Agenda of West Harbour Community Board

West Harbour Community Board

11 August 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 09 June 2021, commencing at 5.30 pm

PRESENT

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

Governance Support Officer Jennifer Lapham

Tribute to Jan Tucker

A minutes silence was held to mark the passing of Jan Tucker, Board member and former Chairperson of the Community Board. Trevor Johnson then paid tribute to Jan’s community service and involvement with the Community Board for over 24 years.

1 Public Forum

1.1 Public Forum - Sawyers Bay Playcentre

Christina Goldsmith was in attendance to speak to the funding application from the Sawyers Bay Playcentre and respond to questions.

1.2 Public Forum - TS Nimrod Navy Cadets

Elise Allen and Stephen Stedman spoke to the funding application from TS Nimrod Navy Cadets and responded to questions.

1.3 Public Forum – Ravensbourne Fire Brigade

Jo Falmank spoke to the funding application from the Ravensbourne Fire Brigade and responded to questions.

1.4 Public Forum - Port Chalmers Foundry Charitable Trust

Cr Walker withdrew from this item.

Kris Smith and Lana Orjane spoke to the funding application from the Port Chalmers Foundry Charitable Trust and responded to questions.

1.5 Public Forum - Port Chalmers Fire Brigade

Cory White was in attendance to speak to the funding application from the Port Chalmers Fire Brigade and respond to questions.

Moved (Francisca Griffin/Cr Steve Walker):

That the Board:

Extends the time for the public forum to allow all speakers to present to the Board.

Motion carried

1.6 Public Forum - Pioneer Opportunities and Resources Trust

The Chairperson, Francisca Griffin and Deputy Chairperson, Trevor Johnson declared an interest in this item. Trevor Johnson advised that he would Chair the meeting but would not participate.

Chris Armstrong was in attendance to speak to the funding application from the Pioneer Opportunities and Resources Trust in relation to the Pioneer Hall.

1.7 Public Forum – West Harbour Rugby Club.

Peta Hill and Nick Hegarty were in attendance to discuss the funding application from the West Harbour Rugby Club and responded to questions.

2 Apologies

An apology was received from Jacque Ruston.

Moved (Trevor Johnson/Cr Steve Walker):

That the Board:

Accept the apology from Jacque Ruston.

Motion carried

3 Confirmation of agenda

It was noted that a funding application had been received from the West Harbour Rugby Club in time for the agenda but was inadvertently left off the agenda.

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

Confirms the agenda with the addition of the funding application from the West Harbour Rugby Club.

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 (Francisca Griffin/ Trevor Johnson):

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 - 21 April 2021

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

a) Confirms the minutes of the West Harbour Community Board meeting held on 21 April 2021 as a correct record.

Motion carried

Part A Reports

6 Project Fund Applications
	Consideration was given to the applications for funding and the project completion from received from the West Harbour Charitable Trust. It was agreed to take each request separately.
	Moved (Francisca Griffin/Duncan Eddy): That the Board: Notes the project completion from West Harbour Arts Charitable Trust. Motion carried
	Consideration was given to the funding application from the Port Chalmers Foundry Charitable Trust for $548.28 towards development of a website.
	Moved (Duncan Eddy/Angela McErlane): That the Board: Approves a grant of $548.28 to the Port Chalmers Foundry Charitable Trust towards the development of a website. Motion carried (WHCB/2021/008)
	The Chairperson, Francisca Griffin withdrew from discussion on this item, the Deputy Chairperson, Trevor Johnson assumed the Chair but advised he would not be voting on the item. Consideration was given to the funding application from the Pioneer Opportunities and Resources Trust for $477.76 towards the purchase of a sound system for use in the Pioneer Hall.
	Moved (Cr Steve Walker/Duncan Eddy): That the Board: Approves a grant of $477.76 to the Pioneer Opportunities and Resources Trust toward the purchase of a sound system at the Pioneer Hall Motion carried (WHCB/2021/009) with Trevor Johnson abstaining.
	The Chairperson resumed the Chair. Consideration was given to an funding application from TS Nimrod for $673.96 towards the purchase of rope for educational exercises and smaller life-jackets for new entrants.
	Moved (Trevor Johnson/Cr Steve Walker): That the Board: Approves a grant of $673.96 to TS Nimrod towards the purchase of rope for educational exercises and smaller life-jackets for new entrants. Motion carried (WHCB/2021/010)
	Consideration was given to a funding application received from the Sawyers Bay Playcentre for $1,000 towards a permanent pergola to be installed over the sandpit.
	Moved (Cr Steve Walker/Angela McErlane): That the Board: Approves a grant of $1,000 to the Sawyers Bay Playcentre for a permanent pergola to be installed over the sandpit. Motion carried (WHCB/2021/011)
	Consideration was given to an application received from the Ravensbourne Fire Brigade for $515.83 towards the replacement of a reciprocating saw.
	Moved (Cr Steve Walker/Trevor Johnson): That the Board: Approves a grant of $515.83 to the Ravensbourne Volunteer Fire Brigade towards the replacement of a reciprocating saw. Motion carried (WHCB/2021/012)
	Consideration was given to an application received from the Harbour Rugby Club for $1,000 towards the purchase of gym equipment. In discussing the application it was noted that the Club may move out of the West Harbour area and therefore the equipment would no longer be available to the community.
	Moved (Cr Steve Walker/Trevor Johnson): That the Board: Declines the funding application from the Harbour Rugby Club. Motion carried (WHCB/2021/013)
	Consideration was given to a Board Project suggested by Duncan Eddy. Mr Eddy advised that he had published a booklet “The Stories behind the street names in Historic Port Chalmers” and was seeking the Board’s support for this project and funding of $600 towards producing more booklets.
	Moved (Trevor Johnson/Angela McErlane): That the Board: Agrees to support the publication of the booklet “The stories behind the street names in historic Port Chalmers” and allocate $600 towards the printing. Motion carried (WHCB/2021/014)
	Consideration was given to an application from Port Chalmers Fire Brigade for $2,000 plus towards a replacement AED.
	Moved (Cr Steve Walker/Duncan Eddy): That the Board: Approves a grant of $3,145.06 to the Port Chalmers Fire Brigade towards a replacement AED. Motion carried (WHCB/2021/015)

7 Governance Support Officers Report

In a report, the Governance Support Officer provided an update on matters of interest.

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

Notes the Governance Support Officers Report.

Motion carried

8 Board Representation And areas of responsibility

a) Port Noise Liaison Committee

There was no update due to Jacque Ruston’s absence.

b) Ravensdown Community Liaison Group

Trevor Johnson advised that he would provide a report at the August meeting.

c) Keep Dunedin Beautiful

Duncan Eddy advised that a new co-ordinator had been appointed and Keep Dunedin Beautiful were working on a memorial for Jan Tucker.

d) Access Radio

Francisca Griffin advised that the next programme is on 22 June and Ange McErlane would represent the Board.

e) Social Media and Communication – Francisca Griffin

Francisca Griffin provided an update on facebook communication and advised that the hashtag was working.

f) Albertson Avenue Beautification Project

Francisca Griffin advised that the garden was going well.

g) Community Awards

Duncan Eddy advised that 6 nominations had been received and they were hoping to hold the award ceremony on 10 November in the Town Hall

h) Aramoana Liaison

Ange McErlane provided an update and advised that the group were working with Council to improve the playground.

i) Vision Port Chalmers

Ange McErlane advised that there had not been a meeting.

9 Chairperson's Report

The Chairperson provided an update on matters of interest including:

· She had attended the Port Chalmers and District Lions Club 50 Anniversary Dinner.

· She had attending the unveiling of a plaque for Warren Lewis at the fishing jetty.

· The Te Ngaru speed bumps were being installed starting 14 June 2021. .

· She had spoken with a representative from Kiwi Rail and they will attend the next meeting to discuss the Wickliffe Terrace Rail Crossing.

Moved (Cr Steve Walker/Angela McErlane):

That the Board:

Notes the Chairperson’s Report.

Motion carried

10 Council Activities

Cr Walked provided an update on the deliberations for the 10 year plan, which would be adopted on the 30June 2021.

11 Notification of Items for Consideration by the Chairperson

There were no items notified.

The meeting concluded at 7.13 pm.

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

C H A I R P E R S O N

West Harbour Community Board

11 August 2021

Naming of a private way off Stevenson Avenue, Sawyers Bay

Department: Transport

EXECUTIVE SUMMARY

1 This report seeks support from the West Harbour Community Board on the proposed naming of a private way off 105 & 107 Stevenson Avenue, Sawyers Bay.

2 The new road names proposed by the developer for the private way are ‘Spence Lane’ or ‘Shirley Lane’ and both comply with the DCC Road Naming Policy.

RECOMMENDATIONS

That the Board:

a) Supports the naming of the private way as ‘Spence Lane’ or ‘Shirley Lane’.

BACKGROUND

3 The DCC Road Naming Policy provides the framework for timely and consistent naming of roads that reflect the identity of the local community. The DCC Road Naming Policy and Procedure requires that Community Boards consider proposed names for roads in their area. For reference, the Road Naming Policy and Road Naming Procedure can be accessed on the DCC website at www.dunedin.govt.nz/road-naming.

4 SUB 2020-23 granted subdivision consent for the land located at 105 & 107 Stevenson Avenue, Sawyers Bay (See Attachment A-Map SUB 2020-23-105 & 107 Stevenson Avenue, Sawyers Bay).

5 The developer has proposed the potential names for the private way providing access to the subdivision, noting ‘Spence Lane’ was preferred over ‘Shirley Lane’ (See assessment forms of proposed private way names for ‘Spence Lane’ and ‘Shirley Lane’ as Attachments B and C respectively).

DISCUSSION

6 The applicant proposed ‘Spence Lane’ as the preferred option and ‘Shirley Lane’ as the alternative road name.

7 ‘Spence Lane’ refers to the family that owns the land being developed. Three generations of the family have lived within and contributed to the local community. The family currently operates a business (Chipmunks Playland) in Port Chalmers, which employs local residents. They also help run the Harbour Rugby Club after having made efforts to ensure the continued existence of a rugby club in the West Harbour area. The family has contributed to many different causes in the local community over the years, including organising and participating in fundraising events, working bees and sports events.

8 ‘Shirley Lane’ has a personal meaning to the family. The developers have stated that they think of this land as a “bright meadow” and have lived on the property for over 20 years. The name Shirley is derived from the Old English elements scire(“shire”) or scir (“bright, clear”) and means “Bright Meadow”.

The name also relates to a deceased member of the family. The applicants advised that Shirley Spence was a particularly generous and dynamic member of the community organising different events. She was an active member of the local Women’s Institute and was highly regarded within the community. She passed away 24 years ago.

9 The two names proposed, ‘Spence Lane’ and ‘Shirley Lane’ are considered to meet the spelling and appropriateness criteria of the Road Naming Policy.

10 For completeness, it should be noted that the Road Naming Policy places less weight on the appropriateness criteria with respect to private ways.

OPTIONS

Option One – Recommended Option -The Board supports naming of the private way off 105 & 107 Stevenson Avenue, Sawyers Bay, as ‘Spence Lane’ or ‘Shirley Lane’

Advantages

· The recommended road names comply with the similarity, spelling, length and appropriateness criteria of the Road Naming Policy.

· The road will be named, and landowners gain a street address allowing them to progress with building and access to services.

Disadvantages

· No disadvantages have been identified.

Option Two – Alternative Option- The Board does not support naming of the private way off 105 & 107 Stevenson Avenue, Sawyers Bay, as ‘Spence Lane’ or ‘Shirley Lane’

Advantages

· There are no significant advantages identified with this option.

Disadvantages

· The road will not have a name which will inconvenience new property owners within the development.

NEXT STEPS

11 If the proposed names of ‘Spence Lane’ or ‘Shirley Lane’ for the private way are supported by the Community Board, staff will request formal approval from the Infrastructure Services Committee.

Signatories

Author:

Paula Barragan - Policy Analyst - Transport Regulation

Authoriser:

Simon Spiers - Team Leader - Regulation Management

Jeanine Benson - Group Manager Transport

Attachments

	Title	Page
⇩a	PLAN SUB-2020-23-105 and 107 Stevenson Avenue	24
⇩b	Assessment of proposed road name for Spence Lane	25
⇩c	Assessment of proposed road name for Shirley Lane	26

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision supports the social, environmental and cultural well-being of communities in the present and for the future.

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	☐	☐	☒

This is an administrative function.

Māori Impact Statement

There are no known impacts for Māori.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications for the 10 year plan.

Financial considerations

There are no financial implications.

Significance

The significance of this decision is considered low in terms of the Council’s Significance and Engagement Policy.

Engagement – external

There has been engagement with the developers.

Engagement - internal

There has been no internal engagement.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

The new road is located within the West Harbour Community Board area, and support is sought from the Board.

West Harbour Community Board

11 August 2021

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

· West Harbour Community Board Community Awards

· Remuneration Authority 2021 Determination

· Representation Review

· Process for written reports and board updates

· George Street/Wickliffe Terrace

· Kerbside Collection and Resource Recovery

· Correspondence

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report.

b) Agrees to pay $30.00 towards the membership of Otago Community Broadcasters Society from the Board’s Discretionary Fund.

c) Approves/Declines to renew its commitment to Rothesay News advertising for the 2021/2022 financial year at a cost of $116.70 per month.

d) Approves/Declines $930.00 from the Board’s discretionary fund towards the cost of the West Harbour Community Board Community Awards.

Project Fund

2 The Board has been allocated $10,000 in the 2021/2022 year. No funds have been allocated at this time.

3 The Board agreed to participate in the Otago Access Radio – Around the Boards. The cost for participating includes an annual membership fee for Otago Community Broadcasters Society of $30.00. The invoice is attached for the Board’s consideration. (Attachment A)

4 As it is a new financial year, the Board will need to renew its commitment to its monthly expenditure of $116.70 for its Rothesay News advertisement.

West Harbour Community Board Community Awards

5 At the last Board meeting, it was agreed that a budget for the awards would be presented to this meeting for the Board’s consideration.

6 The following costs for the Community Awards have been provided for the Board’s consideration.

Budget for the West Harbour Community Board Community Awards
Amount
Catering for the Event (Attachment B)	$640.00
Port Chalmers Town Hall Hire	$200.00
Printing of Certificates; and Gifts for Presenters	$90.00
Total	$930.00

Remuneration Authority 2021 Determination

7 The Remuneration Authority has the responsibility for setting remuneration for local government elected members including community boards. The Authority has recently made its most recent determination and the effect for the West Harbour Community Board is as follows: Chair: $247.00 increase per year, Member: $120.00 increase per year. This will be backdated to 1 July 2021.

Representation Review

8 The Independent Review Panel is presenting its report to Council Tuesday, 10 August 2021. Following this, Council will decide whether or not to adopt the recommendations of the panel as its Initial Proposal or make changes. Following the decision, public notice will be given of the Initial Proposal and it will be open for anyone to make submissions.

9 The Board will need to decide whether it wishes to make a submission and decide what its submission will include. It is likely that submissions will be open from mid-August to mid-September. Council will then decide on the final proposal in October.

Process for written reports and board updates

10 The Chief Executive is responsible for preparing an agenda for each meeting. Written reports from staff providing advice are required when the board is required to make a decision. This is the same process for Council and Committee. These can include decisions on funding applications, recommendations on road naming, making submissions on the 10 year plan or representation review and adopting or amending the board’s community plan.

11 Standing Orders allow the Chairperson to put a report on the board agenda.

12 Board updates from various projects or groups that board members are appointed to, for example Keep Dunedin Beautiful, Business Associations, and community groups do not require a board decision and are for the purposes of updating the rest of the board and members of the public who attend the meetings. These are dealt with as a verbal update, not a written report. If a report is received from an outside agency on a matter e.g. an update from the regional council or waka Kotahi NZTA, these will be attached as part of the Governance Support Officer’s report in the same way as inwards correspondence is handled.

George Street/Wickliffe Terrace

13 The Dunedin City Council is proposing to relocate the bus stop and bus shelter at the George Street/Wickliffe Terrace intersection, Port Chalmers because a new shared path along State Highway 88, starting and finishing at Wickliffe Terrace, is being constructed by Waka Kotahi NZ Transport Agency. The bus stop needs to be relocated to reduce potential accidents between pedestrians and cyclists using the share path to access the nearby pedestrian crossing.

14 Staff initially proposed to move the bus stop to the other side of the crossing near 71 George Street but, having considered the responses to our consultation, we decided to consider a second option outside the Four-Square Supermarket. A copy of the consultation letter is included as attachment C. This option is supported by ORC, the Dunedin Tramways Union and Waka Kotahi. We will discuss the proposed location and the results of our consultation at the Community Board at the meeting on 11 August 2021.

Kerbside Collection and Resource Recovery

15 Following Council adoption of the ‘four bins plus one’ kerbside services option as part of the 2021-31 10 Year Plan a request for Registrations of Interest was released to the market at the end of June.

16 The registration period for suppliers interested in providing the new service closed at the end of July, and these registrations will be evaluated during August. Suppliers who are then selected for the next stage of the procurement process will be asked to submit formal proposals by December 2020.

17 As part of the formal proposal the potential suppliers will be required to develop refuse and recycling solutions suitable non-standard collections such as multi-unit developments, private lanes, difficult to access streets, and rural properties.

18 These proposals will be evaluated and the selection of a preferred supplier is expected to occur in February 2022, with the new services scheduled to begin on 1 July 2023.

Correspondence

19 A letter has been received from Dunedin City Council responding to the Board’s submission to the 10 year plan 2021-31 (Attachment D ).

20 A letter of thanks has been received from the Port Chalmers Historical Society Inc (Attachment E).

21 An email from Mr Spence has been received (Attachment F).

22 A Project Completion form has been received from Duncan Eddy (Attachment G)

23 A Project Completion form has been received from Pioneer Hall (Attachment H)

Roadworks Schedule

24 Information on current notified road closures and the roadworks schedule (a weekly list of programmed works) for Council’s maintained roads is available on the DCC website via these links: https://www.dunedin.govt.nz/news-and-events/public-notices/roadworks-schedule and https://www.dunedin.govt.nz/news-and-events/public-notices/notified-road-closures.

Dunedin City Council Updates

25 Board or members of the public wishing to advise Council of any operational issues or concerns, e.g. potholes, vegetation, burst pipes are reminded to contact the Dunedin City Council Customer Services Agency on 03 477 4000 or email dcc@dcc.govt.nz. For any non-urgent matter please contact council via the online “Fix it form” https://www.dunedin.govt.nz/do-it-online/report/fix-it-form

26 If issues and concerns are not dealt with in a timely manner, Board Members should contact the Governance Support Officer, or the Senior Staff Member appointed to the Board.

.Signatories

Author:	Wendy Collard - Governance Support Officer
Authoriser:	Clare Sullivan - Manager Governance

Attachments

	Title	Page
⇩a	Otago Community Broadcasting Society Invoice	33
⇩b	Catering Quote	34
⇩c	Letter regarding proposal to relocate Port Chalmers bus stop	35
⇩d	Response from Dunedin City Council to Board's submission	38
⇩e	Letter from Port Chalmers Historical Society Inc	40
⇩f	Email from Mr Spence	41
⇩g	Project Completion Form	42
⇩h	Project Completion Form - Pioneer Hall	43

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	☐	☐	☒