Notice of Meeting:
I hereby give notice that an ordinary meeting of the West Harbour Community Board will be held on:
Date: Wednesday 18 November 2020
Time: 5.30 pm
Venue: Rolfe Room, Port Chalmers Town Hall, Port Chalmers
Sandy Graham
Chief Executive Officer
West Harbour Community Board
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Francisca Griffin |
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Deputy Chairperson |
Trevor Johnson |
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Members |
Duncan Eddy |
Angela McErlane |
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Jacqueline Ruston |
Jan Tucker |
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Cr Steve Walker |
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Senior Officer Graham McKerracher, Communications and Marketing Manager
Governance Support Officer Jennifer Lapham
Jennifer Lapham
Governance Support Officer
Telephone: 03 477 4000
jenny.lapham@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
West Harbour Community Board 18 November 2020 |
ITEM TABLE OF CONTENTS PAGE
1 Public Forum 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 - 30 September 2020 9
Part A Reports (West Harbour Community Board has power to decide these matters)
6 NZTA Update 17
7 Governance Support Officers Report 18
8 Community Plan 25
9 Board Representation And areas of responsibility 26
10 Chairperson's Report 27
11 Council Activities 28
12 Notification of Items for Consideration by the Chairperson 29
West Harbour Community Board 18 November 2020 |
At the close of the agenda no requests for public forum had been received.
At the close of the agenda no apologies had been received.
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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West Harbour Community Board 18 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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West Harbour Community Board 18 November 2020 |
West Harbour Community Board meeting - 30 September 2020
That the Board: Confirms the public part of the minutes of the West Harbour Community Board meeting held on 30 September 2020 as a correct record.
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Attachments
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Title |
Page |
A⇩ |
Minutes of West Harbour Community Board meeting held on 30 September 2020 |
10 |
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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 |
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Deputy Chairperson |
Trevor Johnson |
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Members |
Duncan Eddy |
Angela McErlane |
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Jacqueline Ruston |
Jan Tucker |
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Cr Steve Walker |
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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
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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
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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
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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 |
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Moved (Francisca Griffin/Cr Steve Walker): That the Board:
Confirms the agenda without addition or alteration.
Motion carried
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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.
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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 |
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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 |
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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.
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7 Governance Support Officers Report |
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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 |
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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.
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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)
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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)
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Moved (Francisca Griffin/Trevor Johnson): That the Board:
Notes the Governance Support Officers Report. Motion carried |
8 Project Fund Applications |
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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. |
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Moved (Duncan Eddy/Francisca Griffin): That the Board: Approves a grant of $1022.38 for the Anteroom. Motion carried (WHCB/2020/034) |
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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. |
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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 |
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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.
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Moved (Angela McErlane/Jan Tucker): That the Board: Notes the report. Motion carried |
10 Update on Cigarette Butt Bins |
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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.
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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 |
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There was no update to the Community Plan.
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12 Board Representation And areas of responsibility |
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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. |
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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)
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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. |
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Moved (Jan Tucker/Duncan Eddy): That the Board: Agrees to provide a wreath for the 30th Anniversary of the Aramoana massacre and allocate appropriate funding. Motion carried (WHCB/2020/038)
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13 Chairperson's Report |
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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. |
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Moved (Francisca Griffin/Trevor Johnson): That the Board:
Notes the Chairperson’s Report. Motion carried |
14 Council Activities |
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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.
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Moved (Cr Steve Walker/Trevor Johnson): That the Board: Notes the Council Activity Report. Motion carried
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15 Notification of Items for Consideration by the Chairperson |
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There were no items notified.
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The meeting concluded at 7.35 pm .
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C H A I R P E R S O N
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West Harbour Community Board 18 November 2020 |
Jason Forbes (Senior Project Manager, NZTA) will be in attendance to provide and update on the cycleway project and introduce the Contractor to the Board.
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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
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 |
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$748.00 |
Sawyers Bay Playcentre |
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$1,400.40 |
Rothesay News ($116.70/month) |
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+($770.00) |
Purchase of stainless-steel ashtrays. Funding no longer required |
12 August 2020 |
$500.00 |
Harbourside Junior Football Club |
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+($100.00) |
Hire of Town Hall – Community Awards Funding no longer required |
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+($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 |
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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
Signal Hill Recreation Reserve Management Plan Review Stage 1 – Submissions close 8 December 2020
General Policies Management Plan Review Stage 1 – Submissions close 8 December 2020
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.
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Signatories
Author: |
Jenny Lapham - Governance Support Officer |
Authoriser: |
Clare Sullivan - Team Leader Civic |
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Title |
Page |
⇩a |
Community Board Snapshots |
23 |
⇩b |
Community Board Outstanding Awards Nomination |
24 |
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
There is no contribution to the Strategic Framework. |
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Māori Impact Statement There are no known impacts 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 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 is no known conflict 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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West Harbour Community Board 18 November 2020 |
For discussion and updating as required. There have been no updates since the last meeting.
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West Harbour Community Board 18 November 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
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West Harbour Community Board 18 November 2020 |
Chairperson's Report
Department: Civic
EXECUTIVE SUMMARY
1 The Chairperson will provide an update on matters of interest including:
· Freedom Camping Update (Trevor Johnson)
· Junk to Joy (Hawk & Hurl) update
· Functions attended on behalf of the Board
· Long Term Plan Workshop
That the Board: a) Notes the Chairperson’s Report.
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Signatories
Authoriser: |
Clare Sullivan - Team Leader Civic |
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West Harbour Community Board 18 November 2020 |
Cr Steve Walker will provide an update on matters of interest.