Notice of Meeting:

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

 

Date:                                                    Thursday 30 March 2023

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                  Rebecca Murray

 

 

 

Rebecca Murray

Governance Support Officer

 

 

Telephone: 03 477 4000

governance.support@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

30 March 2023

 

 

ITEM TABLE OF CONTENTS                                                                                                                                         PAGE

 

1             Opening                                                                                                                                                                       4

2             Public Forum                                                                                                                                                              4

3             Apologies                                                                                                                                                                    4

4             Declaration of Interest                                                                                                                                           5

5             Confirmation of Minutes                                                                                                                                    11

5.1       Otago Peninsula Community Board meeting - 16 February 2023                                           11

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

6             Governance Support Officer's Report                                                                                                            18

7             Funding Applications                                                                                                                                            30

8             Community Plan                                                                                                                                                    44

9             Board Updates                                                                                                                                                        45

10           Chairperson's Report                                                                                                                                           46

 


Otago Peninsula Community Board

30 March 2023

 

1          Opening

Hoani Langsbury will open the meeting with a reflection.

2          Public Forum

At the close of the agenda no requests for public forum had been received.

3          Apologies

An apology has been received from Cr Andrew Whiley

 

That the Board:

 

Accepts the apology from Cr Andrew Whiley.


Otago Peninsula Community Board

30 March 2023

 

Declaration of Interest

 

 

EXECUTIVE SUMMARY

1.         Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected representative and any private or other external interest they might have.

 

2.         Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary. 

 

3.         Register of interests include board appointments to projects or local groups and where a member may be appointed as a liaison member representing the Board.

 

4.         A table of the agreed Otago Peninsula Community Board member responsibilities for the 2019-2022 Triennium which was agreed to at the 21 November 2019 meeting.

 

 

RECOMMENDATIONS

That the Board:

a)     Notes/Amends if necessary the Elected Members' Interest Register and

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

 

 

Attachments

 

Title

Page

a

OPCB Register of Interest - February 2023

7

 

 



Otago Peninsula Community Board

30 March 2023

 



 



Otago Peninsula Community Board

30 March 2023

 

Confirmation of Minutes

Otago Peninsula Community Board meeting - 16 February 2023

 

 

 

RECOMMENDATIONS

That the Board:

a)     Confirms the minutes of the Otago Peninsula Community Board meeting held on 16 February 2023 as a correct record.

 

 

 

Attachments

 

Title

Page

A

Minutes of Otago Peninsula Community Board meeting held on 16 February 2023

12

 

 


Otago Peninsula Community Board

30 March 2023

 

 

 

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 16 February 2023, commencing at 10:08 am.

 

PRESENT

 

Chairperson

Paul Pope

 

Deputy Chairperson

Hoani Langsbury

 

Members

Lox Kellas

Stacey Kokaua-Balfour

 

Cheryl Neill

Edna Stevenson

 

Cr Andrew Whiley

 

 

IN ATTENDANCE

Jeanine Benson (Group Manager Transport).

 

Governance Support Officer                  Lauren Riddle

 

 

1          Opening

Paul Pope opened the meeting with a reflection on the devasting impact on communities by Cyclone Gabrielle, the long recovery ahead and raised awareness and preparedness for the peninsula community.

2          Public Forum

2.1       Dog Park - Harwood

Dave Fenwick spoke on the interest/possibility of establishing of a dog park on DCC reserve land on Tidewater Drive, Harwood.  He advised he was initially seeking community “buy in” and guidance from the Community Board on how to progress the idea further. The Board indicated its support for more dog parks on the peninsula. 

 

2.2       Peninsula Connection Project

Alex Sutherland from Fulton Hogan provided an update on Peninsula Connection project works underway at Portobello, including sealing work, install of seating and landscaping and the completion of the first three retaining walls at Broad Bay.

 

            2.3       Portobello School Community Pool

 

             Thomas Hobbs spoke to the retrospective funding application from the school for the              cost of a replacement pump for the community pool.

 

            2.4       Broad Bay Community Hall funding application

 

             Zoe Fox spoke to the funding application for a new sign on the Broad Bay Community              Hall. She advised the sign had been designed to be cohesive with the existing murals on              the building.

 

3          Apologies

Moved (Lox Kellas/Edna Stevenson):

That the Board:

Accepts the apology of Hoani Langsbury

Motion carried

4          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 (Paul Pope/Cr Andrew Whiley):

That the Board:

 

a)     Notes Elected Members' Interest Register and

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

                         Motion carried

 

5          Confirmation of Minutes

5.1      Otago Peninsula Community Board meeting - 1 December 2022

 

Moved (Paul Pope/Cr Andrew Whiley):

That the Board:

Confirms the minutes of the Otago Peninsula Community Board meeting held on 01 December 2022 as a correct record with the correction to the date for ratifying acceptance of retrospective funding applications as 16 February 2023.

             Motion carried (OPCB/2023/001)

 

Part A Reports

6          Governance Support Officer's Report

 

The report informed the Board of activities relevant to the Board area.

 

 

Project Fund balance as of 16 February 2023 was noted as $5,650.

 

Correspondence

An email from a resident regarding safety concerns for the crossing of Portobello Road at The Cove to/from the designated bus stop.  The matter was discussed under the Chairperson’s Report (Item 11).

 

Zone 6 Community Board Executive Committee (CBEC) nomination

Consideration was given by members to the Zone 6 CBEC nominees.  Cheryl Neill withdrew from the item due to a conflict of interest as a nominee.

 

 

Moved (Paul Pope/Lox Kellas):

That the Board:

             Votes for Cheryl Neill as the Zone 6 representative on the Community Boards’ Executive Committee (CBEC).

 

Motion carried (OPCB/2023/002)

 

 

Presentation to the Civic Affairs Committee

Discussion was held on the issues the Board intended to highlight at the presentation to the Civic Affairs Committee on 6 March 2023. 

 

 

Moved (Paul Pope/Edna Stevenson):

That the Board:

 

Notes the Governance Support Officer’s Report.

Motion carried (OPCB/2023/003)

 

7          Funding Applications

 

The report provided a copy of funding applications received for the Board’s consideration from:

·    Broad Bay Community Centre request for $920.00 to erect a new sign on the Broad Bay Community Hall.

·    Portobello School request for $1,325.55 as the cost to replace the pool pump at the Portobello community pool.

 

The Board discussed consideration of approving a retrospective scholarship grant for Taylor McLean for her attendance at the Under 17 Gillette Women’s cricket tournament held in December 2022.  An updated application (from the original 2021 application) was expected to be submitted by early March 2023.

 

 

Moved (Paul Pope/Cheryl Neill):

That the Board:

 

a)     Approves the funding of $600 to the Broad Bay Community Centre to support the completion of a new sign on the Broad Bay Community Hall.

             Motion carried (OPCB/2023/004)

 

 

Moved (Lox Kellas/Edna Stevenson):

That the Board:

 

b)     Approves the retrospective funding application from Portobello School of $1,325.55 for the purchase of a new pump for the Portobello Community Pool.

             Motion carried (OPCB/2023/005)

 

 

Moved (Chairperson Paul Pope/Member Lox Kellas):

That the Board:

c)     Approves in principle the awarding of a retrospective scholarship for Taylor MacLean of $300.00 for her attendance at the Gillette Under 17 Women’s cricket tournament held in December 2022, on receipt of the appropriate application documentation.

             Motion carried (OPCB/2023/006)

 

 

Moved (Paul Pope/Lox Kellas):

That the Board:

d)     Ratifies the acceptance of retrospective funding applications on a case by case basis.

e)     Notes the Funding Applications report.

             Motion carried (OPCB/2023/007)

 

8          Community Plan

 

The Chairperson advised that he would prepare a draft Community Plan, based on the comments made at the workshop held in December 2022, for consideration at the 30 March 2023 meeting.

 

9          Board Updates

 

Board members provided updates on activities including:

·      Keep Dunedin Beautiful  - Committee meetings have not yet commenced for 2023.

·      Community Meetings –community “drop in sessions/clinics” to be held for the Board’s Community Plan and upcoming 2023-2024 Annual Plan.

·      Civil Defence/Community Response Planning – The Board agreed that holding community clinics for the Annual Plan would provide an opportunity to raise awareness of the need for response readiness by peninsula residents and to reaffirm the role of the Community Board in a Civil Defence emergency.

                 Lox Kellas requested that the Board consider the purchase of a portable battery operated radio for use during an emergency response.  Costings to be provided to the 30 March 2023 meeting for consideration.

·      Te Rauone Reserve – new playground equipment currently being installed.

·      Sealion fence (Hoopers Inlet) – the fencing almost complete.

·      Te Umu Kuri signage –seeking response from staff on the delay to install of interpretive signage.

·      Cycleway – Stacey Kokaua-Balfour to provide feedback to staff on behalf of the Board on the Council run safe cycling programme at peninsula schools.

·      Portobello Incorporated fundraising for the pump track successfully completed.

·      Beaconsfield footpath – seeking a status update on the repair work as the footpath has been closed for many months.

·      The Pyramid signage at Victory Beach – a request was made for staff to report back on repair and update of the now dilapidated signage.

·      40km speed limit signage – presentation to be made to the Infrastructure Services Committee on 23 March 2023 on the proposed shortening of the 40 km speed limit area in two locations on the peninsula.

 

Moved (Paul Pope/Edna Stevenson):

That the Board:

 

a)     Notes the Board Updates.

             Motion carried (OPCB/2023/008)

 

10        Councillor's Update

 

Councillor Andrew Whiley provided a verbal update on matters of interest to the Board from recent Council meetings, including the use of pesticides around the city and capital projects currently over budget.

 

Moved (Paul Pope/Lox Kellas):

That the Board:

 

a)     Notes the report from Cr Whiley.

             Motion carried (OPCB/2023/009)

 

11        Chairperson's Report

 

Paul Pope provided a verbal update on matters of interest including:

·     Broad Bay bus shelters (art murals) – artwork has been selected

·     Smaills Beach/Tomahawk Reserve – residents have expressed increasing concern around traffic speed in the area

·      Safety concerns re pedestrian access to the bus stop on Portobello Road at The Cove

·     Challis Point (disruption to traffic flow due to pump station work)

·     Weed spraying and Wilding Pines maintenance schedule

·     Interpretive signage along the Peninsula

 

 

Moved (Paul Pope/ Cheryl Neill):

That the Board:

 

a)     Notes the update from the Chairperson.

             Motion carried (OPCB/2023/010)

 

The meeting concluded at 11:59 am.

 

 

 

 

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

CHAIRPERSON


Otago Peninsula Community Board

30 March 2023

 

Part A Reports

 

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)

d)    Civic Affairs Committee

e)    Draft Annual Plan 2023 – 2024

f)     Kerbside recycling and rubbish collection services letter to new rural customers.

g)    Interim Speed Management Plan hearing – Friday 17 March 2023

h)    Broad Bay bus shelter murals

i)     Roadworks Schedule

j)     DCC currently consulting on

 

RECOMMENDATIONS

That the Board:

a)         Notes the Governance Support Officer’s Report.

 

pROJECT fund

2          The Board has $3,724.45 in funding available for the remainder of the 2022/23 financial year.  To date $6,275.55 has been spent as follows:

Meeting Date

Amount

Recipient

Purpose

28 July 2022

$570.00

Portobello Community Incorporated 

Support for an edition of the Portobello Community Newsletter

1 December 2022

$1000.00

Kamau Taurua Community Incorporated

Repairs to the Quarantine Island jetty

1 December 2022

$440.00

Broad Bay Community Centre for

Production of the quarterly community newsletter for 2022-2024.

 

1 December 2022

 

$1500.00

Hooper’s Inlet Community Hall

Contribution towards the cost of a replacement boundary fence at Hooper’s Inlet Hall

1 December 2022

$300.00

Liam Donovan (scholarship)

Support his attendance at the National Summer Games Special Olympics in December 2022

1 December 2022

$300.00

Finn Herbert (scholarship)

Support his attendance of the NZ Outward Bound course in January 2023.

1 December 2022

$240.00

Otago Access Radio (OAR)

“Round the Boards” segment for 2023

16 February 2023

$600.00

Broad Bay Community Centre

For a new sign for the Broad Bay Community Hall

16 February 2023

$1325.55

Portobello School

Cost of replacing the pool pump for the community pool in December 2022.

Sub Total

$6,275.55

 

 

Balance held

$3,724.45

 

 

 

CORRESPONDENCE

In:        Nil                                                                                                                                                                                                                                                                    

Out:    Letter of Support to ECOTAGO Trust (Attachment G)

 

 

Community Board Executive Committee

3          Regan Horrell (Mosgiel-Taieri Community Board) has been appointed to the Community Board Executive Committee for Zone 6.

 

Civic Affairs Committee

4          All members of the Board attended the presentation to the Civic Affairs Committee held on Monday 6 March 2023 and raised several issues, including: infrastructure upgrades needed, tourism opportunities and completion of the Peninsula Connection project.

 

Draft Annual Plan 2023/24

5          The draft 2023/24 Annual Plan (“the draft Plan”) is an update of year three of the 10 year plan 2021-31.  The draft Plan proposes no significant changes to the 10 year plan, and there are no engagement topics requiring specific feedback.  Because there are no significant changes, Council has no legal requirement to consult on the draft Plan, and as such, a consultation document will not be prepared.

6          Although there are no engagement topics requiring specific feedback, an engagement process will still be undertaken this year, and it will follow the engagement approach that was used for the 2022/23 Annual Plan.

7          Engagement will focus on providing updates to the community on how Council is tracking against key 10 year plan 2021-31 projects, and for the community to provide feedback to Council more generally.  A mixed method approach to engagement that utilises both online digital content as well as print-based engagement practices will be undertaken.

8          In planning the engagement approach, staff have taken into consideration community diversity, youth, and Māori and Pāsifika.  Staff have also considered accessibility of both print media and online social media platforms. Taking this all into account, the tools for community engagement will include:

 

·        Creating digital content and producing a series of short videos to tell the story of key decisions and progress on current projects

·        Proactive use of social media platforms to share digital content

·        Proactive media releases

·        Advertising in print media

·        DCC Website including updating DCC’s ‘The Future of Us’ webpage

 

9          We appreciate that our Community Boards can effectively reach their local communities through their networks.  As content is developed, the information will be sent through to all Community Boards, for sharing with your communities.

10       The community will be able to provide feedback through online processes, social media, in writing, and via emails.  The feedback period will run from 31 March to 21 April 2023.  Hearings are scheduled to start on 1 May 2023.  All feedback will be collated, analysed, and reported back to Council for its consideration at the deliberations meeting scheduled to begin on 22 May 2023.

11       Community Boards are invited to provide feedback to Council and present their views at the hearing.

 

Kerbside recycling and rubbish collection services letter to new rural customers.

 

12         The DCC will be sending letters to owners of some 200 properties in Berwick, Woodside, Henley and Pukehiki that they will begin receiving kerbside recycling and rubbish collection services from 1 July 2023.

13         Owners of around 20 properties very close to the new route will also be sent letters letting them know they can opt-in to the service, leaving their bins at a designated collection spot on the new route.

14         The letters provide information about why they will receive the service, what bins they will receive and when, and rating information. The letter also says the collection service will be improved city-wide from 1 July 2024 when the DCC replaces plastic pre-paid bags with red-lidded rubbish bins and adds kitchen/garden waste bins.

 

Interim Speed Management Plan hearing – Friday 17 March 2023

15        A copy of the submission made on behalf of the Board is attached (Attachment A).

 

 

 

Broad Bay bus shelter murals

16         A media release was made on 15 March regarding the two new bus shelters in Broad Bay (at Matariki Street and King George Street) advising that local artists were about to commence painting colourful murals on the shelters as part of the Peninsula Connection project with each shelter having the feature of the Te Reo Māori name for the area, Whaka Oho Rahi, along with the street name, native fauna and local colours. The shelter at King George Street has “Ōtākou Red” as the key colour.

17        Images of the successful murals selected are attached (Attachments B - F).

Roadworks Schedule

18         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

 

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

 

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 - Manager Governance

Attachments

 

Title

Page

a

OPCB submission to Interim Speed Management Plan

23

b

Matariki St (left) image

25

c

Matariki St (right) image

26

d

King George St image

27

e

Matariki St

28

f

Letter of Support to ECOTAGO Trust

29

 

 

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

30 March 2023

 



Otago Peninsula Community Board

30 March 2023

 

 


Otago Peninsula Community Board

30 March 2023

 

 


Otago Peninsula Community Board

30 March 2023

 

 


Otago Peninsula Community Board

30 March 2023

 

 


Otago Peninsula Community Board

30 March 2023

 



Otago Peninsula Community Board

30 March 2023

 

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          A funding application has been received from the Otago Peninsula Museum and Historical Society seeking $1,000 for production of the photograph book “Otago Peninsula Then and Now” of images taken at the same location past and present.

3          A scholarship funding application has been received from Jessie McGrouther seeking $300 to support her attendance at the New Zealand Pony Club Eventing Championships to be held in Taupo 14-16 April 2023.

4          The balance of project funds available to the Board as at 30 March is $3,724.45.

RECOMMENDATIONS

That the Board:

a)     Considers the funding application from the Otago Peninsula Museum and Historical Society of $1,000 for the erection of a new sign for the Broad Bay Community Hall.

b)     Considers the scholarship application from Jessie McGrouther for $300 to support her attendance at the New Zealand Pony Club Eventing Championship in Taupo in April 2023.

c)     Notes the Funding Applications report.

 

Signatories

Author:

Lauren Riddle - Governance Support Officer

Authoriser:

Sharon Bodeker - Manager Governance

Attachments

 

Title

Page

a

Otago Peninsula Museum and Historical Trust funding application

31

b

Scholarship application - Jessie McGrouther

39

c

Jessie McGrouther Resume

42

d

Reference for Jessie McGrouther

43

 

 


Otago Peninsula Community Board

30 March 2023

 









Otago Peninsula Community Board

30 March 2023

 




Otago Peninsula Community Board

30 March 2023

 



Otago Peninsula Community Board

30 March 2023

 



Otago Peninsula Community Board

30 March 2023

 

Community Plan

 

 

The Community Board Plan is tabled for discussion at each meeting for the purpose of review and update as required by the Board.

The Board’s Community Plan assists to contribute to the Council’s 10-year plan with focus on:

·    new and current priorities (in order of importance with justification and estimated costs for each) for inclusion in the DCC 10-year Plan

·    items the Board would like for delivery to the community (for items that would not require support or funding from the DCC, over and above the Community Board funding)

 

Attachments

There are no attachments for this report.

 


Otago Peninsula Community Board

30 March 2023

 

Board Updates

Department: Civic

 

 

 

EXECUTIVE SUMMARY

1          Board members will provide updates on activities including:

-           Keep Dunedin Beautiful

-           Peninsula Roads

-           Community Meetings

-           Civil Defence/Community Response Planning

-           Wellers Rock

-           Te Rauone Reserve (including Playground subcommittee)

-           Sealion fence (Hoopers Inlet)

-           Te Umu Kiri signage

 

 

RECOMMENDATIONS

That the Board:

a)     Notes the Board Updates.

 

 

 

Signatories

Author:

Lauren Riddle - Governance Support Officer

Authoriser:

Sharon Bodeker - Manager Governance

Attachments

There are no attachments for this report.

 


Otago Peninsula Community Board

30 March 2023

 

 

Chairperson's Report

Department: Civic

 

 

 

EXECUTIVE SUMMARY

A verbal update will be provided by the Chairperson at the meeting, including:

 

·    Community Boards workshop on Zero Carbon Plan - 15 March 2023 (feedback)

·    Interim Speed Management Plan Hearing - 17 March 2023 (feedback)

·    Broad Bay bus shelters (art murals)

·    Dog control issues at Broad Bay Reserve

·    Portobello Boat Shed (update on mural)

·    Tomahawk: Reserve, gate to beach, landscaping of old school ground site

·    Weed spraying schedule for the Peninsula roading corridor

·    Tree removal schedule on the Peninsula roading corridor

·    Dog parks on DCC reserve land (Harwood)

·    Te Umu Kuri signage

·    Interpretive signage along the Peninsula

·    Peninsula bus service (overcrowding)

·    ANZAC DAY services

 

 

RECOMMENDATIONS

That the Board:

a)     Notes the update from the Chairperson.

 

 

 

Signatories

Authoriser:

Sharon Bodeker - Manager Governance

Attachments

There are no attachments for this report.