Agenda of West Harbour Community Board

West Harbour Community Board

5 February 2020

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

1.1 Public Forum - Long Beach Amenities Society 4

1.2 Public Forum - Aramoana League 4

1.3 Public Forum - Aramoana Conservation Trust 4

2 Apologies 4

3 Confirmation of Agenda 4

4 Declaration of Interest 5

5 Confirmation of Minutes 9

5.1 West Harbour Community Board meeting - 27 November 2019 9

Part A Reports (West Harbour Community Board has power to decide these matters)

6 Port Otago Ltd Update 17

7 Project Fund Application 18

8 Governance Support Officers Report 28

9 Community Board - Community Plans 42

10 Meeting Schedule 54

11 Board Representation and Areas of Responsiblity 56

12 Chairperson's Report 57

13 Council Activities 58

14 Notification of Items for Consideration by the Chairperson 59

West Harbour Community Board

5 February 2020

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 27 November 2019, commencing at 5.30 pm

PRESENT

Chairperson	Francisca Griffin
Deputy Chairperson	Trevor Johnson
Members	Duncan Eddy	Angela McErlane
	Jacqueline Ruston	Jan Tucker
	Cr Steve Walker

IN ATTENDANCE

Adrian Blair, Group Manager Customer and Regulatory Services

Governance Support Officer Jennifer Lapham

Declaration by member – Angela McErlane

Angela McErlane made and attested her declaration as required by Schedule 7, Clause 14 of the Local Government Act 2002.

1 Public Forum

1.1 Public Forum - Bill Brown

Bill Brown spoke regarding parking in Port Chalmers. He suggested that the former Borough Yard area could be used as additional parking. He advised that the area was close to the centre of the township and would help resolve the congestion issues at busy times.

It was noted that the yard was on the State Highway and NZTA have strict rules regarding entry and exit from the State Highway. Comment was also made that the site was currently leased by the Sea Cadets.

1.2 Public Forum - Sims Action Group

Lana Oranje spoke on behalf of the Sims Action Group. She advised that group had begun to set up a trust which will be known as the ‘Port Chalmers Foundry Trust’. The new industrial community multi-purpose facility will be known as ‘The Foundry.’

The Group was seeking the ongoing support of the Board, and also that the Board request the Council to send the Opus Report to them after the meeting on 10 December and that nothing happens to the Sims/Stevenson Cook Building until the process has been worked through.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (WHCB/2019/069)

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.

Angela McErlane advised that she was no longer a member of the Pioneer Opportunities and Resources Trust.

Jacqueline Ruston advised that she owned residential property in District Road, Roseneath.

Jan Tucker advised she was a Life Member of Bowls Dunedin, not Bowls New Zealand and she was a member of Keep Dunedin Beautiful.

Moved (Francisca Griffin/Steve Walker):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (WHCB/2019/070)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 7 November 2019

Moved (Trevor Johnson/Steve Walker):

That the Board:

Confirms the minutes of the West Harbour Community Board meeting held on 07 November 2019 as a correct record.

Motion carried (WHCB/2019/071)

Part A Reports

6 Project Fund

Consideration was given to an updated application form for the Project Fund. It was noted that a review was being undertaken of the guidelines for community grants and scholarship grants.

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

a) Approves the updated Application Form for the Project Fund noting that the guidelines would also be reviewed.

Motion carried (WHCB/2019/072)

7 Governance Support Officers Report
	In report the Governance Support Officer provided an update on matters of interest including. · Project Fund · Nomination Community Board Executive Committee · Meeting Schedule · Round the Boards – OAR FM programme · Remuneration · Correspondence – Port Chalmers Historical Society · Action List
	Moved (Trevor Johnson/Steve Walker): That the Board: a) Nominates Jacqueline Ruston as the Zone 6 representative to the Community Board Executive Committee Motion carried (WHCB/2019/073)
	Moved (Francisca Griffin/Duncan Eddy): That the Board: b) Agrees the first meeting for 2020 will be held on 5 February at 5.30 pm in the Rolfe Room. Motion carried (WHCB/2019/074)
	Moved (Trevor Johnson/Steve Walker): That the Board: c) Agrees to participate in the OAR FM programme for Community Boards and allocates $270 for this project. Motion carried (WHCB/2019/075)
	Consideration was given to the letter from the Port Historical Society setting out details of the proposal to reinstate the time-ball that previously operated on the Flagstaff above Port Chalmers. The group were seeking the Boards support for the project. Cr Steve Walker withdrew from this item.
	Moved (Trevor Johnson/Duncan Eddy): That the Board: d) Agrees to support the project by the Port Historical Society to reinstate the time-ball. Motion carried (WHCB/2019/076)
	Discussion took place on the Action List with a number of amendments being made. Comment was made regarding the presentation in the public forum on the future of the Sims Building. Cr Walker withdrew from the discussion on the Sims building.
	Moved (Trevor Johnson/Duncan Eddy): That the Board: e) Request that the Council do not undertake any demolition work on the Sims Building until a feasibility study to restore the building has been undertaken. to support the project by the Port Historical Society to reinstate the time-ball. Motion carried (WHCB/2019/077)
	Moved (Francisca Griffin/Trevor Johnson): That the Board: f) Notes the Governance Support Officers Report. g) Amends the Action List as appropriate Motion carried (WHCB/2019/078)

8 Board Representation and Areas of Responsiblity

Consideration was given to the recommendation from the Chairperson to appoints to various outside organisations and areas of responsibility.

a) Port Environment Liaison Committee – Jacque Ruston and Francisca Griffin as alternate

b) Ravensdown Community Liaison Group – Trevor Johnson

c) Keep Dunedin Beautiful – Duncan Eddy

d) Communications/Facebook – Jacque Ruston

e) West Harbour Beautification Trust – Francisca Griffin

f) Policing Issues – Jan Tucker

g) Vision Port Chalmers – Jan Tucker

h) Access Radio – Francisca Griffin

i) Social Media – Francisca Griffin

j) Community Awards – Ange McErlane

k) Albertson Avenue Beautification Project – Francisca Griffin

Moved (Francisca Griffin/Steve Walker):

That the Board:

a) Approves the Board Representation and Areas of Responsibility.

Motion carried (WHCB/2019/079)

9 Chairperson's Report
	The Chairperson provided an update on matters of interest including: · Reserves and Beaches Bylaw 2017- Long Beach Domain (Attachment A) · Emergency Response Guide and West Harbour Working Group · FENZ Otago – Local Advisory Committee (Attachment B) · Flagpole
	Discussion took place on the removal of access to the Long Beach Domain. Members expressed concern regarding the lack of consultation. Comment was also made that the loss of access to the domain would make it difficult for some users to access the picnic area. It was also noted that there was limited carparking available in the area.
	Moved (Trevor Johnson/Jan Tucker): That the Board: a) Requests that the Council stop any further work on the Long Beach Domain and that access remains for this summer. Motion carried (WHCB/2019/080)
	The Chairperson advised that David Loughrey, reporter for the Otago Daily Times, had recently passed away. His last story had been a satire about vampires and had referred to the Pioneer Hall and the Board. She would like to respond in kind as the Chairperson of the Board and Pioneer Hall committee. There was general agreement to this.
	Moved (Trevor Johnson/Steve Walker): That the Board: a) Notes the Chairperson’s Report. Motion carried (WHCB/2019/081)

10 Council Activities

Cr Walker provided an update on matters of interest including councillor induction sessions, the Provincial Growth Fund allocation and trial Octagon closure. He also advised that work would start on the cycleway on 17 December.

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

a) Notes the Council Activities Report.

Motion carried (WHCB/2019/082)

11 Notification of Items for Consideration by the Chairperson

Jan Tucker requested that the Board give consideration to replacing the tree in Grey Street to commemorate 15 years since the upgrade of the Town Hall.

Jacqueline Ruston requested that the Board consider asking the Council to provide assistance for rain water collection systems.

Angela McErlane requested that the Council install additional signage on Peninsula Beach Road to indicate that pedestrians and cyclists are also using the road.

The meeting concluded at 6.51 pm.

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

C H A I R P E R S O N

West Harbour Community Board

5 February 2020

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

· Parks and Recreation Update

· Te Ngaru Speed Humps

· Hall Road – Speeding

· Sims Building

· Community Board Executive Committee Representation

· Updates/Actions

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report.

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

Project Fund

2 The Board has $9,730.00 available for the 2019/20 year. Spending to date is as follows:

Meeting Date	Amount	Recipient
27 November 2019	$270.00	OAR FM

Parks and Recreation Update

Playground Condition 4 upgrades for period through to 30 June 2020

3 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 $850,000 on playgrounds across the city and will be completed by 30 June 2020.

4 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. Below is a list of Condition 4 playground equipment and soft fall that will be upgraded in the Board’s area in the next 6 months. This is a spend of $57,877.

Park	Asset Description	Replacement / Requirement
District Road Playground	Safety Surfacing Under Seesaw.	Replace with bark softfall

Hudson Park	Safety Surfacing Under Roundabout in junior play area	Replace with new bark softfall and scuff pads
	Safety Surfacing Under the Adult Swing Set.	Replace with Pour n Play surfacing

Monowai Road Playground	Slide.	Replace with 1800 high tube slide
	Safety Surface Under Slide.	Pour n Play the exit of the new tube slide
	Safety Surface Under Swing Set.	Replace with Pour n Play surfacing

Watson Park	Safety Surface Under Swing Set.	Replace with Pour n Play surfacing

5 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 of 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).

6 Parks and Recreation are continuing work on a Play Spaces Plan, and when completed, this will inform Parks 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.

Freedom Camping

7 Parks and Reserves will be circulating monthly reports on Freedom Camping again this season. These reports give an overview of the volume of freedom campers, infringements, and complaints. Much of the data is broken down by sites across the city. Attached is the December 2019 report, 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 the Dunedin Freedom Camping Bylaw. A report will be going to Council on 31 January regarding a review of the Bylaw. There will be public consultation on changes to the bylaw in the first half of 2020, and Parks will be able to update Community Boards on this at the next round of community Board meetings.

Reserves and Beaches Bylaw

8 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.

Te Ngaru Speed Humps

9 In early 2019, as a result of a number of requests from residents in the area DCC installed 6 temporary speedhumps, as a trial, to slow down speeds through the Te Ngaru settlement.

10 Following this the DCC have monitored the operation and been in contact with residents. Based on the monitoring and feedback DCC recommends that the trial speedhumps are removed. The trial speedhumps are not considered appropriate for this environment, with many complaints referring to them as being too harsh and causing vibration.

11 There may be a need to revisit traffic calming but this would need to be a permanent treatment, such as speedhumps designed to the speed limit or gateways. Currently there is no budgets set aside for this. The Community Board may wish to put this in its Community Plan.

Hall Road - Speeding

12 Improved raised crossings points on Hall Road are being installed at either side of the Stevenson Avenue roundabout. No further raised crossings or speedhumps are considered at this stage.

Sims Building

13 The Board requested that Council does not undertake any demolition on the Sims Building until a feasibility study has been undertaken.

14 The Council will not make any decision on the future of the site until after the Annual Plan to allow the community time to find a viable use for the building.

Community Board Executive Committee – Zone 6 Representative

15 Voting for the Zone 6 Community Board Executive Committee closes at 5 pm on Friday 7 February 2020.

16 There are 3 candidates for the Zone Six Representative:

· Mandy Mayhem-Bullock, Waikouati Coast Community Board

· Jacque Ruston, West Harbour Community Board

· Robin Thomas, Strath Taieri Community Board

Updates/Actions

17 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

18 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.

Signatories

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

Attachments

	Title	Page
⇩a	Flyer Driving on Beachease 2019-2020	34
⇩b	Freedom Camping Monthly Report December	36

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	☐	☐	☒

There is no contribution to the Strategic Framework.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no implications.

Significance

This decision is considered low significance in terms of the Council’s Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

Internal engagement has occurred with appropriate staff members.

Risks: Legal / Health and Safety etc.

There are no risks.

Conflict of Interest

There is no known conflict of interest.

Community Boards

There are no implications for Community Baords except to provide information on activities in or relevant to the Board area.

West Harbour Community Board

5 February 2020

Community Board - Community Plans

Department: Civic

EXECUTIVE SUMMARY

1 A Community Board workshop was held on 19 December 2019, to consider how Community Boards could develop community plans for each of the Community Board areas, and how those plans may contribute to the DCC’s next 10 year plan. As discussed, Council staff have developed a draft template for use by each Community Board, and this template is at Attachment A.

2 As this is an administrative report, there are no options, or summary of considerations.

RECOMMENDATIONS

That the Board:

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

DISCUSSION

3 Representatives from all Community Boards attended a workshop with DCC staff on 19 December 2019 to discuss how Community Boards might progress the priorities that they have identified for their Board area into the DCC’s 10 year plan. A process for developing those priorities and then feeding them back to the DCC was discussed.

4 This would be done through the development of a community plan for each board, and DCC staff would prepare a new template plan for each board to complete. The template has been developed, and some information has been put into the template for each community board’s consideration. The use of a template would ensure a consistent approach across all Boards, in planning for their areas.

5 The template Community Plan provides key information about community boards generally, and more specific information about your community board area.

6 Sections 3 of the template plan focuses on detailing those items that the Board considers are new priorities and current priorities it may have for its area and would like to see included in the DCC’s next 10 year plan. Boards are asked to provide details of each item, what the estimated cost may be to complete (where known), when the Board would like to see it scheduled in the 10 year period (2021-31), the justification for including it in the priorities, and the order of importance of those priorities. Examples of these are provided in the template plan.

7 Section 4 of the template plan sets out those items that your Board would like to deliver to your community. These are items that would not require support or funding from the DCC, over and above your current community board funding.

8 It is proposed that section 3 and 4 of your plan become standing items on agendas so that at each meeting there is the opportunity for discussion and further development of the plan, adding to or amending the plan as agreed.

9 Community Board priorities will be a workstream in the 10 year plan process. More details will be provided on how Community Boards may pre-engage in advance of the Councillors receiving their draft 10 year plan budgets.

NEXT STEPS

10 Each Community Board will develop its Community Plan.

Signatories

Author:	Sharon Bodeker - Team Leader Civic
Authoriser:	Sandy Graham - General Manager City Services

Attachments

	Title	Page
⇩a	Draft Community Plan	44

	Title	Page
A ⇩	Minutes of West Harbour Community Board meeting held on 27 November 2019	10