Agenda of West Harbour Community Board

West Harbour Community Board

18 November 2020

MINUTES

Minutes of an ordinary meeting of the West Harbour Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 30 September 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

Graham McKerracher (Communications and Marketing Manager), Julian Philips (Otago Regional Council) and Leigh Mckenzie (Waste Minimisation Officer)

Governance Support Officer Jennifer Lapham

1 Public Forum

1.1 Public Forum - Sawyers Bay School

Leslee Swete spoke to the funding applications from the Sawyers Bay School. She advised that they were seeking funding to enable the school to purchase decodable books to assist with the reading programme. This programme helps children who are struggling to read.

1.2 Public Forum - Anteroom

Scott Flanagan and Chris Schmelz spoke to the funding application from the Anteroom for assistance towards maintenance on their building. Once the maintenance was completed the building would be compliant and would provide an accessible safe community art space for people of all physical ability.

1.3 Public Forum - Peter Cole

Peter Cole spoke to the Board regarding hulks around the harbour. He would like to develop a heritage trail between Port Chalmers and Aramoana. He would like the Board to include the project in the Community Plan.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Francisca Griffin/Cr Steve Walker):

That the Board:

Confirms the agenda without addition or alteration.

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 (Cr Steve Walker/Angela McErlane):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried

5 Confirmation of Minutes

5.1 West Harbour Community Board meeting - 12 August 2020

Moved (Francisca Griffin/Jan Tucker):

That the Board:

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

Motion carried

Part A Reports

6 Otago Regional Council Regarding Public Transport

Julian Philips, Team Leader Public Transport, Otago Regional Council spoke to the Board regarding public transport. Mr Philips provided an update on public transport issues including the replacement of bus shelters at Borlases Road and Stevenson Ave. He advised that he was happy to be contacted regarding any issues or questions the Board may have.

7 Governance Support Officers Report
	In a report the Governance Support Officer provided an update on matters of interest including: · Project Fund · Parks and Recreation Update · Junk to Joy Community Event
	Leigh McKenzie, Waste Minimisation Officer, spoke to the Board regarding the holding a Junk to Joy event in conjunction with the summer rural skip day, which would be held on 30 January 2021. It was also suggested that the event be moved from Sawyers Bay to Watson Park. Ms Mckenzie requested that the Board take the lead in supporting the Junk to Joy event.
	Moved (Francisca Griffin/Jan Tucker): That the Board: a) Agrees that a trial Junk to Joy day be held in conjunction with the Summer Rural Skip day on 30 January 2021. b) Approves the shifting to the event from Sawyers Bay to Watson Park. Motion carried (WHCB/2020/032)
	Moved (Francisca Griffin/Duncan Eddy): That the Board: Agrees, in principle to take the lead, in conjunction with a local group, to organise the Junk to Joy event. Motion carried (WHCB/2020/033)
	Moved (Francisca Griffin/Trevor Johnson): That the Board: Notes the Governance Support Officers Report. Motion carried

8 Project Fund Applications
	Consideration was given to the application for funding from the Anteroom for $1022.38 towards making the building compliant and provide an accessible safe community art space for people of all physical ability.
	Moved (Duncan Eddy/Francisca Griffin): That the Board: Approves a grant of $1022.38 for the Anteroom. Motion carried (WHCB/2020/034)
	Consideration was given to an application from Sawyers Bay School for $3,166.00 towards the purchase of decodable readers. In discussing the application members noted that the books were for the use of the Sawyers Bay School and did not meet the criteria of providing a benefit to the greater community. It was also commented that the books should be provided by the Ministry of Education.
	Moved (Cr Steve Walker/Duncan Eddy): That the Board: Declines the funding application from Sawyers Bay School. Motion carried (WHCB/2020/035)

9 Report from Jacque Ruston re Fencing parkland

	Jacque Ruston spoke to her report regarding the proposal to fence the Port Chalmers Centennial Gardens. She advised that Mark Cameron had advised that he would fund the fencing of the whole phase 1, which would include the ‘small’ dog park and war memorial. In discussing the matter it was noted that the community consultation should be undertaken, as well as the Dunedin City Council, who owns the park to determine if there are any restrictions on fencing and possible ongoing costs for maintaining the area.
	Moved (Angela McErlane/Jan Tucker): That the Board: Notes the report. Motion carried

10 Update on Cigarette Butt Bins

Duncan Eddy provided an update on the installation of Butt Bins. He advised that 8 new bins will be installed at Boiler Point, Back Beach and along George Street. The Council also agreed to install ‘smokers shields’ on rubbish bins at Tuckett’s Reserve, Back Beach picnic area and Port Chalmers Place. The bins are being installed by Mark Cameron (Action Engineering) and Jon Visser (Port Otago) and as a result is a zero cost to the community, therefore, the amount the Board allocated for this project is no longer required.

Moved (Cr Steve Walker/Angela McErlane):

That the Board:

a) Notes the report

b) Revokes the resolution passed on 24 June 2020 allocating $770 for the purchase of 6 stainless steel ashtrays.

Motion carried (WHCB/2020/036)

11 Community Plan

There was no update to the Community Plan.

12 Board Representation And areas of responsibility
	a) Port Noise Liaison Committee Jacque Ruston advised that there was nothing to report. b) Ravensdown Community Liaison Group Trevor Johnson advised that the meeting had been postponed. c) Keep Dunedin Beautiful Jan Tucker advised that the Annual General Meeting would be held on 5 October and the awards ceremony would now be held in November. d) Access Radio Francisca Griffin advised that she had presented the programme the previously morning. e) Social Media and Communication Francisca Griffin advised that she had been putting information regarding the 10 year plan on facebook. f) Albertson Avenue Beautification Project Port Otago had agreed to make a sign to advise people about the garden and how it should be used. g) Community Awards Ange McErlane advised that there had only been one nomination received and she recommended that the awards be postponed until 2021.
	Moved (Trevor Johnson/Cr Steve Walker): That the Board: a) Agrees to delay the Community Awards until 2021. b) Revokes the resolution passed on 12 August 2020 allocating $600 for the Community awards. Motion carried (WHCB/2020/037)
	h) Aramoana Liaison Jan Tucker advised that the community would like to know what future plans that the Council has for Aramoana and other low lying areas. They would also like toilets at Shelly Beach. She advised that a remembrance service would be held on the 30 year anniversary of the Aramoana massacre and they would like the board to lay a wreath.
	Moved (Jan Tucker/Duncan Eddy): That the Board: Agrees to provide a wreath for the 30^th Anniversary of the Aramoana massacre and allocate appropriate funding. Motion carried (WHCB/2020/038)

13 Chairperson's Report

The Chairperson provided an update on matters of interest including:

d) Replacement of Grey Street trees is progressing

e) Storage of Ammonia Nitrate at Sawyers Bay – Work Safe had undertaken an inspection of the site.

f) Back Beach/Peninsula Road – that the petition for closing the road was not being progressed.

g) That one of the people identified for the Port Noise Liaison Committee did not wish to accept the position.

h) Neighbour Document – quotes had been received for $2,000.

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

Notes the Chairperson’s Report.

Motion carried

14 Council Activities

Cr Walker provided an update on Council activities including the development of 10 year plan, the water reforms, 40 km limit speed limit for George Street had been approved, the representation review was commencing and the Council had appointed Sandy Graham (Acting Chief Executive Officer) as the new Chief Executive Officer.

Moved (Cr Steve Walker/Trevor Johnson):

That the Board:

Notes the Council Activity Report.

Motion carried

15 Notification of Items for Consideration by the Chairperson

There were no items notified.

The meeting concluded at 7.35 pm .

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

C H A I R P E R S O N

West Harbour Community Board

18 November 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

· Meetings 2021

· Community Board Conference

· Sims Building

· Currently Being Consulted On by Dunedin City Council

· Updates/Actions

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report.

Project Fund

2 The Board has $9,513.28 (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. Funding no longer required
12 August 2020	$500.00	Harbourside Junior Football Club
	+($100.00)	Hire of Town Hall – Community Awards Funding no longer required
	+($500.00)	Community Awards Funding no longer required
30 September 2020	$1022.38	Anteroom Arts Charitable Trust
October 2020	$30.00	OAR Membership
Total	$3,531.32

Parks and Recreation Update

Play Spaces Review

3 The analysis has been completed and work is now being undertaken on the draft strategy and action plan.

Sports Field Review

4 The data collection phase is near completion with interviews and the community survey completed. A workshop is scheduled with Sport Otago and the sports codes to prioritise recommendations from the findings. Staff are currently Analysing the information and undertaking work on the draft strategy and action plan is in progress.

Beaches and Reserves Bylaw

5 Signage is soon to be installed at the recently resurfaced Tomahawk car park. Signs will be installed informing people that the only vehicles permitted on the beach will be for launching boats. Signage is being finalised for Waikouaiti with the intention of being installed before summer.

Sports Field Review

6 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

7 The 2021 meeting schedule is being considered by Council at the 24 November 2020 meeting. It is proposed to have the first meeting on Thursday 2 February 2021.

Community Board Outstanding Awards Nomination

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

Sims Building Update

9 The Group Manager Property Services, David Bainbridge-Zafar advises that staff having ongoing discussions with members of the Port Chalmers Foundry Trust over a potential community use of the site. The site would need to be de-contaminated before it could be used.

Currently Being Consulted On by Dunedin City Council

10 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

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

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	Community Board Snapshots	23
⇩b	Community Board Outstanding Awards Nomination	24

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

The report provides information on activities in or relevant to the Board area.

	Title	Page
A ⇩	Minutes of West Harbour Community Board meeting held on 30 September 2020	10