Agenda of Otago Peninsula Community Board

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	☐	☐	☒