Agenda of Waikouaiti Coast Community Board - Wednesday, 22 February 2023

Waikouaiti Coast Community Board

22 February 2023

Waikouaiti Coast Community Board

MINUTES

Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the East Otago Events Centre, Main Road, Waikouaiti on Wednesday 07 December 2022, commencing at 5.30 pm

PRESENT

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

IN ATTENDANCE

Mike Cartwright (Quality Improvement Specialist)

Governance Support Officer Rebecca Murray

1 Public Forum

1.2 Bus Shelter and Waikouaiti Township

Shirley Hewett addressed the Board regarding a new bus shelter on Ramrock Road and thanked all those involved with the project and that it was working well for the school children.

She also requested that the welcome sign to Waikouaiti which had been situated at from the southern end, be reinstated. It was also asked that the Community Board and Council advocate for a pedestrian crossing on the main street of Waikouaiti to allow safe people to cross the road safely. The Senior Officer advised Ms Hewett and the Board that Waka Kotahi were in the planning stage for a crossing for this area.

1.3 Church Lane walkway

Susan Kahurangi Wigmore addressed the Board with concern for a walkway on Church Lane between Coast Road and Meadow Lane. She advised that it was a bog and unsafe and would require a small bridge over it to enable prams and small children on bikes to pass through this area.

1.4 East Otago Catchment Group

Steph Scott, Hamish McFarlane and John Fitzgerald from the East Otago Catchment Group were in attendance and provided an overview of the groups goals, visions and how they work with land owners and communities with the catchment areas. .

Moved: (Alasdair Morrison/Cr Jim O’Malley)

Extends Public Forum

Motion carried

They advised that they are 75% in Waitaki District Council and 25% in Dunedin City Council area and requested assistance of best practice to obtain funding from the Dunedin City Council and working with the community.

1.1 Waiputai Trust

Did not attend.

2 Apologies

There were no apologies.

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.

Sonya Billyard provided an updated to her register of interest.

Moved (Alasdair Morrison/Cr Jim O'Malley):

That the Board:

a) Amends the Elected Members' Interest Register; and

b) Confirms the proposed management plan for Elected Members' Interests.

Motion carried (WCCB/2022/031)

4 Confirmation of Minutes

4.1 Waikouaiti Coast Community Board meeting - 2 November 2022

Moved (Andy Barratt/Sonya Billyard):

That the Board:

Confirms the minutes of the Waikouaiti Coast Community Board meeting held on 02 November 2022 as a correct record.

Motion carried (WCCB/2022/032)

Part A Reports

5 Naming of a new private way- Karitāne

A report sought support from the Waikouaiti Coast Community Board on the proposed naming of a new private way in Karitāne.

Cr Jim O’Malley withdrew from this item.

Moved (Andy Barratt/Mark Brown):

That the Board:

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

Motion carried (WCCB/2022/033)

6 Funding Applications
	A report provided a copy of the funding application for the Board’s consideration, an update on the amount in the Board’s discretionary fund and project completion forms. Geraldine Tait declared a conflict of interest with the Waiputai Trust funding application and withdrew from this item.
	Moved (Andy Barratt/Alasdair Morrison): That the Board: Lays the funding application from the Waiputai Trust on the table until the next Board meeting for further clarification to be sought with the group. Motion carried (WCCB/2022/034)

	Geraldine Tait returned to the meeting. Sonya Billyard declared a conflict of interest with the Project Completion Forms from East Otago Blokes Shed and POWA and withdrew from this item.

	Moved (Andy Barratt/Alasdair Morrison): That the Board: a) Notes the thank you letter from East Otago Blokes Shed. b) Notes the Project Completion Form from Waitati Music Festival c) Notes the Project Completion Form from POWA Motion carried (WCCB/2022/035)

	Sonya Billyard returned to the meeting.

7 Governance Support Officer's Report
	A report from Governance provided an update on activities relevant to the Board’s area.
	Moved (Geraldine Tait/Mark Brown): That the Board: a) Recommends to maintain the status quo with the DCC funding the full cost of dust suppression. b) Agrees that the Board Chairperson and Councillor Representative on the Board liaise with the Transport Department regarding dust suppression before the January Council meeting. Motion carried (WCCB/2022/036)

	Moved (Alasdair Morrison/Sonya Billyard): That the Board: Nominates Chris McBride for the Community Board Executive Committee. Motion carried (WCCB/2022/037)

	Moved (Andy Barratt/Geraldine Tait): That the Board: Does not participate in the ‘Round the Boards’ segment on OAR Radio and if so allocates $240 from the project fund for the programme. Motion carried (WCCB/2022/038)

	Moved (Alasdair Morrison/Geraldine Tait): That the Board: Notes the Governance Support Officer’s Report. Motion carried (WCCB/2022/039)

	Cr Jim O’Malley withdrew from this item.



	Moved (Alasdair Morrison/Chris McBride): That the Board: a) Submits to the Interim Speed Management Plan. b) Delegates the authority to Alasdair Morrison to finalise the submission on the Interim Speed Management Plan. Motion carried (WCCB/2022/040)

	Cr Jim O’Malley returned to the meeting.

8 Meeting Schedule 2023
	A report from Governance proposed 2023 meeting dates for the Waikouaiti Coast Community Board for approval.
	Moved (Alasdair Morrison/Sonya Billyard): That the Board: Approves the dates for 2023. Motion carried (WCCB/2022/041)

	Moved (Alasdair Morrison/Sonya Billyard): That the Board: Approves the venues for 2023. Motion carried (WCCB/2022/042)

	Moved (Andy Barratt/Geraldine Tait): That the Board: Approves all meetings for 2023 commence at 5.30 pm except for the 28 June meeting which will commence at 4.30 pm. Motion carried (WCCB/2022/043)

	Moved (Andy Barratt/Cr Jim O'Malley): That the Board: Agrees to approach the local Runaka to ask if they wish to host the first Board meeting to be held in 2024. Motion carried (WCCB/2022/044)

9 Board Representation and Roles

A report provided the Chairperson’s recommendations for the Board representatives and roles.

Moved (Alasdair Morrison/Mark Brown):

That the Board:

Approves the proposed Board Representation with the following amendments:

Change Social Media to Community Engagement

Add Recreation Activities and allocate to Andy Barratt

Motion carried (WCCB/2022/045)

10 Community Plan

A discussion was held on the Board’s draft community plan provided at the meeting.

Moved (Andy Barratt/Sonya Billyard):

That the Board:

Adopts the Board’s Community Plan with the following amendments:

Add to the Truby King Recreation Reserve wording on Page 9 provision for car parking and tennis court refurbishment.

Add to the Truby King Recreation Reserve wording on Page 17 provision for tennis court refurbishment.

Motion carried (WCCB/2022/046)

11 Chairperson's Report
	A verbal report from the Chairperson was provided at the meeting, which included: Buses – requested ORC to include Evansdale in route one timetable Response to school area speed review Karitāne bus shelter Drive around with DCC staff on vegetation issues Apes Road bus parking Sulisker Street trees and signage re: campervans Meeting with Transport staff and Zealgold Foods ref: Beach street traffic issues Karitāne Harbour issues – wharf and building Trees around Waikouaiti Ramrock Road bus shelter Board project update Puketeraki Lookout Board project update Incorporated Societies Act 2022 re: community halls and committees New rules regarding DCC grants to hall committees Waka Kotahi – Northern Motorway Coast Road reseal Shortcut Road otta seal Russell Road damage
	Moved (Alasdair Morrison/Mark Brown): That the Board: Notes the Chairperson’s update. Motion carried (WCCB/2022/047)

	Moved (Cr Jim O'Malley/Chris McBride): That the Board: Requests consideration be given to the establishment of a foreshore and harbour management plan for Karitāne and that this matter be considered by the Te Pae Māori. Motion carried (WCCB/2022/048)

12 Councillor's Update

Councillor Jim O’Malley provided an update on matters of interest to the Board, which included:

Future Development Strategy commences next year

Moved (Cr Jim O'Malley/Alasdair Morrison):

That the Board:

Notes the Council Activities Update.

Motion carried (WCCB/2022/049)

The meeting concluded at 7.55 pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

22 February 2023

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 At the meeting held on 7 December 2022 the Waiputai Trust funding application lay on the table until the next Board meeting for further clarification to be sought with the group.

6 Attached is the original funding application received, the Trust has submitted an updated funding application requesting $637.00 for priority items for the Board’s consideration (Attachments A and B).

7 Friends of the Taieri Willow requested $2,325.51 towards purchasing a kitset tool shed for secure onsite storage at the willow beds at Seacliff (Attachment C)

Project Funding Acknowledgements

8 Ramrock Road Bus Shelter Project Funding Acknowledgement (Attachment D).

9 Puketeraki Lookout Project Funding Acknowledgement (Attachment E).

RECOMMENDATIONS

That the Board:

a) Uplifts the funding application from the Waiputai Trust.

b) Considers the funding application from the Waiputai Trust.

c) Considers the funding application from the Friends of the Taieri Willow.

d) Notes the Ramrock Road Bus Shelter Project funding acknowledgement.

e) Notes the Puketeraki Lookout Project funding acknowledgement.

Signatories

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

Attachments

	Title	Page
⇩a	Waiputai Trust Original Funding Application	19
⇩b	Waiputai Trust Updated Funding Application	42
⇩c	Friends of the Taieri Willow Funding Application	43
⇩d	Ramrock Road Bus Shelter Project - Funding Acknowledgement	48
⇩e	Puketeraki Lookout Project - Funding Acknowledgement	50

Waikouaiti Coast Community Board

22 February 2023

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) Community Board Executive Committee (CBEC) Nomination for the Zone 6 Representative

b) Blueskin Bay Library

c) Civic Affairs Committee

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) Votes for the Community Boards’ Executive Committee’s (CBEC) Zone 6 Representative.

Community Board Executive Committee (CBEC) Nomination for the Zone 6 Representative

2 The Community Board Executive Committee (CBEC) represents all community boards in New Zealand. It’s an advisory committee to Local Government New Zealand. The CBEC has one member from each zone. Dunedin City Council Community Boards are in Zone 6.

3 Nominations for the Zone 6 representative on the Community Board Executive Committee closed in December 2022. Four nominations were received. The Board needs to vote for one candidate. The voting form and information about the nominations is (Attachment A).

Blueskin Bay Library

4 Dunedin Public Libraries are proposing a change to the opening hours at Blueskin Bay Library. In essence the changes will involve opening 11.00am-1.00pm and 2.00pm-5.30pm Monday to Friday and 10.00am-1.00pm on Saturdays.

5 This change will be achieved by not staying open to 6.00pm Monday to Friday. There are very few users of the Library after 5.30pm. This change is intended to make it easier for users to plan their visits as the opening hours will be the same on every weekday. If the change is implemented the Library will be open for 1.5 hours longer every week than at present.

6 The Library will survey its users during March to ascertain their views on the proposed changes. The survey will run for four weeks, and if there is broad support for the changes they will be implemented from 1 July 2023.

Civic Affairs Committee

7 The Civic Affairs Committee is a new committee established this triennium, and its membership comprises all Councillors and the Mayor. Cr Bill Acklin is the Chair of the Committee.

8 At the start of each Committee meeting, two Board Chairs (or their delegate) will be invited to present on matters that the Boards would like to raise with the Committee. Each Board will have the opportunity to present on two occasions throughout the year.

9 The Waikouaiti Coast Community Board is invited to present to the Civic Affairs Committee meetings being held on 4 April 2023 and 12 September 2023, commencing at 1.00 pm.

Currently Being Consulted on by Dunedin City Council

10 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

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

Author:

Rebecca Murray - Governance Support Officer

Authoriser:

Mike Cartwright - Acting Head of People and Capability

Sharon Bodeker - Manager Governance

Attachments

	Title	Page
⇩a	Community Board Executive Committee Zone 6 voting Form	54

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 impacts for Maori.

Sustainability

There are no implications.

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

This report provides information on activities in or relevant to the Board’s area.

	Title	Page
A ⇩	Minutes of Waikouaiti Coast Community Board meeting held on 7 December 2022	9