Agenda of Otago Peninsula Community Board

Otago Peninsula Community Board

25 March 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 18 February 2021,

commencing at 10:00 am.

PRESENT

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

IN ATTENDANCE

Kim Everett, DCC Engagement and Communications Advisor – Major Projects Transport; Kieran Trainor – DCC Capital Team Leader – Transport Delivery; Joe Connolly Senior Bid Manager, Fulton Hogan; Bruce Buxton, Project Engineer, GHD

Senior Officer: Chris Henderson, Group Manager Waste and Environmental Solutions

Governance Support Officer Lauren McDonald

1 Opening

Edna Stevenson opened the meeting with a reflection on the impacts of the Covid-19 pandemic on the community.

2 Public Forum

Sally Carson and Jenny Rock spoke to the Board and provided updates on the following projects:

Signs of the Seas

Jenny Rock acknowledged the Board’s support for the successful application made to the Lotteries Commission for a grant for the Signs of the Seas project (for the collation of ideas for “activation” points along the peninsula for the growing of marine stewardship, citizen science, cultural and place-based wellbeing).

Jenny advised that the project was now in the consultation phase and the intention was to collect ideas from the community and the Rūnaka with a hui, scheduled to be held on 24 June at the Otakou Marae.

Sally Carson advised once the consultation phase was completed that funding support would be sought from the DCC and ORC for install of activation points (signage). Sally confirmed that the activations could be used as a template for many groups, including schools and had national wide usability.

Following discussion the Board confirmed that proposed activations had synergy with the OPCB Community Plan for interpretive signage on the peninsula and the advised its support for the Sign of the Seas submission to the Annual Plan 2021-2022. The Board to provide a letter of support.

Otago Peninsula Biodiversity Group

Hoani Langsbury declared a conflict of interest as the Chairperson of the Otago Peninsula Biodiversity Group.

Jenny Rock provided the background to the tenancy of the Otago Peninsula Biodiversity Group (OPBG) in the old Happy Hens building in Portobello. She confirmed that the DCC owned the building and that the OPBG were responsible for the internal refurbishment. The building is to provide a conservation hub for groups active on the peninsula. She advised that due to unforeseen costs there was a shortfall in funding to complete the internal fit out due to the need for replacement of old wiring and a building consent for the work.

After discussion Bord members agreed for the Chairperson to take the following actions:

1. Write a letter to the DCC for the waiving of the building consents fee.

2. Write a letter of support for the Otago Peninsula Biodiversity Group to use when applying to external funders.

Moved (Chairperson Paul Pope/Member Cr Andrew Whiley):

That the Board:

Extends Public Forum beyond 30 minutes.

Motion carried

LED lighting

Jenny Rock raised the concerns of some residents on the peninsula with the install/upgrade of LED street lighting impacts on their residences. She requested consideration be given for the removal of non-essential street lighting and use of motion sensors for the activation of lighting.

Paul Pope requested that a list of the affected properties with street details and the identifying number on the light poles be provided to him to speak with the DCC LED street lighting project team to enable further discussion with concerned residents.

3 Apologies

There were no apologies advised.

4 Confirmation of agenda

Two additional matters for inclusion on the agenda, under items 8 and 11.

Moved (Chairperson Paul Pope/Member Graham McArthur):

That the Board:

Confirms the agenda with the following additions:

Item 8 - Governance Support Officer’s report on change of use for funding granted to the Broad Bay Community Centre.

Item 11 – Board updates on the safety issue of the intersection of Highcliff Road and Seaton Road.

Motion carried (OPCB/2021/001)

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.

Cr Whiley advised of his role as Deputy Chair of the Dunedin Community House Executive Committee

Moved (Chairperson Paul Pope/Member Edna Stevenson):

That the Board:

a) Amends the Elected Members' Interest Register and

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

Motion carried (OPCB/2021/002)

6 Confirmation of Minutes

6.1 Otago Peninsula Community Board meeting - 12 November 2020

Moved (Chairperson Paul Pope/Member Lox Kellas):

That the Board:

Confirms the public part of the minutes of the Otago Peninsula Community Board meeting held on 12 November 2020 as a correct record.

Motion carried (OPCB/2021/003)

Part A Reports

7 Peninsula Connection Project
	Representatives from the Peninsula Connection Project provided an update to the Community Board. Representatives in attendance were: Bruce Buxton, Project Engineer, GHD Joe Connolly – Senior Bid Manager, Fulton Hogan Kim Everett – Engagement and Communications Advisor, Major Projects - Transport, DCC Kieran Trainor – Capital Team Leader – Transport Delivery The update included tree removal and landscaping for the Broad Bay and reserve design, Sections 4,5 and 9 of the connection project works, road sealing, signage, maintenance for the shared path, and barrier replacement . Discussion was held on the possible relocation of the clothing bin located alongside the bus shelter in Broad Bay during the construction phase. Members suggested approaching the Broad Bay Hall Committee to have the bin located there until the community can discuss a permanent site once the works completed. Action: Cheryl Neill and Graham McArthur to respond to Bruce Buxton on the removal of clothing bin and to arrange a new site and advise to the community of the new location. Kevin Trainor advised that due to a supplier delay the install of the rounded edge curb blocks would not occur until 2022. Action: Cheryl Neill to let the Harwood community know that the resealing would occur ahead of the install of the curb blocks , which have been delayed until 2022. Lox Kellas raised an issue of road safety for the intersection of Highcliff and Seaton Roads due to visibility issues. Kevin Trainor advised that Hjarne Poulsen would check the issue for possible solutions.
8 Governance Support Officer's Report
	In a report from the Governance Support Officer provided an update on matters of interest, including: · Community Board Conference, 22-24 April 2021, Gore. It was agreed to decide on nomination from the Board at the next Board meeting on 25 March 2021 · 2021 Community Boards Outstanding Contribution Award – Members agreed to nominate the Otago Peninsula Community Board for its work on the Peninsula Connection Project and for the nomination to be completed by the Board at the next meeting on 25 March 2021.
	Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board: Nominate the Otago Peninsula Community Board for the 2021 Community Boards Outstanding Contribution Award for its work on the Peninsula Connection Project. Motion carried (OPCB/2021/004)

	Moved (Chairperson Paul Pope/Member Lox Kellas): That the Board: a) Notes the Governance Support Officer’s Report Motion carried (OPCB/2021/005)
	Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board: 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. Motion carried (OPCB/2021/006)
	Moved (Chairperson Paul Pope/Member Cheryl Neill): That the Board: 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. Motion carried (OPCB/2021/007)
	Moved (Chairperson Paul Pope/Member Graham McArthur): That the Board: d) Agrees payment to OAR FM of $240.00 for the continued participation by the Board to the Otago Access Radio “Round the Boards” radio programme. Motion carried (OPCB/2021/008)
	Moved (Chairperson Paul Pope/Member Cheryl Neill): That the Board: 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. The meeting to be held in Tomahawk. Motion carried (OPCB/2021/009)

	Moved (Chairperson Paul Pope/Member Graham McArthur): That the Board: Agrees to the change in use of the $400 granted in February 2020 to the Broad Bay Community Centre Motion carried (OPCB/2021/010)
9 Funding Applications
	The Civic report advised the balance of project funds available to the Board as at 18 February 2021 as $7,226.15 Discussion was held on a Scholarship funding application from Kaiya Casswell for $300.00 to support her attendance of an Outward Bound Course from 12 April to 2 May 2021
	Moved (Member Lox Kellas/Deputy Chairperson Hoani Langsbury): That the Board: a) Approves the scholarship funding application from Kaiya Casswell for $300.00 in support of her attendance to an Outward Bound Course from 12 April to 2 May 2021. Motion carried (OPCB/2021/011)

10 Community Plan 2020-2021
	Paul Pope advised that the revised Community Plan would be pre-circulated for discussion at the 25 March 2021 meeting.
11 Board Updates
	Board members provided updates on activities including: · Keep Dunedin Beautiful – meeting held 1 February, tenders out for the boatshed mural. · Rural Roads – dust currently an issue due to high volume of traffic, gravel roads need regrading as corrugation starting to appear and a large pothole on Allans Beach Rd which requires repair. (Lox to lodge request through the DCC Customer Services). · Community Meetings – 10 Year Plan consultation meeting by councillors with the community scheduled for Saturday 10 April, at the Macandrew Bay Hall. DCC have stands available for the community board’s use for community meetings. Community Board members to sort advertising of and meeting dates within their own community areas. · Civil Defence/Community Response Planning – A new “Otago gets ready” promotion underway for a new emergency alerts and community response system. · Te Rauone Reserve – consents approved; native lizards being trapped for relocation during the carpark construction. Work to commence on the groynes after the conclusion of the breeding season. · Harington Point Battery – Lox Kellas provided an update on the military background research work being undertaken for the site. · Coastguard – Cape Saunders rescue box repair is completed, will be placed on site by the end of February 2021.
	Moved (Chairperson Paul Pope/Member Cheryl Neill): That the Board: a) Notes the Board Updates. Motion carried (OPCB/2021/012)

12 Councillor's Update

Cr Andrew Whiley provided an update on matters of interest to the Board, including the 10 Year plan, Speed Limits Bylaw decision delay, a councillor visit on 3 February to Aurora’s project for underwater cabling from Portobello to Quarantine Island.

Cr Whiley also confirmed funding granted by the Dunedin Heritage Fund for restoration work at the Pukehiki Church.

Moved (Chairperson Paul Pope/Member Graham McArthur):

That the Board:

Notes the report from Cr Whiley.

Motion carried (OPCB/2021/013)

13 Chairperson's Report
	The Chairperson provided an update on matters of interest including : · 10 Year Plan 2021-31 - due for public consultation 27March to 29 April. · ORC sand mining – discussion has been held with ORC on signage and rules for sand minding by contractors. · Tomahawk Lagoon – a water quality meeting is scheduled with the ORC for early March. · 2GP changes Cr Whiley left the meeting at 11:46 am.
	Moved (Chairperson Paul Pope/Member Cheryl Neill): That the Board: a) Notes the update from the Chairperson. Motion carried (OPCB/2021/014)
	· Board support for the naming of private roadway (Tomahawk)
	Moved (Chairperson Paul Pope/Deputy Chairperson Hoani Langsbury): That the Board: b) Supports the staff recommendation to the Infrastructure Service Committee for a private way off Centre Road, Tomahawk to be named as either Sunset Terrace or Sunset Close. Motion carried (OPCB/2021/015)

14 Items for Consideration by the Chairperson

Matters raised for consideration included:

· Wellers Rock – awaiting placement of signage and carpark access. Land lease is being finalised with the Runuka and carpark development is included in the 2021/2022 budget .

Action: Paul Pope to follow this matter up.

· Rongo Memorial – Rūnaka have requested that Council allocate parking alongside the memorial and a tap for the washing off of tapu.

Action: Paul Pope as Chair to write a letter to the Mayor and CEO to request parking and a water tap for the Rongo memorial.

· School children follow presentation from the 24 September meeting on ideas such as the pump park.

Action: Cheryl Neill to co-ordinate attendance by pupils to the March or April 2021 meeting.

The meeting concluded at 11:55 a.m.

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

CHAIRPERSON

Otago Peninsula Community Board

25 March 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:

· Project Fund

· Updates

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

· Community Boards Outstanding Awards Nominations

· 2021-31 Ten Year Plan consultation and submission

· Currently consulting on

· Correspondence out

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

project fund

2 The balance of funds as at 18 February 2021 is $6,686.15.

3 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 2020	$375.00	Otago Lions Club – replacement defibrillator battery charge pack
24 September 2020	$1,340.00	Quarantine Island Kamau Taurua Community – smoke alarms
24 September 2020	$500.00	Board Project – Cape Saunders Emergency buoy and signage
12 November 2020	$300.00	Josephine Tarasiewicz - Scholarship funding for attendance at University of Otago “Hands on at Otago” week-long course.
12 November 2020	$1700.00	Scott Hall Committee for the purchase of a defibrillator for the Harwood community
12 November 2020	30.00	Otago Community Broadcasters Society (OAR FM) group membership through to 30 June 2021.
18 February 2021	$300.00	Kaiya Casswell - Scholarship funding for attendance Outward Bound Course
18 February 2021	$240.00	OAR FM “Round the Boards” radio programme for 2021
Sub total	$7019.00	Total funds spent to date
TOTAL	$6,686.15	(balance of funds remaining until 30 June 2021)

UPDATES

· Community Board Conference

4 The Community Board Conference is being held in Gore on 22-24 April 2021 at the Heartland Hotel Croydon. The theme for the conference is Interconnected Communities. 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, details of the conference programme can be found at https://www.nzcbconference.nz/programme

· Community Board Outstanding Awards Nomination

5 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.

6 At the 18 February 2021 meeting the Board agreed to submit a nomination for the OPCB’s work on the Peninsula Connection Project. Applications close at 5.00pm on Friday 26 March 2021.

Dunedin City Council 10 year plan consultation

7 The public consultation period for the 10 year plan 2021-31 is from 30 March to 29 April 2021.

8 The Board agreed to holding a meeting on Thursday 15 April to discuss and finalise the Otago Peninsula Community Board’s submission to the 10 Year Plan.

9 Community engagement has been scheduled for Saturday 10 April from 10:00am to 12 noon at the Macandew Bay Hall, 1 Greenacres Street, Macandrew Bay where councillors will be in attendance to speak with members of the public on the consultation document.

10 The date for the close of submissions for the 10- Year Plan 2021-31 is 29 April 2021.

2021 Representation Review

11 The Representation Review panel has been appointed. The Panel will meet with the Otago Peninsula Community Board on Thursday 15 April at 9:00am (ahead of the scheduled Board meeting) to get initial thoughts on current and future representation.

12 Members of the panel will also visit with other community boards and attend various events across the city to obtain feedback to help inform their initial proposal which is likely to be presented to Council on 30 June 2021.

· Freedom Camping Updates for November 2020 to February 2021

13 Freedom Camping Monthly reports for November 2020 through to February 2021 (Attachments A-D)

· Currently Being Consulted on by Dunedin City Council

14 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

· Correspondence out:

· Letter of OPCB support for EcoOtago Charitable Trust

· Letter of OPCB support for ECOtago

· Letter of OPCB support for GHD work on the Peninsula Connection Project

· Letter of acknowledgement for scholarship grant to Kaiya Casswell

· Letter to DCC Mayor and CEO requesting waiver of consents frees for OPBG work

· Letter to DCC Mayor and CEO re Rongo memorial

· Letter of OPCB support for the Sign of the Seas project

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	Freedom Camping Monthly report - Nov 2020	27
⇩b	Freedom Camping Monthly report - Dec 2020	34
⇩c	Freedom Camping Monthly report - Jan 2021	41
⇩d	Freedom Camping Montly report - Feb 2021	48

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 implications 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 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 known conflicts of interest.

Community Boards

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

	Title	Page
⇩a	BBCC - change of use for funding grant	57
⇩b	Otago Peninsula Biodiversity Group fund application	60
⇩c	Broad Bay Community Centre - newsletter funding application	61
⇩d	Broad Bay Community Centre - funding application for rewiring costs to Hall	63

	Title	Page
A ⇩	Minutes of Otago Peninsula Community Board meeting held on 18 February 2021	12