Agenda of West Harbour Community Board - Wednesday, 7 December 2022

Notice of Meeting:

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

Date: Wednesday 7 December 2022

Time: 5.30 pm

Venue: Rolfe Room, Port Chalmers Town Hall, Port Chalmers

Sandy Graham

Chief Executive Officer

West Harbour Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Angela McErlane
Deputy Chairperson	Kristina Goldsmith
Members	Barbara Anderson	Duncan Eddy
	Jarrod Hodson	Cr Mandy Mayhem
	Wayne Sefton

Senior Officer Dave Ward, Group Manager 3 Waters

Governance Support Officer Clare Sullivan

Clare Sullivan

Governance Support Officer

Telephone: 03 477 4000

clare.sullivan@dcc.govt.nz

www.dunedin.govt.nz

Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.

West Harbour Community Board

7 December 2022

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

1.1 Pūrākaunui School 4

1.2 NZTA 4

1.3 Melanie Button 4

2 Apologies 4

3 Declaration of Interest 5

4 Confirmation of Minutes 9

4.1 West Harbour Community Board meeting - 2 November 2022 9

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

5 Funding Applications 15

6 Board Representation 46

7 Meeting Schedule 47

8 Community Plan 48

9 Governance Support Officer's Report 62

10 Chairperson's Report 66

11 Councillor's Update 67

West Harbour Community Board

7 December 2022

West Harbour Community Board

MINUTES

Minutes of the Inaugural meeting of the West Harbour Community Board, held in the Clifford Skeggs Gallery, Municipal Chambers, The Octagon, Dunedin on Wednesday 02 November 2022, commencing at 3.30 pm

PRESENT

Chairperson	Angela McErlane
Deputy Chairperson	Kristina Goldsmith
Members	Barbara Anderson	Duncan Eddy
	Jarrod Hodson	Cr Mandy Mayhem
	Wayne Sefton

IN ATTENDANCE

Sandy Graham (Chief Executive Officer) and Dave Ward (Group Manager, 3 Waters)

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 (Barbara Anderson/Kristina Goldsmith):

That the Board:

a) Adopts STV (System A) as the voting method for the appointment of Chairperson and Deputy Chairperson.

Motion carried (WHCB/2022/030)

6 Election of Chairperson and Deputy Chairperson
	The Chief Executive called for nomination for the role of Chairperson.
	Moved (Kristina Goldsmith/Duncan Eddy): That the Board: Appoints Angela McErlane as the Chairperson Moved (Barbara Anderson/Kristina Goldsmith) That the Board: Appoints Barbara Anderson as the Chairperson Moved (Jarrod Hodson/Kristina Goldsmith) That the Board: Appoints Duncan Eddy as the Chairperson The Board voted by secret ballot. On the first round, Duncan Eddy was excluded. On the second round, Barbara Anderson was excluded and Angela McErlane was declared the Chairperson. Motion carried (WHCB/2022/031)
	The Chairperson assumed the chair and called for nominations for the Deputy Chairperson
	Deputy Chairperson
	Moved (Angela McErlane/Wayne Sefton): That the Board: Appoints Kristina Goldsmith as the Deputy Chairperson. Moved (Jarrod Hodson/Kristina Goldsmith) That the Board: Appoints Duncan Eddy as the Deputy Chairperson Following the vote by secret ballot, Kristina Goldsmith was declared the Deputy Chairperson. Motion carried (WHCB/2022/032)

7 Acknowledgement of retiring members
	The Board acknowledged the services given by Francisca Griffin and Jacqueline Ruston during their terms in office. The Chairperson thanked Francisca Griffin for her contribution, passion and service to the West Harbour Community during her six years on the Board. The Chairperson invited Francisca Griffin to the table and she spoke of her time on the West Harbour Community Board.
	Moved (Angela McErlane/Barbara Anderson): That the Board: a) Records its sincere thanks to Francisca Griffin for the loyal and conscientious service given to the Dunedin community as a member of the West Harbour 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 (WHCB/2022/033)
	The Chairperson paid tribute to the work undertaken by Jacque Ruston over the past three years.
	Moved (Angela McErlane/Duncan Eddy): That the Board: a) Records its sincere thanks to Jacqueline Ruston for the loyal and conscientious service given to the Dunedin community as a member of the West Harbour Community Board for the 3-year period 2019 to 2022. b) Extends its sincere appreciation for the services rendered and every good wish for the future. Motion carried (WHCB/2022/034)

8 Meeting Schedule

A report from Civic requested that the Board give consideration to the date of the next West Harbour Community Board meeting, which is proposed for Wednesday 7 December 2022 commencing at 4.00 pm to be held in the Rolfe Room.

Moved (Angela McErlane/Kristina Goldsmith):

That the Board:

a) Confirms that its next meeting will be held on 7 December 2022 commencing at
5.30 pm.

b) Notes that the meeting schedule for 2023 will be considered by the Board at the meeting of 7 December 2022.

Motion carried (WHCB/2022/035)

9 Local Government Legislation - Briefing for the Inaugural Community Board 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 (Angela McErlane/Duncan Eddy):

That the Board:

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

Motion carried (WHCB/2022/036)

The meeting concluded at 4.00 pm.

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

C H A I R P E R S O N

West Harbour Community Board

7 December 2022

Part A Reports

Funding Applications

Department: Civic

EXECUTIVE SUMMARY

1 An application has been received from Pūrākaunui School for $550.00 towards line markings for the tar-sealed areas of the playground and tennis court at the school (Attachment A).

2 An application has been received from Otago Access Radio for $240.00 for the ‘Round The Boards’ radio segment. The segment provides an opportunity for the board to talk about issues affecting the community. (Attachment B)

3 Three Scholarship applications have been received requesting $500.00 each. The Board’s scholarship criteria provides for two scholarships to the value of $500 each in each financial year. The criteria notes that in certain circumstances the $500 may be split in order to fund more applicants. Details of each application follow.

4 A Scholarship application was received from Billie Allan for $500.00 towards attending the International Aerobics competition held in Ostrava, Czech Republic in November 2022 (Attachment C).

5 A Scholarship application was received from Hannah O’Neill for $500.00 towards the costs of attending a three-week Outward Bound Course in December 2022 (Attachment D).

6 A Scholarship application was received from Melanie Button for $500.00 towards the costs of attending the national Get2Go national adventure race held over five days on Great Barrier Island in December 2022 (Attachment E).

7 The remaining balance in the Board’s Discretionary Fund for the 2022/23 financial year is $10,775.

RECOMMENDATIONS

That the Board:

a) Considers the funding request from Pūrākaunui School.

b) Considers the funding request from Otago Access Radio.

c) Considers the funding request from Billie Allan.

d) Considers the funding request from Hannah O’Neill.

e) Considers the funding request from Melanie Button

Signatories

Author:

Clare Sullivan - Deputy Electoral Officer

Attachments

	Title	Page
⇩a	Pūrākaunui School	17
⇩b	OAR 'Round the Boards'	23
⇩c	Scholarship Application Billie Allan	25
⇩d	Scholarship Application Hannah O'Neill	32
⇩e	Scholarship Application Melanie Button	40

West Harbour Community Board

7 December 2022

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the West Harbour Community Board of activities relevant to the Board area including:

· Project Fund

· Dust Suppression

· Community Board Executive Committee Nominations

· Interim Speed Management Plan

· Roadworks Schedule

· Dunedin City Council Updates

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

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

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

d) Considers submitting feedback on the Interim Speed Management Plan.

Project Fund

2 The Board has been allocated $10,000 in the 2022/2023 year. $1500.00 was allocated to the Long Beach Amenities Society towards a heatpump, but this was returned when a heat pump was donated to the Society.

3 At its meeting held on 3 August 2022, the Board allocated $125.00 to the Rothesay News and $600.00 for the purchase of additional cigarette butt bins.

4 The Board’s project fund for the 2022/23 for allocation is $10,775.00.

5 The Board has $10,775. available for the remainder of the 2022/23 financial year. To date $725. has been spent as follows:

Meeting Date	Amount	Recipient
3 August 2022	$125.00	Rothesay News
	$600.00	Cigarette Butt Bins
Total	$725.00

Dust Suppression Treatment

3 The Transport Team are recommending that Council transition to a new dust suppression product. The DCC has previously 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.

4 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.

5 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.

6 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

7 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.

8 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.

Interim Speed Management Plan

10 Council is currently consulting on an Interim Speed Management Plan that is primarily focussing on safe and appropriate speed limits round schools. This affects a number of schools in the Board’s area. A link to the information and submission form follows.

11 Interim Speed Management Plan - Dunedin City Council

12 Submissions close on 9 December 2022. The Board may want to consider whether it makes a submission on the Interim Plan.

Correspondence

13 No correspondence has been received.

Roadworks Schedule

14 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

15 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

16 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:	Clare Sullivan - Deputy Electoral Officer
Authoriser:	David Ward - Group Manager 3 Waters

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision enables democratic local decision making and action by, and on behalf of communities.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☐	☐	☒
Environment Strategy	☐	☐	☒
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☐	☐	☒
Other strategic projects/policies/plans	☐	☐	☒

There is no contribution to the Strategic Framework.

Māori Impact Statement

There are no known implications for Māori.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

The funding requests can be met from the Board’s discretionary fund.

Significance

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

Engagement – external

There has been no external engagement.

Engagement - internal

Internal engagement has occurred with appropriate staff members.

Risks: Legal / Health and Safety etc.

There are no risks.

Conflict of Interest

There is no known conflict of interest.

Community Boards

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

	Title	Page
A ⇩	Minutes of West Harbour Community Board meeting held on 2 November 2022	10