Notice of Meeting:

I hereby give notice that an ordinary meeting of the West Harbour Community Board will be held on:

 

Date:                                                    Wednesday 30 September 2020

Time:                                                   5.30 pm

Venue:                                                Rolfe Room, Port Chalmers Town Hall, Port Chalmers

 

Sandy Graham

Acting Chief Executive Officer

 

West Harbour Community Board

PUBLIC AGENDA

 

MEMBERSHIP

 

Chairperson

Francisca Griffin

 

Deputy Chairperson

Trevor Johnson

 

Members

Duncan Eddy

Angela McErlane

 

Jacqueline Ruston

Jan Tucker

 

Cr Steve Walker

 

 

Senior Officer                                               Graham McKerracher, Communications and Marketing Manager

 

Governance Support Officer                  Jenny Lapham

 

 

 

Jenny Lapham

Governance Support Officer

 

 

Telephone: 03 477 4000

jenny.lapham@dcc.govt.nz

www.dunedin.govt.nz

 

 

 

 

 

 

Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.

 


West Harbour Community Board

30 September 2020

 

 

ITEM TABLE OF CONTENTS                                                                                                                                         PAGE

 

1             Public Forum                                                                                                                                                              4

1.1       Public Forum - Sawyers Bay School                                                                                                      4

1.2       Public Forum - Anteroom                                                                                                                         4

1.3       Public Forum - Peter Cole                                                                                                                        4

2             Apologies                                                                                                                                                                    4

3             Confirmation of Agenda                                                                                                                                        4

4             Declaration of Interest                                                                                                                                           5

5             Confirmation of Minutes                                                                                                                                       9

5.1       West Harbour Community Board meeting - 12 August 2020                                                     9     

Part A Reports (West Harbour Community Board  has power to decide these matters)

6             Otago Regional  Council Regarding Public Transport                                                                               17

7             Governance Support Officers Report                                                                                                             18

8             Project Fund Applications                                                                                                                                  28

9             Report from Jacque Ruston re Fencing parkland                                                                                       44

10           Update on Cigarette Butt Bins                                                                                                                          52

11           Community Plan                                                                                                                                                    54

12           Board Representation And areas of responsibility                                                                                    55

13           Chairperson's Report                                                                                                                                           56

14           Council Activities                                                                                                                                                   57

15           Notification of Items for Consideration by the Chairperson                                                                  58             

 

 


West Harbour Community Board

30 September 2020

 

 

1          Public Forum

1.1       Public Forum - Sawyers Bay School

Gareth Swete will speak to the funding applications from the Sawyers Bay School.

1.2       Public Forum - Anteroom

Scott Flanagan and Charlotte Parallel will be in attendance to speak to the funding application from the Anteroom.

1.3       Public Forum - Peter Cole

Peter Cole will be in attendance to discuss a possible project.

2          Apologies

At the close of the agenda no apologies had been received.

3          Confirmation of agenda

Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.


West Harbour Community Board

30 September 2020

 

Declaration of Interest

 

  

 

EXECUTIVE SUMMARY

1.              Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected representative and any private or other external interest they might have.

 

2.              Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.

 

RECOMMENDATIONS

That the Board:

a)     Notes/Amends, if necessary, the Elected Members' Interest Register attached as Attachment A; and

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

 

 

Attachments

 

Title

Page

a

Register of Interest

7

  



West Harbour Community Board

30 September 2020

 

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West Harbour Community Board

30 September 2020

 

Confirmation of Minutes

West Harbour Community Board meeting - 12 August 2020

 

 

RECOMMENDATIONS

That the Board:

Confirms the minutes of the West Harbour Community Board meeting held on 12 August 2020 as a correct record.

 

 

 

Attachments

 

Title

Page

A

Minutes of West Harbour Community Board meeting  held on 12 August 2020

10

 

 


West Harbour Community Board

30 September 2020

 

 

 

West Harbour Community Board

MINUTES

 

Minutes of an ordinary meeting of the West Harbour Community Board held in the Pioneer Hall, Port Chalmers on Wednesday 12 August 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), Robert West (Acting General Manager City Services) and Alan Worthington (Resource Consent Manager)

 

Governance Support Officer                  Jennifer Lapham

 

 

 

1          Public Forum

1.1       Public Forum – Harbourside Junior Football Club

 

Tim Cook, Harbourside Junior Football Club spoke in support of the funding application from the Harbourside Junior Football Club.  The club has approximately 65 children.  He advised that they are seeking to purchase new footballs for the children to use.

 

 

1.2       Public Forum – Ravensbourne School

 

Ravensbourne School advised they would withdraw their funding application and present it to the next meeting.

 

 

1.3       Public Forum - Judy Southworth

 

Judy Southworth requested that the Board work towards establishing a dog park in the West Harbour area.  She advised there were 929 dogs between Ravensbourne and Port Chalmers and no area where they could roam freely.

 

 

1.4       Public Forum – Wendy Currie

 

Wendy Currie advised that she had started a petition because she was concerned that some residents wanted to close Peninsula Beach Road to traffic.  She advised that over 1200 people had voted to keep Peninsula Beach Road open.  Ms Currie made a number of suggestions to improve the safety of the road for all users. 

 

 

1.5       Public Forum – John Holmes

 

John Holmes spoke to the Board regarding safety on Peninsula Beach Road.  He advised that he would like speed humps installed to help slow down the traffic.  

 

 

1.6       Public Forum - Stefan Roesch

 

Stefan Roesch did not attend the meeting.

  

2          Apologies

There were no apologies received.

 

 

3          Confirmation of agenda

 

 

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

 

Confirms the agenda with the following additions and deletions:

a)     Addition of an update regarding the storage of ammonium nitrate storage at Sawyers Bay as item 5a.

b)     Addition of the Council Activities Report to become item 10 a

c)     Removal of the funding application from the Ravensbourne School.

Motion carried

 

 

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 (Trevor Johnson/Cr Steve Walker):

That the Board:

 

a)     Notes the Elected Members' Interest Register;

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

Motion carried (WHCB/2020/026)

 

5          Confirmation of Minutes

5.1       West Harbour Community Board meeting - 24 June 2020

 

Moved (Francisca Griffin/Angela McErlane):

That the Board:

 

Confirms the public part of the minutes of the West Harbour Community Board meeting held on 24 June 2020 as a correct record.

 Motion carried (WHCB/2020/027)

 

Part A Reports

5a       Storage of Chemicals at Sawyers Bay

 

 

Robert West, (Acting General Manager City Services) and Alan Worthington (Resource Consents Manger) provided an overview of the history of the storage of ammonium nitrate at Sawyers Bay, and provided an update on the proposed removal of the substance.

 

In discussing the matter, members raised the issues of resource consents and the of security of the site. 

 

 

Moved (Francisca Griffin/Angela McErlane):

That the Board:

a)     Note the update and request an update at the next board meeting.

Motion carried (WHCB/2020/028)

 

6          Governance Support Officers Report

 

In a report the Governance Support Officer provided an update on activities relevant to the Board area including:

·        Project Fund

·        Speed Limit Bylaw

·        Freedom Camping

 

Leigh McKenzie, Waste Minimisation Officer, was unable to attend the meeting and it was agreed that the discussion on Junk to Joy Community Event would be held over to the next board meeting.

 

 

Moved (Cr Steve Walker/Jan Tucker):

That the Board:

 

a)     Notes the Governance Support Officers Report.

                         Motion carried

 

7          Project Fund Applications

 

Consideration was given to the funding applications received.  It was agreed to take the separately.

 

 

An application was received from St Leonards School for funding of $1075.00 towards the purchase of decodable reading books.  In discussing the request members considered the decodable reading books should be provided by the Ministry of Education.

 

 

Moved (Trevor Johnson/Cr Steve Walker):

That the Board:

 

a)      Declines the funding application from St Leonards School.

Motion carried (WHCB/2020/029)

 

An application was received from Harbourside Junior Football Club for funding $500 for footballs and football bags.

Duncan Eddy withdrew from meeting for this item.

 

Moved (Trevor Johnson/Angela McErlane):

That the Board:

b)     Approves a grant of $500 to Harbourside Junior Football Club for the purchase of footballs.

Motion carried (WHCB/2020/030)

 

8          Draft West Harbour Long Term Community Plan 2018 - 28

 

 

Discussion took place on the draft Community Plan.  Members noted that it would be considered at each meeting to allow any changes to be made.

 

 

 

 

Moved (Trevor Johnson/Cr Steve Walker):

That the Board:

 

             Adopts the Long Term Community Plan.

 

                         Motion carried

 

 

9      Board Representation And areas of responsibility

 

Members provided an update on activities as follows:

 

a)        Port Noise Liaison Committee

 

            Jacque Ruston provided an update on the activities of the Committee.

 

b)        Ravensdown Community Liaison Group

 

             Trevor Johnson advised that there was nothing to report for this meeting.

 

d)     Keep Dunedin Beautiful

Duncan Eddy asked that the activities of Keep Dunedin Beautiful were slowly increasing since Alert Levels had change for COVID-19.

 

He also provided an update on the resolutions passed at the last meeting regarding, cigarette butt rubbish bins and stormwater filters.  It was noted that staff were not in favour of the filters as it was believed to be an educational matter. 

 

d)        Policing Issues

 

Jan Tucker suggested this item should be removed, as the issues had been resolved.

e)     Vision Port Chalmers

Jan Tucker advised that the AGM had been held and provided an update on activities of the group.

f)     Access Radio – Francisca Griffin

Francisca Griffin advised that she had sent out links to the members of the broadcasts.

g)     Social Media and Communication

Francisca Griffin advised the page had 754 followers and was working well.

h)     Community Awards – Ange McErlane

Ange McErlane advised that the date for the Community Awards function was to be held on 18 October at 5.30 pm.   Nominations would close on 27 September. 

 

 

Moved (Francisca Griffin/Jan Tucker):

That the Board:

             Allocates $600 for the Community awards.

 

Motion carried (WHCB/2020/031)

 

 

i)      Albertson Avenue Beautification Project

Francisca Griffin advised that mulch had been delivered and volunteers had been helping with the garden.

 

 

j)     Aramoana Liaison

Jan Tucker advised that there was concern regarding the drainage on the Domain Grounds.  They were hoping to build a playground, but until the drainage in the reserve wass fixed the work could not go ahead.

 

10        Chairperson's Report

 

The Chairperson provided an update on matters of interest including:

· Know Your Neighbours Document – tabled a document and suggested this should be inserted into the Rothsay News.

· Port Otago Update – updated on activities of Port Otago.

 

 

Moved (Cr Steve Walker/Trevor Johnson):

That the Board:

 

a)     Notes the Chairperson’s Report.

                         Motion Carried

 

10a     Council Activities

 

 

Cr Steve Walker advised that the applications for the Chief Executive Officer’s position had closed and there were a number of workshops being held in relation to the 10 year plan.

 

 

Moved (Francisca Griffin/Angela McErlane):

That the Board:

a)     Notes the Council Activities Report.

                         Motion Carried

 

11        Notification of Items for Consideration by the Chairperson

 

 

Jacque Ruston advised that she would have an item for the next meeting on using public space at the bottom of George Street. 

 

Information regarding the replacement of the Stevenson Avenue bus shelter was requested

 

Jan Tucker asked when the trees outside the Town Hall were being replaced.

 

 

 

 

 

 

The meeting concluded at 7.25 pm .

 

 

 

 

 

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

C H A I R P E R S O N

 

    


West Harbour Community Board

30 September 2020

 

Part A Reports

Otago Regional  Council Regarding Public Transport

 

 

Julian Phililips, Team Leader Public Transport, Otago Regional Council, will be in attendance to talk about Public Transport

 

Attachments

There are no attachments for this report.

 


West Harbour Community Board

30 September 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

·        Parks and Recreation Update

·        Junk to Joy Community Event

·        Updates/Actions

RECOMMENDATIONS

That the Board:

a)     Notes the Governance Support Officers Report.

 

Project Fund

2          The Board has $13,044.60 (If the Board resolves to remove the $700 for stainless steel ashtrays the amount available to allocate is $14,981.60) available for the 2020/21 year (Note this includes the carry forward from the 2019/20 year).  Spending to date is as follows:

Meeting Date

Amount

Recipient

24 June 2020

$500.00

West Harbour Arts Charitable Trust

 

$748.00

Sawyers Bay Playcentre

 

$1,400.40

Rothesay News ($116.70/month)

 

$770.00

Purchase of stainless-steel ashtrays.

12 August 2020

$500.00

Harbourside Junior Football Club

 

$100.00

Hire of Town Hall – Community Awards

 

$500.00

Community Awards

Total

$3,153.70

 

 

 

Parks and Recreation Update

Freedom Camping

4          Submissions on the proposed amendment to the Camping Control Bylaw have been received.  A hearings committee will meet on 1 October and will report back to Council later in the year.

5          The Department of Conservation (DOC) and the DCC are in the recruitment process for Community Rangers who will work from November 2020- April 2021 providing freedom campers with Bylaw information.  Three Rangers will be employed and patrol camping hotspots daily over the summer months.

Beaches and Reserves Bylaw

6          Permits have been designed for people who require vehicle access to beaches.  These will be issued this summer.  Community Rangers will patrol a number of DCC and COS managed beaches from November 2020 – April 2021.  There will be some flexibility in which beaches are patrolled and how often, this will be adjusted as necessary.

Play Spaces Review

7          Consultation with the community and stakeholder engagement has been completed.  this information will be used to develop the strategic plan, which is hoped will be considered by Council by the end of the year.

Tracks and Trails Review

8          The Audit has now been completed and the information will be used to develop the strategic plan. 

Sports Field Review

9          Interviews with sports codes and facility operators have been completed.  An analysis of booking data has been completed and an audit is scheduled for over the summer period.  Analysis of national and international sports trends have been completed.  Interviews and workshops with community and target groups is near completion.  Community feedback survey is currently underway, closing on 30 September. 

Aramoana Reserve Drainage

10        Staff will meet onsite and see fi any minor improvements can be made, but as advised to the Aramoana League there are no plans for any major works or capital investment for drainage in the Parks workplan or budget for the reserve at this stage.

 

Junk to Joy Community Event

11           Waste and Environmental Solutions staff would like to propose a trial of a new waste diversion model to run alongside the February, Summer Rural Skip Day event in the West Harbour community. This would provide waste minimisation opportunities along similar lines to the successful Portobello Hawk and Hurl events.  These events have provision to engage the community, offer waste diversion opportunities, and fundraising for local initiatives or organisations.  West Harbour is a great community to trial a diversion event like this because of the excellent spaces available and strong community spirit.  To hold it in West Harbour, it might be that we shift one of the Rural Skip Day events to a site more suitable for adding this event alongside, and for better attendance. Staff propose shifting the Sawyers Bay Rural Skip Day to Watson Park, Port Chalmers as it has more space, a greater population surrounding, and better layout for traffic flow.”

 

ACTIONS/UPDATES

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:

Clare Sullivan - Team Leader Civic

Attachments

 

Title

Page

a

Freedom Camping report January 2020

23

 

 

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.

 

 


West Harbour Community Board

30 September 2020

 

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West Harbour Community Board

30 September 2020

 

 

Project Fund Applications

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

1          An application has been received from the Anteroom for $1,022.38 towards alterations.

2          An application has been received from Sawyers Bay School for $3,166.00 towards the purchase of decodable readers.

3          Note is made that $14,981.60 remains in the fund

RECOMMENDATIONS

That the Board:

a)     Approves/declines the funding application from the Anteroom.

b)     Approves/declines the funding application from Sawyers Bay School.

 

 

Signatories

Author:

Jenny Lapham - Governance Support Officer

Authoriser:

 

Attachments

 

Title

Page

a

Project Fund Application - Anteroom

30

b

Funding Application - Sawyers Bay School

38

  


West Harbour Community Board

30 September 2020

 

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30 September 2020

 

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West Harbour Community Board

30 September 2020

 

Report from Jacque Ruston re Fencing parkland

 

 

1          Fencing along the area of parkland adjacent to SH88 on the left hand side going into Port Chalmers

Background

2          Like many other I have talked to, I have driven, biked or walked to Port most days for the last 18 years, and admired the strip of parkland with its beautiful trees – super truly outstanding specimens, and a war memorial area.  In this time I have scarcely seen a person in the park, nor by the war memorial.  The weeping elm, which is such a delight, is only missing the kids playing under its branches.

3          Recently the area to the rear of the old Borough Council buildings has been cleared of brambles and an area the size of two basketball courts revealed, and a stone waterfall.  The removal of the old Lombardy poplars along the highway due to the shared path construction has meant a lot more sun and light for the park.

The Problem

4          I’ve spoken to many in the community who say they would use it but that being so close to SH88 they can’t risk letting the kids play there, kick a ball or run about, and it is far from relaxing to have to keep a constant eye on young children beside a highway, which is just 2 metres from the grass, right the way along.

Who would use the area?

5          Parents, grandparents, teenagers, children after school, owners of small dogs, carers, people from Koputai Lodge, special needs people, people visiting the war memorial and perhaps eventually some skate park users.

Barrier to use currently

6          The lack of a fence between the park and SH99.

Solution

7          A climb-proof 1.8 m fence.

8          A fence which runs from the entrance over by Borlases Road, behind the flowering cherry tree area and a metre in on the grass from the footpath, all the way along to the access driveway.  This would have a chain across it from several metres in to allow maintenance vehicles to drive in and mow etc, and for the Sea Cadets to access their boat storage.  Existing access gates would remain but be much higher.

9          This corner area would be for a small dog park.  A couple of seats in there and some water would be all that is needed.  The gate would be wide enough for the ride on mower to get in there.  Access to the small dog park would be from the main park, not the footpath by the highway.

Parking?

10        Parking is on Borlases Road

11        The south end of the park, a much larger area could be a general public park and it would encompass the access driveway right along to the end of the grass.   From there the climb-proof fence would become a stock fence and run up the bush to the top of the bank – and along Borlases Road down to the entrance on the corner of George St/SH88.

12        The larger south park would benefit from a picnic table or two, and in the future it is easy to envisage some play equipment there too.  But for now a fence is all that is needed, and a rubbish bin (the north side has 3 seats which just need a bit of TLC and has a rubbish bin already).

13        The bank above the park would need a lot of sycamores and weed trees removed.  The resulting sunshine will lighten the area even more and make the skate park a lot more friendly, and attractive too.  Once the trees are removed and chipped there could be a zigzag path traversing along the bush and the area opened up for the kids to run up and down.  There is so much potential for this to be a well used place for some morning exercise if you haven’t time to get around Back Beach.

14        It is of benefit to parents who may have been on a walk around Back Beach and are on their way to the library or cafes.  They would call in at this park at the end of their walk to let the kids out of their strollers to let off some steam so that the parents can enjoy a coffee with their friends afterwards in peace with relaxed or sleeping toddlers.

Maintenance

15        Existing maintenance would continue with no extra.  Although there is work needed to tidy up some of the trees there which have just got a bit big and untidy.  I believe that the old damaged building could be repurposed cheaply into a shelter that people could sit in if it rains – it needs a new floor, recladding and steps/ramps.

Costs

16        Mark Cameron from Action Engineering has generously stated his commitment to funding the fencing of the whole park that contains the small dog park area and war memorial.  The larger park, could be done as a phase 2.

17        Repaint existing 3 seats and add 3 more in bigger south park and 2 small dog in enclosure.

Benefits to Community

18        Fencing the park would allow a very attractive, large area to be used by the public.  It’s of benefit to parents, children, special needs people, the elderly who can’t walk as far as Back Beach to give their small dogs some off leash fun.  Families can throw a frisbee, kick balls and chat without keeping a constant eye on the young ones going near the road.  It would enhance visitors experience of coming to Port Chalmers too for the same reasons.

Attachments

 

Title

Page

a

Additional Information

47

  


West Harbour Community Board

30 September 2020

 

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West Harbour Community Board

30 September 2020

 

Update on Cigarette Butt Bins

 

 

Attached is an update on the Cigarette Butt bin project.

Attachments

 

Title

Page

a

Cigarette Butt Bin Update

54

  


West Harbour Community Board

30 September 2020

 

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West Harbour Community Board

30 September 2020

 

Community Plan

 

 

For discussion and updating as required.   There have been no updates since the last meeting.

 


West Harbour Community Board

30 September 2020

 

Board Representation And areas of responsibility

 

 

 

a)         Port Noise Liaison Committee – Jacque Ruston

 

b)        Ravensdown Community Liaison Group – Trevor Johnson

 

c)         Keep Dunedin Beautiful – Duncan Eddy

 

d)        Access Radio – Francisca Griffin

 

e)        Social Media and Communication – Francisca Griffin

 

f)         Albertson Avenue Beautification Project – Francisca Griffin

g)         Community Awards – Ange McErlane

h)        Aramoana Liaison – Jan Tucker

 

Attachments

There are no attachments for this report.  


West Harbour Community Board

30 September 2020

 

 

Chairperson's Report

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

1          The Chairperson will provide an update on matters of interest including:

· Grey Street Trees

· Neighbour document

· Back Beach/Peninsula road

RECOMMENDATIONS

That the Board:

a)     Notes the Chairperson’s Report.

 

 

 

Signatories

Authoriser:

 

Attachments

There are no attachments for this report.  


West Harbour Community Board

30 September 2020

 

Council Activities

 

 

Cr Steve Walker will provide an update on matters of interest.

 


West Harbour Community Board

30 September 2020

 

Notification of Items for Consideration by the Chairperson