Agenda of Waikouaiti Coast Community Board

Waikouaiti Coast Community Board

17 June 2020

Waikouaiti Coast Community Board

MINUTES

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

PRESENT

Chairperson	Alasdair Morrison
Deputy Chairperson	Geraldine Tait
Members	Andy Barratt	Sonya Billyard
	Mark Brown	Mandy Mayhem-Bullock
	Cr Jim O'Malley

IN ATTENDANCE

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 9^th 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.
	Action: 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 Vandenberg of Karitane.
	Regarding a memorial for Joel Vandenberg – 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 Vandenberg, 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.

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

CHAIRPERSON

Waikouaiti Coast Community Board

17 June 2020

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Waikouaiti Coast Community Board of activities relevant to the Board’s area including:

a) Project Fund

b) Funding Report from Blueskin News Community Newsletter

c) Freedom Camping Report

d) Roadside Vegetation Contract

e) Department of Conservation Notice of Intention

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

g) Dunedin City Council Updates

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Notes the funding report from Blueskin News Committee Newsletter.

c) Decides if the Board wishes to submit to the consultation on south-eastern South Island marine protected areas by 3 August 2020.

d) Ratifies the submission to the 2020/21 Dunedin City Council Annual Plan retrospectively.

e) Ratifies the submission to the 2020/21 Otago Regional Council Annual Plan retrospectively.

Project Fund

2 At the Council Annual Plan Deliberation meeting held on 27 May 2020, Council 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.

3 $3,761.00 remains in the 2019-2020 Project Fund, after taking into account grants made to date, as follows:

Meeting Date	Amount	Recipient/Purpose
29 July 2019	$100.00	Flowers
7 August 2019	$900.00	Warrington School – purchase a new oven
7 August 2019	$1,000.00	Waikouaiti RDA – towards seating from the Mosgiel ITM and $300.00 towards purchasing a cart
20 November 2019	$2,000.00	Waitati Volunteer Fire Brigade – to assist with the fit out of the rapid response utility vehicle
20 November 2019	$69.00	Leithvalley Enterprises Ltd – to deliver 600 community guides to emergencies
8 January 2020	$85.00	Flowers
8 January 2020	$85.00	Flowers
22 January 2020	$1,300.00	Waikouaiti Community Garden – towards fencing
22 January 2020	$700.00	Waitati Music Festival – for toilet hire for the 2020 festival
Total	$6,239.00

Funding Report

4. A funding report from the Blueskin News Committee Newsletter has been received as Attachment A.

Freedom Camping

5. 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.

Roadside Vegetation Contract

6. The contract for roadside vegetation changed during Covid 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.

Department of Conservation Notice of Intention

7. 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 3 August 2020. (Attachment B).

Annual Plan Submissions

8. The submissions to the Dunedin City Council and Otago Regional Council Annual Plans need to be retrospectively ratified (Attachment C and D).

Dunedin City Council Updates

9. Please note that due to the COVID-19 lockdown, there may be some items that have been unable to be progressed as work was reprioritised to meet urgent needs and to comply with the lockdown requirements.

Board 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:	Rebecca Murray - Governance Support Officer
Authoriser:	Clare Sullivan - Team Leader Civic

Attachments

	Title	Page
⇩a	Blueskin News Committee Newsletter Funding Report	24
⇩b	Department of Conservation notice of intention marine reserves	25
⇩c	Waikouaiti Coast Community Board Submission to 2020-21 Dunedin City Council Annual Plan	29
⇩d	Waikouaiti Coast Community Board Submission to 2020-21 Otago Regional Council Annual Plan	34

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	☐	☐	☒