Agenda of Otago Peninsula Community Board

Otago Peninsula Community Board

18 June 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 12 March 2020, commencing at 10:03am.

PRESENT

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

IN ATTENDANCE

Nicola Pinfold, Group Manager Community and Planning

Catherine Irvine, Senior Strategy and Policy Officer Solid Waste

Governance Support Officer Lauren McDonald

1 Opening

Paul Pope opened the meeting acknowledging the World Health Organisation’s declaration of COVID-19 as a pandemic and the ongoing impacts to be faced.

2 Public Forum

2.1 Public Forum

Fulton Hogan – Joe Connolly provided an update on the peninsula connection project including:

· Vauxhaull section due for completion by 26 June 2020.

· Congestion due to the stop/go traffic lights will continue for another week due to water mains work.

· Sealing to commence for the next 600-700m section on 23 March 2020.

· Water mains work due for completion by 31 March 2020.

Mr Connolly outlined the contingency plans in place for the Portobello Road closure over 3 days (29-31 March) from 7pm to 6am. He confirmed that the road would only open to emergency service traffic and that the road closure was due to stormwater drainage to the subdivision above Proctor and Irvine Roads. He confirmed public meeting to be held today (12 March) on the section work and road closure.

Moved (Chairperson Paul Pope/Member Graham McArthur):

That the Board:

Extends Public Forum

Motion carried (OPCB/2020/012)

Sam Neill spoke in regard to the letter from himself and wife Christine to the Board seeking the Board’s support for tar sealing a section of Allans Beach Road. Sam clarified that a section of 500m was the request outside their residence (from the 70k speed zone sign along to the wool shed entrance of their property). He advised he believed that a precedent had been set with seal on the Cape Saunders Road and considered that the sealed roads provided easier maintenance. He advised that part of the reason for the request was due to health concerns from the dust coming off Allans Beach Road (as one of the busiest gravel roads on the peninsula), due to tourists and the popularity of Allans Beach. A result of the level of traffic and the dusted created entering the tank water supply to their home which was impacting their health and wellbeing. He and his wife Christine were seeking the Board’s support for Annual Plan consultation of the issue.

Sam responded to questions from Board members in regard to options to contain the dust on the road and advise he was strongly against the use of oil to control the dust on the road due to carcinogenic concern during the breakdown of the oil.

Board members acknowledged the level of traffic on the Allans Beach Road and the impact on the Neill’s water supply and the letter would be forwarded by the Board to the Transport Team.

Macandrew Bay Boat Club pontoon

Roy Roker, Commodore of the Macandrew Bay Boat Club spoke about replacement of the pontoon which had been removed by DCC approximately 6 years ago under agreement that Council would remove, repair and install the pontoon in another location and to replace the pontoon with one more suitable to the conditions at Macandrew Bay. He advised his concern and frustration that the club was still without a pontoon which greatly affected access to Macandrew Bay beach and shops by recreational water users. He advised that he had received a letter from DCC to advise that a request for resource consent to the ORC had been made for a new pontoon structure. Roy responded to questions from Board members.

The Board were supportive of establishing a timeframe with DCC on when the pontoon structure would be in place.

Paul Pope confirmed he would forward correspondence to staff on the Board’s behalf.

3 Apologies

Moved (Member Lox Kellas/Chairperson Paul Pope):

That the Board:

Accepts the apologies from Edna Stevenson and Cr Andrew Whiley.

Motion carried (OPCB/2020/013)

4 Confirmation of agenda

Moved (Chairperson Paul Pope/Member Graham McArthur):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (OPCB/2020/014)

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 (Chairperson Paul Pope/Member Cheryl Neill):

That the Board:

a) Notes if necessary the Elected Members' Interest Register; and

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

Motion carried (OPCB/2020/015)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 23 January 2020

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 23 January 2020 as a correct record.

Motion carried (OPCB/2020/016)

Part A Reports

7 Governance Support Officer's Report

The report informed the Otago Peninsula Community Board of activities relevant to the Board area including:

a) Project Fund – balance of funds confirmed as $3,704.15.

b) Correspondence – Discussion was held on the Notice of Intent from the Department of Conservation and Fisheries NZ to apply for marine protection measures, noting the online submission period of two months from 17 February 2020.

Paul Pope asked board members to read the online information and advise him if a submission was desired to be made from the Community Board .

Moved (Chairperson Paul Pope/Member Lox Kellas):

That the Board;

Approve the Chairperson to make a submission on behalf of the Board to the Department of Conservation and Fisheries New Zealand’s notice of intention for marine protection measures.

Motion carried

c) Freedom Camping Report – the report was taken as read with no discussion.

d) Draft Waste Minimisation and Management Plan (WMMP) – Catherine Irvine, Senior Strategy and Policy Officer Solid Waste provided an overview of the draft WMMP for 2020, which had been informed by a review of the existing WMMP 2013 and the updated Draft Waste Assessment 2018 (WA).

Catherine Irvine confirmed the draft WMMP 2020 and the WA 2018 would be consulted on via the 2020-21 Annual Plan. She summarised the changes and objectives of the draft plan and encouraged the Board to put forward a submission as part of the Annual Plan. She responded to questions from board members on recycling, regulations, commercial operators and kerbside collection. Board members confirmed their concern for unregulated waste going to landfill via commercial operators

e) Ocean Grove Recreation Hall update was noted and no further discussion held.

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

Nicola Pinfold confirmed the Policy team were able to provide further support to the Board if required, such as information materials for any community meetings the Board may wish to hold for Annual Plan consultation.

Moved (Chairperson Paul Pope/Member Lox Kellas):

That the Board:

a) Notes the Governance Support Officer’s Report

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

c) Will to submit to the 2020/21 DCC Annual Plan consultation process by 15 April 2020.

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

Motion carried (OPCB/2020/017)

8 Scholarship Grant Application

A scholarship grant application from Olivia Charles for her to attend the International Relations Course at the Cambridge University’s Immerse Education Summer School, England in August 2020.

Moved (Member Lox Kellas/Member Cheryl Neill):

That the Board:

a) Grants the scholarship amount of $300.00 for Olivia Charles to attend the International Relations Course in August 2020.

Motion carried (OPCB/2020/018)

9 Otago Peninsula Community Board - Community Plan
	Paul Pope confirmed that the board workshop to be held in early April would form the basis of the submission to both the Annual Plan and Community Plan.

10 Board Updates

Board members provided updates on activities including:

Keep Dunedin Beautiful

Graham McArthur advised that the committee had held their March meeting. An event “Trees for Families” was planned for Mother’s Day to plant a tree for a family member at a cost of $20 per tree. He advised interest was to be registered through the Keep Dunedin Beautiful link on the DCC website. Nominations were also being sought for the Keep Dunedin Beautiful awards for 2020, with nominations open until the end of May.

Action: Graham McArthur to speak with Lox Kellas on the details for the Board’s nomination of Peter Travathan for the KDB Awards.

Discussion was held on the two John Noakes panels currently in storage from the Portobello boatshed and for an alternative art work which may be considered by the boat club for install on the new boatshed. Graham advised that KDB may look for assistance from the community board and other groups to assist with the project. A suggestion was made for the John Noakes panels to be given to the Portobello Museum as a piece of work for display.

Moved (Chairperson Paul Pope/Member Lox Kellas):

That the Board

Offer funding of $1,000 in two parts: $500 for the restoration of the Noakes panel for display at the Portobello Museum and $500 donation towards purchase of a larger art piece for the Portobello Boatshed.

Motion carried with Graham McArthur abstaining from the vote.

Action: Graham McArthur to speak with the Portobello Boat Club committee about the panels being donated to the museum and the Board’s funding offer. Graham to report back to next meeting on progress.

Rural Roads

Lox Kellas provided a written report to the meeting.

Action: The GSO (Lauren McDonald) to provide the update report to the Transport team (Josh Von Pein and Terry Taylor) for their information.

Community Meetings

Paul provided an update on the community meetings held to date.

Civil Defence/Community Response Planning – Lox Kellas confirmed the peninsula map has been finalised for the Emergency Management Otago’s Community Guide to Emergencies for the Otago Peninsula. He advised that the coastguard boat was out of action for one month with contingency plan in place for privately owned vessels to be used in call outs.

Community

Cheryl Neill advised that she has spoken with the peninsula based primary schools and Bayfield High School and confirmed a deputation of 10 pupils from the schools would attend the 30 April board meeting to relay their perspective on environmental, road safety and other issues. Cheryl also advised that:

· A “non dumping” sign is being developed up with the Waste Management team at Council for placement at the recycling centre.

· Rachel Wesley is the new chairperson for the Harwood Community Hall and work is progressing on the hall committee being an incorporated society.

Lok Kellas spoke on the historical research being undertaken on the installation of the defence site at Harington Point. He raised his concern (in regard to marine search and rescue) for the deterioration of the road and track down to Cape Saunders and lighthouse, the warning signs and the disrepair of the box containing the life-ring.

Action: Paul Pope to write to DoC on behalf of the Board to request the status of Doc’s involvement with the site and whether or not warning signage could be put back in place.

Moved (Chairperson Paul Pope/Member Cheryl Neill):

That the Board:

a) Notes the Board Updates.

Motion carried (OPCB/2020/019)

11 Councillor's Update

Councillor Andrew Whiley provided detail of the Council resolution passed at the 24 February 2020 meeting for the review of the Mobile Trading and Temporary Stall Bylaw.

Moved (Chairperson Paul Pope/Member Graham McArthur):

That the Board:

a) Notes the report from Cr Whiley.

Motion carried (OPCB/2020/020)

12 Chairperson's Report

Paul Pope advised spoke to the following matters:

· A planned meeting with Bonisch Consultants Ltd (contract civil engineers) and Council re contract work on the Portobello section of the Connection Project to be held today (12 March 2020) from 4:30pm to 7:30pm with Board members in attendance if possible.

· Feedback on the Waitangi Day celebrations at Otakou Marae was provided on the Board’s Facebook page and Paul commented there was a good mix of organisations in attendance and it was a great multicultural event.

· Community engagement with the Annual Plan process for DCC and ORC – Paul advised he would continue with reminders for the community to engage in the Annual Plan consultation via newspaper, FYI articles and Facebook. He asked that Board members continue to encourage members of the community to make submissions online.

· Lighting at bus stops during the connection project work

· Community meetings – including: Harwood (17 March); Marae consultation (25 March)

· Acknowledgement and thanks for the DCC’s roading team (Josh Von Peinn, Terry Taylor and the team) support with temporary signage at Hoopers Inlet to assist DoC in protecting sealions.

· Resource consents – Paul advised that there had been a number of enquires made to the board in relation to the new subdivisions such as Proctor Road and Highcliff Road. He commented that it would be useful for the Board to receive a summation report of the list of consents and RMA numbers in the peninsula area.

Action: Nicola Pinfold to investigate what reporting is held and could be forwarded to the Board.

Moved (Chairperson Paul Pope/Member Lox Kellas):

That the Board:

a) Notes the update from the Chairperson.

Motion carried (OPCB/2020/021)

13 Items for Consideration by the Chairperson

Portobello boat ramp

The Board requested that a formal update from Robert West, Group Manager Parks and Recreation on the Portobello boat ramp.

The meeting concluded at 11.57 am.

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

CHAIRPERSON

Otago Peninsula Community Board

18 June 2020

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) Former Tomahawk School site

e) Roadside vegetation

f) Annual Plan deliberations

g) Memorial seat – Otago Peninsula

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

b) Retrospectively ratifies the Otago Peninsula Community Board’s submission to the Dunedin City Council’s draft 2020-21 Annual Plan.

c) Retrospectively ratifies the Otago Peninsula Community Board’s submission to the Otago Regional Council’s draft 2020-21 Annual Plan.

project fund

The balance of funds for the current 2019/2020 financial year is $3,704.15.

Council has approved the carry forward of unspent 2019/2020 Community Board discretionary funds into the 2020/2021 financial year as a one-off consideration due to the recent Covid-19 events.

The Scholarship grant application received from Olivia Charles, which was approved by the Board at the 12 March 2020 meeting, has been withdrawn by the applicant, due to Covid-19 worldwide travel restrictions now in place.

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)
12 March 2020	$300.00	Scholarship grant for Olivia Charles to attend the Cambridge summer school programme in August 2020.
12 March 2020	$500.00 HOLD	(HOLD) Contribution to the restoration of the Noakes panel for display at the Portobello Museum.
12 March 2020	$500.00 HOLD	(HOLD) Donation towards the purchase of a replacement art piece for the Portobello Boatshed
TOTAL	$6295.85 ($7595.85)	$3,704.15 (Balance remaining $2,704.15)

correspondence

2 Incoming: Department of Conservation letter re the Notice of Intention to apply for marine reserves on the southeast coast of the South Island - extension of deadline (Attachment E).

3 Outgoing: Letters of thanks (Attachment A).

UPDATES

Freedom Camping

The City’s freedom Camping sites recently re-opened under Covid-19 Level 2 restrictions, and there appear to be slightly higher numbers of Freedom Campers in the city than usual as we head into winter. This is possibly due to a number of overseas tourists that remained in NZ during Covid-19 Level 4 and 3 lock down. The Freedom Camping security contract ended (as per schedule) on 31 May for the year, and so please contact Customer Services Agency if there are issues relating to Freedom Camping in the coming months. A draft Camping Control Bylaw 2015 and Statement of proposal outlining a Special Consultative Procedure will go to Council on 30 June 2020, which if approved, will allow for the draft Bylaw to go out for public consultation in the near future. (Attachment B)

Former Tomahawk School site

Due to repeated vandalism, staff intend to remove the former Dental Clinic building in the next 4-6 weeks. The building will be removed, and essential services capped. This will enable easy access to services for any future installation on the site, once the future use of the area has been considered by the community. The pagoda structure appears to be safe and undamaged and will remain on site.

Roadside vegetation

Roadside vegetation contract – The contract for roadside vegetation changed during Covid-19 Level 3 lockdown on 1 May. This was part of a planned change as part of the new Road Maintenance Contract. The roadside vegetation component of this contract is being delivered by Whitestone Contracting who are subcontracted to Fulton Hogan. This contract is being managed by the Transportation department

Annual Plan Deliberations

The Annual Plan deliberations were held on 27 and 28 May 2020 with Council approving a 4.1 % rate increase. The Board’s submission to the Dunedin City Council’s draft 2020-21 Annual Plan and the Otago Regional Council’s draft 2020-21 Annual Plan is attached for the Board’s endorsement (Attachments C and D)

Memorial Seat – Otago Peninsula

Approval has been received from the Transport Group Manager, Jeanine Benson for the memorial bench in place at Pineapple Rock.

ACTIONS

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:	Clare Sullivan - Team Leader Civic

Attachments

Title

Page

⇩a

OPCB letters of thanks to the Peninsula community

⇩b

Freedom Camping Monthly Report - May 2020

⇩c

OPCB Annual Plan Submission 2020-21 to DCC

⇩d

OPCB Submission to ORC Annual Plan 2020-21

⇩e

Letter from DoC re marine reserves - 3 June 2020

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	☐	☐	☒