Agenda of Waikouaiti Coast Community Board - Wednesday, 7 December 2022

Notice of Meeting:

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

Date: Wednesday 7 December 2022

Time: 5.30 pm

Venue: East Otago Events Centre, Main Road, Waikouaiti

Sandy Graham

Chief Executive Officer

Waikouaiti Coast Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Alasdair Morrison
Deputy Chairperson	Andy Barratt
Members	Sonya Billyard	Mark Brown
	Chris McBride	Cr Jim O'Malley
	Geraldine Tait

Senior Officer Mike Cartwright, Quality Improvement Specialist

Governance Support Officer Rebecca Murray

Rebecca Murray

Governance Support Officer

Telephone: 03 477 4000

Rebecca.Murray@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.

Waikouaiti Coast Community Board

7 December 2022

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

1.1 Waiputai Trust 4

1.2 Bus Shelter and Waikouaiti Township 4

1.3 East Otago Catchment Group 4

2 Apologies 4

3 Declaration of Interest 5

4 Confirmation of Minutes 8

4.1 Waikouaiti Coast Community Board meeting - 2 November 2022 9

Part A Reports (Waikouaiti Coast Community Board has power to decide these matters)

5 Naming of a new private way- Karitāne 13

6 Funding Applications 21

7 Governance Support Officer's Report 50

8 Meeting Schedule 2023 60

9 Board Representation and Roles 62

10 Community Plan 64

11 Chairperson's Report 104

12 Councillor's Update 105

Waikouaiti Coast Community Board

7 December 2022

Waikouaiti Coast Community Board

MINUTES

Minutes of the Inaugural meeting of the Waikouaiti Coast Community Board, held in the Clifford Skeggs Gallery, Municipal Chambers, The Octagon, Dunedin on Wednesday 02 November 2022, commencing at 2.30 pm

PRESENT

Chairperson	Alasdair Morrison
Deputy Chairperson	Andy Barratt
Members	Sonya Billyard	Mark Brown
	Chris McBride	Cr Jim O’Malley
	Geraldine Tait

IN ATTENDANCE

Sandy Graham (Chief Executive Officer) and Mike Cartwright (Quality Improvement Specialist)

Governance Support Officer Wendy Collard

1 Apologies

There were no apologies.

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 (Geraldine Tait/Cr Jim O'Malley):

That the Board:

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

Motion carried (WC/2022/025)

6 Election of Chairperson and Deputy Chairperson
	The Chief Executive called for nomination for the role of Chairperson.
	Moved (Mark Brown/Andy Barratt): That the Board: Appoints Alasdair Morrison as Chairperson Motion carried (WC/2022/026)
	The Chairperson assumed the chair and called for nominations for the Deputy Chairperson.
	Deputy Chairperson
	Moved (Geraldine Tait/Sonya Billyard): That the Board: Appoints Andy Barratt as Deputy Chairperson Motion carried (WC/2022/027)

7 Acknowledgement of a Retiring Member

The Board acknowledged the service given by Mandy Mayhem-Bullock during her terms in office.

The members commented on the service given by Ms Mayhem-Bullock, in particular her community work.

Moved (Alasdair Morrison/Andy Barratt):

That the Board:

a) Records its sincere thanks to Mandy Mayhem-Bullock for the loyal and conscientious service given to the Dunedin community as a member of the Waikouaiti Coast 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 (WC/2022/028)

8 Meeting Schedule

A report from Civic requested that the Board give consideration to the date of the next Waikouaiti Coast Community Board meeting, which is proposed for Wednesday 7 December, commencing at 4.00 pm, venue to be confirmed.

The report noted that the meeting schedule for 2023 will be brought to the meeting being held on Wednesday 7 December for the Board’s confirmation.

Moved (Alasdair Morrison/Andy Barratt):

That the Board:

a) Confirms that its next meeting will be held on Wednesday 7 December commencing at 5.30 pm at the Waikouaiti Events Centre.

b) Notes that the meeting schedule for 2023 will be considered by the Board at the meeting of Wednesday 7 December

Motion carried (WC/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 (Alasdair Morrison/Chris McBride):

That the Board:

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

Motion carried (WC/2022/030)

The meeting concluded at 2.46 pm.

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

C H A I R P E R S O N

Waikouaiti Coast Community Board

7 December 2022

Part A Reports

Naming of a new private way- Karitāne

Department: Transport

EXECUTIVE SUMMARY

1 This report seeks support from the Waikouaiti Coast Community Board on the proposed naming of a new private way in Karitāne.

2 The name proposed by the developer for the subdivision located at 64 Grimness Street, Karitāne is:

· ‘Whānau Āwhina Way’ as the preferred and only option presented. The road name proposed complies with the DCC Road Naming Policy.

RECOMMENDATIONS

That the Board:

a) Supports the naming of a new right of way as ‘Whānau Āwhina Way’.

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 option proposed by property developers or surveyors, and its compliance with the Road Naming Policy. Additional details are provided in Attachments A to C.

· Summary of proposed road names

Development details

Location of road

Proposed road name

Alternative road name

Recommended road name

64 Grimness Street, Karitāne

New private way off Grimness Street

Whānau Āwhina Way

5 It should be noted that the Road Naming Policy places less weight on the appropriateness criteria with respect to private ways.

New private way, 64 Grimness Street, Karitāne

6 The developer has proposed ‘Whānau Āwhina Way’ as the potential name for the private way to be named, coming off Grimness Street (See Attachment B).

7 The name ‘Whānau Āwhina Way’ refers to the Plunket Society that was founded in Aotearoa in the early twentieth century. The Whānau Āwhina Plunket Society began in Karitāne which was the home of Mere Harper and Ria Tikini, both of Kāi Tahu and Kāti Huirapa descent. They were highly respected midwives and healers who often worked closely with their friend and neighbour, health reformer Dr. Frederic Truby King. Mere and Ria helped deliver Thomas Rangiwahia Mutu Ellison (Tommy), the first Plunket baby in 1906, and restore him back to health after his birth. Less than a year later, the Society for the Promotion of the Health of Women and Children was formed. Truby King drew on the wide networks of Mere and Ria, as well as their years of experience and their traditional knowledge of health care, to develop the Society. The Society opened the Karitāne Home for babies in Dunedin. Lady Victoria Plunket, the wife of the Governor-General to New Zealand at that time, became involved with the Society, promoting its work and advancing the idea of a professional nursing service for mothers and babies in New Zealand. Lady Plunket lent her name to the organisation, which in 1914 was re-named the Plunket Society.

8 The name proposed has the support of Whānau Āwhina Plunket Society. (See Attachment C for letter of support from Nā Amanda Malu, as the former Chief Executive of Whānau Āwhina Plunket).

9 David Ellison as the Upoko for Kati Huirapa Rūnaka ki Puketeraki, supports the name ‘Whānau Āwhina Plunket’ as does the relevant Rūnaka which considered the case at their meeting of August 2022. The name originally proposed extended to ‘Whānau Āwhina Plunket’ but due to the requirements of the Road Naming Policy and the addressing standards adopted by Land Information New Zealand, the full length of the name as having more than 14 characters, is recommended to be replaced by ‘Whānau Āwhina’.

10 The name ‘Whānau Āwhina’ complies with the appropriateness criteria of the Road Naming Policy (See attachment A for more details).

OPTIONS

Option One – Recommended Option- The Board does supports naming of the new private way at 64 Grimness Street as ‘Whānau Āwhina’.

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 – Status Quo- The Board does not support naming of the new private way at 64 Grimness Street as ‘Whānau Āwhina’.

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

11 If the proposed name of ‘Whānau Āwhina’ is supported by the Community Board, staff will request formal 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	64 Grimness Street-Assessment for Whānau Āwhina Way	18
⇩b	64 Grimness Street plan	19
⇩c	Letter from Whānau Āwhina Plunket-2022.05.11	20

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

The road name proposed is supported by mana whenua and contributes to the diversity of road names across Dunedin.

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, relevant Rūnaka and the Whānau Āwhina Plunket Society.

Engagement - internal

There has been engagement within the Transport Group.

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 private way is located within the Waikouaiti Coast Community Board area, and support is sought from the Board for the proposed name.

Waikouaiti Coast Community Board

7 December 2022

Funding Applications

Department: Civic

EXECUTIVE SUMMARY

1 This report provides a copy of funding applications for the Board’s consideration and provides an update on the amount in the Board’s discretionary fund.

2 As this is an administrative report only, the Summary of Considerations is not required.

Discretionary Fund

3 The Board has been allocated $10,000.00 for the 2022/23 year.

4 $6,341.00 is available for the remainder of the 2022/23 year. To date $3,659.00 has been spent as follows:

Meeting Date	Amount	Recipient/Purpose
1 August 2022	$800.00	Waitati Music Festival – towards the cost of toilet hire for the 10^th Waitati Music Festival
1 August 2022	$1,350.00	East Otago Blokes Shed – towards obtaining vital equipment for the workshop
1 August 2022	$945.00	Board and POWA – towards the Ramrock Road bus shelter project
1 August 2022	$564.00	POWA – towards hosting a Community Be Ready expo
Total	$3,659.00

Funding Request Applications

5 Waiputai Trust requested $2,401.00 towards properly equipping the Waiputai Hub and the Seacliff Emergency Committee in the event of an emergency (Attachment A)

Thank you Letter and Project Completion Forms

6 A thank you letter has been received from the East Otago Blokes Shed (Attachment B).

7 A Project Completion Form has been received from Waitati Music Festival (Attachment C).

8 A Project Completion Form has been received from POWA (Attachment D).

RECOMMENDATIONS

That the Board:

a) Considers the funding application from the Waiputai Trust.

b) Notes the thank you letter from East Otago Blokes Shed.

c) Notes the Project Completion Form from Waitati Music Festival

d) Notes the Project Completion Form from POWA

Signatories

Author:	Rebecca Murray - Governance Support Officer
Authoriser:	Sharon Bodeker - Acting Manager Governance

Attachments

	Title	Page
⇩a	Waiputai Trust Funding Application	23
⇩b	East Otago Blokes Shed Thank You Letter	46
⇩c	Waitati Music Festival Project Completion Form	47
⇩d	POWA Project Completion Form	48

Waikouaiti Coast Community Board

7 December 2022

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Waikouaiti Coast Community Board on activities relevant to the Board’s area including:

a) Dust Suppression

b) Community Board Executive Committee Nominations

c) OAR Radio ‘Round the Boards’ segment

d) Currently Being Consulted on by Dunedin City Council

e) Roadworks Schedule

f) Dunedin City Council Updates

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Considers which option of Dust Suppression the Board recommends to Council

c) Considers nominating a member for the Community Board Executive Committee.

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

Dust Suppression Treatment

2 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.

3 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.

4 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.

5 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	27,522
Otago Peninsula	1	400
Saddle Hill	32	20,786
(Green Island)	1	400
Strath Taieri	33	15,432
Waikouaiti Coast	36	23,910
West Harbour	4	2,135

Community Board Executive Committee Nominations

5 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.

6 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). Attachment A

9 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

10 Refer to Attachment B relating the OAR FM’s ‘Round the Boards’ Segment.

· Currently Being Consulted on by Dunedin City Council

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

Roadworks Schedule

12 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

13 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

14 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:

Rebecca Murray - Governance Support Officer

Authoriser:

Mike Cartwright - Quality Improvement Specialist

Sharon Bodeker - Acting Manager Governance

Attachments

	Title	Page
⇩a	Community Board Executive Committee NominationForm	54
⇩b	OAR 'Round The Boards Package 2023	56
⇩c	East Otago Catchment Group Public Forum Supporting Documentation	58

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	☐	☐	☒