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 02 June 2022, commencing at 10:00 am.

 

PRESENT

 

Chairperson

Paul Pope

 

Deputy Chairperson

Hoani Langsbury

 

Members

Lox Kellas

Edna Stevenson

 

Cheryl Neill

Cr Andrew Whiley

 

IN ATTENDANCE

Chris Henderson, Group Manager Waste and Environmental Solutions; Jeanine Benson, Group Manager Transport.

 

Governance Support Officer                  Lauren McDonald

 

 

1          Opening

Paul Pope opened the meeting with a reflection and welcomed members of the public in attendance.

2          Public Forum

2.1       40km/h speed limit signs

Tom Churchill spoke on his concern that the new 40 km/h speed limit signs on the peninsula were in the wrong place.

2.2          NZ Police

Police Constable Aaron Smith raised his concern of the over-crowding and bullying among school pupils on the after school bus to Portobello.  He sought support from the Community Board to assist in resolving the bus transport issues.

 

Constable Smith summarised road safety statistics for vehicle incidents and crashes in the Peninsula area since 2019 and commented on the road surface at Rosehill Road corner as dangerous.

Moved (Chairperson Paul Pope/ Edna Stevenson):

That the Board:

Extends Public Forum

Motion carried

Jeanine Benson, Group Manager Transport spoke to the meeting and responded to questions in relation to the location of the 40km/h speed limit signs and road safety issues.

The Board requested that Lox Kellas (as a representative of the Board) be involved in the relocation of the 40km/h signs to the original locations.

2.3      Allans Beach Road – Treetop Drive

Charlotte Myers and Amanda McLean spoke about the safety concerns for pedestrians and cyclists from Allans Beach Road into Treetop Drive and sought Board support to have an extension of the footpath installed.

 

2.4      Hereweka Harbour Cone Trust  new walking track

 

Paul Pope declared a conflict of interest as the Chair of the Hereweka Harbour Cone Trust and withdrew from discussion.

Hoani Langsbury assumed the Chair.

Marcia Dale, Trustee of the Hereweka Harbour Cone Trust spoke about the Trust’s project plan to place a new walking track from the Hereweka Street walk, connecting Portobello township to the top of Harbour Cone.  She advised the Trust were seeking $2000 for signage on the track and an additional $1,000 for materials for stiles and fence marker posts.

 

Hoani Langsbury (as Chair) requested that the Trust submit a funding application to the Board for consideration.

 

3          Apologies

Moved (Chairperson Paul Pope/ Edna Stevenson):

That the Board:

             Accepts the apology from Graham McArthur.

             Motion carried

 

4          Confirmation of agenda

 

 

Moved (Chairperson Paul Pope/ Cheryl Neill):

That the Board:

 

Confirms the agenda with the following alteration that Item 13 – Councillor’s Update be taken ahead of Item 12 – Board Updates.

 

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.

 

 

Moved (Chairperson Paul Pope/ Hoani Langsbury):

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 - 24 March 2022

 

Moved (Chairperson Paul Pope/ Edna Stevenson):

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.

Motion carried (OPCB/2022/005)

 

Part A Reports

7          He Purapura Marara - Scattered Seeds Digital Archive Community Project

 

The Digital Outreach Coordinator (Kay Mercer) introduced the He Purapura Marara - Scattered Seeds Digital Archive Community Project to the Board and sought the Board’s support to encourage community members to contribute stories to the archive.

 

8          Community Plan 2020-2021

 

No discussion was held on this item.

 

9          Governance Support Officer's Report

 

A report from Civic provided an update on activities relevant to the  Board, which included confirmation of the Project Fund balance of $6,253.00 and the ratifying of the Board’s submissions to the Dunedin City Council draft 2022/23 Annual Plan and the Otago Regional Council draft 2022/23 Annual Plan

 

Moved (Chairperson Paul Pope/Member Lox Kellas):

That the Board:

 

a)         Notes the Governance Support Officer’s Report.

b)        Retrospectively approves the expenditure of $200.00 (including GST) for a 2022  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.

 Motion carried (OPCB/2022/006)

 

 

 

RESOLUTION to exclude the public

 

 

Moved (Chairperson Paul Pope/Deputy Chairperson Hoani Langsbury):

 

 

That the Board:

 

Pursuant to the provisions of the Local Government Official Information and Meetings Act 1987, exclude the public from the following part of the proceedings of this meeting namely:

 

General subject of the matter to be considered

Reasons for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

 

Reason for Confidentiality

Item 9 – Project Fund

S7(2)(a)

The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

S48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987, and the particular interest or interests protected by Section 6 or Section 7 of that Act, or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above after each item.

 

Motion carried

 

 

The meeting moved into confidential session at 11:30am and resumed in public at 11:33am.

 

 

 

Moved (Member Lox Kellas/Member Edna Stevenson):

That the Board:

             Approves expenditure of $898.15 (including GST) for the replacement of the              commemorative plaque for Dave Cull at Challis.

 

.Motion carried (OPCB/2022/007)

 

10        Scholarship Applications

 

A report from Civic provided two scholarship funding applications for consideration from:

·         Helen Louise McDermott on behalf of Hazel McDermott for $300.00 to support her attendance of an Outward Bound Course from 5 to 25 July 2022.

·         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.

The balance of project funds available to the Board as at 1 June 2022 was confirmed as $6,253.00.

 

Moved (Member Lox Kellas/ Hoani Langsbury):

That the Board:

 

Approves the scholarship funding application from Helen McDermott on behalf of Hazel McDermott for $300.00 in support of her attendance to an Outward Bound Course from 5 to 25 July 2022.

Motion carried (OPCB/2022/008)

 

 

Moved (Member Lox Kellas/ Edna Stevenson):

That the Board:

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.

Motion carried (OPCB/2022/009)

 

11        Funding Applications

 

A report from Civic provided a funding application 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. 

 

 

Moved (Member Lox Kellas/ Hoani Langsbury):

That the Board:

 

Approves the funding application from ECOTAGO Charitable Trust for $1,075.00 for the production of an environmental report card on the Tomahawk Lagoon.

Motion carried (OPCB/2022/010)

 

 

 

Hereweka Harbour Cone Trust – funding request

 

Paul Pope declared a conflict of interest and withdrew from this item. Hoani Langsbury assumed the Chair.

 

There was a discussion of the verbal request by Marcia Dale from the Hereweka Harbour Cone Trust for the Board to consider providing funding for the development of a new track from Portobello through to Harbour Cone.

 

That Board requested a formal application be made by the Trust for consideration by the Board, ahead of the close of the 2021-2022 financial year.

 

 

Moved (Lox Kellas/ Edna Stevenson):

That the Board:

 

               Agrees to hold an extraordinary meeting to consider a funding application from the Hereweka Harbour Cone Trust on 17 June 2022.

 

             Motion carried

 

Paul Pope resumed the Chair.

 

13        Councillor's Update

 

Cr Andrew Whiley provided an update on matters of interest to the Board including 3 Waters, Annual Plan hearings and deliberations.

 

Moved (Chairperson Paul Pope/r Edna Stevenson):

That the Board:

 

Notes the update from Cr Whiley.

             Motion carried

 

12        Board Updates

 

Board members provided verbal updates on activities including:

Keep Dunedin Beautiful

There was no update provided.

 

Peninsula Roads

Lox Kellas provided a verbal update.

Cheryl Neill to write to the Group Manager Transport on behalf of the Board for an update on the proposed interim road surface work for Cemetery Road (and pathway), as part of the planned peninsula connection work.

 

Paul Pope to follow up on the planned install of cycle stands at Macandrew Bay as part of the peninsula connection project.

 

Community Meetings

Lox Kellas advised he attended the Pukehiki Hall AGM and commented that the restoration work at the church was in the final stage.

 

Civil Defence/Community Response Planning

Lox Kellas advised he attended a meeting on 4 May with Aleshia Dench, Pukekura co Management Trust Board and a Department of Conservation representative on civil defence matters.

 

A Civil Defence tabletop exercise is to be scheduled with the Board and community for procedures for Community Response Groups, the Community Board and local Emergency Services resources.

 

Te Rauone Reserve (including Playground subcommittee)

Edna Stevenson provided a verbal update on progress and confirmed that the carpark was now completed, playground equipment has been ordered and to be installed before the end of the year.  She advised that sand replenishment to the beach area was due to commence shortly and that it was intended for the old public toilet building at the reserve to be repurposed as an information kiosk.  Volunteers had recently undertaken vegetation planting at the reserve.

 

 

Rubbish Collection

Chris Henderson (Group Manager Waste and Environmental Solutions) provided a verbal update on rubbish collection, current tender and community recycling.

 

 

Moved (Chairperson Paul Pope/ Hoani Langsbury):

That the Board:

 

Notes the Board Updates.

             Motion carried

 

14        Chairperson's Report

 

Lok Kellas left the meeting at 12:09 pm.

 

 

Paul Pope provided a verbal update, including:

 

·    Marine Parade fence

·    Portobello Road bus stop

·    Road safety improvement – Grieg Street

·    Portobello water tap relocation to the domain

        Paul Pope to request urgent relocation of the water tap to the GM Infrastructure and Development.

·    Beaconsfield Road parking tickets

·    Letter of Support to Heritage NZ for the MacDonald lime kilns

·    Water shut off (Camp Road)

·    Road closure (Cape Saunders Road) for install of power poles

·    Tomahawk School landscape plan

 

 

Moved (Chairperson Paul Pope/ Edna Stevenson):

That the Board:

 

Notes the update from the Chairperson.

             Motion carried

 

15        Items for Consideration by the Chairperson

 

There were no items for consideration.

 

 

The meeting concluded at 12:12 pm.

 

 

 

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

CHAIRPERSON