Notice of Meeting:

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

 

Date:                                                    Wednesday 1 June 2022

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

Kristina Goldsmith

 

 

Members

Duncan Eddy

Trevor Johnson

 

Angela McErlane

Jacqueline Ruston

 

Cr Steve Walker

 

 

Senior Officer                                               Jeanine Benson, Group Manager Transport

 

Governance Support Officer                  Wendy Collard

 

 

 

Wendy Collard

Governance Support Officer

 

 

Telephone: 03 477 4000

Wendy.Collard@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

1 June 2022

 

 

ITEM TABLE OF CONTENTS                                                                                                                                         PAGE

 

1             Public Forum                                                                                                                                                              4

1.1       Long Beach Amenities Society                                                                                                                4

1.2       West Harbour Arts Charitable Trust                                                                                                     4

1.3       Taufa Makanesi                                                                                                                                            4

1.4       Professor Clair Freeman and University of Otago Master of Planning Students                  4

2             Apologies                                                                                                                                                                    4

3             Confirmation of Agenda                                                                                                                                        4

4             Declaration of Interest                                                                                                                                           5

5             Confirmation of Minutes                                                                                                                                       9

5.1       West Harbour Community Board meeting - 31 March 2022                                                      9     

Part A Reports (West Harbour Community Board  has power to decide these matters)

6             He Purapura Marara - Scattered Seeds Digital Archive Community Project                                    16

7             Funding Applications                                                                                                                                            17

8             Governance Support Officer's Report                                                                                                            47

9             Community Plan                                                                                                                                                    54

10           Board Updates                                                                                                                                                        67

11           Chairperson's Report                                                                                                                                           68

12           Council Activities                                                                                                                                                   69

13           Items for Consideration by the Chairperson                                                                                               70             

 

 


West Harbour Community Board

1 June 2022

 

 

1          Public Forum

1.1       Long Beach Amenities Society

Tracey McNamara from the Long Beach Amenities Society will be in attendance (via audio visual link) to speak in support of their funding application.

1.2       West Harbour Arts Charitable Trust

Ian Landreth from the West Harbour Arts Charitable Trust will be in attendance to speak in support of their funding application.

1.3       Taufa Makanesi

Taufa and Kym Makanesi will be in attendance to speak in support of the Taufa’s scholarship application.

1.4       University of Otago Master of Planning Students

Professor Claire Freeman, University of Otago Geography Department and the University of Otago Master of Planning Students will be in attendance to discuss a proposal.

2          Apologies

At the close of the agenda no apologies had been received.

3          Confirmation of agenda

Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.


West Harbour Community Board

1 June 2022

 

Declaration of Interest

 

  

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.

 

 

RECOMMENDATIONS

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

 

Title

Page

a

Register of Interests

6

  


West Harbour Community Board

1 June 2022

 

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West Harbour Community Board

1 June 2022

 

Confirmation of Minutes

West Harbour Community Board meeting - 31 March 2022

 

 

 

RECOMMENDATIONS

That the Board:

a)     Confirms the public part of the minutes of the West Harbour Community Board meeting held on 31 March 2022 as a correct record.

 

 

 

Attachments

 

Title

Page

A

Minutes of West Harbour Community Board meeting  held on 31 March 2022

10

 

 


West Harbour Community Board

1 June 2022

 

 

 

West Harbour Community Board

MINUTES

 

Minutes of an ordinary meeting of the West Harbour Community Board held in the Via Audio Visual Link on Thursday 31 March 2022, commencing at 5.30 pm

 

PRESENT

 

Chairperson

Francisca Griffin

 

Deputy Chairperson

Kristina Goldsmith

 

 

Members

Duncan Eddy

Trevor Johnson

 

Angela McErlane

Jacqueline Ruston

 

Cr Steve Walker

 

 

IN ATTENDANCE

Jeanine Benson (Group Manager, Transport), Gill Brown (Housing Action Plan Advisor),and Stephen Hogg (Assistant Parks and Recreation Planner)

 

Governance Support Officer                  Wendy Collard

 

 

1          Public Forum

1.1       Long Beach Domain

 

Barry Smith and Len Hannah addressed the meeting regarding access to the Long Beach Domain and responded to questions.

  

2          Apologies

There were no apologies.

 

 

3          Confirmation of agenda

 

 

Moved (Francisca Griffin/Trevor Johnson):

That the Board:

 

Confirms the agenda with the following addition or alteration

 

Item 7 -  He Purapura Marara – Scattered Seeds Digital Archive Community Project be deferred to the Board’s next meeting due to staff illness.

 

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.

 

Jacque Ruston provided an update to her register of interest.

 

 

Moved (Francisca Griffin/Cr Steve Walker):

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 - 9 February 2022

 

Moved (Francisca Griffin/Angela McErlane):

That the Board:

 

Confirms the minutes of the West Harbour Community Board meeting held on 09 February 2022 as a correct record.

Motion carried

    

Part A Reports

6          Election of Deputy Chairperson

 

A report from Civic noted that Trevor Johnson had tended his resignation as the Board’s Deputy Chairperson.  It also noted that the voting for appointments such as Board Chairperson and Deputy Chairperson needed to be carried out in accordance with Schedule 7, Clause 25(2), (3) and (4) of the Local Government Act 2002 Amendment Act 2004.

 

Moved (Francisca Griffin/Cr Steve Walker):

That the Board:

 

Adopts first past the post (System B) as the voting method for the appointment of the Deputy Chairperson.

Motion carried

 

The Chairperson called for nominations for the Deputy Chairperson.

 

 

Moved (Duncan Eddy/Cr Steve Walker):

That the Board:

 

Appoints Kristina Goldsmith as the Deputy Chairperson.

 

Motion carried (WHCB/2022/004)

 

7          He Purapura Marara - Scattered Seeds Digital Archive Community Project

 

This item was deferred to the Board’s next meeting.

 

8          Housing Action Plan

 

The Housing Action Plan Advisor (Gill Brown) introduced  the Housing Action Plan to the Board and responded to questions.

 

 

9          Governance Support Officer's Report

 

A report from Civic provided an update on activities relevant to the Board area which included:

·       Project Fund

·       Otago Access Radio (OAR)

·       Dunedin City Council draft 2022/23 Annual Plan

·       Correspondence

 

 

Moved (Member Trevor Johnson/Member Angela McErlane):

That the Board:

 

Approves $79.99 from the Board’s Discretionary Fund for the “Round the Board” OAR FM programme for Community Boards.

 

Motion carried (WHCB/2022/005)

 

 

·       Long Beach Domain.  The Assistant Parks and Recreation Planner (Stephen Hogg) provided the background to the Reserves and Beaches Bylaw and the requirements. under the Bylaw and District Plan when giving consideration to parking facilities for reserves.  Mr Hogg responded to questions.

 

Moved (Francisca Griffin/Angela McErlane):

That the Board:

 

a)     Notes the Governance Support Officer’s Report.

Motion carried

 

10        Board Updates

 

Port Noise Liaison Committee

Jacque Ruston provided an update which included the noise monitoring.

 

Ravensdown Community Liaison Group

Trevor Johnson provided an update which included the upcoming schedule for the cargo ships.

 

Keep Dunedin Beautiful

Kristina Goldsmith advised that Mandy Mayhem-Bullock had attended the Keep New Zealand Beautiful awards.  She also commented that she had provided an update on the Board’s area.

 

Otago Access Radio

Francisca Griffin provided an update on the items that were discussed during the Board’s last segment.

 

Social Media and Communication

Francisca Griffin provided an update on the activity on the Board’s Facebook page.

Albertson Avenue Beautification Project

Francisca Griffin advised that the produce from the garden was being well utilised by the community.

 

Aramoana Liaison

Ange McErlane advised that there was no update.

 

Vision Port Chalmers

Ange McErlane provided an update which included the Port Chalmers Seafood Festival.

 

Information Plaque

Francisca Griffin and Duncan Eddy advised that they had approached members of the community to assist with the project.

 

Education Liaison

Kristina Goldsmith advised that she met with staff regarding speed around the local schools and she would be contact with schools once the impacts from COVID had reduced.

 

Long Beach and Pūrākaunui Amenities Societies

Jacque Ruston provided an update on the Long Beach and Pūrākaunui Amenities Societies

.

West Harbour Emergency Response Group

Jacque Ruston provided an update which included the establishment of a “phone tree”.

 

Policing Matters

It was agreed that the Board members who lived in Port Chalmers would provide updates.

 

 

Moved (Francisca Griffin/Cr Steve Walker):

That the Board:

 

Notes the Board updates.

Motion carried

 

11        Chairperson's Report

 

The Chairperson provided an update on matters of interest which included:

·        Draft Annual Plan 2022/2023 Submission.  It was agreed that a draft submission would be prepared for the Board’s consideration.

·        Otago Access Radio.  It was agreed that Duncan Eddy would present the next segment on behalf of the Board

·        Vegetation issues.

·        ANZAC Day.

·        Port Otago. 

 

Moved (Francisca Griffin/Cr Steve Walker):

That the Board:

 

Notes the Chairperson’s Report.

Motion carried

 

12        Council Activities

 

Councillor Steve Walker provided an update on matters of interest which included:

Draft Annual Plan 2022/23 Consultation

Election 2022 – Order of Candidate Names for Voting Document

 

 

That the Board:

 

Notes the Council Activities Update.

Motion carried

 

13        Items for Consideration by the Chairperson

 

Long Beach Domain.

 

             

The meeting concluded at 7.26 pm.

 

 

 

 

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

CHAIRPERSON

    


West Harbour Community Board

1 June 2022

 

Part A Reports

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.

 


West Harbour Community Board

1 June 2022

 

 

Funding Applications

Department: Civic

 

 

 

EXECUTIVE SUMMARY

1          A request for a change of scope (from a pergola to towards the cost of a deck) has been received from Sawyers Bay Playcentre (Attachment A).  At the meeting held on 9 June 2021, the Board resolved:

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)

2          An application has been received from the Long Beach Amenities Society for $1,500.00 towards a heat pump for the Long Beach Hall (Attachment B).

3          An application has been received from the West Harbour Arts Charitable Trust for $500.00 towards their annual event (Attachment C)

4          A Scholarship application has been received from Claude Rice for $500.00 towards attending an Outward Bound Course in 2023 (Attachment D).

5          A Scholarship application has been received from Taufa Makanesi for $550.00 towards the costs of a 2022 Volleyball NZ National Provincial Champs (Attachment E).

6          Please note that the remaining balance in the Board’s Discretionary Fund for the 2021/22 financial year is $3,825.92.

RECOMMENDATIONS

That the Board:

a)     Considers the request from Sawyers Bay Playcentre.

b)     Approves/declines the funding request from the Long Beach Amenities Society.

c)      Approves/declines the funding request from the West Harbour Arts Charitable Trust.

d)     Approves/declines the funding request from Claude Rice.

e)     Approves/declines the funding request from Taufa Makanesi

 

 

 

Signatories

Author:

Wendy Collard - Governance Support Officer

Authoriser:

Clare Sullivan - Manager Governance

Attachments

 

Title

Page

a

Sawyers Bay Playcentre

19

b

Long Beach Amenities Society

20

c

West Harbour Arts Charitable Trust

33

d

C Rice Scholarship application

38

e

T Makanesi Scholarship application

42

  


West Harbour Community Board

1 June 2022

 

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1 June 2022

 

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West Harbour Community Board

1 June 2022

 

 

Governance Support Officer's 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

·        Dunedin City Council draft 2022/23 Annual Plan

·        Local Authority Elections

·        Correspondence

RECOMMENDATIONS

That the Board:

a)     Notes the Governance Support Officer’s Report.

b)     Ratifies the West Harbour Community Board’s submission to the Dunedin City Council’s draft 2022-23 Annual Plan.

Project Fund

2          The balance remaining in the Project Fund for allocation for the current financial year is $3,825.92.  The following funds have been allocated in the 2021/22 financial year.

Meeting Date

Recipient

Amount

11 August 2021

Otago Community Broadcasters Society

 

30.00

11 August 2021

Rothesay News

1,400.40

11 August 2021

West Harbour Community Board Community Awards

730.79

11 August 2021

West Harbour Arts Charitable Trust

1,000.00

20 October 2021

For the Love of Trees

1,432.90

20 October 2021

The Murray George Toy Library

1,500.00

31 March 2022

Otago Access Radio Around the Boards Programme

79.99

Total

 

$6,174.08

 


 

Dunedin City Council 2022/23 Annual Plan Submission

3          The Board’s submission to the Dunedin City Council’s draft 2022/23 Annual Plan is attached for the Board’s ratification (Attachment A).

Local Authority Elections

4          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. 

5          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.

6          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. 

7          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. 

8          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.    

Correspondence

9          A project completion form has been received from the Murray McGeorge Toy Library Inc. (Attachment B)

10        A project completion form has been received from the West Harbour Arts Charitable Trust (Attachment C)

Roadworks Schedule

11        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

12        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

13        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

Jeanine Benson - Group Manager Transport

Attachments

 

Title

Page

a

Submission to the Dunedin City Council draft 2022-23 Annual Plan

51

b

The Murray McGeorge Toy Library Inc Project Completion Form

52

c

West Harbour Arts Charitable Trust Project Completion Form

53

 

 

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

 

There is no contribution to the Strategic Framework.

Māori Impact Statement

There are no known implications for Māori.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no 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 is no known conflict of interest.

Community Boards

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

 

 


West Harbour Community Board

1 June 2022

 

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1 June 2022

 

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West Harbour Community Board

1 June 2022

 

 

Community Plan

Department: Civic

 

 

 

 

1          Please find attached the draft West Harbour Community Board Community Plane 2022-23 for consideration (Attachment A).

 

 

 

Attachments

 

Title

Page

a

Draft Community Plan 2022-23

55

  


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1 June 2022

 

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West Harbour Community Board

1 June 2022

 

 

Board Updates

Department: Civic

 

 

 

1          Port Noise Liaison Committee

Jacque Ruston and Kristina Goldsmith will provide a verbal update.

 

2          Ravensdown Community Liaison Group

Trevor Johnson will provide a verbal update.

 

3          Keep Dunedin Beautiful

Kristina Goldsmith will provide a verbal update.

 

4          Otago Access Radio

A verbal update will be provided.

 

5          Social Media and Communication

1                Francisca Griffin will provide a verbal update.

6          Albertson Avenue Beautification Project

Francisca Griffin will provide a verbal update.

 

7          Aramoana Liaison

Ange McErlane will provide a verbal update.

 

8          Vision Port Chalmers

Ange McErlane will provide a verbal update.

 

9          Information Plaque

 

10        Education Liaison

Kristina Goldsmith will provide a verbal update.

 

11        Long Beach and Pūrākaunui Amenities Society

Jacque Ruston will provide a verbal update.

 

12        West Harbour Emergency Response Group

Jacque Ruston will provide a verbal update.

 

13        Policing Matters

A verbal update wil be provided.

 

RECOMMENDATIONS

That the Board:

a)     Notes the Board updates

 

 


West Harbour Community Board

1 June 2022

 

 

Chairperson's Report

Department: Civic

 

 

 

EXECUTIVE SUMMARY

1          The Chairperson will provide an update on matters of interest including:

·        Otago Regional Council

·        ANZAC Day

·        Social Media

RECOMMENDATIONS

That the Board:

a)     Notes the Chairperson’s Report.

 

 

 

  


West Harbour Community Board

1 June 2022

 

 

Council Activities

Department: Civic

 

 

 

EXECUTIVE SUMMARY

1          Councillor Steve Walker will provide an update on matters of interest.

RECOMMENDATIONS

That the Board:

a)     Notes the Council Activities Update.

 

 

 

.  


West Harbour Community Board

1 June 2022

 

Items for Consideration by the Chairperson

 

 

Items for consideration by the Chairperson.