Agenda of Otago Peninsula Community Board

Otago Peninsula Community Board

12 March 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 23 January 2020, 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:

Senior Officer

Chris Henderson, Group Manager Waste and Environmental Solutions

Governance Support Officers

Lauren McDonald and Natalie Savigny

1 Opening

Paul Pope welcomed the members and public forum attendees.

2 Public Forum

2.1 Public Forum

Fulton Hogan staff Joe Connolly (Communications and Contracts Manager), Pat Tinley (Project Manager) and Alex Sutherland provided an update on the Peninsula Connection Project, including the SP8 Beaconsfield pump station, boardwalk, traffic management and the re-use of an historic trough found during the project works. They acknowledged the community support they have received and offered their appreciation.

Warren Chambers addressed the meeting over his safety concerns for pedestrians in Macandrew Bay. He advised he had observed a number of nears misses of pedestrians almost being clipped by vehicles and that the speeds and volume of vehicles had increased noticeably on Portobello Road. He felt there was a need for a road crossing from the reserve side of the road to the Macandrew Bay beach area or for some traffic calming measures at the junction to improve road safety.

Paul Pope commented that road safety was a community issue for the peninsula would be included in the Otago Peninsula Community Plan to work into the Long-Term Plan for budgeting of any proposed works.

Lynn Samuels spoke in support of the funding application from the Pukehiki District Hall Society for purchase of a gas heater for the hall. She advised that the hall was being hired out and that a heater was needed to be able to hire out the hall for income to assist with repairs to the building.

Moved (Cr Andrew Whiley/Chairperson Paul Pope):

That the Board:

Extend Public Forum

Motion carried (OPCB/2020/001)

Christopher Le Breton and John Bentham spoke on behalf of 5GFree Dunedin of the health concerns for the roll out of 5G to Dunedin and summarised a presentation from the group which had been pre-circulated to members.

Mr Le Breton advised that the purpose of their attendance was to seek community support for a recommendation to Council for a pause in the 5G roll out in Dunedin, until independent credible research of the health impacts had been presented. The aim for the 5GFree group was to have the New Zealand Government declare a 5G moratorium until more research is completed. Mr Le Breton and Mr Bentham responded to questions from members.

Paul Pope thanked the presenters for their attendance and confirmed the Board would await any lead from Council on the 5G network matter. He confirmed the presentation would be shared with the community through YouTube links.

Public Forum closed at 10:50 am.

3 Apologies

There were no apologies.

4 Confirmation of agenda

Moved (Chairperson Paul Pope/Member Graham McArthur):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (OPCB/2020/002)

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 declared an interest in the Southern Heritage Trust as a Trustee.

Moved (Chairperson Paul Pope/Member Lox Kellas):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (OPCB/2020/003)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 21 November 2019

Moved (Chairperson Paul Pope/Member Graham McArthur):

That the Board:

Confirms the public part of the minutes of the Otago Peninsula Community Board meeting held on 21 November 2019 as a correct record.

Motion carried (OPCB/2020/004)

Part A Reports

7 Governance Support Officer's Report
	The report informed the Board of activities relevant to the Board area including: a) Project Fund – The balance of funds as at 23 January 2020 was noted as $4,699.15. b) Correspondence – A vote was taken for the Zone 6 representative for the Community Board Executive Committee (CBEC)
	Moved (Member Lox Kellas/Deputy Chairperson Hoani Langsbury): That the Board: Nominate Robin Thomas as the Zone 6 representative to the Community Boards Executive Committee Motion carried (OPCB/2020/005)
	c) Parks and Reserves/Transport/3 Waters/Property Actions Updates were provided from the four DCC departments. Paul Pope advised he would correspond with Parks and Reserves to clarify the process for funding of a carpark at Weller’s Rock (Te Umu Kiri), including the lease and maintenance schedule. Te Rauone Beach – Paul Pope advised that DCC staff were working through with the affected parties, as part of the consent application by Port Otago Ltd. d) Freedom Camping – the December 2019 report was noted by the Board. e) Reserves and Beaches Bylaw - the update was noted. f) OPCB meeting dates for 2020 - Paul Pope confirmed the 2020 meeting dates with a 10:00am start at the Portobello Bowling Club, except for the 18 June meeting which would be held in the Otaru Room, DCC Civic Centre. g) Playground upgrade information The Harwood Park maintenance spend was noted and Cheryl Neill was requested to advise the community of the playground work being undertaken. A request was made for Claire Swift, Senior Parks and Recreation Planer to attend a Board meeting to provide an update on play spaces. h) DCC Annual Plan Submission Paul Pope confirmed he would to speak to OPCB submission at the Council Annual Plan meeting on Thursday 30 January 2020. Discussion was held and the following matters were agreed to be the focus of the report presentation: · 3 mains road safety projects: Highcliff Rd, Macandrew Bay and Tomahawk · Finishing off the Wellers Rock carpark · Consideration of footpaths through the area of Beaconsfield Rd, Seaton Road for pedestrian safety · Road surfacing and sealing (rural roads and road maintenance) levels of service · Illegal dumping of rubbish · Peninsula Connection Project · Bollards (barriers) to be moved in the section from Harwood to Weir St to be moved to the left of current placement to allow safe passage by cyclists and pedestrians. · Upgrade of the Macandrew Bay Hall toilets or for new toilets install at Macandrew Bay (not at the hall).
	Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board: a) Notes the Governance Support Officer’s Report b) Agrees the meeting dates for 2020 c) Votes for Robin Thomas to the Community Boards’ Executive Committee’s (CBEC) Zone Six Representative Motion carried (OPCB/2020/006)

8 Funding Applications
	The balance of funds for the current financial year (as at 23 January 2020) was noted as $4,699.15. Two funding applications were discussed for: a gas heater for the Pukehiki District Hall, and for the continued support of the Broad Bay Community quarterly newsletter.

	Moved (Member Lox Kellas/Member Graham McArthur): That the Board: Grants the funding applications for: 1. A grant of $500.00 to the Pukehiki District Hall Society for the purchase of a kerosene/diesel heater for the hall. 2. A grant of $400.00 to the Broad Bay Community Centre for the production of a quarterly community newsletter for Broad Bay. Motion carried (OPCB/2020/007)

9 Community Board - Community Plans
	Discussion was held on the community plan template developed by DCC staff to provide the Board with a working document.
	Senior Officer, Chris Henderson advised that the Board’s Community Plan was the opportunity for the Board to set the priorities (in consultation with their community) for work they wished to see completed in the peninsula area, such as road safety and footpath and drainage improvements. It was agreed for the Board to workshop the Community Plan with the community in February to prioritise activities and for further discussion by the Board at the 12 March 2020 meeting.
	Moved (Chairperson Paul Pope/Member Lox Kellas): That the Board: a) Notes the process for the development of Community Board Community Plans. Motion carried (OPCB/2020/008)

10 Board Updates
	Board members provided updates on activities including: - Keep Dunedin Beautiful (Graham McArthur) The next meeting scheduled for 3 February 2020. The mural on the bus stop at Beaconsfield Road has been completed. - Rural Roads (Lox Kellas) Lox provided a tabled report on rural road conditions at Sandymount-Hoopers Inlet Road; Highcliff Road and Buskin Road – Paradise Roads; Portobello Road, arson attempts at the gun emplacement on Harington Point Road and road safety concerns for the Highcliff/Camp Road intersection. Action: Lox to lodge requests for operational work through DCC customer services for: · Armour rail inspection for missing road safety symbols between Karetai Road Paradise Road and Buskin Roads · Weeds spraying for the footpath section between Seaton Road and Nicholas Street. Discussion was held on the increased use of Highcliff Road due to the road works on Portobello Road with the Board seeking a staff report on operational requests made to DCC for the peninsula area to be provided to the Board as an update. Action: The GSO (Lauren McDonald) to investigate if standardise text can be provided by DCC on how operational requests can be made by the public, and for this wording to be added to the OPCB Facebook page. - Community Meetings Action: 1. Paul Pope requested that members look for dates and times for community meetings (to be held during the last two weeks of March) for the Community Plan and other community issues. Board members to report back on timetable to the 12 March OPCB meeting. 2. Community meeting dates to be publicised in the local community newsletters. 3. Board members also to look at dates to be set for the Tourism Forum, Biodiversity Forum and the attendance of school pupils at a public forum session this year. - Civil Defence/Community Response Planning Action: Lox Kellas to speak with Paul Allen (Emergency Management Officer) to ensure the peninsula map is provided for Emergency Management brochure for the Otago Peninsula area.
	Area updates: · Macandrew Bay – Maria Sleeman is working with the Community Hall committee with two other interested parties to join. · Portobello – The 150^th anniversary of the Portobello Library to be celebrated on 22 February with an afternoon tea at the hall. Bookmarks marking the celebration were provided to members at the meeting and would also be given out to all school children in the area and via the community newsletter. · Harwood – Maria Sleeman working with Chris Helm to clarify who is on the hall committee and if the committee will establish itself as an incorporated society to gain the $5,000 funding available. · Recycling – Cheryl Neill advised that the 10 recycling blue bins provided by Council have gone missing from the Back Bay recycling area. The Board to request that the Waste Management team place a “No Dumping” sign at the recycling. · Portobello Road – Graham McArthur advised that overgrown vegetation was an issue and that he would lodge a request for action through the DCC Customer Services team.
	Moved (Chairperson Paul Pope/Member Cheryl Neill): That the Board: a) Notes the Board Updates. Motion carried (OPCB/2020/009)

11 Councillor's Update

Cr Whiley advised councillor focus had been around the Annual Plan budgets. He advised he would be an apology for the 12 March meeting of the Board.

Moved (Chairperson Paul Pope/Member Graham McArthur):

That the Board:

a) Notes the report from Cr Whiley.

Motion carried (OPCB/2020/010)

12 Chairperson's Report

Paul Pope confirmed that the proposed changes by ORC Public Transport to the Harington Point bus services had commenced with the 3:08pm and the 3:38pm service running through to Harington Point.

The Chair requested that a board member be available for the Anzac Service this year as he would be overseas in April.

Members agreed for a workshop of the Community Plan to be held on Wednesday 19 February, 7:00pm at Lox Kellas’ residence.

Discussion was held on the Peninsula sign and map situated on Portsmouth Drive which has fallen into disrepair. Members agreed that the map was in the right location as the gateway to the Peninsula. Paul Pope advised that he has confirmed with Enterprise Dunedin of the Board’s interest in being updated on any work to be undertaken.

Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:

a) Notes the update from the Chairperson.

Motion carried (OPCB/2020/011)

13 Items for Consideration by the Chairperson

There were no items for consideration.

Apologies were noted for Cr Whiley and Edna Stevenson for the 12 March 2020 meeting and

that Nicola Pinfold, Group Manager Community and Planning will be in attendance as Senior Officer at the 12 March meeting.

The meeting concluded at 12:10 pm.

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

CHAIRPERSON

Otago Peninsula Community Board

12 March 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) Freedom Camping Report

d) Draft Waste Minimisation and Management Plan

e) Ocean Grove Recreation Hall update

f) Annual Plan Consultation – Dunedin City Council and Otago Regional Council

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

b) Endorses payment of $95.00 for condolence flowers to Cr Garey

c) Decides if the Board wishes to submit to the 2020/21 DCC Annual Plan consultation process by 15 April 2020.

d) Decides if the Board wishes to submit to the 2020/21 ORC Annual Plan consultation process by 24 April 2020.

project fund

The balance of funds for the current financial year is $3,704.15. 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 November 2019	$239.98	OAR FM Radio – Round the Boards segment (12 segments)
21 November 2019	$30.00	Otago Community Broadcasters Society subscription
23 January 2020	$500.00	Pukehiki District Hall Society for gas heater for hall
23 January 2020	$400.00	Broad Bay Community Centre for quarterly community newsletter
02 February 2020	$95.00	Flowers for Cr Christine Garey (family bereavement)
TOTAL	$6,295.85	(Balance remaining $3,704.15)

correspondence

2 Incoming:

· OPCB Scholarship application from Olivia Charles

· Letter from Sam and Christine Neill requesting tar sealing of part of Allans Beach Road (Attachment B)

· Department of Conservation Notice of intention to apply for marine reserves on the southeast cost of the South Island (Attachment C).

3 Outgoing: Letter of Support for EcoOtago (Attachment D).

Freedom Camping

The Freedom Camping Monthly report for January 2020 is provided (Attachment A). The table below provides an overall summary of total volumes, infringements issues, infringements waived and complaints:

To note from the report – Table 1 on page 1 shows a reduction (January 2019 to January 2020) in volumes at Thomas Burns Street, with a subsequent increase at Warrington but no other significant changes and other sites.

Year to date status of infringements (page 4 pie graph) shows 34% paid against 66% unpaid for infringements (considered normal for this part of the season).

Draft Waste Minimisation and Management Plan

A presentation was made to the Community and Culture Committee on 11 February of the draft Waste Minimisation and Management Plan. Catherine Irvine (Senior Strategy and Policy Officer Solid Waste) will be in attendance to provide an update to Board members.

Department of Conservation Notice of Intention

A Notice of Intention was issued by the Department of Conservation to apply for marine reserves on the southeast coast of the South Island was received. A call for public submissions on the proposals to be made on 17 February 2020 with submissions closing on 17 April 2020. (see incoming correspondence)

Ocean Grove Recreational Hall

DCC staff are at present having informal conversations with members of the community who have indicated their wish to be involved in forming a hall committee. The discussions are around the needs of their community, the wider issues of Tomahawk and the formation of a Hall Committee to establish ways of supporting all the needs of the community. The recent vandalism of the changing rooms indicate that some wider community conversations need to occur.

Former Tomahawk School site

DCC staff have made repairs to the former Dental Clinic building following repeated acts of vandalism. Staff are now considering the possible removal of the building. Staff have also ensured that the driveway to the old school site off Luke Street is chained to prevent vehicle access, following reports of vehicles driving on the former school site.

Annual Plan Submissions to DCC and ORC

DCC

The Annual Plan consultation will be open for approximately 5 weeks, from Thursday 12 March until Wednesday 15 April 2020. DCC will be sending a consultation document to every Dunedin home, and Annual Plan information will also be available from service centres and libraries. Similar to last year, Community Boards will be supplied with engagement packs and are encouraged to use social media and local networks to generate engagement. DCC is arranging ‘Councillor Cuppa’ engagement sessions at the University Link, as well as a drop-in opportunity at the Dunedin Public Library. Submissions can be made online or in writing, for further information check www.dunedin.govt.nz/2020AP. Once submissions are closed, hearings where the community can speak to the Council in person will be scheduled from Monday 4 May to Wednesday 6 May 2020.

ORC

The ORC are holding an informal consultation process for the draft 2020-21 Annual Plan, which will involve inviting feedback from the community and creating opportunities for verbal submissions to Councillors. A formal consultation process was not considered needed because the Annual Plan does not deviate significantly from the Long-Term Plan.

The informal consultation process will involve a consultation booklet available online or on request in hard copy, supported by an awareness campaign including community papers throughout the region. https://www.orc.govt.nz/news-and-events/news-and-media-releases/2020/february/orc-proposes-91-general-rates-increase-in-draft-annual-plan

People will be able to submit feedback on the proposed plan between 26 March and 24 April, and hearings will be held between 21 and 26 May.

Board members (or members of the public) wishing to advise Council of any operational issues or concerns, e.g. potholes, burst pipes, overgrown 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.

Signatories

Author:	Lauren McDonald - Governance Support Officer
Authoriser:

Attachments

	Title	Page
⇩a	Freedom Camping January 2020 Report	25
⇩b	Letter from S and C Neill seeking support for tar sealing part of Allans Beach Road	31
⇩c	Department of Conservation - Notice of Intent	32
⇩d	Letter of Support for EcoOtago	33

	Title	Page
A ⇩	Minutes of Otago Peninsula Community Board meeting held on 23 January 2020	12

	Title	Page
⇩a	Scholarship application form	37
⇩b	Covering letter	38
⇩c	Internal Relations Syllabus Overview	39