Agenda of Otago Peninsula Community Board

Otago Peninsula Community Board

28 July 2022

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.

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CHAIRPERSON

Otago Peninsula Community Board

28 July 2022

Otago Peninsula Community Board

MINUTES

Minutes of an extraordinary meeting of the Otago Peninsula Community Board held in the via Audio Visual Link on Friday 17 June 2022, commencing at 10:04 am.

PRESENT

Deputy Chairperson	Hoani Langsbury
Members	Lox Kellas	Graham McArthur
	Cheryl Neill	Edna Stevenson
	Cr Andrew Whiley

IN ATTENDANCE

Chris Henderson, Group Manager Waste and Environmental Solutions

Governance Support Officer Lauren McDonald

In the absence of the Chairperson, Hoani Langsbury, Deputy Chairperson chaired the meeting.

1 Apologies

An apology was received from Cr Whiley for lateness, and Paul Pope for absence.

Moved (Hoani Langsbury/ Edna Stevenson):

That the Board:

Accepts the apology from Cr Whiley for lateness, and Paul Pope for absence.

Motion carried

2 Confirmation of agenda

Moved (Hoani Langsbury/ Lox Kellas):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried

3 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.

Hoani Langsbury advised that the Chairperson, Paul Pope had declared a conflict of interest as Chairperson of the Hereweka Harbour Cone Trust at the Community Board meeting of 2 June 2022 and therefore was not in attendance for consideration of the agenda item.

Graham McArthur declared a conflict of interest as a member of the Hereweka Harbour Cone Trust. In response to question from the Chair he confirmed he was a member, not a trustee of the Hereweka Harbour Cone Trust.

Members agreed that as Graham McArthur had no financial gain from any decision on Item 4 – Hereweka Harbour Cone Trust funding application, that he could participate in discussion and voting of the item.

Moved (Hoani Langsbury/Cheryl Neill):

That the Board:

Notes the conflict of interest by Paul Pope for Item 4 – Hereweka Harbour Cone Trust funding application.

Part A Reports

4 Funding Application - Hereweka Harbour Cone Trust

Consideration was given to a funding application from the Hereweka Harbour Cone Trust. The Trust requested assistance with signage and materials for the creation of a public walking track linking the Hereweka Street walk from Portobello through to the top of Harbour Cone.

Moved (Lox Kellas/Edna Stevenson):

That the Board:

a) Approves the funding application from the Hereweka Harbour Cone Trust and grants the remaining balance of the Board’s Project Funds of $3,780.00 for the 2021-2022 Financial Year held by the Otago Peninsula Community Board.

Motion carried (OPCB/2022/011)

The meeting concluded at 10:12 am.

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CHAIRPERSON

Otago Peninsula Community Board

28 July 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 balance 2022-23 Financial Year $10,000

· Correspondence (In/Out)

· Local Authority Elections

· Updates – Transport, Parks and Recreation, City Planning

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

pROJECT fund

2 The following is the expenditure for the 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 to 30/6/2022)
16 September 2021	$300.00	Scholarship for Liam Donovan in support of his attendance at the National Summer Games Special Olympics to be held in Hamilton in December 2021. (FUNDS ON HOLD to 30/6/2022)
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
2 June 2022	$300.00	Scholarship for Hazel McDermott in support of her attendance at the Outward Bound course, 5-15 July 2022
2 June 2022	$300.00	Scholarship for River Charteris-Wright in support of her attendance at the Shakespeare Globe Theatre, London a secondary school workshop as a NZ representative.
2 June 2022	$898.15	Replacement of bronze plaque at Challis
2 June 2022	$1,075.00	Grant to ECOTAGO Trust for production of an environmental report card for the water quality investigation of the Tomahawk Lagoon
17 June 2022	$3,780.00	Balance of funds held by the Board for the 2021-2022 Financial Year for use by the Hereweka Harbour Cone Trust for track signage and materials for the creation of a public walking track linking Hereweka St walk through to Harbour Cone
Balance held	NIL

CORRESPONDENCE

In: Media Statement of 17 June 2022 on changes to the speed limits

Relocation of Portobello public water tap to Beaconsfield Road

DCC Building Services - Reinforce publication link Reinforce - June 2022 (hail.to)

Out: Letter of thanks to Fulton Hogan from the Board

Email to the DCC CEO and Group Manager Transport re Peninsula speed limits.

Email to DCC CEO to praise the work of Peter Moroney in resolving the illegal rubbish dumping issue at Otakou

Local Authority Elections

3 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.

4 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.

5 Nominations opened Friday 15 July 2022 and closes at 12 noon on Friday 12 August 2022. Information is available on the Council’s website.

6 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.

7 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.

Remuneration Determination

8 The Local Government Act 2002 (LGA) gives the Remuneration Authority (the Authority) the responsibility for setting remuneration for local government elected members.

9 The Authority has made its determination for the 2022/23 year, which is at Attachment A. The determination has two schedules. Schedule 1 details the remuneration that is payable to elected members from the period beginning 1 July 2022 and ends on the day the official result of the election is declared.

10 Schedule 2 shows the remuneration that will apply from the day after the final result of the election is declared.

11 Since releasing the determination, an amendment determination has been made, and is provided at Attachment B. An amendment to provide clarity on the childcare allowance is the only amendment made that is relevant to the Dunedin City Council.

UPDATES

General

12 The commemorative bronze plaque for Dave Cull at Challis has been replaced.

Transport

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 H). Once the form is completed it can be emailed to transport.regulations@dcc.govt.nz

Reducing speed limits around schools

14 In 2019 the New Zealand Government adopted the Road to Zero Strategy - 2020 to 2029. The vision is "a New Zealand where no one is killed or seriously injured in road crashes. This means that no death or serious injury while travelling on our roads is acceptable."

15 As part of the Road to Zero Strategy, a new approach to the setting of speed limits has been adopted. This is now law, with the adoption of the Speed Setting Rule 2022.

16 Within the rule speed limits past all schools will reduce to 30kmph by 31^st December 2027 , with an interim target of 40% of schools by 30^th June 2024.

17 Dunedin City Council will consult on our Interim Speed Management Plan (ISMP) in November 2022 and will aim to adopt the ISMP in early 2023.

18 You now have an opportunity to provide input into the School Speed Zones in your area. Please do this by 31August 2022 by emailing your feedback to transport@dcc.govt.nz

Roadworks Schedule

19 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.

20 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

21 Roundabouts Feedback

https://www.dunedin.govt.nz/services/roads-and-footpaths/projects/intersection-improvements/ro

22 Public notified licence applications https://www.dunedin.govt.nz/services/licensing/alcohol-licence-applications

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:	Sharon Bodeker - Acting Manager Governance

Attachments

	Title	Page
⇩a	Local Government Members Remuneration Determination	60
⇩b	Local Government Members Determination Amendment	136
⇩c	Correspondence Out: Letter of thanks to Fulton Hogan	140
⇩d	Correspondence In: Media release 17 June re changes to speed limits	141
⇩e	Correspondence In: Waka Kotahi media release re changes to speed limits	143
⇩f	Correspondence In: Portobello Public water tap relocation	144
⇩g	Correspondence Out: Email to CEO re peninsula speed limits	145
⇩h	Suggest a change form - traffic and parking	147

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	☐	☐	☒