Agenda of Waikouaiti Coast Community Board

Waikouaiti Coast Community Board

18 November 2020

Waikouaiti Coast Community Board

MINUTES

Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the East Otago Events Centre, Main Road, Waikouaiti on Wednesday 30 September 2020, commencing at 5.30 pm

PRESENT

Chairperson	Alasdair Morrison
Deputy Chairperson	Geraldine Tait
Members	Andy Barratt	Sonya Billyard
	Mark Brown	Mandy Mayhem-Bullock
	Cr Jim O'Malley

IN ATTENDANCE

Nick Dixon (Group Manager Ara Toi), Tom Dyer (Group Manager 3 Waters)

Governance Support Officer Rebecca Murray

1 Public Forum

1.1 Public Forum - Moana Gow Pool

Tony Parata, Chairperson of the Moana Gow Trust, addressed the meeting concerning surface painting maintenance due for the Moana Gow pool and the consideration of a new membrane for the surface which is estimated to cost $100,000.00. Mr Parata requested assistance from the Board on the process to request the funding required in the DCC 10 Year Plan and responded to members’ questions.

1.2 Public Forum - Beach Street

Hugh (Ding) Bell addressed the meeting regarding Beach Street residents’ concerns with traffic volume and road safety concerns with the poultry farm and responded to members’ questions.

Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:

a) Extends public forum.

Motion carried (WC/2020/043)

Mr Bell also raised a safety concern with election signage on the corner, he advised it would be much safer if these were moved to across the road.

1.3 Public Forum - Bike Track Project and Hawksbury Lagoon Inc

Shirley McKewen addressed the meeting concerning the Hawksbury Lagoon Inc funding application and the bike track project proposed site on DCC recreation reserve land and the proposed layout. Ms McKewen responded to members’ questions.

1.4 Public Forum - Mullet Collective

Sandra Muller from the Mullet Collective addressed the meeting regarding their funding application. She provided an overview of the event which is to be held at the Warrington Domain. Ms Muller responded to members’ questions.

1.5 Public Forum – Pine trees around the golf course and the beach

Judy Martin addressed the meeting concerned that she had been advised that the pine trees located around the golf course and the beach were going to be cut down. The Board advised Ms Martin that there were no plans to cut these trees down and she responded to members’ questions.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Alasdair Morrison/Mandy Mayhem-Bullock):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (WC/2020/044)

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.

Andy Barratt added to his interest register that he owns a Market Garden business, 303 Apes Road.

Mandy Mayhem-Bullock added to her interest register that she is the local advisor for FENZ.

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (WC/2020/045)

5 Confirmation of Minutes

5.1 Waikouaiti Coast Community Board meeting - 12 August 2020

Moved (Cr Jim O'Malley/Sonya Billyard):

That the Board:

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

Motion carried (WC/2020/046)

Part A Reports

6 Otago Regional Council (ORC) Bus Services Update
	Garry Maloney, ORC Manager Transport, addressed the meeting to provide an update on bus services. He thanked the Board for their submission and provided an overview of what the ORC were proposing and what the Board had proposed in the submission and responded to members’ questions.

7 3 Waters

Tom Dyer, Group Manager 3 Waters, provided an update on 3 Waters matters of interest to the Board which included:

· The 3 Waters Reform and the impacts

· Standard of the Waikouaiti and Karitane drinking water

· The future of the Warrington wastewater system

· Firefighting water tanks

Mr Dyer responded to members’ questions.

8 Karitane Walkway Repair
	Tom Dyer, Group Manager 3 Waters, addressed the meeting regarding the repairs needed to the Karitane Walkway following a weather event. He advised that this walkway was not on either of the Transport Department or Parks and Recreation Departments asset registers and due to this was not monitored. Mr Dyer responded to members’ questions.

9 Cycleways Project
	Simon Noble, Envisage NZ Ltd, attended the meeting to discuss the cycleways project. He spoke of his experience through his employment of bike track design. Mr Noble spoke of the different types of bike tracks across NZ and responded to members’ questions.

10 Governance Support Officer's Report

The report provided details of activities relevant to the Board’s area, including:

· Project Fund

· Funding Reports from Waikouaiti District Museum and Waikouaiti Community Garden

· Camping Control Bylaw 2015 Submission

· DCC Proposed Speed Limit Bylaw – Amendment 11 Submission

· Parks and Recreation Department Updates on Play Spaces Review, Tracks and Trails Review, Sports Field Review, Freedom Camping and Beaches and Reserves Bylaw

· Roadworks Schedule

· Maintenance of the spray area at Waikouaiti Wastewater Treatment Plant

· Warrington Playcentre

· Mobility Ramp Trial

· Dunedin City Council Updates

Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Notes the funding reports from Waikouaiti District Museum and Waikouaiti Community Garden.

c) Ratifies the submission to the Camping Control Bylaw 2015 retrospectively.

d) Ratifies the submission to the DCC Proposed Speed Limit Bylaw – Amendment 11 retrospectively.

Motion carried (WC/2020/047)

11 Funding Applications
	The report provided details of two funding applications received for the Board’s consideration. Hawksbury Lagoon Inc requested $1,200.00 for a reprint of their popular brochures. Mullet Collective requested $200.00 towards the Mullet Festival which was a unique outdoor celebration of dance, poetry, theatre, music and visual art held in the Warrington Reserve.
	Moved (Alasdair Morrison/Geraldine Tait): That the Board: a) Approves the funding application from Hawksbury Lagoon Inc. of $1,200.00 towards a reprint of their brochures. Motion carried (WC/2020/048)
	Moved (Mandy Mayhem-Bullock/Mark Brown): That the Board: a) Approves the funding application from the Mullet Collective of $200.00 towards the Mullet Festival. Motion carried (WC/2020/049)

12 Chairperson's Report

The Chairperson provided a verbal report at the meeting, which included:

· Police update will be provided at the Warrington meeting

· Waikouaiti beachfront damage

· Speaking to the Camping Control Bylaw 2015 Amendment Hearing

· Emergency response

· Community Board 10 Year Plan workshop, Andy Barratt to attend in the Chair’s absence

· Freedom Camping meeting, Andy Barratt to attend in the Chair’s absence

Moved (Alasdair Morrison/Andy Barratt):

That the Board:

a) Notes the Chairperson’s report.

Motion carried (WC/2020/050)

13 Board Updates

Board members provided an update on activities, which included:

Keep Dunedin Beautiful (KDB)

Mandy Mayhem-Bullock provided an update which included that the NZ awards would now be held online and that the KDB awards would be held mid-October.

Waikouaiti Recycling Centre Project

Geraldine Tait provided an update which included that earthworks would be completed end of October and that the advertising for a part-time co-ordinator would be held soon.

Waikouaiti Plantation Replanting Project

Mark Brown provided an update which included that planting had finished for this season and were now looking at the plants needed for next season.

Assist Fund Recipients with Reporting Back

Alasdair Morrison provided an update which included that a letter of support had been sent to the DCC for the Waiputai (Blueskin Bay) Trust.

Truby King Recreation Reserve Committee

Andy Barratt provided an update which included that the Truby King Management Plan would be out for consultation soon.

Local Government New Zealand Zone 6 Community Board Committee

Mandy Mayhem-Bullock provided an update which included that the Community Board Conference to be held in Gore next year preparation was underway.

North Coast Promotional Group

Mark Brown provided an update which included that there was a lot of work happening around this at the moment and processes to be in place by Christmas.

Recreational Working Group

Mandy Mayhem-Bullock provided an update which included that two public meetings had been held and that there would be submissions to the 10 Year Plan and the Regional Transport survey.

Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:

a) Notes the updates.

b) Endorses the letter of support sent to DCC Property Department for the Waiputai (Blueskin Bay) Trust.

Motion carried (WC/2020/051)

14 Waikouaiti Coast Community Board Newsletter

Board member, Sonya Billyard, addressed the meeting regarding the Waikouaiti Coast Community Board Newsletter and responded to other members’ questions.

Moved (Alasdair Morrison/Mark Brown):

That the Board:

a) Allocates $1,200.00 to print 2,000 copies of the Waikouaiti Coast Community Board newsletter.

Motion carried (WC/2020/052)

15 Community Plan
	The Board provided updates to the Roading Schedule on page 28 of the Community Plan.

16 Council Activities

Councillor Jim O’Malley provided an update on matters of interest to the Board, which included:

· Truby King Reserve Management Plan Public Consultation – the submission period is from Monday 5 October 2020 and will close at 1.00pm on Tuesday 8 December 2020

· Hapori Māori and Pasifika Communities Innovation and Development Funds

· CEO Appointment

· 10 Year Plan Community Board Community Plan Workshop will occur on 19 October 2020

· The Camping Control Bylaw Amendment hearing is set for 1 October 2020 and the Speed Limits Review Bylaw – Amendment 11 hearing is set for 28 and 29 October 2020

Moved (Cr Jim O'Malley/Alasdair Morrison):

That the Board:

a) Notes the update from Cr O’Malley.

Motion carried (WC/2020/053)

17 Items for Consideration by the Chairperson

The following items were identified:

· Beach Street – to be an agenda item for the next meeting

· Moana Gow Pool – to be an agenda item for the next meeting

The meeting concluded at 9.12 pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

18 November 2020

Part A Reports

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Waikouaiti Coast Community Board of activities relevant to the Board’s area including:

a) Meetings 2021

b) Community Board Outstanding Awards Nomination

c) Waikouaiti Library

d) What DCC is Currently Consulting On

e) Parks and Recreation Department Updates

f) Roadworks Schedule

g) Dunedin City Council Updates

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Agrees that the Waikouaiti Coast Community Board will meet on 17 February 2021 subject to Council adopting the 2021 meeting schedule.

c) Decides if the Board wishes to submit to the DCC Legal High Retail Location Policy and agrees that the Board delegate authority to a Board Member/s to finalise the submission.

d) Decides if the Board wishes to submit to the Review of Truby King Reserve Management Plan and agrees that the Board delegate authority to a Board Member/s to finalise the submission.

e) Decides if the Board wishes to submit to the Signal Hill Recreation Reserve Management Plan Review Stage 1 and agrees that the Board delegate authority to a Board Member/s to finalise the submission.

f) Decides if the Board wishes to submit to the General Policies Management Plan Review Stage 1 and agrees that the Board delegate authority to a Board Member/s to finalise the submission.

Meetings 2021

2 The 2021 meeting schedule is being considered by Council at the 24 November meeting. It is proposed to have the first meeting on Wednesday 17 February 2021.

Community Board Outstanding Awards Nomination

3 The Community Board conference is scheduled for April next year, and nominations for the outstanding community board member are being called for.

4 The Community Board Executive Committee is also inviting Community Boards to share good practice examples. Refer to Attachment A and B. Applications close at 5.00pm on Friday 26 March 2021.

Waikouaiti Library

5 Dunedin Public Libraries are proposing a minor change to the opening hours at Waikouaiti Library. In essence the changes will involve opening between 11am – 5pm Monday to Friday and 10am -1pm on Saturdays.

6 This change will be achieved by not opening late on Fridays. There are very few users of the Library on Friday evenings. This change is intended to make it easier for users to plan their visits as the opening hours will be the same on every weekday. If the change is implemented the Library will be open for ½ hour longer every week than at present.

7 The Library is now surveying its users to ascertain their views on the proposed changes. The survey will run for four weeks, and if there is broad support for the changes they will be implemented in the New Year.

What DCC is Currently Consulting On

8 DCC is currently consulting on the following which may be of interest to the Board and Board community:

DCC Legal High Retail Location Policy – Submissions close 11 December 2020

https://www.dunedin.govt.nz/council/currently-consulting-on/current-consultations/legal-high-retail-location-policy-review-2020

Review of Truby King Reserve Management Plan – Submissions close 8 December 2020

https://www.dunedin.govt.nz/council/currently-consulting-on/current-consultations/review-of-truby-king-reserve-management-plan

Signal Hill Recreation Reserve Management Plan Review Stage 1 – Submissions close 8 December 2020

https://www.dunedin.govt.nz/council/currently-consulting-on/current-consultations/signal-hill-recreation-reserve-management-plan-review-stage-1

General Policies Management Plan Review Stage 1 – Submissions close 8 December 2020

https://www.dunedin.govt.nz/council/currently-consulting-on/current-consultations/general-policies-management-plan-review-stage-1

Parks and Recreation Department Updates

9 Freedom Camping - 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 3 unrestricted freedom camping sites before Labour Weekend.

10 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.

11 The security company will have improved handheld technology to streamline the ticketing process when they are doing overnight patrols.

12 Reserves and Beaches Bylaw - Signage is soon to be installed at the recently resurfaced Tomahawk car park. There are to be signs informing people that the only vehicles permitted on the beach will be for launching boats.

13 Signage has been finalised for Warrington will be installed before summer.

14 Signage for Waikouaiti is being finalised by the Reserves and Beaches Bylaw working group.

15 Play Spaces Review - Analysis is complete, draft strategy and action plan is in progress.

16 Sports Field Review - 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.

17 Analysis is underway, and the draft strategy and action plan is in progress.

Roadworks Schedule

18 Information on current notified road closures and the roadworks schedule (a weekly list of programmed works) for Council’s maintained roads is available on the DCC website via these links https://www.dunedin.govt.nz/news-and-events/public-notices/roadworks-schedule and https://www.dunedin.govt.nz/news-and-events/public-notices/notified-road-closures.

Dunedin City Council 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:	Rebecca Murray - Governance Support Officer
Authoriser:	Clare Sullivan - Team Leader Civic

Attachments

	Title	Page
⇩a	Community Board Snapshots	22
⇩b	Community Board Oustanding Awards Nomination	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	☐	☐	☒

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no implications.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no financial 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 are no conflicts of interest.

Community Boards

This report provides information on activities in or relevant to the Board’s area.

Waikouaiti Coast Community Board

18 November 2020

Funding Applications

Department: Civic

EXECUTIVE SUMMARY

1 This report provides a summary of funding allocated to date, a copy of the funding reports and funding applications received for the Board’s consideration. As this is an administrative report only, the Summary of Considerations is not required.

Project Fund

2 At the Council Annual Plan Deliberation meeting held on 27 May 2020, 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.

3 The Board has $7,345.73 available for the 2020/21 year (Note this includes the carry forward from the 2019/20 year).

4 Spending to date is as follows:

Meeting Date	Amount	Recipient/Purpose
17 June 2020	$837.00	Waikouaiti District Museum – to purchase a bar fridge and microwave for the kitchen in the new museum building.
17 June 2020	$675.00	Blueskin News Community Newsletter – to fund the printing of the Blueskin Newsletter.
17 June 2020	$600.00	POWA (Progress of Waikouaiti Area) – to fund the printing of the POWA Newsletter.
17 June 2020	$240.00	Otago Blue – for providing 30 bottles of hand and surface sanitizer.
17 June 2020	$750.00	Joel Vanderburg Memorial - Allocates from the project fund for a memorial to honour the late Joel Vanderburg, the design and appropriate time for the memorial to be agreed with by Andy Barratt and the Vanderburg family.
17 June 2020	$0.00	Defibrillator training sessions - Allocates $400.00 to enable 2 classes of 10 people attend Defibrillator training in Waitati – advised that this project will not go ahead.
12 August 2020	$750.00	Waitati Hall Society Inc – to have a mural painted onto the side of the Waitati Hall.
30 September 2020	$1,200.00	Hawksbury Lagoon Inc - towards a reprint of their brochures.
30 September 2020	$200.00	Mullet Collective - towards the Mullet Festival held in the Warrington Reserve.
30 September 2020	$1,113.27	Better Creative – to print 2,000 copies of the Waikouaiti Coast Community Board newsletter.
30 September 2020	$50.00	POWA (Progress of Waikouaiti Area) – to deliver the Waikouaiti Coast Community Board newsletters.
Total	$6,415.27

Funding Report

5 A funding report from the Blueskin News has been received (Attachment A).

Funding Request Application

6 Hauteruruku ki Puketeraki has requested $1,000.00 to pay for one staff/tutor for three hours per week for the Kaitiaki Waka Programme (Attachment B).

7 As per the meeting held on 12 August 2020 the Waiputai (Blueskin Bay) Trust funding application requesting $1,670.00 for seed funding lay on the table until the 18 November 2020 meeting when the outcome of the DCC lease grant and the Trust legal structure is known (Attachment C).

RECOMMENDATIONS

That the Board:

a) Notes the funding report from Blueskin News.

b) Approves/declines the funding application from Hauteruruku ki Puketeraki.

c) Uplifts the funding application from the Waiputai (Blueskin Bay) Trust from the table.

d) Approves/declines the funding application from the Waiputai (Blueskin Bay) Trust.

Signatories

Author:	Rebecca Murray - Governance Support Officer
Authoriser:	Clare Sullivan - Team Leader Civic

Attachments

	Title	Page
⇩a	Funding Report from Blueskin News	26
⇩b	Hauteruruku ki Puketeraki Funding Application	27
⇩c	Waiputai (Blueskin Bay) Trust Funding Application	28

	Title	Page
A ⇩	Minutes of Waikouaiti Coast Community Board meeting held on 30 September 2020	10