Agenda of West Harbour Community Board

Notice of Meeting:

I hereby give notice that an ordinary meeting of the West Harbour Community Board will be held on:

Date: Wednesday 3 February 2021

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
Deputy Chairperson	Trevor Johnson
Members	Duncan Eddy	Angela McErlane
	Jacqueline Ruston	Jan Tucker
	Cr Steve Walker

Senior Officer

Governance Support Officer Jennifer Lapham

Jennifer Lapham

Governance Support Officer

Telephone: 03 477 4000

jenny.lapham@dcc.govt.nz

www.dunedin.govt.nz

Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.

West Harbour Community Board

3 February 2021

West Harbour Community Board

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 18 November 2020, commencing at 5.30 pm

PRESENT

Chairperson	Francisca Griffin
Deputy Chairperson	Trevor Johnson
Members	Duncan Eddy
	Angela McErlane
	Jacqueline Ruston
	Cr Steve Walker

IN ATTENDANCE

Graham McKerracher (Communications and Marketing Manager) and Jason Forbes (Senior Project Manager, Waka Kotahi, NZTA)

Governance Support Officer Jennifer Lapham

1 Public Forum

1.1 Public Forum – Roseneath Playground

Harrison Miller (aged 7) spoke to the Board regarding the recent upgrade of the Roseneath playground. He said that he was excited to see it was being upgraded but was sad that the seesaw was no longer fun. Harrison advised the Board that the seesaw did not go high anymore and he would like it fixed.

1.2 Public Forum – Dredging Back Beach

Mr Wall requested that the Board ask that the Dunedin City Council liaise with Otago Regional Council and Port Otago regarding the siltation of Back Beach. He advised that at low tide yachts were sitting on the ground.

2 Apologies

An apology was received from Jan Tucker.

Moved (Francisca Griffin/Cr Steve Walker):

That the Board:

Accepts the apology from Jan Tucker.

Motion carried

3 Confirmation of agenda

The Chairperson advised that a quote had been received from UpFront Environmental for the maintenance of the Albertson Avenue community garden, and a quote for the production of the ‘Know your Neighbour’ brochure had also been received. She advised that the urgency for the decision on the applications was that the Albertson Avenue community garden was that the garden required to be maintained and the brochure needed to be printed by January.

A report back from Sawyers Bay Playcentre had been also been received.

Moved (Francisca Griffin/Cr Steve Walker):

That the Board:

Confirms the agenda with the addition of the following item under Standing Order 9.12 Item 9a be considered at the meeting.

9a Project Fund Applications– Maintenance of Albertson Avenue Community Garden and quote for printing “Know Your Neighbour” Brochure.

Motion carried with Duncan Eddy recording his voting against

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.

Jacque Ruston declared that she had sold one of the properties she owned in Roseneath.

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

a) Amends 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 - 30 September 2020

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

Confirms the minutes of the West Harbour Community Board meeting held on 30 September 2020 as a correct record.

Motion carried

Part A Reports

6 NZTA Update
	Jason Forbes, Senior Project Manager Waka Kotahi NZ Transport Agency provided an update on the cycleway project and introduced the contractor from Downers. He advised that it was estimated the project should be completed in December 2022.
	Moved (Francisca Griffin/Cr Steve Walker): That the Board: Adjourn the meeting for 5 minutes. Motion carried
	The meeting adjourned at 6.15 pm and reconvened at 6.23 pm. Following the adjournment the Chairperson clarified the reasons for urgency regarding the items added to the agenda.

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 · Meetings 2021 · Community Board Conference · Sims Building
	Discussion took place on the overgrown vegetation. Comment was made that it was a safety issue for vehicles when exiting on to the road, and for people walking on the footpaths.
	Moved (Francisca Griffin/Angela McErlane): That the Board: a) Notes the Governance Support Officers Report. b) Agrees that the West Harbour Community Board will meet on 3 February 2021, subject to Council adopting the 2021, meeting schedule at 5.30 pm. Motion carried (WHCB/2020/039)

8 Community Plan

The Chairperson advised that Council staff had suggested to wait until Council has confirmed funding for main street upgrades, before consulting with the community on the George Street upgrade.

9 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 there was nothing further to report since the last meeting. He advised that the Company will be reinstating a quarterly newsletter to give updates to the community

c) Keep Dunedin Beautiful

The Chairperson advised that Jan Tucker had been awarded a life time membership of Keep New Zealand Beautiful.

d) Access Radio

The Chairperson advised that the next slot is the following week. Members suggested topics for discussion.

e) Social Media and Communication

The Chairperson advised that the Facebook page was working well and reaching a lot of people.

f) Community Awards

Ange McErlane advised Mary Ingles had been presented with a certificate and flowers.

9a PROJECT FUND

Consideration was given to the quote received for the maintenance of the Albertson Avenue Community Garden ($1,320.00) from UpFront Environmental and the quote from DigiArt & Design for the printing of the Know Your Neighbours Information flyer ($2186.24).

Moved (Cr Steve Walker/ Jacqueline Ruston):

That the Board:

a) Allocates $1,320.00 to UpFront Environmental for the maintenance of the Albertson Avenue Community Garden.

b) Allocates $2,186.24 to DigiArt & Design for the printing of the Know Your Neighbours Information flyer.

Motion carried (WHCB/2020/040)

10 Chairperson's Report

The Chairperson provided an update on matters of interest including:

· Freedom Camping – Trevor Johnson provided an overview of a meeting he had attended on behalf of the Board.

· Junk to Joy (Hawk & Hurl) – The Lions Club had been contacted but the Chairperson had not heard back from them. It was suggested to approach Volunteering Otago to see if they would be available to help with the event.

· Functions attended on behalf of the Board – The Chairperson advised that, along with other members, she had attended the Aramoana Memorial, and had also attended the Ralph Hotere exhibition and a workshop on the Long Term Plan.

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

Notes the Chairperson’s Report.

Motion carried

11 Council Activities
	Cr Steve Walker provided an update on matters of interest including the 10 year plan, Sims Building, consent for hospital demolition and the George Street Business case.

12 Notification of Items for Consideration by the Chairperson
	Duncan Eddy asked for an update on Sawyers Bay Bus Shelters and a report on the impact on the sea levels on low lying land.

The meeting concluded at 7.14 pm.

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

C H A I R P E R S O N

West Harbour Community Board

3 February 2021

Part A Reports

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

· Meeting Schedule 2021

· Community Board Conference

· Community Board Outstanding Award Nomination

· Parks and Recreation Update

· Review

· Updates/Actions

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report.

b) Adopts the 2021 meeting schedule.

Project Fund

2 The Board has $9,413.28 (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
November 2020	$100.00	Flowers Community award
Total	$3,631.32

Meeting Schedule 2021

3 The Council had adopted the 2021 meeting schedule. Attached is the proposed meeting dates for the West Harbour Community Board.

Community Board Conference

4 The Community Board Conference is being held in Gore on 22-24 April. 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

5 The Community Board conference is scheduled for April, 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 Attachments B and C. Applications close at 5.00pm on Friday 26 March 2021.

Parks and Recreation Update

6 Freedom Camping - Portaloos and other amenities have been installed at the 3 unrestricted freedom camping sites. The new handheld infringement devices have been integrated into the Pathway system. New ticket designs have been drafted, when these have been approved and delivered training of enforcement contractors in use of the new technology will commence.

7 Beaches and Reserves Bylaw - 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.

8 Play Spaces Review - Draft Play Spaces Plan and Background Report are awaiting feedback from members of the Working Party. When feedback is received the Plan will be amended and presented to Council for approval. Individual projects will then proceed in accordance with the plan.

9 Tracks and Trails Review - Draft Background Report is complete and is sitting with Working Party and Project Team members for feedback. 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.

10 Sports Field Review - Data collection and analysis has been completed. A draft strategy and action plan is currently being developed.

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

11 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 Anne.Gray@dcc.govt.nz please. Formal consultation on options is expected to take place early to mid-2021.

Bus Shelters Sawyers Bay

12 I have been advised that the bus shelters at Sawyers Bay have been installed.

Currently Being Consulted On by Dunedin City Council

13 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

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	Proposed Meeting Schedule 2021	22
⇩b	Community Board Snapshots	23
⇩c	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	☐	☐	☒