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 18 June 2020, commencing at 10:05am

 

PRESENT

 

Chairperson

Paul Pope

 

Deputy Chairperson

Hoani Langsbury

Cr Andrew Whiley

Members

Lox Kellas

Graham McArthur

 

Cheryl Neill

Edna Stevenson

 

IN ATTENDANCE

Chris Henderson, Group Manager Waste and Environmental Solutions

 

Governance Support Officer       Lauren McDonald

 

 

1          Opening

Paul Pope acknowledged the resignation of Sue Bidrose as CEO and offered his thanks for her support as CEO to the funding of the peninsula road widening and Te Rauone projects.  He also applauded the peninsula community’s response to working through the Covid-19 level 4 lockdown period.

2          Public Forum

2.1       Public Forum - Peninsula Playcentre

 

Connagh Wesley (President) and Stacey Kokaua (Past President) of the Peninsula Playcentre spoke in support of the funding application being considered by the Community Board. They advised a change in the qualification structure had effectively meant a 2-year delay for the three members being able to fully complete NCEA Level 4 Early Childhood Education (ECE) qualifications.

 

Ms Kokaua advised the funding sought would cover a 12 month period, to ensure a qualified teacher was in place at the Peninsula Playcentre until ECE qualification were completed.  She advised that 16 children were enrolled at the playcentre and that the centre took pride in having ‘parent lead’ educators now and into the future.

 

 

2.2       Public Forum - Fulton Hogan

 

Joe Connolly from Fulton Hogan provided an update on the Peninsula Connection Project work, including the next section of the project to be undertake, being SB4 – Broad Bay which is intended to be completed by mid-2021.  He confirmed the Vauxhall section paving and road sealing would be completed by the end of July 2020 and that landscape plantings were underway as well as placement of seating as organised by the community.

Members requested an update from Fulton Hogan on the following issues within the Peninsula Connection Project work, to be reported back to Paul Pope as Chairperson:

·           Grassy Point- the steps were currently extremely slippery and a hazard for members of the public using them to collect seaweed.   A request was made for any remedial work Fulton Hogan to provide to the steps or if they could be replaced.

·           Cycleway barriers – looking to be able to give cyclists the ability (gaps) to get through the roadway to the shared path area.

·           Sunnybrae Road area –confirmation that safety barriers were in place for the location where the wall has been removed.

·           Old stock trough - has a location been found for the trough that was uncovered during the earlier stage of the project works?

·           Request for consideration (as part of bulk procurement) to provide some extra seating in the Harington Point area.

3          Apologies

There were no apologies.

 

4          Confirmation of agenda

 

 

Moved (Deputy Chairperson Hoani Langsbury/Chairperson Paul Pope):

That the Board:

Confirms the agenda without addition or alteration.

 

Motion carried (OPCB/2020/022)

 

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/2020/023)

 

6          Confirmation of Minutes

6.1       Otago Peninsula Community Board meeting - 12 March 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 12 March 2020 as a correct record.

 

Motion carried (OPCB/2020/024)

    

Part A Reports

7          Funding Applications

 

A report from Civic presented a funding application from the Peninsula Playcentre for a one-off grant of $2,500.00 for a Session Support Worker for a one-year fixed term contract. The Peninsula Playcentre confirmed that the Playcentre Federation would be employing the session support worker, not the Peninsula Playcentre.

It was noted that the balance of project funds available to the Board as at 18 June 2020 was $3,704.15 (which included the withdrawal of the scholarship grant of $300 from the fund balance). 

An amount of $1,000 had been agreed by the Board to be held aside for the Portobello Boatshed art restoration and contribution to replacement art, leaving a net fund balance of $2,704.15 available to the Board for the 2019/2020 financial year.

 

It was noted that Council resolved at the 25 May 2020 Council meeting to allow a one-off carry over of unspent discretionary funding from the 2019-2021 financial into the new 2020-2021 financial year due to the recent Covid-19 events. 

 

Moved (Deputy Chairperson Hoani Langsbury/Member Graham McArthur):

That the Board:

 

a)         Approves the funding of $2,500 for the Peninsula Playcentre to employ a session support worker for a one-year fixed term contract.

Motion carried (OPCB/2020/025)  Lox Kellas voted against the motion.

 

 

 

Members were asked to note the withdrawal of the scholarship grant request, granted to Olivia Charles at the 12 March 2020 meeting, as the planned attendance at Cambridge summer school in August 2020 had been cancelled due to the Covid-19 pandemic.

 

 

Moved (Deputy Chairperson Hoani Langsbury/Member Graham McArthur):

That the Board:

Accepts the withdrawal of the scholarship grant request of $300.00 by Olivia Charles not being taken up and withdraw the allocation and carry over the funds into the 2020-21 financial year.

Motion carried (OPCB/2020/026)

 

 

 

Graham McArthur advised that no progress had been made to date with restoration and replacement of the Noakes panel through Keep Dunedin Beautiful Committee and recommended that the Board defer until the 2020/2021 financial year to progress further.

 

 

Moved (Chairperson Paul Pope/Deputy Chairperson Hoani Langsbury):

That the Board:

b)        Defers the funding of $1,000 in total for the restoration of the Noakes panel for display at the Portobello Museum, and the $500 donation towards purchase of a larger art piece for the Portobello Boatshed for consideration in the 2020-2021 financial year

Motion carried (OPCB/2020/027)

 

The balance of the 2019-2020 discretionary project funds to carry over into the 2020-2021 financial year was noted as $1,204.15.

 

 

 

8          Governance Support Officer's Report

 

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

Project Fund – balance in hand as at 18 June 2020 - $2,704.15 (inclusive of grant funds on hold)

 

Correspondence (inwards):

DoC letter advising of extension to deadline for submission on the notice of intent to apply for marine reserves on the southeast coast of the South Island through to August 2020.  (Noted that at the 12 March 2020 meeting that the Chair was given approval to make a submission on behalf of the board.)

 

Correspondence (outwards):

Chairperson’s letters of thanks to community members and DCC staff on behalf of the Board for the support offered during the Covid-19 response.

 

Freedom Camping Report

Members noted the increase in freedom campers on the peninsula, particularly at Wellers Rock and the jetty areas over the period March though to June 2020.

 

Former Tomahawk School site

Paul Pope commented on his disappointment with the vandalism that had occurred at the site.

 

Roadside vegetation

Members noted that roadside vegetation control work was needed for weeds and wilding pines on the Portobello Road area.

 

Annual Plan deliberations

Paul Pope confirmed the submissions made by the Board to the DCC and ORC Annual Plans and spoke to the content of the submissions, including the flat fees for bus travel by the ORC.

 

Memorial seat – Otago Peninsula

Paul confirmed that the bench was in place at Pineapple Rock, in memory of John Campbell’s wife.

 

 

Paul Pope reminded members to use the “Fix-it-Form” on the DCC website or phone the DCC Customer Services Agency on 477400 to log operational/maintenance requests and to ensure they retained the job number allocated, for follow up if required.  He confirmed he would add the “how to make a request” information via the community newsletters and the Community Board’s Facebook page.

 

 

Moved (Member Lox Kellas/Member Edna Stevenson):

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.

Motion carried (OPCB/2020/028)

 

9          Board Updates

 

Board members provided updates on activities undertaken on behalf of the Board which included:

 

Keep Dunedin Beautiful (Graham McArthur)

No meetings had been held by the KDB committee during Covid-19 lockdown.  He confirmed he would speak with Lox Kellas regarding the nomination of Peter Travathan for the Keep Dunedin Beautiful Awards.  Discussion was continuing on a new mural for the Portobello boatshed.

 

Rural Roads (Lox Kellas)

Concern was expressed with the lack of centre line markings on parts of Highcliff Road.  It was noted that Weir Road needed some maintenance work due to the heavy usage and the Back Bay roads needed some gravel work.

 

Action: Lox Kellas to lodge a request through the DCC Customer Services Agency for vegetation control work required on Beaconsfield Road.

 

Community Meetings (Paul Pope)

Paul confirmed the community meeting at Harwood occurred on 17 March, but the community meeting at the Otakou Marae is still to occur.

 

Civil Defence/Community Response Planning (Lox Kellas)

The Civil Defence Community Guide to Emergencies has been approved by Council and delivery to households is being arranged.

 

Hoani Langsbury

Beach seating – seeking 3 new bench seats in the Harington Point area (like the bench at the Wellers Rock carpark) for: the shared pathway at Te Rauone; harbour end of both Tamatea and Pipikaretu Roads.

 

Public water tap at Portobello.  A progress update was requested on the allocation of a P15 parking area by the public water tap to allow enough space for a car and trailer access, to avoid causing access problems to traffic and other parking.

 

Action: Hoani to send an email request (cc to the Chair and the GSO) requesting an update from Waste Management team on this.

 

A suggested community project for native plantings in areas where gorse has been cleared behind Tidewater Drive.  He advised this would require the landowners in the area to participate.

 

Edna Stevenson

·         Te Rauone Beach –Port Otago Ltd consent application received 403 submissions, of which 401 were in the positive.

·         Te Rauone Reserve development, and that an expression of interest had been issued for an artwork at the entrance way to the reserve.

·         Edwards Bay bus shelter – the painting of the shelter complete, she saw a benefit to a small path being created around the edge of the shelter for the public to be able to access and view the history text.

 

Action: Edna to make initial contact with the Portobello Inc group to lead this work.

 

·         Frances Street park –Consideration of the subdivision developers creating a level playing surface as part of the landscaping work for the subdivision.

 

Action: Edna provide details of the request to Paul Pope, who will raise for discussion with Council’s Parks and Reserves team.

 

Cheryl Neill

·         The planned school pupil representation to the Board now to occur at the 24 September 2020 meeting.

·         Back Bays recycling –No-dumping sign needed

Action: Chris Henderson to follow up on provision of a sign.

 

·         Hoopers Inlet – A Traffic Management Plan recommended, due to the number of tourists visiting the sea lions in residence.

 

Action: A letter to be drafted by Paul Pope and Cheryl Neill to Department of Conservation and the DCC Transport team, to enquire what improvements can be made.

 

·         Road sealing on Allans Beach Road– Request for tarsealing of a section of Allans Beach Road due to the level of dust created by traffic of the and their submission to the Annual Plan)

 

Cr Whiley advised he would follow up on the matter with Christine Neill and suggest it be raised at Public Forum at the next Infrastructure Services Committee meeting.

 

Members agreed to have a community board member in support at the public forum.

 

 

Moved (Chairperson Paul Pope/Deputy Chairperson Hoani Langsbury):

That the Board:

 

a)     Notes the Board Updates.

Motion carried (OPCB/2020/029)

 

10        Councillor's Update

 

Councillor Andrew Whiley spoke to the resignation of Sue Bidrose as CEO and advise the process was underway to seek a new appointment to the role.  He confirmed the 4.1% rates rise and annual plan would be finalised at Council’s 30 June 2020 meeting.

 

 

Moved (Chairperson Paul Pope/Member Graham McArthur):

That the Board:

 

a)     Notes the report from Cr Whiley.

 Motion carried (OPCB/2020/030)

 

11        Chairperson's Report

 

Chairperson provided an update including:

·      The letters of thanks to community members and DCC staff (on behalf of the Board) for their work during the Covid-19 Level 4 lockdown.

·      Grassy Point stair access to the harbour needs maintenance as extremely slippery, a health and safety hazard.  Paul advised he has written to DCC staff on the matter.

·      Dangerous corners Beaconsfield Rd/Portobello Rd, Seaton Road/Highcliff Road – Paul advised he wrote to DCC staff on these road transport visibility and speed safety issues.

·      Tomahawk carpark project (design) – Paul confirmed the upgrade work advised by Council.

·      Te Rauone Working Party – a meeting with the project team on 19 June to look at the parking options for the site.

·      Shovel ready projects (Government Covid-19 response) – 1 awarded to the Otago region.

·      Peninsula Forum – Paul advised the intent is to hold a meeting in July with tourist, accommodation and hospitality operators to allow better connection and support for the peninsula businesses.  An invitation to be extended to Joe Connelly from Fulton Hogan also.      Action: Hoani to co-ordinate for an evening meeting to discuss.

·      Otago Peninsula Speed Limit Review Survey - Cr Whiley withdrew from this item and left the meeting. Paul tabled the survey he had undertaken via SurveyMonkey.  He outlined the summary data from the 445 responses received and advised the issues peninsula residents saw as positives and those needing addressing such as speed limits on Highcliff Road.   

 

Cr Whiley returned to the meeting at 11:50am.

 

 

Moved (Chairperson Paul Pope/Member Lox Kellas):

That the Board:

 

a)     Notes the update from the Chairperson.

Motion carried (OPCB/2020/031)

 

 

 

Moved (Member Lox Kellas/Member Cheryl Neill):

That the Board:

Send a letter of thanks to Sue Bidrose for her service and to offer congratulations to her on her new role.

Motion carried (OPCB/2020/032)

 

12        Items for Consideration by the Chairperson

 

Discussion items for the 6 August 2020 meeting:

·         Accessibility to boat launches on the peninsula.

·         Channel markers and dredging – forming of a long-term strategy

·         Marine and Recreational facilities long term plan for the Otago Harbour

 

 

The meeting concluded at 11:55am.

 

 

 

 

 

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

CHAIRPERSON