Notice of Meeting:
I hereby give notice that an ordinary meeting of the Otago Peninsula Community Board will be held on:
Date: Thursday 2 June 2022
Time: 10:00 am
Venue: Portobello Bowling Club, Sherwood Street, Portobello
Sandy Graham
Chief Executive Officer
Otago Peninsula Community Board
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Paul Pope |
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Deputy Chairperson |
Hoani Langsbury |
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Members |
Lox Kellas |
Graham McArthur |
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Cheryl Neill |
Edna Stevenson |
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Cr Andrew Whiley |
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Senior Officer Chris Henderson, Group Manager Waste and Environmental Solutions
Governance Support Officer Lauren McDonald
Lauren McDonald
Governance Support Officer
Telephone: 03 477 4000
Lauren.McDonald@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
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Otago Peninsula Community Board 2 June 2022 |
ITEM TABLE OF CONTENTS PAGE
1 Opening 4
2 Public Forum 4
2.1 Public Forum 4
3 Apologies 4
4 Confirmation of Agenda 4
5 Declaration of Interest 5
6 Confirmation of Minutes 11
6.1 Otago Peninsula Community Board meeting - 24 March 2022 11
Part A Reports (Otago Peninsula Community Board has power to decide these matters)
7 He Purapura Marara - Scattered Seeds Digital Archive Community Project 18
8 Community Plan 2020-2021 19
9 Governance Support Officer's Report 20
10 Scholarship Applications 44
11 Funding Applications 56
12 Board Updates 61
13 Councillor's Update 62
14 Chairperson's Report 63
15 Items for Consideration by the Chairperson 64
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Otago Peninsula Community Board 2 June 2022 |
Paul Pope will open the meeting with a reflection.
Tom Churchill and Laryanne Moir will be in attendance to speak to the Board on the new 40 km speed limit on the peninsula. (Refer to attachments in the Governance Officer’s Report).
Police Constable Aaron Smith will be in attendance to speak to the Board in relation to transport and safety matters.
Marcia Dale, Trustee of the Hereweka (Harbour Cone Trust) will be in attendance to speak to the Board in relation to possible funding support for the Hereweka/Portobello track works.
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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Otago Peninsula Community Board 2 June 2022 |
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.
1.
3. Register of interests include board appointments to projects or local groups and where a member may be appointed as a liaison member representing the Board.
2.
4. A table of the agreed Otago Peninsula Community Board member responsibilities for the 2019-2022 Triennium which was agreed to at the 21 November 2019 meeting.
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 |
OPCB Register of Interests - June 2022 |
7 |
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Otago Peninsula Community Board 2 June 2022 |
Otago Peninsula Community Board meeting - 24 March 2022
That the Board: a) Confirms the public part of the minutes of the Otago Peninsula Community Board meeting held on 24 March 2022 as a correct record.
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Attachments
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Title |
Page |
A⇩ |
Minutes of Otago Peninsula Community Board meeting held on 24 March 2022 |
12 |
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Otago Peninsula Community Board 2 June 2022 |
Otago Peninsula Community Board
MINUTES
Minutes of an ordinary meeting of the Otago Peninsula Community Board held via Audio Visual link on Thursday 24 March 2022, commencing at 10:00 am.
PRESENT
Chairperson |
Paul Pope |
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Members |
Lox Kellas |
Graham McArthur |
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Cheryl Neill |
Edna Stevenson |
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Cr Andrew Whiley |
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IN ATTENDANCE |
Chris Henderson (Group Manager, Waste and Environmental Solutions), Gill Brown (Housing Action Plan Advisor) |
Governance Support Officer Lauren McDonald
1 Opening
Paul Pope opened the meeting with a reflection.
2 Public Forum
2.1 Engagement with local Peninsula schools - Annual Plan 2022-23
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Students from the Portobello and Macandrew Bay Primary Schools, provided ideas for consideration by the Board on improvements for community facilities for the Annual Plan submission to Council. Suggestions included charging stations, soft plastic recycling stations and historical information to be placed along the Peninsula shared pathway. Improvements for consideration were advised as safe pedestrian access to the beaches along the peninsula, extension of the cycleway to Harrington Point, and upgrade or new Macandrew Bay public toilets. |
2.2 Peninsula Connection Project
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Nick Watt, Project Manager – Peninsula Connection provided an update on the Peninsula Connection Project works. Concern was raised about the lack of communication to the Board on delay to completion of staged work for Portobello. |
3 Apologies |
Moved (Chairperson Paul Pope/Edna Stevenson): That the Board:
Accepts the apology from Hoani Langsbury.
Motion carried |
4 Confirmation of agenda |
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Moved (Chairperson Paul Pope/ Graham McArthur): That the Board:
Confirms the agenda without addition or alteration
Motion carried |
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.
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Moved (Chairperson Paul Pope/ Cheryl Neill): That the Board:
a) Notes the Elected Members' Interest Register. b) Confirms the proposed management plan for Elected Members' Interests. Motion carried |
6 Confirmation of Minutes
6.1 Otago Peninsula Community Board meeting - 3 February 2022 |
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Moved (Chairperson Paul Pope/ Graham McArthur): That the Board:
Confirms the public part of the minutes of the Otago Peninsula Community Board meeting held on 03 February 2022 as a correct record. Motion carried (OPCB/2022/002) |
Part A Reports
7 Housing Action Plan |
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The Housing Action Plan Advisor (Gill Brown) introduced the Housing Action Plan to the Board and responded to questions.
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The meeting adjourned at 11:00am and recommenced at 11:02 am. |
8 Community Plan 2021-2022 |
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Discussion was held on the Community Board Plan. Members were requested to provide any updates on the existing plan or current priorities for discussion at the 2 June 2022 meeting.
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Moved (Chairperson Paul Pope/Member Graham McArthur): That the Board: Delegates the Chairperson to write on behalf of the Board to the General Manager - Infrastructure and Development and the Chief Executive and seek a formal explanation on the Peninsula Connection Project delays.
Motion carried |
9 Governance Support Officer's Report |
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A report from Civic provided an update on activities relevant to the Board area which included: · Project Fund · Otago Access Radio renewal of subscription for “Round the Boards” segment. · Dunedin City Council draft 2022/23 Annual Plan · Updates – Transport, Parks and Recreation, City Planning
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Minister of Transport visit to Dunedin.
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Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board: Requests the Chairperson to write to the DCC Chief Executive to include the Otago Peninsula Community Board representative(s) for the visit of the Minister of Transport to Dunedin.
Motion carried
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Annual Plan 2022-23
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Moved (Chairperson Paul Pope/Member Lox Kellas): That the Board: Approves that the Chairperson be delegated on the Board’s behalf to draft the Otago Peninsula Community Board’s submission to the Annual Plan 2022-23 for the Dunedin City Council and the Otago Regional Council.
Motion carried
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Dave Cull’s Memorial Plaque
Paul Pope confirmed that the plaque was ready for installation and advised a small ceremony would be held with Dave Cull’s family to unveil the plaque.
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Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board: Agrees to cover the cost of the installation of the Dave Cull memorial plaque on receipt of the invoice, if any.
Motion carried (OPCB/2022/003)
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Moved (Chairperson Paul Pope/Member Edna Stevenson): That the Board:
a) Notes the Governance Support Officer’s Report. b) Agrees to the continuation of the Board’s participation in the OAR FM Programme, with renewal of the subscription to the ‘Round the Boards’ feature segment through to 30 June 2022. Motion carried (OPCB/2022/004) |
10 Macandrew Bay Public Toilets |
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Discussion was held on the Board’s support for upgrade of the Macandrew Bay Public Toilets and consideration for a toilet to be sited at the beach area for safety issues. The Board’s priorities for the upgrade of facilities should be restated in the Board’s 2022-23 Annual Plan submission. |
11 Board Updates |
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Board members provided updates on activities |
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Moved (Chairperson Paul Pope/ Edna Stevenson): That the Board:
Notes the Board Updates. Motion carried |
12 Councillor's Update |
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Councillor Andrew Whiley provided an update on matters of interest to the Board which included reports to the 22 February 2022 Council meeting: Zero Carbon City Plan: Interim guiding principles and stage of work; DCC submission for improving the protection of drinking water sources; Regulatory Subcommittee recommendations on Keeping of Animals (excluding dogs) and Bird Bylaw review. |
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Moved (Chairperson Paul Pope/ Graham McArthur): That the Board:
Notes the update from Cr Whiley. Motion carried |
13 Chairperson's Report |
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The Chairperson provided a verbal update matters including the development of a walkway for the Hereweka tracks by the Hereweka Trust and Portobello Inc to fund signage and marker posts. He advised that further information on the project will be provided to the 2 June meeting for discussion.
Te Rauone signage for beach education – Paul Pope spoke of the Board’s consideration for funding some beach education signage as a Board initiated project. It was agreed to discuss the matter formally at the 2 June meeting.
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Moved (Chairperson Paul Pope/Cr Andrew Whiley): That the Board:
Notes the update from the Chairperson. Motion carried |
14 OPCB Annual Plan submission 2022-23 |
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No discussion was held as priorities has been raised and discussed under previous items of the agenda. |
15 Items for Consideration by the Chairperson |
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Request that the local Police Constable, Aaron Smith attend the June 2022 meeting of the Board to provide an outline of his role in the community.
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The meeting concluded at 12:08 pm.
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CHAIRPERSON
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Otago Peninsula Community Board 2 June 2022 |
He Purapura Marara - Scattered Seeds Digital Archive Community Project
The Dunedin Public Libraries have received funding from the National Libraries Partnership Programme to begin a digital community engagement project entitles “Save Our Stories”. Staff would appreciate the Board’s assistance to reach out to communities across Dunedin.
Staff propose offering outreach visits to communities, where they can learn more about the archive and talk to them about their stories or materials they would like to contribute to the archive. We can also provide a pop-up digitisation service where people can bring their memorabilia for scanning and will also teach them how to use the archive to tell their stories.
A link to the website has been attached for your information https://dunedin.recollect.co.nz/
The Digital Outreach Coordinators (Kay Mercer and Jill Bowie) will be in attendance to introduce the He Purapura Marara - Scattered Seeds Digital Archive Community Project to the Board.
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Otago Peninsula Community Board 2 June 2022 |
The Community Board Plan is tabled for discussion at each meeting for the purpose of review and update as required.
Members are asked to review the OPCB Community Plan for any proposed additions or alterations to be raised at the meeting.
Attachments
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Otago Peninsula Community Board 2 June 2022 |
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
· Correspondence (In/Out)
· Submission to the Dunedin City Council draft 2022/23 Annual Plan
· Submission to the Otago Regional Council draft 2022/23 Annual Plan
· Local Authority Elections
· Updates – Transport, Parks and Recreation, City Planning
That the Board: a) Notes the Governance Support Officer’s Report. b) Retrospectively approves the expenditure of $200.00 (including GST) for an ANZAC Day wreath. c) Retrospectively ratifies the Otago Peninsula Community Board’s submission to the Dunedin City Council’s draft 2022-23 Annual Plan. d) Retrospectively ratifies the Otago Peninsula Community Board’s submission to the Otago Regional Council’s draft 2022-23 Annual Plan. |
pROJECT fund
2 The following is the expenditure for this financial year (2021-2022):
Meeting Date |
Amount |
Recipient/Purpose |
24 June 2021 |
$500.00 |
For a commemorative plaque for Mayor Dave Cull to be placed at Challis. |
24 June 2021 |
$838.00 |
To the Portobello Community Inc towards the Portobello Pump Track project. |
16 September 2021 |
$300.00 |
Scholarship for Taylor McLean for support of her attendance at National Secondary School Soccer tournaments scheduled for August and September 2021, subject to confirmation of the tournaments proceeding. (FUNDS ON HOLD) |
16 September 2021 |
$300.00 |
Scholarship for Liam Donovan for in support of his attendance at the National Summer Games Special Olympics to be held in Hamilton in December 2021. (FUNDS ON HOLD) |
16 September 2021 |
$30.00 |
For the Board’s group membership to the Otago Community Broadcasters Society for the 30 June 2021 to 30 June 2022 year. |
14 October 2021 |
$1,000.00 |
Broad Bay Boating Club for rebuild project. Purchase of a “pile” for the rebuild. |
11 November 2021 |
$500.00 |
Safety signage at the Macandrew Bay Boating Club carpark |
24 March 2022 |
$79.00 |
OAR “Round the Boards” segment subscription – 4 segments to 30 June 2022 |
14 April 2022 |
$200.00 |
ANZAC Day wreath for Macandrew Bay service |
Total spent to 1 June 2022
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$3,747.00 |
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Balance held |
$6,253.00 |
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CORRESPONDENCE
In: Treetop Drive Footpath extension, Tomahawk Beach, 40km speed complaint, DoC outcome letter re Tomahawk Beach
Out: Thank you letters to Macandrew and Portobello Primary schools.
ANZAC Day Service
3 A wreath was provided for the Macandrew Bay ANZAC service. Payment to be ratified at this meeting.
Annual Plan submissions
4 The Board’s submission to the Dunedin City Council’s draft 2022-23 Annual Plan is attached for the Board’s endorsement. A copy of the Board’s submission to the Otago Regional Council’s draft 2022-23 Annual Plan will be circulated separately from the agenda.
Local Authority Elections
5 Local authority elections are held every three years by postal vote. Later this year residents of Dunedin will have an opportunity to consider whether they want to stand for election and/or vote.
6 Positions available for the Dunedin City Council include the Mayor, 14 city councillors and six members on each community board. Elections will also be held for members of the Otago Regional Council.
7 Nominations open on Friday 15 July 2022 and close at 12 noon on Friday 12 August 2022. Information will be available on the Council’s website in July 2022.
8 Voting opens on Friday 16 September 2022 and closes at 12 noon on Saturday 8 October 2022. Those enrolled will receive their voting papers in the mail from 16 September 2022 onwards.
9 Residents are encouraged to make sure they are enrolled at their correct address. Enrolment details can be checked at vote.nz. If people want more information, they can contact the Deputy Electoral Officer, Clare Sullivan on 03 477 4000.
UPDATES
Transport
10 The Dunedin City Council Transport Group received a request to remove the road status of Sunnybrae Road in Macandrew Bay. Sunnybrae Road is not a road for the purposes of the Local Government Act 1974. The road, which serves three properties, is privately owned and is more characteristic of a driveway or Right of Way.
11 The proposal to remove the road status was investigated and discussed with affected property owners and the Otago Peninsula Community Board. It was decided that the road status could be revoked. On 6 April 2022 Land Information New Zealand confirmed that Sunnybrae Road has been removed from its register of roads. The name ‘Sunnybrae’ will be added to the Dunedin City Council Road Name Register, so that it can potentially be used again at a new site on the peninsula in the future.
12 Land Transport Rule: Setting of Speed Limits 2022 - The new Rule forms the new regulatory framework designed to improve how road controlling authorities (RCAs), including Waka Kotahi as an RCA, plan for, consult on and implement speed managements changes. The Rules requires road controlling authorities to follow a new speed management planning process to set new speed limits, shifting from a risk-based to a principles-based approach. The Rules removes the requirement to set speed limits through bylaws. Below is a summary of the Waka Kotahi (NZTA) new rules for speed limits.
· New rule comes into force from 19 May 2022
· For DCC speed limits have been migrated to the NSLR - this is speed limits as at Bylaw Amendment 11
· The setting of speed limits by bylaw process is abolished
· DCC Staff will commence an interim Speed Management Plan under clause 12 of the rule (for the period June 2024)
· DCC Staff will then commence a Speed Management Plan under clause 3 of the rule (for the period July 2024 to June 2027
· Speed Limits Past Schools are divided into 2 categories - Those that must be 30kmph and those that may be up to 60kmph (for a while)
· Speed limits past ALL schools/ kura must be reduced by July 2027 with 40% by June 2024
Parking – suggest a change form
13 Requests to be made regarding parking is available via the 2021 suggest a change form – traffic and parking. (Attachment G). Once the form is completed it can be emailed to transport.regulations@dcc.govt.nz
Roadworks Schedule
14 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.
15 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.
· Currently Being Consulted on by Dunedin City Council
16 Albany Street Connection Feedback
https://www.dunedin.govt.nz/services/roads-and-footpaths/projects/albany-street-connection
17 Intention to enter into lease Palmerston-Waikouaiti Clay Target Club Waikouaiti Domain Recreation Reserve https://www.dunedin.govt.nz/council/currently-consulting-on/current-consultations/intention-to-enter-into-lease-palmerston-waikouaiti-clay-target-club-waikouaiti-domain-recreation-reserve
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 - Manager Governance |
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Title |
Page |
⇩a |
OPCB Annual Plan submission to DCC |
26 |
⇩b |
Correspondence in - 40 km ph complaint |
36 |
⇩c |
Correspondence in - new speed limits complaint |
37 |
⇩d |
Correspondence in - DoC outcome letter re Tomanawk Beach |
39 |
⇩e |
Thank you letter to Macandrew and Portobello primary schools |
40 |
⇩f |
Suggest a Change form - traffic and parking |
41 |
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
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Māori Impact Statement There are no known implications for Māori. |
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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 financial 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 are no known conflicts of interest. |
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Community Boards The report provides information on activities in or relevant to the Board area. |
Otago Peninsula Community Board 2 June 2022 |
Scholarship Applications
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the funding application received for the Board’s consideration. As this is an administrative report only, the Summary of Considerations is not required.
2 A scholarship funding application has been received for the Board’s consideration from Hazel McDermott for $300.00 to support her attendance of an Outward Bound Course from 5 to 25 July 2022. (See appendices A-C).
3 A scholarship funding application has been received for the Board’s consideration from River Charteris-Wright for $300.00 to support her attendance as part of a selected group of New Zealand secondary actors to perform at the Shakespeare Globe Theatre in London from 8-28 July 2022. (See appendices D-F).
4 The balance of project funds available to the Board as at 1 June 2022 is $6,253.00.
That the Board: a) Approves the scholarship funding application from Hazel McDermott for $300.00 in support of her attendance to an Outward Bound Course from 5 to 25 July 2022. b) Approves the scholarship funding application from River Charteris-Wright for $300.00 in support of her attendance to perform at the Shakespeare Globe Theatre in London as part of a selected group of New Zealand secondary school actors from 8 to 28 July 2022. |
Signatories
Author: |
Lauren McDonald - Governance Support Officer |
Authoriser: |
Clare Sullivan - Manager Governance |
|
Title |
Page |
⇩a |
Scholarship application - Hazel McDermott |
46 |
⇩b |
Covering letter - Hazel McDermott |
47 |
⇩c |
BHS reference for Hazel McDermott |
48 |
⇩d |
QHS reference for Hazel McDermott |
49 |
⇩e |
Scholarship application - River Charteris-Wright |
50 |
⇩f |
Covering letter - River Charteris-Wright |
51 |
⇩g |
CV - River Charteris-Wright |
53 |
Otago Peninsula Community Board 2 June 2022 |
Funding Applications
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the funding application received for the Board’s consideration. As this is an administrative report only, the Summary of Considerations is not required.
2 A funding application has been received for the Board’s consideration from the ECOTAGO Charitable Trust for $1,075 to assist with the collation and production of an environmental report card summarising the water quality data gathered over a 12 month period at the Tomahawk Lagoon and creeks.
3 Only the project work was funding through the Otago Regional Council. The final report describes the current environmental health using nationally accepted guidelines and will allow the community to dialogue the stewardship of the Tomahawk Lagoon as a wetland area and any proposed enhancements.
4 The cost of production of 250 copies of an environmental report card is quoted as $1075 (see attachment).
5 The balance of project funds available to the Board as at 1 June is $6,253.00.
That the Board: a) Approves/declines the funding application from ECOTAGO Charitable Trust for $1,075.00 for the production of an environmental report card on the Tomahawk Lagoon. |
Signatories
Author: |
Lauren McDonald - Governance Support Officer |
Authoriser: |
Clare Sullivan - Manager Governance |
|
Title |
Page |
⇩a |
ECOTAGO application form |
57 |
⇩b |
ECOTAGO project support information |
58 |
⇩c |
Water Quality report card |
59 |
Otago Peninsula Community Board 2 June 2022 |
Board Updates
Department: Civic
EXECUTIVE SUMMARY
1 Board members will provide updates on activities including:
- Keep Dunedin Beautiful
- Peninsula Roads
- Community Meetings
- Civil Defence/Community Response Planning
- Te Rauone Reserve (including Playground subcommittee)
- Sealion fence
That the Board: a) Notes the Board Updates.
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Signatories
Authoriser: |
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Otago Peninsula Community Board 2 June 2022 |
Councillor's Update
Department: Civic
EXECUTIVE SUMMARY
1 Councillor Andrew Whiley will provide an update on matters of interest to the Board.
That the Board: a) Notes the report from Cr Whiley.
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Signatories
Authoriser: |
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There are no attachments for this report.
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Otago Peninsula Community Board 2 June 2022 |
Chairperson's Report
Department: Civic
EXECUTIVE SUMMARY
A verbal update will be provided by the Chairperson at the meeting, including:
· Peninsula Connection project
· Marine Parade fence
· Portobello Road bus stop
· Road safety improvement – Grieg Street
· Portobello water tap
· MOU Portobello Pump Park
· Beaconsfield Road parking
· Letter of Support to Heritage NZ for the MacDonald lime kilns
· Water shut off (Camp Road)
· Road closure (Cape Saunders Road)
· OPCB submission to ORC Annual Plan
· Tomahawk School
· Letter of thanks to Macandrew Bay and Portobello Schools
That the Board: a) Notes the update from the Chairperson.
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Signatories
Authoriser: |
Clare Sullivan - Manager Governance |