West Harbour Community Board



Minutes of an ordinary meeting of the West Harbour Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 24 June 2020, commencing at 5.30 pm





Francisca Griffin


Deputy Chairperson

Trevor Johnson



Duncan Eddy

Angela McErlane


Jacqueline Ruston

Jan Tucker


Cr Steve Walker





Adrian Blair (Group Manager Customer and Regulatory Services)


Governance Support Officer                  Jennifer Lapham





The Board acknowledged the passing of Mrs Kath Munro, former Deputy Mayor of Port Chalmers and Chairperson of the Port Chalmers Community Board with a minutes silence.


Jan Tucker then spoke on Mrs Munro’s achievements throughout her life and the contribution she made to the Port Chalmers and wider community.

1          Public Forum

1.1       Public Forum - Blueskin Resilient Community Trust


Camila Cox and Scott Willis spoke to the funding application from the Blueskin Resilient Community Trust.  They advised that the Trust is undertaking the Mihiwaka Walking Track which will link the existing walking tracts to create a city to sea walking link from Dunedin to Waitati and Purukaunui over the Mihiwaka. 

Ms Cox and Mr Willis responded to questions regarding the maintenance of the track and also the finishing point, which is proposed as Blueskin Road.


1.2       Public Forum - Pioneer Opportunities Trust


The Chairperson withdrew from this presentation.

Mr Jack Austin spoke to the funding application from the Pioneer Opportunities Trust for assistance the operational expenses of the Pioneer Hall.  He advised that they had lost income as a result of the lock down as a result of Covid-19 and operational expenses have continued.


1.3       Public Forum - Kathryn Van Beek


Ms Kathryn van Beek was in attendance to speak to her funding application for assistance with the publication of a children’s book, which has been developed with the children from Port Chalmers School.


2          Apologies

There were no apologies.


3          Confirmation of agenda



Moved (Francisca Griffin/Jan Tucker):

That the Board:


Confirms the agenda without addition or alteration


Motion carried (WHCB/2020/015)


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.


Francisca Griffin advised she was a member of the Green Party.  



Moved (Trevor Johnson/Jan Tucker):

That the Board:


a)     Amends the Elected Members' Interest Register attached as Attachment A; and

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

Motion carried (WHCB/2020/016)


5          Confirmation of Minutes

5.1       West Harbour Community Board meeting meeting - 5 February 2020


Moved (Francisca Griffin/Trevor Johnson):

That the Board:


Confirms the public part of the minutes of the West Harbour Community Board meeting held on 5 February 2020 as a correct record.

Motion carried (WHCB/2020/017)

Part A Reports

6          Project Fund Applications


Consideration was given to the following funding applications:

a          Kathyrn van Beek for $1,000.00 of funding towards the publishing of a book. 

b          Blueskin Resilient Communities Trust for $2,864.40 of funding towards the development of the Mihiwaka Walking Track.

             Cr Steve Walker withdrew from discussion on the Blueskin Resilient Communities Trust application.

c           The Pioneer Opportunities and Resources Trust for $1,000.00 towards the running of the Pioneer Hall.  

             The Chairperson Francisca Griffin withdrew from discussion on the Pioneer Opportunities and Resources Trust application

d          The West Harbour Arts Charitable Trust for $500.00 towards the art programmes in schools and pre-schools in the West Harbour Area.

e          The Sawyers Bay Playcentre for $1,177.00 to purchase heaters for the playcentre.



Moved (Trevor Johnson/Cr Steve Walker):

That the Board:


a)        Declines the funding application from Kathyrn van Beek

.Motion carried (WHCB/2020/018)



Moved (Trevor Johnson/Jan Tucker):

That the Board:

b)     Declines the funding application from the Blueskin Resilient Communities Trust.

Motion carried (WHCB/2020/019) Noting that Cr Walker had withdrawn from this item.



The Chairperson withdrew from discussion on this item and the Deputy Chairperson took the Chair.


Moved (Cr Steve Walker/Trevor Johnson):

That the Board:

c)     Declines the funding application from the Pioneer Opportunities and Resources Trust.

Motion carried (WHCB/2020/020)



Moved (Angela McErlane/Cr Steve Walker):

That the Board:

d)     Approves a grant of $500.00 to the West Harbour Arts Charitable Trust towards art programme in schools..

Members requested that the programme be extended to all schools in the West Harbour area.


Motion carried (WHCB/2020/021)



Moved (Trevor Johnson/Duncan Eddy):

That the Board:

e)     Approves a grant of $748.00 to the Sawyers Bay Playcentre towards the installation of a heater in the bathroom.  

Motion carried (WHCB/2020/022)


7          Board Representation And areas of responsibility


a)         Port Environment Liaison Committee


             Jacque Ruston provided an update on the activities of the Port Environment Liaison              Committee.


b)        Ravensdown Community Liaison Group

Trevor Johnson advised that a meeting had not been held.


d)        West Harbour Beautification Trust


             It was agreed that this item be removed from this section as the Trust is not active at              the moment.


e)        Policing Issues


             Jan Tucker advised that the station had been staffed during the lockdown period.


f)         Vision Port Chalmers


             Jan Tucker advised that a meeting was being held in the near future.


g)         Access Radio


             Francisca Griffin advised that she had been continuing to host the radio slot every              month. 


h)        Social Media and Communication


             Francisca Griffin advised the face book page had worked well during lockdown. 


i)          Community Awards

             Ange McErlane tabled a paper regarding the Community awards and proposals on how              it would run in the future.  Members supported the concept proposed.  It was agreed              that a budget for the awards would be presented at the next meeting.

j)          Albertson Avenue Beautification Project

             Francisca Griffin commented that the Council had advised that there was no funding              available for the ongoing maintenance of the area.  She suggested that it become and              ongoing project for the West Harbour Beautification Trust.



c)         Keep Dunedin Beautiful

Consideration was given to the paper from Duncan Eddy on advocacy for stormwater drain filtering to catch litter, installation of public ashtrays in key spots in Port Chalmers and litter monitoring on local beaches.



Following discussion it was Moved (Duncan Eddy/Jacqueline Ruston):

That the Board:

a)       Advocate for the installation of stormwater drain filtering

b)      Support the litter monitoring of beaches on both sides of Otago Harbour

c)       Allocate $770.00 (inc GST) for the purchase of 6 stainless steel ashtrays.

. Motion carried (WHCB/2020/023)




8          Draft West Harbour Long Term Community Plan 2018 - 28




This item was deferred to the next meeting, pending changes being made to the draft plan.




9          Governance Support Officers Report


In a report the Governance Support Officer provided an update on matters of interest including  

·        Project Fund

·        Update from Parks and Recreation

·        Rothesay News

·        Updates/Actions

Ange McErlane withdrew from the discussion on the Rothesay News.



Moved (Francisca Griffin/Trevor Johnson):

That the Board:


a)     Notes the Governance Support Officers Report.

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

Motion carried (WHCB/2020/024)noting Ange McErlane had withdrawn


10        Chairperson's Report


The Chairperson provided an update on matters of interest including:

·    Letter of support for funding application for Iona Church had been provided

·    Appointment of two representatives from Flagstaff to Port Noise Liaison Committee

·    NZTA Speed Review – speed would be reduced to 40km/h

·    Ravensbourne Terra Nova Scout Hall – they have been trying to get the vegetation cleared and steps repaired since the heavy rain.  The steps are very dangerous.  It was agreed this would be followed up.

·    Time Ball Update – the flag needs to be moved, Heritage NZ are happy with the proposed site for the flag.

·         Port Otago Ltd – that webcams had been installed on the jetty so some of the problems had been resolved.  Kevin Winder advised that crews from Ships were not being allowed off the ship at this time.


Moved (Chairperson Francisca Griffin/Cr Steve Walker):

That the Board:


a)         Notes the Chairperson’s Report.

b)        Appoints John Perry and Dean Brewster from the Flagstaff area to the Port Environment Liaison Committee.

Motion carried (WHCB/2020/025)


11        Council Activities


Cr Walker provided an update on matters of interest including the Annual Plan and deliberations and the proposed flat fare for buses. 


He expressed his appreciation for the work the staff had done during the lock down period, and in particular the Governance Support Team, to ensure that meetings were held during lockdown.


It was noted that the Chief Executive Officer was leaving Council.  It was agreed to write a letter of appreciation for her amazing work over the last 10 years. 



12        Notification of Items for Consideration by the Chairperson



Jan Tucker advised a plaque had been placed at Watson Park but due to boundary changes was now within the school grounds.  She suggested that the plaque be relocated to Lady Thorn Dell. Dell.







The meeting concluded at 7.26 pm.