Notice of Meeting:
I hereby give notice that an ordinary meeting of the Otago Peninsula Community Board will be held on:
Date: Thursday 12 November 2020
Time: 10:00am
Venue: Portobello Bowling Club, Sherwood Street, Portobello
Sandy Graham
Chief Executive Officer
Otago Peninsula Community Board
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Paul Pope |
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Deputy Chairperson |
Hoani Langsbury |
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Members |
Lox Kellas |
Graham McArthur |
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Cheryl Neill |
Edna Stevenson |
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Cr Andrew Whiley |
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Senior Officer Chris Henderson, Group Manager Waste and Environmental Solutions
Governance Support Officer Lauren McDonald
Lauren McDonald
Governance Support Officer
Telephone: 03 477 4000
Lauren.McDonald@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
Otago Peninsula Community Board 12 November 2020 |
ITEM TABLE OF CONTENTS PAGE
1 Opening 4
2 Public Forum 4
3 Apologies 4
4 Confirmation of Agenda 4
5 Declaration of Interest 5
6 Confirmation of Minutes 11
6.1 Otago Peninsula Community Board meeting - 24 September 2020 11
Part A Reports (Otago Peninsula Community Board has power to decide these matters)
7 Transport matters (Otago Regional Council) 19
8 Funding Applications 20
9 Governance Support Officer's Report 26
10 Board Updates 30
11 Community Plan 2020-2021 31
12 Chairperson's Report 32
13 Councillor's Update 33
14 Items for Consideration by the Chairperson 34
Otago Peninsula Community Board 12 November 2020 |
Paul Pope, Chairperson will open the meeting.
At the close of the agenda no requests for public forum had been received.
An apology has been received from Cheryl Neill.
That the Board:
Accepts the apology from Cheryl Neill.
Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.
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Otago Peninsula Community Board 12 November 2020 |
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.
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
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Title |
Page |
⇩a |
Register of Interest |
7 |
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Otago Peninsula Community Board 12 November 2020 |
Otago Peninsula Community Board meeting - 24 September 2020
That the Board: Confirms the public part of the minutes of the Otago Peninsula Community Board meeting held on 24 September 2020 as a correct record.
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Attachments
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Title |
Page |
A⇩ |
Minutes of Otago Peninsula Community Board meeting held on 24 September 2020 |
12 |
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Otago Peninsula Community Board 12 November 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 24 September 2020, commencing at 10:00am.
PRESENT
Chairperson |
Paul Pope |
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Deputy Chairperson |
Hoani Langsbury |
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Members |
Lox Kellas |
Graham McArthur |
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Cheryl Neill |
Edna Stevenson |
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Cr Andrew Whiley |
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IN ATTENDANCE |
Chris Henderson, Group Manager Waste and Environmental Solutions |
Governance Support Officer Lauren McDonald
1 Opening
Paul Pope opened with a reflection on the return to Covid-19 response Alert Level 1 (with the exception of Auckland City).
2 Public Forum
2.2 Public Forum presentation - Feedback from local school pupils
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Representatives from the peninsula based primary schools (Portobello, Macandrew Bay and Broad Bay) spoke on their perspective for local environment issues, road safety, and community facilities on the Peninsula. The pupils offered suggestions for solving some of the problems they identified and improvements to facilities to benefit the community as a whole. |
2.1 Public Forum – Funding application Quarantine Island
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Kristen Bracey from the Quarantine Island Kamau Taurua Community Trust spoke in support of the funding application for consideration by the Board. |
3 Apologies |
There were no apologies |
4 Confirmation of agenda |
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Moved (Chairperson Paul Pope/ Hoani Langsbury): That the Board:
Confirms the agenda without addition or alteration.
Motion carried (OPCB/2020/042) |
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.
Lox Kellas, Hoani Langsbury and Edna Stevenson advised of declarations of interest to be added to the register as:
· Lox Kellas advised he is no longer an executive of the Coastguard but remains a member and is the District Vice President of the Otago Southland Returned Services Association
· Edna Stevenson reaffirmed she is a member of the Portobello Bowling Club and President of the Portobello Library
· Hoani Langsbury confirmed he is a Trustee of Predator Free Dunedin
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Moved (Chairperson Paul Pope/ Cheryl Neill): That the Board:
a) Amends the Elected Members' Interest Register; and b) Amends the proposed management plan for Elected Members' Interests. Motion carried (OPCB/2020/043) |
6 Confirmation of Minutes
6.1 Otago Peninsula Community Board meeting - 6 August 2020 |
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Moved (Graham McArthur/Edna Stevenson): That the Board:
Confirms the public part of the minutes of the Otago Peninsula Community Board meeting held on 6 August 2020 as a correct record with the following corrections: a) That Stacey Kokua-Butcher and Dan Parker spoke about the Pump Track project at the Public Forum. b) That the Te Rauone Reserve carpark is yet to be completed.
Motion carried (OPCB/2020/044) |
Part A Reports
7 OPCB Submission to the DCC Speed Bylaw Review |
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A copy of the Otago Peninsula Community Board submission to the DCC’s Speed Review Bylaw was provided to the Board for their ratification. |
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Cr Whiley sat back from the item.
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Moved (Chairperson Paul Pope/Hoani Langsbury): That the Board:
Ratifies retrospectively the submission from the Otago Peninsula Community Board to the DCC Speed Bylaw Review – Amendment 11. Motion carried (OPCB/2020/045) |
8 Governance Support Officer's Report |
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A report from Civic outlined activities relevant to the Board area. The balance of the Board’s Project Fund was confirmed as $11,096.15. Updates were received on: · The Macandrew Bay pontoon was installed on 23 September 2020 · Tomahawk gun emplacements work due to commence September/October 2020 · Ocean Grove pavilion changing rooms have been repaired |
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Moved (Chairperson Paul Pope/Member Graham McArthur): That the Board:
Notes the Governance Support Officer’s Report. Motion carried (OPCB/2020/046) |
9 Funding Application |
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The Quarantine Island Kamau Taurua Community (QIKTC) funding application sought the amount of $1,340.00 to assist with purchase of interlinked smoke alarms (between the three buildings on the island) and a fire fighting fitting to the water tank to allow easy access to water in the event of a fire. |
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Kristen Bracey, QIKTC Treasurer spoke to the funding application and outlined the fund raising activities run by the Trust to keep the available facilities at Quarantine Island running.
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Moved (Member Lox Kellas/Member Graham McArthur): That the Board:
Approves the funding application from the Quarantine Island Kamau Taurua Community for the amount of $1340.00 Motion carried (OPCB/2020/047)
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Cape Saunders Emergency Buoy and Signage (Community Board project) |
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Paul Pope raised the matter of the Board undertaking a project to initiate repairs and new equipment and effective signage for Cape Saunders emergency buoy.
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Lox Kellas agreed to manage the project on behalf of the Board.
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Moved (Chairperson Paul Pope/Graham McArthur): That the Board:
Approves the amount of $500.00 for the Board initiated project to repair of the Cape Saunders emergency buoy and signage. Motion carried (OPCB/2020/048) |
10 Community Plan 2020-2021 |
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The revised Community Plan 2020-21 (as at 21 September) was tabled for review and endorsement by the Board. |
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Discussion was held on the projects and priorities to the Community Plan. Members were asked to provide any additions to the Chairperson, ahead of the next board meeting on 12 November 2020.
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Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board:
Endorses the amendments and additions to the Community Plan 2020-21.
Motion carried (OPCB/2020/049) |
11 Board Updates |
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Board members provided updates on activities, which included:
Keep Dunedin Beautiful (KDB) Graham McArthur updated on: · New mural for the Portobello boatshed · Trees for Families event was successful with good numbers attending. · Keep Dunedin Beautiful AGM scheduled for on 5 October 2020 · KDB Awards to be held on 13 October 2020 Discussion was held on the raising the awareness of plastic and cigarette butt pollution entering the harbour. Graham and Cheryl to raise awareness through KDB with the peninsula schools.
Rural Roads Lox Kellas advised the peninsula roads with the Group Manager Transport, Jeanine Benson and highlighted road condition issues such as Hoopers Inlet and slumping.
Civil Defence/Community Response Planning Lox Kellas is arranging the delivery of the Civil Defence Emergency Management response booklets to all peninsula households and laminated copies of emergency response information at community venues by the end of September.
Te Rauone Reserve Edna Stevenson confirmed: · New signboards in place at the reserve entrance to display updates · Work on the carpark by Fulton Hogan is due to commence September/October · Expressions of Interest to be reissued for the artwork for the entrance to the reserve.
Harington Point Battery Lox Kellas advised that a meeting of stakeholders is scheduled, and a meeting notice would be issued.
Wellers Rock carpark Edna Stevenson advised that negotiations for the lease were ongoing and that it was hoped the carpark would be ready for the 2020-21 summer season.
Members requested an update from Transport on: · The board’s request for provision of an allocated parking space for the public water tap users at Portobello · Additional “Slow down Children” speed signs to be erected at Harwood (as only one sign has been placed to date) given the population of the community, no footpaths and lack of demarcation lines to distinguish between road and walkway
The Otago Peninsula Biodiversity Group requested a letter of support from the Board for the group to occupy the building left vacant by the Happy Hens business at Portobello. Paul Pope advised he would action this as Chair.
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Moved (Chairperson Paul Pope/Hoani Langsbury): That the Board:
Notes the Board Updates. Motion carried (OPCB/2020/050) |
12 Councillor's Update |
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A verbal update was proved by Cr Whiley on: · Freedom Camping end of season report and visitors survey was received by Council and that the Thomas Burns carpark capacity would be increased for the 2020-21 season. · Community and Culture Committee appointments - Councillors Carmen Houlahan and Jules Radich have been appointed as the DCC representatives on the Hapori Māori Innovation and Development Funding Panel and Councillor Marie Laufiso has been appointed as the DCC representative on the Pasifika Communities Innovation and Development Fund. · Dunedin sports and facilities review underway.
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Moved (Chairperson Paul Pope/Graham McArthur): That the Board:
Notes the report from Cr Whiley. Motion carried (OPCB/2020/051) |
13 Chairperson's Report |
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Paul Pope provided a verbal update on the following matters:
· Hoopers Inlet – Paul has met with DCC staff for a fencing solution for the protection of the sealions at Hoopers Inlet. · Peninsula Tourism Forum date confirmed as Tuesday 6 October at 10:00am at the Portobello Bowling Club. · Peninsula Connection – postponement of the official opening of Section 2, will now be Sunday 11 October. · Matariki Street bus stop – it has been confirmed that the lighting to remain in place. · Tracks signage update (Maori/English signage) – Paul advised that the Rūnaka were pleased to see a signage update is underway. · Electronic 4G live bus signage at Macandrew Bay, which is the first community in Dunedin to have live updates on bus services. · Broad Bay connection redesign – the proposed layout plan was provided to members at meeting. · Maintenance of shared path (sweeping of cycleway and footpath of gravel) - Edna Stevenson to draft up an email for the Chair to send to the DCC Group Transport Manager to clarify what service/maintenance is in place for the shared path. · Beaconsfield Rd Bus stop lighting (to be followed up with ORC) · Beaconsfield Rd – reinstatement of footpath, following fibre optic cable install by contractor (Paul will follow up with Transport on the lighting and footpath) |
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· Tomahawk carpark: signage, DoC kiosk, bins and seating to be installed shortly. Nichols Landscaping for planting beds and plant species to be installed. An art piece has been selected for the entranceway. · Macandrew Bay Hall and public toilets – concern was raised on the state of repair and cleanliness. Edna Stevenson to draft an email for the Chair to send to Maria Sleeman, Community and Civic Property Officer, requesting an upgrade of the facilities and improved cleaning. |
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Moved (Chairperson Paul Pope/Cr Andrew Whiley): That the Board:
Notes the update from the Chairperson. Motion carried (OPCB/2020/052) |
14 Items for Consideration by the Chairperson |
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Public toilets for the peninsula to be included as an agenda item for the next meeting.
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The meeting concluded at 12:08 pm.
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CHAIRPERSON
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Otago Peninsula Community Board 12 November 2020 |
Transport matters (Otago Regional Council)
Julian Phillips, Team Leader, Public Transport from the Otago Regional Council will be in attendance to discuss public transport issues on the Otago Peninsula.
Attachments
There are no attachments for this report.
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Otago Peninsula Community Board 12 November 2020 |
Funding Applications
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the funding application received for the Board’s consideration. As this is an administrative report only, the Summary of Considerations is not required.
2 A Scholarship funding application has been received for the Board’s consideration from the Josephine Tarasiewicz for $300 to assist with attending a week long course at the Otago University.
3 A funding application has been received for the Board’s consideration from Scott Hall Inc for $1,700.00 towards the purchase of a defibrillator.
4 The balance of project funds available to the Board as at 12 November 2020 is $9,2156.15
That the Board: a) Approves/declines the scholarship funding application from Josephine Tarasiewicz. b) Approves/declines the funding application from Scott Hall. |
Signatories
Author: |
Lauren McDonald - Governance Support Officer |
Authoriser: |
Clare Sullivan - Team Leader Civic |
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Title |
Page |
⇩a |
Scholarlship Application |
21 |
⇩b |
Funding Application - Scott Hall Inc |
25 |
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Otago Peninsula Community Board 12 November 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) Parks and Recreation Update and
d) Meetings 2021
That the Board: a) Notes the Governance Support Officer’s Report b) Agrees that the Otago Peninsula Community Board will meet on 4 February 2021 subject to Council adopting the 2021 meeting schedule. |
project fund
The balance of funds as at 12 November is $9,256.15.
The following expenditure has been made to date for the 2020/21 financial year.
Meeting Date |
Amount |
Recipient/Purpose |
06 August 2020 |
$1734.00 |
Save the Otago Peninsula (STOP) to assist with project work for the control of pest plans on the Otago Peninsula |
06 August 2020 |
$500.00 |
Otago Peninsula Artists (OpenArt) in support of “Lets Talk Peninsula” and “With Love from the Peninsula” exhibitions. |
06 August |
$375.00 |
Otago Lions Club – replacement defibrillator battery charge pack |
24 September |
$1,340.00 |
Quarantine Island Kamau Taurua Community – smoke alarms |
24 September |
$500.00 |
Board Project – Cape Saunders Emergency buoy and signage |
Sub total |
$4,449.00 |
|
TOTAL |
$9,256.15 |
(balance of funds) |
correspondence
2 Incoming – Provided prior to the meeting
3 Outgoing – Provided prior to the meeting
UPDATES
Parks and Recreation Update
Freedom Camping
4 All of the measures that have been used in previous years to manage freedom camping are being implemented again this year. Portaloos and other amenities are to be installed at the three unrestricted freedom camping sites before Labour Weekend. Three Community Rangers have been hired for the Freedom Camping season and are currently familiarising themselves with the sites and information they need to pass on to visitors. The security company will have improved handheld technology to streamline the ticketing process when they are doing overnight patrols.
Te Rauone
5 Fulton Hogan have met with staff on site and are in the process of organising the carpark construction work. They will need to coordinate with the ecologist to manage lizards and with the archaeologist when involved in excavation works. The intention is for Fulton Hogan to work on the carpark when resources are available from the peninsula road widening project. The ecologist is working on a lizard management plan as part of the resource consent requirements for the groyne construction. Temporary habitats will be built for the lizards while the heavy equipment is on site for construction.
Play Spaces Review
6 Staff have completed ana analysis of the information and are working on developing the draft strategy and action plan.
Sports Field Review
7 The data collection phase is near completion. Interviews and the community survey are complete, and a workshop is scheduled with Sport Otago and the sports codes to prioritise recommendations from the findings. Analysis is underway, and the draft strategy and action plan is in progress.
Meetings 2021
8 The 2021 meeting schedule is being considered by Council at the 24 November meeting. It is proposed to have the first meeting, of the Board, on Thursday 4 February 2021. The Board will adopt the full 2021 meeting schedule at the February meeting.
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 |
There are no attachments for this report.
SUMMARY OF CONSIDERATIONS |
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Fit with purpose of Local Government This decision enables democratic local decision making and action by, and on behalf of communities. |
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Fit with strategic framework
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Māori Impact Statement There are no known implications for tangata whenua |
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Sustainability There are no implications for sustainability. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations There are no financial implications. |
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Significance This decision is considered low significance in terms of the Council’s Significance and Engagement Policy. |
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Engagement – external There has been no external engagement. |
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Engagement - internal Internal engagement has occurred with appropriate staff members. |
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Risks: Legal / Health and Safety etc. There are no risks. |
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Conflict of Interest There are no known conflicts of interest. |
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Community Boards The report provides information on activities in or relevant to the Board area. |
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Otago Peninsula Community Board 12 November 2020 |
Board Updates
Department: Civic
EXECUTIVE SUMMARY
1 Board members will provide updates on activities including:
- Keep Dunedin Beautiful
- Rural Roads
- Community Meetings
- Civil Defence/Community Response Planning
- Te Rauone Reserve
- Harington Point Battery
That the Board: a) Notes the Board Updates.
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Signatories
Author: |
Lauren McDonald - Governance Support Officer |
Authoriser: |
Clare Sullivan - Team Leader Civic |
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Otago Peninsula Community Board 12 November 2020 |
The Community Board plan is tabled for discussion at each meeting for the purpose of review and update as required.
Attachments
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Otago Peninsula Community Board 12 November 2020 |
Chairperson's Report
Department: Civic
EXECUTIVE SUMMARY
A verbal update will be provided by the Chairperson at the meeting, including:
· Speed Limit Bylaw
· Smaills Beach
· Broad Bay Penninsula Connection
· Biodiversity
·
That the Board: a) Notes the update from the Chairperson. |
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Otago Peninsula Community Board 12 November 2020 |
Councillor's Update
Department: Civic
EXECUTIVE SUMMARY
That the Board: a) Notes the report from Cr Whiley.
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Signatories
Author: |
Lauren McDonald - Governance Support Officer |
Authoriser: |
Clare Sullivan - Team Leader Civic |
There are no attachments for this report.