Agenda of West Harbour Community Board

West Harbour Community Board

24 June 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 5 February 2020, 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

1 Public Forum

1.1 Public Forum – Paul Hanson

Paul Hanson expressed his concern regarding the reduction of vehicle access to the Long Beach Domain. He advised that the local community had worked hard over the years to create a domain which could be enjoyed by everyone. He believed that the problems should be targeted specifically rather than the people who just want to have a picnic on the domain.

1.2 Public Forum - Aramoana League

Vicki Wilson and John Davis spoke to the Board on behalf of the Aramoana League and outlined their focus for the coming year. They also expressed concern regarding communication with the Board and the best way to do this. Comment was made that they had been asking for additional toilets for the last two years, and that speeding was an issue within the township.

1.3 Public Forum - Aramoana Conservation Trust

Bradley Curnow spoke to the Board on behalf of the Aramoana Conservation Trust. He advised that the Trust had been set up in 2013 and was the self-imposed guardians of Aramoana. Bradley provided an overview of the conservation issues in Aramoana and surrounding areas.

Moved (Francisca Griffin/Cr Steve Walker):

That the Board:

Extend the public forum to allow all speakers to be heard.

Motion carried (WHCB/2020/001)

1.4 Public Forum – Kilda Northcote

Kilda Northcote spoke on rubbish and cigarette butts and expressed concern that they were one of the main pollutants in the environment. She would like the Board to work on ways to have more cigarette butt bins installed.

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/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.

Jacque Ruston advised the she owns property in Roseneath not Ravensbourne.

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (WHCB/2020/003)

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 27 November 2019

Moved (Francisca Griffin/Cr Steve Walker):

That the Board:

Confirms the minutes, as amended, of the West Harbour Community Board meeting held on 27 November 2019 as a correct record.

Motion carried (WHCB/2020/004)

Part A Reports

6 Port Otago Ltd Update
	Mr Winders did not attend the meeting.

7 Project Fund Application
	Consideration was given to an application from the Long Beach Amenities Society for $1070 towards the purchase of an AED to be installed at the hall.
	Discussion took place on the application with members commenting that given the environment it would be appropriate to also purchase a key “smash” box which is placed next to the cabinet.
	Moved (Cr Steve Walker/Angela McErlane): That the Board: a) Approves a grant of $1000 to the Long Beach Amenities Society for the purchase of an AED with a key “smash” box. Motion carried (WHCB/2020/005)
	Discussion took place on the proposed Scholarship Application Form. It was agreed that the dates would be removed as people tended to apply throughout the year.
	Moved (Francisca Griffin/Cr Steve Walker): That the Board: b) Approves the Scholarship Application Form and Criteria. Motion carried (WHCB/2020/006)

8 Governance Support Officers Report
	In a report the Governance Support Officer provided an update on matters of interest including: · Project Fund · Parks and Recreation Update · Te Ngaru Speed Humps · Hall Road – Speeding · Sims Building · Community Board Executive Committee Representation · Updates/Actions
	Discussion took place on the report and in particular: · Reserves and Beaches Bylaw – members noted the concern expressed regarding the access to the domain at Long Beach. It was suggested that a key be provided to the Long Beach Amenities Society to give a degree of local management to allow events to be held on the domain. · Te Ngaru Speed Humps – The Chairperson had advised that she had spoken to people from Te Ngaru and there were 18 people who would like them to remain and 4 who wanted them removed. It was noted that there was a strong desire in the community to have some form of speed control.
	Moved (Duncan Eddy/Jacqueline Ruston): That the Board: a) Requests that the speed humps at Te Ngaru remain in place until further information on traffic calming measures, including the placement of the speed humps is provided to the Board. Motion carried (WHCB/2020/007)
	Moved (Cr Steve Walker/Francisca Griffin): That the Board: a) Votes for Jacque Ruston the Community Boards’ Executive Committee’s (CBEC) Zone Six Representative Motion carried (WHCB/2020/008)
	Moved (Francisca Griffin/Jan Tucker): That the Board: a) Notes the Governance Support Officers Report. Motion carried (WHCB/2020/009)

9 Community Board - Community Plans
	In a report from Civic, Sharon Bodeker, Team Leader Civic advised that 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 agreed at the workshop, Council staff have developed a draft template for use by each Community Board.
	Discussion took place on the Community Plan and it was agreed to hold a workshop to discuss the development of the Community Plan.
	Moved (Francisca Griffin/Trevor Johnson): That the Board: a) Notes the process for the development of Community Board Community Plans. Motion carried (WHCB/2020/010)

10 Meeting Schedule

In a report the Governance Support Officer provided a schedule of meetings for 2020.

Moved (Jan Tucker/Cr Steve Walker):

That the Board:

a) Approves the meeting schedule for 2020.

Motion carried (WHCB/2020/011)

11 Board Representation and Areas of Responsiblity

a) Port Environment Liaison Committee - Jacque Ruston advised that at the meeting it had been suggested that the carpark by the diary be sealed and lines should be installed to enhance parking.

b) Ravensdown Community Liaison Group – Trevor Johnson advised that a meeting had not been held.

c) Keep Dunedin Beautiful – Duncan Eddy advised that he had attended the meeting and had raised the issue of cigarette butts. He advised that a trial was to be undertaken in North East Valley of putting shields on rubbish bins.

d) Communications/Facebook – Jacque Ruston and Francisca Griffin provided an update on issues raised via the facebook page.

e) West Harbour Beautification Trust – Francisca Griffin advised that a meeting had not been held.

f) Policing Issues – Jan Tucker advised that the local police officer was back in the area.

g) Vision Port Chalmers – Jan Tucker commented that the Annual General Meeting would be held on 1 March and that more information pads are going to be printed.

h) Access Radio – Francisca Griffin advised that the first slot is on the 18 February. It was suggested an overview of the Sims building could be discussed.

i) Community Awards – Ange McErlane advised that she had nothing to report.

j) Albertson Avenue Beautification Project – Francisca Griffin advised that the group were continuing to maintain the area.

12 Chairperson's Report
	The Chairperson provided an update on matters of interest including: · FYI – March · Buses on Aramoana Road · Annual Plan 2020/21 Budgets presentation · Merchant Navy Service at Iona Church, 9 February at 10.00 am.
	Discussion took place on the issue of large buses using Aramoana Road, and the difficulty they have getting around some corners and the road is narrow that at time they cross the centre line.
	Moved (Trevor Johnson/Angela McErlane): That the Board: a) Write to the known bus companies using the Aramoana Road, and advise them that the Board had received complaints regarding safety and remind them of their obligations to other road users. Motion carried (WHCB/2020/012)
	Moved (Cr Steve Walker/Duncan Eddy): That the Board: a) Notes the Chairperson’s Report. Motion carried (WHCB/2020/013)

13 Council Activities

Cr Walker provided an update of matters of interest including the annual plan process and proposed draft budget increases.

Moved (Cr Steve Walker/Deputy Chairperson Trevor Johnson):

That the Board:

a) Notes the Councillor report.

Motion carried (WHCB/2020/014)

14 Notification of Items for Consideration by the Chairperson

Jan Tucker asked for a discussion on providing a liaison person for the Aramoana area.

Request an update from Keep Dunedin Beautiful if the trial of litter bins for cigarette butts could also take place in Port Chalmers.

The meeting concluded at 7.32 pm .

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

C H A I R P E R S O N

West Harbour Community Board

24 June 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

· Update from Parks and Recreation

· Rothesay News

· Updates/Actions

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report.

b) Approves/Declines to renew its commitment to Rothesay News advertising for the next financial year at a cost of $116.70 per month.

Project Fund

2 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 Board has a balance of $7,446.30 left from the 2019/2020 financial year.

Meeting Date	Amount	Recipient
June 2019	$1,283.70	Rothesay News
27 November 2019	$270.00	OAR FM
5 February 2020	$1,000.00	Long Beach Amenities Society

Total	$2,553.70

Update from Parks and Recreation

3 Freedom Camping

The City’s freedom Camping sites recently re-opened under Covid 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 Level 4 and 3 lockdown. 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.

4 Roadside Vegetation Contract

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

Rothesay News Advertisement

5 As a new financial year will commence on 1 July, the Board may wish to reconfirm its commitment to its monthly expenditure of $116.70 for its Rothesay News advertisement.

Updates/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:	Jenny Lapham - Governance Support Officer
Authoriser:	Sharon Bodeker - Corporate Planner

Attachments

	Title	Page
⇩a	Freedom Camping report January 2020	71

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 Boards except to provide information on activities in or relevant to the Board area.

	Title	Page
⇩a	Funding Application - Kathryn van Beck	20
⇩b	Funding Application - Blueskin Resilient Communities Trust	30
⇩c	Funding Application - Pioneer Opportunities and Resources Trust	37
⇩d	Funding Application - West Harbour Arts Charitable Trust	43
⇩e	Funding Application - Sawyers Bay Playcentre	46

	Title	Page
A ⇩	Minutes of West Harbour Community Board meeting meeting held on 5 February 2020	10