


Waikouaiti Community Garden

Shelley St James spoke in support of the funding application for the Waikouaiti Community Garden for fencing and provided print information on the garden’s vision and guiding principles.


Board member Sonya Billyard also spoke on the community garden project and confirmed it had received place based community funding through POWA. She advised that the public liability portion of the funding application to the Board, would likely be covered by POWA.  Shelley St James advised that the fencing was to be a continuation of the fencing completed by Council on the skatepark boundary and was to provide a safety barrier and windbreak from the paddock directly behind the community garden.


2          Apologies

There were no apologies.


3          Confirmation of agenda



Moved (Alasdair Morrison/Andy Barratt):

That the Board:


Confirms the agenda without addition or alteration.


Motion carried (WC/2020/002)




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 (Alasdair Morrison/Andy Barratt):

That the Board:


a)     Notes the Elected Members' Interest Register; and

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

Motion carried (WC/2020/003)


5          Confirmation of Minutes

5.1       Waikouaiti Coast Community Board meeting - 20 November 2019


Moved (Alasdair Morrison/Sonya Billyard):

That the Board:


Confirms the Waikouaiti Coast Community Board meeting held on 20 November 2019 as a correct record.

Motion carried (WC/2020/004)


Part A Reports

6          Governance Support Officer's Report


The report provided details of activities relevant to the Board’s area including project funding, correspondence, updates and Annual Plan submission presentation.


a)         Project Fund

Project Fund balance confirmed as $5,761.00.


b)        Correspondence

The voting paper for the nominees (Robin Thomas, Mandy Mayhem-Bullock and Jacque Ruston) to the Community Boards Executive Committee (CBEC) as the Zone 6 representative was discussed.  Board members supported the nomination of Mandy Mayhem-Bullock and the Chair completed and signed the voting paper for return to LGNZ.


             Shortcut Road residents’ letter and petition

The DCC Team Leader Transport Engineering and Road Safety, Hjarne Poulsen was in attendance and outlined the required process for any proposed change of speed and access to Shortcut Road, i.e. including public consultation process, submissions and review process and the requirement for any request of change(s) such as a cul-de-sac, to the Traffic and Parking Bylaw.


Discussion was held on

·         implications if Shortcut Road had a barrier in place, including for emergency vehicle access

·         precedent being set if Shortcut Road was to become one way traffic only, resident only, or a cul-de-sac for other residential roads in the city.

·         volume of traffic using both Mount Cargill and Shortcut Roads

·         establishing speed counters on Mount Cargill and Shortcut Roads. 

The Senior Officer, Nick Dixon, suggested that the board give consideration to embedding road safety matters as a high priority activity into the Community Plan as this would give the Board the mandate to engage in conversation with the Transport team.



Moved (Alasdair Morrison/Mark Brown):

That the Board:

a)       Forward the letter from the Shortcut Road residents to the Transport team.

b)      Advise that the Waikouaiti Coast Community are in broad agreement with the residents’ road safety concerns.

c)       Request information be collected regarding traffic volumes (including passed the Waitati School).

d)      Request the staff to report back to the Board and advise the processes and timeline to have the road safety issues addressed.

 Motion carried (WC/2020/005)



             Freedom Camping

Action: The Star newsletter article “Enjoying Dunedin Beaches”  which featured compliance with the Reserves and Beaches Bylaw to be added to the Board’s Facebook page. (Andy Barratt)


a)         Parks and Recreation/Transport/3 Waters and Property Action Updates

Action request – That Parks and Recreation/3 Waters provide details of the wastewater maintenance contract in place.


b)        Round the Boards – OAR FM programme

The Board discussed the value of participation in the programme.



Moved (Geraldine Tait/Mark Brown):

That the Board:


Declines to participate in the OAR FM “Round the Boards” programme.


Motion carried (WC/2020/006)



c)         Playground upgrade information

The Board endorsed Geraldine Tait contacting the Parks and Recreation Senior Planner, Claire Swift, in regards to the long term planning for the city providing play equipment and spaces for teenagers.







d)        DCC Annual Plan Submission

The Chairperson sought the priorities that Board members considered important to include in his presentation to the Council Annual Plan meeting on Thursday 30 January 2020.  These were agreed as:

·           Waitati sewage scheme

·           Water tanks for fire fighting

·           Shortcut Road

·           Waikouaiti beach (seats, rubbish collection)

·           Waikouaiti – main street

·           Waikouaiti transfer/recycling station

·           Speeding and road safety concerns

·           Condition of rural roads


Action  – Request that the Planning team advise how rural communities are able to be added to the amenity upgrades list as currently only urban areas are shown. (GSO)



Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:


a)     Notes the Governance Support Officer’s Report.

b)     Votes for Mandy Mayhem-Bullock to the CBEC as the  Zone 6 representative.

Motion carried (WC/2020/007)


7          Funding Applications


The report provided the details of two funding applications received for the Board’s consideration.  The funding application from the Waitati Music Festival was uplifted from the table from the 20 November 2019 meeting as the additional information sought by the Board had been received.  Discussion was held on the two requests for:


Waikouaiti Community Garden for a $1,300.000 grant for trellis fencing to aid in wind protection for their fledging garden.


Waitati Music Festival 2020 festival  for a $700.00 grant for toilet hire at the festival.



Sonya Billyard declared a conflict of interest and sat back from the table for the discussion of the funding for the Waikouaiti Community Garden. 


Board members requested that other material options for the fencing be considered instead of the trellis material as there was concern it may not stand up to adverse weather conditions.



Moved (Mandy Mayhem-Bullock/Geraldine Tait):

That the Board:


Approves the funding application from the Waikouaiti Community Garden for $1,300.00 towards the installation of fencing, subject to receipt of a design by Andy Barratt and Sonya Billyard for their approval on behalf of the Waikouaiti Coast Community Board.

Motion carried (WC/2020/008) with Sonya Billyard abstaining from the vote.


Moved (Alasdair Morrison/Mandy Mayhem-Bullock):

That the Board:

Uplifts the funding application from Waitati Music Festival from the table.

Motion carried (WC/2020/009)



Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:

Approves the funding application from Waitati Music Festival for $700.00 for toilet hire for the 2020 festival.

Motion carried (WC/2020/010)


8          Meeting Schedule for 2020


The Civic report provided two options for the scheduling of meetings for the period from March 2020 through to the end of the year, for the Board’s consideration. 

Option 1 proposed a 4:30pm commencement to the meetings for 29 April and 17 June and both meetings to be held in Waitati. 

Option 2 proposed continuation of the 5:30pm commencement time for the 29 April and 17 June meetings at Warrington, noting that the DCC staff would not be in attendance.


Board members agreed to an earlier start time of 4:30pm as outlined in option 1 for the meetings to be held on 29 April and 17 June, but advised their intent was for Public Forum to remain at 5:30pm (being the standard start time for meetings).  Board members agreed that the 12 August meeting (to be held at DCC) would remain at the scheduled 5:30pm start time.



Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:


a)     Decides on option 1 for the meetings to be held on 29 April and 17 June 2020 to commence at 4:30 pm.

b)     Approves the meeting schedule for 2020.


Motion carried (WC/2020/011)


9          Community Board - Community Plans


The report outlined discussion at the Community Board workshop, held on 19 December 2019, to consider how Community Boards could develop improved community plans for each of the Community Board areas, and how those plans may contribute to the DCC’s next 10 year plan.  A draft template was provided for use by each Community Board to develop up their prioritised activities.

Senior Officer, Nick Dixon summarised the information sought for the Community Plans by the Boards and the importance of new and existing priorities to be clearly set.  He advised that the board develop a strategic view of operational concerns.  This will enable the Board to engage effectively with Councils annual and 10 year plan budget setting.  He advised the Community Plan should be seen as a working document by the board and be discussed at each meeting for refining/updating.

In a response to a question on costings for activities/projects Nick Dixon confirmed that the Board needed to identify the work they wished to see undertaken, prioritise and then work through him as Senior Officer on costings with staff for a budget amount and which year of the 10 year plan funding being sought.



The Chair requested that board members provide their new and existing priorities for the Community Plan activities to him by 7 February, to allow for further discussion at the March board meeting.  He confirmed members contributions could include increased level of service requests for maintenance of rural roads, vegetation clearance etc.



Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:


a)     Notes the process for the development of Community Board Community Plans.

Motion carried (WC/2020/012)


10        Board Updates


The Board reviewed the Board representation and other responsibilities for the triennium and amended as follows

·         Waikouaiti transfer station and recycling –  with the addition of Andy Barratt

·         Advocacy for improving of bus services –  with the addition of Cr Jim O’Malley

·         Blueskin Recreational Access Group (BRAG) – with the addition of Mandy Mayhem-Bullock

·         Disposal of green waste – with the addition of Geraldine Tait

·         Road Safety – with the addition of Mandy Mayhem-Bullock


North Coast Bus Services - Alasdair circulated a summarised schedule of the suggested improvements to the North Coast Bus services he had developed and requested board members review this information and provide him with their feedback by Friday 31 January to allow a submission be made by the Board to Otago Regional Council for the Regional Public Transport Plan


Horse trainers track – Alasdair advised he is continuing with discussions with the affected parties.


Action: Notify Parks and Recreation that Andy Barratt  is the WCCB representative on the Truby King Reserve Committee. (GSO)




Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:


a)         Notes the updates

b)        Amends the representation and responsibilities for Board Members

Motion carried (WC/2020/013)


11        Council Activities


Cr O’Malley provided an update on Council matters of interest to the Board.



Moved (Cr Jim O'Malley/Alasdair Morrison):

That the Board:


Notes the update.


Motion carried (WC/2020/014)

12        Chairperson's Report


Alasdair Morrison Chairperson provided a verbal update, including an acknowledgement of the great community service provided by two local community residents, Senior Constable Lesley Eason of Waikouaiti and Joel Vanderburg of Karitane.


Regarding a memorial for Joel Vanderburg – Alasdair advised that he wished to see the Board recognise Joel in some way (such as a bench seat and plaque to be placed in the community area somewhere) in consultation with the family.

Andy Barratt spoke on the passing of Joel Vanderburg, and his long time support of the community through many activities and groups (River care groups, Meals on Wheels, Support of at risk Youth, buddy programme etc).  Andy advised that the family were supportive of a picnic table or a bench with plaque and would like inclusion in the decision of where this would go.

Board members were fully supportive of a donation of a memorial to the community.

Speed limit in Waikouaiti main street and Beach Street – Alasdair advised that he would be contacting NZTA and DCC Transportation regarding traffic concerns on the Waikouaiti main street (SH1) and Beach Street.

A&P Show – Sunday 5 April - Alasdair requested that Board Members attend on the day, to meet with the community at the Community Board’s gazebo at the show.  Staff and councillors to attend as well.



Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:


a)     Notes the Chairperson’s report.

Motion carried (WC/2020/015)

13        Items for Consideration by the Chairperson


There were no items for consideration.


The meeting concluded at 9:00pm.