Agenda of Otago Peninsula Community Board

Otago Peninsula Community Board

6 August 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 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

Otago Peninsula Community Board

6 August 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) Proposed Speed Limits Bylaw Amendment 11

d) Peninsula Connection tree removal

e) Freedom Camping

f) Tomahawk Carpark

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

project fund

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. The balance of funds as at 1 July 2020 (including the funds carried forward from the 2019/2020 financial year) is $13,704.15.

The following expenditure was made for the financial year (2019-2020):

Meeting Date	Amount	Recipient/Purpose
20 June 2019	$1,000	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	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	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)
18 June 2020	$2500	Peninsula Playcentre
TOTAL	$8,765.85	$1,234.15 (balance of funds)

As resolved by the Board at the 18 June 2020 meeting to accept the withdrawal of the scholarship grant request of $300.00 by Olivia Charles. It was also resolved to defer $1,000 funding being $500 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

correspondence

2 Incoming:

· Feedback from Fulton Hogan on questions raised at the 18 June 2020 meeting.

· Media Statement on the Provincial Growth Fund for possible funding for upgrade of some Dunedin community halls and war memorials.

3 Outgoing:

· Letter of Support to Sam and Christine Neill

UPDATES

Proposed Speed Limits Bylaw Amendment 11

The DCC is proposing to set new safe speed limits for some roads. The speed a vehicle is traveling determines both the likelihood of a crash occurring and the severity of the outcome. The current speed limits on many Dunedin local roads are not suitable for the existing conditions. If approved, the new speed limits would come into force on 1 November 2020.

The proposed amendment 11 of the Speed Limits Bylaw sets out new speed limits for the following areas:

Proposed areas	Current speed km/h	Proposed speed km/h
Central city roads: CBD Dunedin and Green Island.	50	30
Peninsula town centre roads: Broad Bay, Company Bay, The Cove, Harwood, MacAndrew Bay and Portobello.	50	40
High risk rural roads: Allanton, Blackhead, Brighton, Fairfield, Green Island, Halfway Bush, Highcliff, Mount Cargill, North Taieri, Ocean View, Otago Peninsula, Saddle Hill, Tomahawk, Waldronville and Westwood.	70, 80 & 100	60
Scroggs Hill Road	100	80

Public input is being sought before deciding whether to amend the speed limits in the bylaw. The statement of proposal, Speed Limits Bylaw Amendment 11, maps and more information is available at www.dunedin.govt.nz/consultation. Public feedback on other areas or roads in Dunedin is sought where a lower speed limit is thought desirable.

Feedback is able to made online at www.dunedin.govt.nz/consultation, or in writing to Speed Limits Bylaw, Dunedin City Council, PO Box 5045, Moray Place, Dunedin 9058. Feedback needs to be received by 4pm on Thursday, 20 August 2020.

Peninsula Connection tree removal – Media release from 28 July 2020 in response to ODT questions about the pending removal of native trees in Broad Bay, to make way for the Peninsula Connection, we said the work would be part of Section 4 (Company Bay to Broad Bay) of the project. A draft plan was presented to key stakeholders last week, and the wider public will be consulted in the coming weeks. Work will not begin until early next year, and native trees will be re-planted elsewhere within the reserve where possible. Those that have to be removed will be replaced with new native plantings similar to the current mix of native trees at the reserve. The same high level of landscaping constructed along other sections of the Peninsula Connection project will feature at Broad Bay as well.

Freedom Camping

Council at its meeting on 30 June 2020, approved the draft Camping Control Bylaw 2015 and Statement of proposal for public consultation. The draft bylaw will go out for consultation from the 3^rd August 2020 and close on 31 August 2020.

Tomahawk Carpark

Work is underway to upgrade the carpark. The lower carpark surface has been formed and the track up to the top carpark has had vegetation trimmed back from the edge and a drainage channel installed. The top carpark has been resurfaced and the existing post and chain fence reinstated. The next stage is to install the landscape features such as post and rope barriers, signage, a kiosk, recycling bins and planting. The car park can remain open while the landscape work is being carried out. It is expected that the work will be complete by the end of August.

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

Feedback from Fulton Hogan

⇩b

PGF media statement

⇩c

Letter of Support

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	☐	☐	☒