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
West Harbour Community Board
PUBLIC AGENDA
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Chairperson
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Francisca Griffin
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Deputy Chairperson
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Kristina Goldsmith
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Members
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Duncan Eddy
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Trevor Johnson
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Angela McErlane
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Jacqueline Ruston
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Cr Steve Walker
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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.
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West Harbour Community
Board
1 June 2022
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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
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West Harbour Community
Board
1 June 2022
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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.
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West Harbour Community Board
1 June 2022
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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.
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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.
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Attachments
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Title
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Page
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⇩a
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Register of Interests
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6
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West Harbour Community Board
1 June 2022
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West Harbour Community Board
1 June 2022
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Confirmation
of Minutes
West Harbour Community Board meeting - 31 March 2022
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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.
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Attachments
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Title
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Page
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A⇩
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Minutes of West Harbour
Community Board meeting held on 31 March 2022
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10
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West Harbour
Community Board
1 June 2022
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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
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Chairperson
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Francisca Griffin
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Deputy Chairperson
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Kristina Goldsmith
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Members
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Duncan Eddy
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Trevor Johnson
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Angela McErlane
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Jacqueline Ruston
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Cr Steve Walker
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IN ATTENDANCE
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Jeanine Benson (Group Manager,
Transport), Gill Brown (Housing Action Plan Advisor),and Stephen Hogg
(Assistant Parks and Recreation Planner)
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Governance Support Officer Wendy
Collard
1 Public
Forum
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1.1 Long
Beach Domain
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Barry Smith and Len Hannah addressed the meeting regarding
access to the Long Beach Domain and responded to questions.
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2 Apologies
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There were no apologies.
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3 Confirmation
of agenda
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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
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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.
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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
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5 Confirmation
of Minutes
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5.1 West
Harbour Community Board meeting - 9 February 2022
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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
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Part
A Reports
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6 Election
of Deputy Chairperson
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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.
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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
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The Chairperson called for nominations for the Deputy
Chairperson.
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Moved (Duncan Eddy/Cr Steve Walker):
That the Board:
Appoints
Kristina Goldsmith as the Deputy Chairperson.
Motion
carried (WHCB/2022/004)
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7 He
Purapura Marara - Scattered Seeds Digital Archive Community Project
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This item was deferred to the
Board’s next meeting.
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8 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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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 (OAR)
· Dunedin
City Council draft 2022/23 Annual Plan
· Correspondence
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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)
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· 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.
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Moved (Francisca Griffin/Angela McErlane):
That the Board:
a) Notes the Governance Support Officer’s Report.
Motion carried
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10 Board
Updates
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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.
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Moved (Francisca Griffin/Cr Steve Walker):
That the Board:
Notes
the Board updates.
Motion carried
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11 Chairperson's
Report
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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.
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Moved (Francisca Griffin/Cr Steve Walker):
That the Board:
Notes the
Chairperson’s Report.
Motion carried
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12 Council
Activities
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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
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That the Board:
Notes the
Council Activities Update.
Motion carried
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13 Items
for Consideration by the Chairperson
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Long Beach Domain.
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The meeting concluded at 7.26 pm.
..............................................
CHAIRPERSON
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West Harbour Community Board
1 June 2022
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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.
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West Harbour Community Board
1 June 2022
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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.
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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
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Signatories
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Author:
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Wendy Collard - Governance Support Officer
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Authoriser:
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Clare Sullivan - Manager Governance
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Attachments
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Title
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Page
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⇩a
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Sawyers Bay Playcentre
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19
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⇩b
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Long Beach Amenities
Society
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20
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⇩c
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West Harbour Arts
Charitable Trust
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33
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⇩d
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C Rice Scholarship application
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38
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⇩e
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T Makanesi Scholarship
application
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42
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West Harbour Community Board
1 June 2022
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West Harbour Community Board
1 June 2022
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West Harbour Community Board
1 June 2022
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West Harbour Community Board
1 June 2022
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West Harbour Community Board
1 June 2022
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West Harbour Community Board
1 June 2022
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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
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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.
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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.
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Meeting Date
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Recipient
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Amount
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11 August 2021
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Otago Community Broadcasters Society
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30.00
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11 August 2021
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Rothesay News
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1,400.40
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11 August 2021
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West Harbour Community Board Community Awards
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730.79
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11 August 2021
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West Harbour Arts Charitable Trust
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1,000.00
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20 October 2021
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For the Love of Trees
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1,432.90
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20 October 2021
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The Murray George Toy Library
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1,500.00
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31 March 2022
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Otago Access Radio Around the Boards Programme
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79.99
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Total
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$6,174.08
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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
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Author:
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Wendy Collard - Governance Support Officer
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Authoriser:
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Clare Sullivan - Manager Governance
Jeanine Benson - Group Manager Transport
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Attachments
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Title
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Page
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⇩a
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Submission to the
Dunedin City Council draft 2022-23 Annual Plan
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51
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⇩b
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The Murray McGeorge Toy
Library Inc Project Completion Form
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52
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⇩c
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West Harbour Arts
Charitable Trust Project Completion Form
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53
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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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Contributes
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Detracts
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Not applicable
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Social Wellbeing Strategy
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☒
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☐
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☐
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Economic Development
Strategy
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☐
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☐
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☒
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Environment Strategy
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☐
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☐
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☒
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Arts and Culture Strategy
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☐
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☐
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☒
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3 Waters Strategy
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☐
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☐
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☒
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Spatial Plan
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☐
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☐
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☒
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Integrated Transport
Strategy
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☐
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☐
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☒
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Parks and Recreation
Strategy
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☐
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☐
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☒
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Other strategic
projects/policies/plans
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☐
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☐
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☒
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There is no contribution to
the 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 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 is no known conflict
of interest.
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Community Boards
The report provides
information on activities in or relevant to the Board area.
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West Harbour Community Board
1 June 2022
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West Harbour Community Board
1 June 2022
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West Harbour Community Board
1 June 2022
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West Harbour Community Board
1 June 2022
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Community Plan
Department: Civic
1 Please
find attached the draft West Harbour Community Board Community Plane 2022-23
for consideration (Attachment A).
Attachments
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Title
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Page
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⇩a
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Draft Community Plan
2022-23
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55
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West Harbour Community Board
1 June 2022
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West Harbour Community Board
1 June 2022
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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.
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RECOMMENDATIONS
That the Board:
a) Notes the Board updates
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West Harbour Community Board
1 June 2022
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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
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RECOMMENDATIONS
That the Board:
a) Notes the Chairperson’s Report.
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West Harbour Community Board
1 June 2022
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Council Activities
Department: Civic
EXECUTIVE SUMMARY
1 Councillor
Steve Walker will provide an update on matters of interest.
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RECOMMENDATIONS
That the Board:
a) Notes the Council Activities Update.
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.
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West Harbour Community
Board
1 June 2022
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Items for Consideration by
the Chairperson
Items for
consideration by the Chairperson.
