Agenda of Otago Peninsula Community Board - Thursday, 1 December 2022

Notice of Meeting:

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

Date: Thursday 1 December 2022

Time: 10:00am

Venue: Portobello Bowling Club, Sherwood Street, Portobello

Sandy Graham

Chief Executive Officer

Otago Peninsula Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Paul Pope
Deputy Chairperson	Hoani Langsbury
Members	Lox Kellas	Stacey Kokaua-Balfour
	Cheryl Neill	Edna Stevenson
	Cr Andrew Whiley

Senior Officer Jeanine Benson, Group Manager Transport

Governance Support Officer Lauren Riddle

Lauren Riddle

Governance Support Officer

Telephone: 03 477 4000

Lauren.Riddle@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.

Otago Peninsula Community Board

1 December 2022

ITEM TABLE OF CONTENTS PAGE

1 Opening 4

2 Community Board Membership Declaration 4

3 Public Forum 4

3.2 Fence at Hoopers Inlet Hall 4

3.3 Otago Peninsula - Speed Humps 4

4 Apologies 4

5 Declaration of Interest 5

6 Confirmation of Minutes 11

6.1 Otago Peninsula Community Board meeting - 2 November 2022 11

Part A Reports (Otago Peninsula Community Board has power to decide these matters)

7 Transport matters - Updates 16

8 Meeting Schedule 2023 17

9 Naming of one legal road- Broad Bay 19

10 Board Representation and Other Responsibilities 27

11 Governance Support Officer's Report 28

12 Funding Applications 38

13 Community Plan 58

14 Board Updates 87

15 Councillor's Update 88

16 Chairperson's Report 89

Otago Peninsula Community Board

1 December 2022

Otago Peninsula Community Board

MINUTES

Minutes of the Inaugural meeting of the Otago Peninsula Community Board, held in the Clifford Skeggs Gallery, Municipal Chambers, The Octagon, Dunedin on Wednesday 02 November 2022, commencing at 11.30 am

PRESENT

Chairperson	Paul Pope
Deputy Chairperson	Hoani Langsbury
Members	Stacey Kokaua-Balfour
	Lox Kellas
	Cheryl Neill
	Cr Andrew Whiley

IN ATTENDANCE

Sandy Graham (Chief Executive Officer) and Jeanine Benson (Group Manager, Transport)

Governance Support Officer Jennifer Lapham

The Chief Executive Officer chaired the meeting until the appointment of the Chairperson.

1 Apologies

An apology was received from Edna Stevenson.

Moved (Lox Kellas/Paul Pope):

That the Board:

Accepts the apology from Edna Stevenson.

Motion carried (OPCB/2022/024)

2 Confirmation of agenda

The agenda for the meeting was noted.

Part A Reports

3 Welcome by the Chief Executive Officer, Sandy Graham
	The Chief Executive Officer (Sandy Graham) welcomed all to the meeting and provided an introduction to the formal swearing of members.

4 Declarations by Members
	Members made and attested their declarations as required by Schedule 7, Clause 14 of the Local Government Act 2002.

5 Voting Procedure for Appointment of Chairperson and Deputy Chairperson

A report from Civic advised that voting for appointments such as Board Chairperson and Deputy Chairperson of a Community Board was to be carried out in accordance with Schedule 7, Clauses 25(2) and (3) of the Local Government Act 2002 Amendment 2004.

Moved (Cheryl Neill/Hoani Langsbury):

That the Board:

Adopts (System B), First Past the Post, as the voting method for the appointment of Chairperson and Deputy Chairperson.

Motion carried (OPCB/2022/025)

6 Election of Chairperson and Deputy Chairperson
	The Chief Executive called for nominations for the role of Chairperson.
	Moved (Lox Kellas/Hoani Langsbury): That the Board: Appoints Paul Pope as the Chairperson. Motion carried (OPCB/2022/026)
	The Chairperson assumed the chair and called for nominations for the Deputy Chairperson.
	Deputy Chairperson Moved (Cheryl Neill/Andrew Whiley): That the Board: Appoints Cheryl Neill as the Deputy Chairperson. Moved (Lox Kellas/Paul Pope): That the Board: Appoints Hoani Langsbury as the Deputy Chairperson A request was made to take the vote by secret ballot. Following the counting of votes Hoani Langsbury was declared the Deputy Chairperson.
	Motion carried (OPCB/2022/027)

7 Acknowledgement of a Retiring Member

The Board acknowledged the service given by Graham McArthur during his terms in office.

The Chairperson invited Mr McArthur to the table and he spoke of his time on the Community Board

Moved (Paul Pope/Cheryl Neill):

That the Board:

a) Records its sincere thanks to Graham McArthur for the loyal and conscientious service given to the Dunedin community as a member of the Otago Peninsula Community Board for the 6-year period 2016 to 2022.

b) Extends its sincere appreciation for the services rendered and every good wish for the future.

Motion carried (OPCB/2022/028)

8 Meeting Schedule

A report from Civic requested that the Board give consideration to the date of the next Otago Peninsula Community Board meeting. It was proposed for Thursday 1 December, commencing at 10.00 am.

Moved (Paul Pope/Cheryl Neill):

That the Board:

a) Confirms that its next meeting will be held on Thursday 1 December commencing at 10.00 am.

b) Notes that the meeting schedule for 2023 will be considered by the Board at the meeting of Thursday 1 December.

Motion carried (OPCB/2022/029)

9 Local Government Legislation - Briefing for the Inaugural Council Meeting

A report from Civic provided a general explanation of the following legislation as required by clause 21 of Schedule 7 of the Local Government Act 2002:

a) The Local Government Official Information and Meetings Act 1987;

b) The Local Authorities (Members' Interests) Act 1968;

c) Sections 99, 105 and 105A of the Crimes Act 1961;

d) The Secret Commissions Act 1910; and

e) The Financial Markets Conduct Act 2013.

Moved (Paul Pope/Lox Kellas):

That the Board:

a) Notes the advice regarding key legislation that applies to members of Council, its Committees and Community Boards.

Motion carried (OPCB/2022/030)

The meeting concluded at 11.57 pm.

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

C H A I R P E R S O N

Otago Peninsula Community Board

1 December 2022

Naming of one legal road- Broad Bay

Department: Transport

EXECUTIVE SUMMARY

1 This report seeks support from the Otago Peninsula Community Board on the proposed naming of a new legal road in Broad Bay.

2 The names proposed by the developer for the subdivision located at 39 Camp Street, Broad Bay are:

· ‘Batham Way’ as the preferred option and ‘Burton Way ’as the alternative option. Both options have been chosen from the Road Name Register and comply with the DCC Road Naming Policy.

RECOMMENDATIONS

That the Board:

a) Supports the naming of a new legal road as ‘Batham Way’ (as the preferred option of the developer).

BACKGROUND

3 The DCC Road Naming Policy provides the framework for timely and consistent naming of roads that reflect the identity of the local community. The DCC Road Naming Policy requires that Community Boards consider proposed names for roads in their area. For reference, the Road Naming Policy and Road Naming Procedure can be accessed on the DCC website at www.dunedin.govt.nz/road-naming.

DISCUSSION

4 The table presented below details the options proposed by property developers or surveyors, and their compliance with the Road Naming Policy. Additional details are provided in Attachments A to C.

Development details

Location of road

Proposed road name

Alternative road name

Recommended road name

39 Camp Street, Broad Bay

New legal road off Camp Street

Batham Way

Burton Way

Batham Way

New legal road, 39 Camp Street, Broad Bay

5 The developer has proposed ‘Batham Way’ and ‘Burton Way’ as the potential names for the legal road to be named.

6 The preferred option ‘Batham Way’ refers to Elizabeth Batham (1917-1974) who was a Dunedin born marine biologist and university lecturer. She studied science at Otago University from 1936, graduating with first class honours in botany and zoology. Her interest in marine biology developed during the war years and in 1945 she went to England, gaining a Doctorate at Cambridge University in 1948. Batham’s early scientific work attracted considerable favourable attention, resulting in the award of the Royal Society of New Zealand’s Hamilton Memorial Prize in 1947. She returned to Dunedin in 1950 and revived the Portobello marine station and worked there until shortly before her death in 1974.

7 The alternative option ‘Burton Way’ refers to Alfred Burton (1833/35-1914) who was one of New Zealand’s most important 19th century photographers. Born in Leicester, he immigrated to New Zealand in 1868, setting up a studio in Dunedin. He photographed much of the lower South Island’s landscape.

8 Both options ‘Batham Way’ and ‘Burton Way’ were chosen from the Road Name Register and comply with the appropriateness criteria of the DCC Road Naming Policy.

OPTIONS

Option One – Recommended Option. The Board supports naming of the new legal road at 39 Camp Street, as ‘Batham Way’.

Advantages

· The road will be named, and landowners gain a street address allowing them to progress with building and access to services.

Disadvantages

· No disadvantages have been identified.

Option Two – Alternative Option- The Board supports naming of the new legal road at 39 Camp Street, as ‘Burton Way’. (Delete this heading if there are no options)

Describe the status quo and identify the advantages and disadvantages of the option. Refer to considerations section.

Advantages

· The road will be named, and landowners gain a street address allowing them to progress with building and access to services.

Disadvantages

· No disadvantages have been identified.

Option Three – Status Quo. The Board does not support naming of the new legal road at 39 Camp Street, as ‘Batham Way’ or ‘Burton Way’.

Advantages

· There are no significant advantages identified with this option.

Disadvantages

· The road will not have a name which will inconvenience new property owners within the development.

NEXT STEPS

9 If either of the proposed names of ‘Batham Way’ or ‘Burton Way’ are supported by the Community Board, staff will request formal approval from approval from Council.

Signatories

Author:

Paula Barragan - Policy Analyst - Transport Regulation

Authoriser:

Jeanine Benson - Group Manager Transport

Simon Drew - General Manager Infrastructure and Development

Attachments

	Title	Page
⇩a	39 Camp Street-Assessment for Batham Way	24
⇩b	39 Camp Street-Assessment for Burton Way	25
⇩c	39 Camp Street-Plan	26

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision supports the social, environmental and cultural well-being of communities in the present and for the future.

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	☒	☐	☐

This is an administrative function.

Māori Impact Statement

Staff are investigating options to add Māori names to the Road Name Register in a way that is meaningful for mana whenua.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications for the 10 year plan.

Financial considerations

There are no financial implications.

Significance

The significance of this decision is considered low in terms of the Council’s Significance and Engagement Policy.

Engagement – external

There has been engagement with the developer.

Engagement - internal

There has been internal engagement within the Transport Group and with Digital Services.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

The new legal road is located within the Otago Peninsula Community Board area, and support is sought from the Board for the proposed names.

Otago Peninsula Community Board

1 December 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:

a) Project Fund

b) Correspondence (In/Out)

c) Community Board Executive Committee (CBEC) Nominations

d) OAR Radio ‘Round the Boards’ segment

e) Transport Updates

RECOMMENDATIONS

That the Board:

a) Considers which dust suppression option the Board wish to recommend to Council

b) Considers any Board nominations to the Community Board Executive Committee

c) Considers participating in the ‘Round the Boards’ segment on OAR Radio and if so allocates $240 from the project fund for the programme.

d) Notes the Governance Support Officer’s Report.

pROJECT fund

2 The Board has $9,430 available for the remainder of the 2022/23 financial year. To date $570.00 has been spent as follows:

Meeting Date	Amount	Recipient/Purpose
28 July 2022	$570.00	Portobello Community Incorporated for support for the Portobello Community Newsletter
Balance held	$9,430.00

CORRESPONDENCE

In: Project Completion form - Broad Bay Community Centre for community newsletter funding granted by the OPCB in 2021

Community Board Executive Committee (CBEC) Nomination form

Otago Access Radio “Round the Boards” programme subscription

Out: Nil

Community Board Executive Committee Nominations

3 The Community Boards Executive Committee (CBEC) represents all the community boards in New Zealand. It’s an advisory committee to Local Government New Zealand's National Council that advocates for community boards and promotes best practice. CBEC meets three times a year in Wellington.

4 Nominations for CBEC are now open and close on Tuesday 6 December. (Note: The Dunedin City Council has been given an extension to 12 December 2022). Nominations should be on the attached form and returned to Local Government New Zealand (LGNZ).

5 CBEC has one member from each geographical zone. If there is more than one nomination from each zone, elections will be held. Voting papers will be distributed before Christmas, to be considered at the first community board meeting of the year and returned to LGNZ. Votes should be with LGNZ by 28 February 2023.

OAR Radio ‘Round the Boards’ Segment

6 Refer to attachment B relating the OAR FM’s ‘Round the Boards’ Segment.

Transport Update - Dust Suppression

7 The Transport Team are recommending to Council transition to a new dust suppression product. The DCC have in the past used recycled motor oil to supress dust on rural roads and has transitioned to a more environmentally friendly product “bio-oil” at an increased price.

8 The Board are invited to provide feedback on the options (for consideration by Council in January 2023) to the Governance Support Officer by Wednesday 14 December 2022.

9 The Council is being presented with three options:

a) Applicants fund 100% of bio-oil or Otta Sealing dust suppression.

b) Applicants fund 50% of bio-oil or Otta Seal dust suppression, with the DCC funding the remaining 50% (recommended).

c) Maintain status quo with the DCC funding circa $440,000/year for dust suppression.

10 The table below indicates the number of dust suppression sites in Community Board areas:

Area	Number of Dust Suppression Sites	Sum of Area of Dust Suppression m²
Mosgiel-Taieri	54	27522
Otago Peninsula	1	400
Saddle Hill	32	20786
(Green Island)	1	400
Strath Taieri	33	15432
Waikouaiti Coast	36	23910
West Harbour	4	2135

Interim Speed Management Plan

11 Public feedback is being sought on an Interim Speed Management Plan which is primarily focused on creating safe and appropriate speeds around schools. The plan will implement speed limit changes over the next 18 months, to meet new regulations and align with the Waka Kotahi ‘Road to Zero’ national road safety strategy. The regulations require a reduction in speed limits around all Dunedin schools, with an interim target of 40% of schools in a reduced speed zone by 2024. Schools have provided feedback and now public feedback is being sought. The plan includes a proposed speed limit of 30km/h for all Dunedin school zones, as well as wider 30km/h permanent (all day, every day) speed zones for some schools and variable speed zones for others (30km/h during school drop off and pick up times). Consultation closes on Friday 9 December 2022.

Roadworks Schedule

13 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

14 For the most up to date information on what DCC is consulting on, please visit https://www.dunedin.govt.nz/council/currently-consulting-on

15 Interim Speed Management Plan (ISMP). The plan will be used to implement speed limit changes over the next 18 months. The ISMP is primarily focused on creating safe and appropriate speeds around schools. Consultation closes 9 December 2022.

https://www.dunedin.govt.nz/council/currently-consulting-on/current-consultations/interim-speed-management-plan

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 Request” available on the front page of the DCC website at 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 Riddle - Governance Support Officer
Authoriser:	Sharon Bodeker - Acting Manager Governance

Attachments

	Title	Page
⇩a	CBEC nomination form	33
⇩b	OAR "Round the Boards" subscription	35
⇩c	BBCC project completion form 2021	37

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	☐	☐	☒

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 financial 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 are no known conflicts of interest.

Community Boards

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

Otago Peninsula Community Board

1 December 2022

Funding Applications

Department: Civic

EXECUTIVE SUMMARY

1 This report provides a copy of the funding application received for the Board’s consideration. As this is an administrative report only, the Summary of Considerations is not required.

2 There are three funding applications and two scholarship applications for the Board to consider.

3 A funding application has been received from the Kamau Taurua Community Incorporated for $1,000.00 to assist with repairs to the wharf walkway at Quarantine Island.

4 A funding application has been received from the Broad Bay Community Centre for $440.00 for the quarterly community newsletter 2022-2024.

5 A funding application was received from the Hooper’s Inlet Hall Committee after the final meeting of the 2019-2022 which is tabled at this meeting being the first opportunity for the 2022-2025 triennium to consider the request. The application seeks a retrospective grant of $2,000.00 as a contribution to the cost of replacement of the boundary fence at the Hooper’s Inlet Hall.

6 A scholarship application has been resubmitted from August 2021 for Liam Donovan for attendance at the National Summer Games Special Olympics in December 2022. The previous event had been cancelled due to Covid restrictions.

7 A scholarship application has been received from Finn Herbert seeking funding to attend an Outward Bound Course in January 2023.

8 The balance of project funds available to the Board as at 1 December 2022 is $9,430.

9 A copy of the existing OPCB application form and guidelines is attached for the Board’s information.

RECOMMENDATIONS

That the Board:

a) Considers the funding application from Kamau Taurua Community Incorporated for $1,000.00 for repairs to the Quarantine Island jetty.

b) Considers the funding application from the Broad Bay Community Centre for $440.00 for production of a quarterly community newsletter for 2022-2024.

c) Considers the funding application from the Hooper’s Inlet Hall for retrospective funding of $2,000 towards to cost of a boundary fence replacement at Hooper’s Inlet Hall.

d) Considers the scholarship application from Liam Donovan for $300.00 to attend the National Summer Games Special Olympics in December 2022.

e) Considers the scholarship application from Finn Herbert for $300.00 to attend the NZ Outward Bound Course in January 2023.

f) Notes the Funding Applications report.

Signatories

Author:	Lauren Riddle - Governance Support Officer
Authoriser:	Sharon Bodeker - Acting Manager Governance

Attachments

	Title	Page
⇩a	Funding Application - Kamau Taurua Community Inc	40
⇩b	Invoice for jetty work - Quarantine Island	42
⇩c	Broad Bay Community Centre funding application	43
⇩d	Uniprint quote for BBCC application	45
⇩e	Speedprint quote for BBCC newsletter	46
⇩f	Warehouse quote for BBCC application	47
⇩g	Letter of support to BBCC application	48
⇩h	Funding Application - Hooper's Inlet Hall	49
⇩i	Quote for fencing - Hooper's Inlet Hall	51
⇩j	Southern contracting quote - Hooper's Inlet Hall	52
⇩k	Scholarship Application - Liam Donovan	53
⇩l	Scholarship Application - Finn Herbert	54
⇩m	Finn Herbert resume	55
⇩n	Funding application and guidelines 2022	56

	Title	Page
A ⇩	Minutes of Otago Peninsula Community Board meeting held on 2 November 2022	12