Agenda of Otago Peninsula Community Board

Otago Peninsula Community Board

18 February 2021

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 12 November 2020, commencing at 10:00am.

PRESENT

Chairperson	Paul Pope
Deputy Chairperson	Hoani Langsbury
Members	Lox Kellas	Graham McArthur
	Edna Stevenson	Cr Andrew Whiley

IN ATTENDANCE

Jeanine Benson, Group Manager Transport; Andrew Lord, Maintenance Team Leader – Transport Delivery; Timothy Pleace, Roading Engineer – Transport Delivery

Senior Officer Chris Henderson, Group Manager Waste and Environmental Solutions

Governance Support Officer Lauren McDonald

1 Opening

Paul Pope, Chairperson opened the meeting with a reflection.

2 Public Forum

2.1 Public Forum – Fulton Hogan

Joe Connolly and Jamie Ward-Allen from Fulton Hogan provided an update on the peninsula connection project works, including the plans in place for the project site during the Christmas/New Year holiday period.

3 Apologies

Moved (Cr Andrew Whiley/Member Lox Kellas):

That the Board:

Accepts the apology from Cheryl Neill.

Motion carried (OPCB/2020/053)

4 Confirmation of agenda

Moved (Deputy Chairperson Hoani Langsbury/Member Edna Stevenson):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (OPCB/2020/054)

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.

· Graham McArthur advised he is a Trustee of Short Film Otago.

· Hoani Langsbury advised he is a member of the Department of Conservation general policy operations development group.

Moved (Chairperson Paul Pope/Cr Andrew Whiley):

That the Board:

a) Amends the Elected Members' Interest Register and

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

Motion carried (OPCB/2020/055)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 24 September 2020

Moved (Chairperson Paul Pope/Member Graham McArthur):

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.

Motion carried (OPCB/2020/056)

Part A Reports

7 Transport matters (Otago Regional Council)

Julian Phillips, Team Leader, Public Transport from the Otago Regional Council provided an update on public transport issues on the Otago Peninsula, including:

· Showing an example of the real time electronic bus info signage for the Macandrew Bay bus shelter to be installed by end of January 2021, as part of an ORC trial.

· Outline of the costs of solar powered lighting for bus shelters on Portobello Road.

Mr Phillips responded to concerns raised by board members on the bus service through Harwood not being run as scheduled, with passengers waiting at bus stops not being uplifted. Julian advised he would meet with the contractor and re-iterate the bus route must be followed. He confirmed he had requested the reinstall of temporary bus signs with the DCC transport team to assist with identification of bus stops.

Mr Phillips encouraged that community members report any issues through to the ORC Public Transport team.

A request was made for an exception report on the bus timetables for the peninsula. Mr Philips confirmed he would look to provide summary information to the community board as well as the weblink for tracking of buses while on route.

Paul Pope thanked Mr Phillips for the successful engagement between the community board and the ORC on transport improvements for the peninsula.

Mr Phillips left the meeting at 10:38am.

DCC Transport matters

Andrew Lord, Maintenance Team Leader – Transport Delivery introduced Timothy Pleace, Roading Engineer – Transport Delivery, together with Paul Jamieson and Thomas Forde from Fulton Hogan to the meeting. He outlined the maintenance work being undertaken by Fulton Hogan as the new head contractor for the combined sealed and unsealed network for Council.

Paul Jamieson, Fulton Hogan Road Maintenance Manager provided an overview of the work undertaken by the subcontractors and partners working with Fulton Hogan.

Discussion was held on signage needs, including allocated parking for use of Portobello public water tap; reduce speed signs at Harwood for children’s’ safety, and slow down speed signs for Hoopers Inlet for the wildlife.

Andrew Lord advised he would follow up on placement of a P15 sign for parking outside the public water tap. He advised that signage for Hoopers Inlet was being addressed with DoC and additional safety signage for Harwood would be reconsidered after the current Speed Limits Bylaw review was completed.

Members expressed concern for pedestrian and cycle safety due to debris on the cycle paths, particularly on the shoulder of the roadside. Andrew Lord confirmed strategies would be built in for the frequency required for cleaning of the shared pathways and road shoulder on the peninsula.

Vegetation – Andrew Lord confirmed that Whitestone, as subcontractor to Fulton Hogan would be bringing in extra resource to address the current roadside vegetation problem.

Tomahawk – Andrew Lord advised that the Transport Safety team would look at the placement of temporary speed humps for Centre Road.

Allans Beach Road – Jeanine Benson, Group Manager Transport confirmed that there were no formula/criteria for future sealing of gravel roads as the Council had decided in 2010 to cease sealing of gravel roads. She advised that a different strategic approach for dust suppression versus ottaseal could be considered.

Jeanine Benson, Andrew Lord, Tony Pleace and the Fulton Hogan representatives left the meeting at 11:18 am.

8 Funding Applications
	Two funding applications were received for the Board’s consideration: 1. A scholarship funding application from Josephine Tarasiewicz for $300.00, and 2. Scott Hall Committee for $1,700.00 towards the purchase of a defibrillator. The balance of project funds available to the Board as at 12 November 2020 was noted as $9,2156.15.
	Josephine Tarasiewicz spoke to her scholarship application to attend the Hands-on Otago weeklong course at the University of Otago for theatre and dance.
	Moved (Chairperson Paul Pope/Cr Andrew Whiley): That the Board: a) Approves the scholarship funding application from Josephine Tarasiewicz for $300.00 to assist with attending a weeklong “Hands on at Otago” course at the University of Otago. Motion carried (OPCB/2020/057)
	Chris Helm and Graeme McNulty spoke to the funding application from the Scott Hall Committee and advised that with the number of people using the hall and the domain area estimated at being 7000 or more a year, that a defibrillator would be a valuable resource to have in place.
	Moved (Member Lox Kellas/Deputy Chairperson Hoani Langsbury): That the Board: a) Approves the funding application from the Scott Hall Committee for $1,700.00 towards the purchase of a defibrillator for the Harwood community. Motion carried (OPCB/2020/058)
	Mrs Harris from the Broad Bay Pony Club addressed the meeting seeking advice for funding support for land works for Pony Club access to the Broad Bay beach area. Paul Pope advised he would investigate further the intended access way to the beach for pedestrians etc at Broad Bay and report back to her.

9 Governance Support Officer's Report
	The report informed the Otago Peninsula Community Board of activities relevant to the Board area including: a) Project Fund – balance of funds available as at 12 November 2020, $9,256.15 b) Correspondence c) Parks and Recreation Update d) Meetings 2021 – The first OPCB meeting confirmed as Thursday 18 February 2021. Lauren (GSO) to circulate meetings dates for 2021 once confirmed by Council, noting the April meeting is intended to be held in Tomahawk.
	The members present confirmed their preference for meetings to remain on a Thursday at 10:00am.
	Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board: a) Notes the Governance Support Officer’s Report b) Agrees that the Otago Peninsula Community Board will meet on 18 February 2021 subject to Council adopting the 2021 meeting schedule. Motion carried (OPCB/2020/059)

10 Board Updates

Board members provided updates on activities including:

Keep Dunedin Beautiful

Graham McArthur advised that the KDB Awards were held on 30 October 2020.

A new location being sought for the Trees for Families as almost at planting capacity at current site.

Rural Roads – Lox Kellas advised there were no issues to report, roads recently re-gravelled.

Community Meetings

Paul Pope outlined upcoming meetings as:

· Follow up for Tourism Forum, was intended to be held in late February 2021 with Hoani Langsbury liaising the event.

· Community meetings in March 2021 in the Board area for community feedback ahead of the Long-Term Plan submission period.

Civil Defence/Community Response Planning

Lox Kellas advised that the Emergency Management brochures delivery was complete and confirmed laminated copies of the emergency management plan have been placed in the community halls on the peninsula.

Te Rauone Reserve

Edna Stevenson advised that progress for the carpark work at the reserve has stalled due to biodiversity requirements to re-home native lizards found on the site until the carpark work completed and then for the lizards to be returned. Progress would also be affected due to the availability of Fulton Hogan machinery, as the offer of its use was subject to availability.

Harington Point Battery

Lox Kellas advised that the Otago Military Historical Society have advised interested in involvement with the project and that the Opotiki Trust were also involved with the project.

Action: Lox Kellas to meet with the DCC Heritage Advisor (Andrea Farminer) for possible funding support.

3. Cape Saunders emergency buoy and signage

Action: Lox Kellas will speak with the Karetai Trust re access/safety at the site for fishing.

4. Wellers Rock – DCC are working on the lease of the land for a carpark at Wellers Rock.

5. Tomahawk Beach – signage due for install week of 16 November 2020.

Moved (Chairperson Paul Pope/Cr Andrew Whiley):

That the Board:

a) Notes the Board Updates.

Motion carried (OPCB/2020/060)

11 Community Plan 2020-2021

No discussion was held.

Action: Paul Pope to provide edits to GSO (Lauren McDonald) for update and discussion at the next meeting.

12 Chairperson's Report

A verbal update was provided by the Chairperson, including:

· Speed Limit Bylaw – The next step is for the bylaw to be endorsed by Council.

· Smaills Beach

· Hoopers Inlet fence

· Broad Bay Peninsula Connection

Graham McArthur provided feedback from community meeting held to discuss the proposed design works.

· Biodiversity Forum for 2021

Graham McArthur to co-ordinate for February/March 2021.

· Feedback from Tourism forum (6 October 2020) to be held in February 2021 with Hoani Langsbury co-ordinating the forum.

· Tomahawk Road speed humps - DCC Transport team to look at install of speed humps.

· Rabbits - Discussion was held on possible ways to reduce rabbit numbers on the peninsula, including working with the Otago Peninsula biodiversity group.

Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:

a) Notes the update from the Chairperson.

Motion carried (OPCB/2020/061)

13 Councillor's Update

Cr Whiley summarised matters decided by Council since the last board meeting, such as the Council’s debt limit lifted by 250%, the passing of the Keeping of Animals (excluding Dogs) Birds Bylaw review, and the Film Dunedin update.

He thanked the Board for its strong submission to the Speed Limit Bylaw review in advocating for the peninsula residents and advise he considered the use of the Survey Monkey as a valuable tool for collating feedback from the community.

Discussion was held on the benefit of undertaking another survey of the community ahead of the submission to the DCC 10 Year Plan.

Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:

a) Notes the report from Cr Whiley.

Motion carried (OPCB/2020/062)

14 Items for Consideration by the Chairperson

Two items were raised for future discussion:

· Tourism Forum – opportunities for data collection from community boards (consideration through Economic Development and Community and Culture Committees).

· Monitoring of visitor numbers to peninsula areas such as the Pyramids (could this be done through the Enterprise Dunedin’s “Plan D” marketing promotion?)

The meeting concluded at 12:08 p.m.

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

CHAIRPERSON

Otago Peninsula Community Board

18 February 2021

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) Updates

c) Community Board Conference (Gore, 22-24 April 2021)

d) Community Boards Outstanding Awards Nominations

e) Parks and Recreation Update and

f) Meetings dates for 2021

g) 2021-31 Ten Year Plan submission

h) Currently consulting on

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

b) Adopts the meeting schedule for the Otago Peninsula Community Board for 2021 as: 18 February, 25 March, 24 June, 19 August and 11 November.

c) Ratifies payment of the Otago Peninsula Community Board’s group membership fee of $30.00 to the Otago Community Broadcasters Society Inc through to 30 June 2021.

d) Agrees/declines payment to OAR FM of $240.00 for the continued participation by the Board to the Otago Access Radio “Round the Boards” radio programme.

e) Agrees for a meeting to be held on Thursday 15 April to consider and endorse the Board’s submission to the 2021-31 Ten Year Plan.

project fund

The balance of funds as at 18 February 2021 is $7,226.15.

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
12 November	$300.00	Josephine Tarasiewicz - Scholarship funding for attendance at University of Otago “Hands on at Otago” week-long course.
12 November	$1700.00	Scott Hall Committee for the purchase of a defibrillator for the Harwood community
	30.00	Otago Community Broadcasters Society (OAR FM) group membership through to 30 June 2021.
Sub total	$6,479.00
TOTAL	$7,226.15	(balance of funds)

Round the Boards – OAR FM programme

2 OAR FM have extended an invitation to the Board to take part in the “Round the Boards” feature segment. A number of the Community Boards took part in this programme last triennium. It is now proposed to hold the feature on Tuesdays at 8.40 am.

3 This is a 10 to 15 minute weekly segment which provides each participating Board with the opportunity to promote events, issues and people. The segment is hosted by Mr Harford, with Boards sending a representative for an on-air chat on their allocated day.

4 It is proposed to start on 16 March 2021. The cost for participation is $240.00 for 12 sessions. (see attachment D)

UPDATES

Bylaws - Review of Keeping of Animals (excluding Dogs) and Birds Bylaw

5 Customer and Regulatory staff are currently reviewing this bylaw. While the primary focus of the review is to address concerns about roosters, the bylaw also covers birds, bees and other animals (with the exception of dogs which is covered by the Dog Control Bylaw). At this early stage we are investigating different options and will be in touch with Community Boards soon asking them to circulate a short survey through their networks. Any initial thoughts can be directed to the Policy Analyst – Regulatory Services Group, Anne.Gray@dcc.govt.nz please.

6 Formal consultation on options is expected to take place early to mid-2021.

Community Board Conference

7 The Community Board Conference is being held in Gore on 22-24 April 2021. The Council policy allows for one Board member per Board to be funded by the Council. The Board may wish to consider nominating a Board member to attend the Conference.

Community Board Outstanding Awards Nomination

8 Nominations for the outstanding community board member awards are being called for to be presented at the Community Board conference. The Community Board Executive Committee is also inviting Community Boards to share good practice examples. Refer to Attachments B and C. Applications close at 5.00pm on Friday 26 March 2021.

Parks and Recreation Update:

Freedom Camping

9 Portaloos and other amenities have been installed at the unrestricted freedom camping sites at the Ocean View Recreation Reserve; Warrington Domain and Thomas Burns car park. There have been new handheld infringement devices put in place with the ticket designs currently being drafted, once approved and delivered, the training enforcement contractors will be trained in use of the new technology.

Beaches and Reserves Bylaw

10 New signage has been installed at Tomahawk Beach and Warrington Beach as planned. Signage for Waikouaiti Beach is currently being drafted by DCC Marketing and Design and will be presented to the Reserves and Beaches Bylaw Working Group for development/approval. Some temporary signage has recently been installed at the Hawksbury Lagoon outflow to advise drivers that beach access in vehicles is prohibited.

Te Rauone

11 The carpark has been pegged out by Fulton Hogan in preparation for the pending construction. Ecologists will be on site in January gathering baseline data so that once DOC issue the wildlife Permit, the lizard pens can then be built. Once the lizards have been rehomed, both Port Otago and DCC can begin work on the groynes and carpark respectively.

Play Spaces Review

12 The draft Play Spaces Plan and Background Report has been submitted to the members of the Working Party and awaiting feedback. Once received the Plan will be amended and presented to Council for approval with individual projects proceeding in accordance with the plan.

Tracks and Trails Review

13 The Working Party and Project Team members are currently reviewing the draft background report is for feedback. A Stakeholder consultation document is being drafted. It is anticipated that stakeholder engagement will occur early 2021 pending outcome of feedback from Working Party and Marketing and Communications team.

Sports Field Review

14 The data collection and analysis has been completed and a draft strategy and action plan is now in progress.

Wellers Rock/Te Umu Kuri

15 Propose to lease a nearby leasehold residential section for use as a carpark from a local Trust. Negotiating terms of the lease. Awaiting response following the most recent offer.

Tomahawk

16 The kiosk will be in place the week ending 12 February 2021 with the seating and rubbish bins to be installed shortly after. A noticeboard will be included at the kiosk. Bike stands are already in place. Further signage will be addressed once the kiosk is in place.

Transport

17 80% of the weed spraying work has been completed on the peninsula, with the contractor now commencing the second round of spraying.

Meetings Schedule 2021

18 The 2021 meeting schedule was adopted by Council at the 24 November 2020 meeting. It is now for the Otago Peninsula Community Board to adopt the full 2021 meeting schedule as:

18 February; 25 March; 24 June; 19 August and 11 November 2021.

Dunedin City Council 10 year plan consultation

19 The public consultation period for the 10 year plan 2021-31 is from 30 March to 29 April 2021. The Board may wish to consider holding a board workshop.

20 Staff are currently working on a number of opportunities for engagement.

21 An additional meeting could be added to the Board’s schedule for Thursday 15 April 2021 to consider and adopt the Board’s submission to the 10- Year Plan 2021-31 ahead of the close of submissions on 29 April 2021.

Currently Being Consulted on by Dunedin City Council

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

· Gambling & TAB Venue Policy Review

https://www.dunedin.govt.nz/council/currently-consulting-on/current- consultations/gambling-and-tab-venue-policy-review

· Dangerous and Insanitary Buildings Policy Review

https://www.dunedin.govt.nz/council/currently-consulting-on/current- consultations/dangerous-and-insanitary-buildings-policy-review

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

Attachments

	Title	Page
⇩a	Meeting Schedule 2021	27
⇩b	Community Board Snapshot	28
⇩c	Community Outstanding Nomination Award	29
⇩d	OAR "Round the Boards" programme schedule	30

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	☐	☐	☒