Notice of Meeting:

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

 

Date:                                                    Wednesday 29 March 2023

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

Principal Committee Advisor

 

 

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.

 


West Harbour Community Board

29 March 2023

 

 

ITEM TABLE OF CONTENTS                                                                                                                                         PAGE

 

1             Public Forum                                                                                                                                                              4

1.1       Public Forum Julie Fawcett                                                                                                                      4

1.2       Public Forum Dunedin Sea Cadets                                                                                                        4

1.3       Public Forum Billie Allan                                                                                                                           4

1.4       Public Forum Joanna Kidston                                                                                                                  4

1.5       Public Forum Creative Control Events - Careys Bay Boatbuilders                                             4

1.6       Public Forum Tracey McNamara - Longbeach Amenities Society                                              4

2             Apologies                                                                                                                                                                    4

3             Declaration of Interest                                                                                                                                           5

4             Confirmation of Minutes                                                                                                                                    10

4.1       West Harbour Community Board meeting - 15 February 2023                                               11

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

5             Funding Applications                                                                                                                                            18

6             Governance Support Officer's Report                                                                                                            54

7             Board Updates                                                                                                                                                        60

8             Chairperson's Report                                                                                                                                           61

9             Councillor's Update                                                                                                                                              62

 


West Harbour Community Board

29 March 2023

 

 

1          Public Forum

1.1       Public Forum Julie Fawcett

Julie Fawcett, wishes to address the meeting concerning the No. 14 bus.

1.2       Public Forum Dunedin Sea Cadets

Jonny Goldsmith from the Dunedin Sea Cadets, wishes to address the meeting concerning a funding request for materials to build new access ladders.

1.3       Public Forum Billie Allan

Billie Allan, a scholarship funding recipient, wishes to address the board to report back on the funding she received recently.

1.4       Public Forum Joanna Kidston

Joanna Kidston, Secretary, Careys Bay Hotel Social Club, wishes to address the meeting about the funding request for the Carey’s Bay Community Regatta Day.

1.5       Public Forum Creative Control Events - Careys Bay Boatbuilders

Shelley Gorman from Creative Control Events, wishes to address the meeting concerning a funding request for marketing materials, display information and event organisation for a celebration of Carey’s Bay Boatbuilders.

1.6       Public Forum Tracey McNamara - Longbeach Amenities Society

Tracey McNamara, President, Longbeach Amenities Society, wishes to address the meeting concerning a funding request towards replacement of the roof for the Longbeach Hall.

2          Apologies

At the close of the agenda no apologies had been received.


West Harbour Community Board

29 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.

 

 

RECOMMENDATIONS

That the Board:

a)     Notes/Amends if necessary the Elected Members' Interest Register attached as Attachment A; and

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

 

 

Attachments

 

Title

Page

a

Register of Interest

6

 

 


West Harbour Community Board

29 March 2023

 




 


West Harbour Community Board

29 March 2023

 

Confirmation of Minutes

West Harbour Community Board meeting - 15 February 2023

 

 

 

RECOMMENDATIONS

That the Board:

a)     Confirms the public part of the minutes of the West Harbour Community Board meeting held on 15 February 2023 as a correct record.

 

 

 

Attachments

 

Title

Page

A

Minutes of West Harbour Community Board meeting  held on 15 February 2023

11

 

 


West Harbour Community Board

29 March 2023

 

 

 

West Harbour Community Board

MINUTES

 

Minutes of an ordinary meeting of the West Harbour Community Board held in the Rolfe Room, Port Chalmers Town Hall, Port Chalmers on Wednesday 15 February 2023, commencing at 5.30 pm

 

PRESENT

 

Chairperson

Ange McErlane

 

Deputy Chairperson

Kristina Goldsmith

 

Members

Barbara Anderson

Duncan Eddy

 

Jarrod Hodson

Cr Mandy Mayhem

 

Wayne Sefton

 

 

 

IN ATTENDANCE

David Ward (Group Manager 3 Waters).

 

Governance Support Officer                  Clare Sullivan

 

 

 

1          Public Forum

1.1       Public Forum Kate Bendall

 

Kate Bendall spoke to the board regarding ongoing concerns about route 14 bus patronage by cruise ship visitors.

 

 

1.2       Public Forum Steve Duder

 

Steve Duder spoke to the board regarding safety, capacity and access issues at Back Beach.

 

 

1.3       Public Forum Graham Wall

 

Graham Wall spoke to the board about maintenance at Pioneer Hall and the possibility of storage for dinghies at Deborah Bay.

 

 

 

1.4       Public Forum Antonia Wood

 

Antonia Wood, spoke to the board requesting the Council provide more facilities on the new shared path including recycling bins, and facilities for dog walkers.

 

1.5       Public Forum Paul Munro

 

Paul Munro, spoke to the board on behalf of the Aramoana League and asked that the board advocate for the maintenance of existing assets, in order to protect the conservation area.

 

1.6       Public Forum West Harbour Beautification Trust

 

Franscisca Griffin spoke to the board about the funding application on behalf of the West Harbour Beautification Trust for the Albertson Ave orchard.

 

1.7       Public Forum Up Your Act

 

Antoinette O’Flanagan spoke to the board on behalf of Up Your Act about the funding request for a music festival to be held in Puraukaunui.

 

             Briefing from Downer re State Highway 88

 

Letitia McRodden (Downer) provided a briefing on the planned work for State Highway 88, Parry St to Ravensbourne.

The board suggested consultation methods for the area.

 

2          Apologies

An apology for early departure was received from Jarrod Hodson.

Moved (Chairperson Ange McErlane/Deputy Chairperson Kristina Goldsmith):

That the Board:

Accepts the apology for early dpearture from Jarrod Hodson.

Motion carried (WHCB/2023/001)

 

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.

 

 

 

Moved (Ange McErlane/Duncan Eddy):

That the Board:

 

a)     Notes the Elected Members' Interest Register; and

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

Motion carried (WHCB/2023/002)

4          Confirmation of Minutes

4.1       West Harbour Community Board meeting - 7 December 2022

 

Moved (Ange McErlane/Wayne Sefton):

That the Board:

 

a)     Confirms the public part of the minutes of the West Harbour Community Board meeting held on 07 December 2022 as a correct record.

Motion carried (WHCB/2023/003)

 

Part A Reports

5          Funding ApplicationS

 

West Harbour Beautification Trust

 

Moved (Barbara Anderson/Jarrod Hodson):

That the Board:

 

Approves the funding application from the West Harbour Beautification Trust for $656.00 towards maintenance of the Albertson Ave reserve.

Motion carried (WHCB/2023/004)

 

 

 

Up Your Act – Mini Music Festival

 

Moved (Barbara Anderson/Kristina Goldsmith):

That the Board:

Accepts the funding application from Up Your Act represented by Antoinette O’Flanagan

 

Motion carried (WHCB/2023/005)

 

 

Moved (Barbara Anderson/Kristina Goldsmith):

That the Board:

 

Approves the funding application from Antoinette O’Flanagan on behalf of Up Your Act for $950. Towards the Mini Music Festival.

Division

The Board voted by division

 

For:    Crs Barbara Anderson, Kristina Goldsmith, Jarrod Hodson, Ange McErlane, Mandy Mayhem and Wayne Sefton (6).

Against:        Nil

Abstained:   Nil

 

The division was declared CARRIED by 6 votes to 0

 

Motion carried (WHCB/2023/006)

 

Duncan Eddy withdrew from this item

6          Governance Support Officer's Report

 

A report from Civic provided an update of activities relevant to the Board area.

 

 

 

 

Moved (Duncan Eddy/Cr Mandy Mayhem):

That the Board:

 

a)     Notes the Governance Support Officer’s Report.

Motion carried (WHCB/2023/007)

 

 

Moved (Barbara Anderson/Cr Mandy Mayhem):

That the Board:

b)     Votes for Kristina Goldsmith as the Community Boards’ Executive Committee’s (CBEC) Zone Six Representative.

 

Motion carried (WHCB/2023/008)

 

 

Moved (Ange McErlane/Cr Mandy Mayhem):

That the Board:

c)     Appoints Duncan Eddy as the Board’s co-ordinator on Social Media.

Motion carried (WHCB/2023/009) with Barbara Anderson recording her vote against

 

 

Moved (Ange McErlane/Kristina Goldsmith):

That the Board:

d)     Appoints Barbara Anderson as the Board’s representative on the West Harbour Beautification Trust.

Motion carried (WHCB/2023/010)

 

 

Moved (Duncan Eddy/Cr Mandy Mayhem):

That the Board:

e)     Agrees that the next meeting of the West Harbour Community Board would be held on Wednesday 29 March at 5.30 pm.

Motion carried (WHCB/2023/011)

 

7          Board Updates

 

         

Port Noise Liaison Committee

 

Kristina Goldsmith provided an update on the Port Noise Liaison Committee and advised that there had been a variety of noise complaints which were being managed. 

 

             Ravensbourne Liaison including Ravensdown Community Liaison Group

 

Jarrod Hodson advised that there was no update as the group had not met yet.

 

             Keep Dunedin Beautiful 

 

Barbara Anderson advised there was no update as the group had not met yet.

 

            

Otago Access Radio

 

Barbara Anderson noted  the first episode aired on 14 February and that it was available as a podcast. The next episode would be 14 March.

 

Aramoana Liaison

 

Barbara Anderson provided an update which included, concerns about over- harvesting of paua and shellfish, state of roads at the Aramoana settlement and from Port Chalmers to Aramoana, the state of the toilets and parking at the Domain.

 

Infrastructure Liaison

 

Kristina Goldsmith and Ange McErlane provided a brief update on infrastructure matters.

 

             Long Beach and Pūrākaunui Amenities Societies

 

Duncan Eddy advised that there was no update as the groups had not met.

 

             West Harbour Emergency Response Group

 

Ange McErlane provided an update on the West Harbour Emergency Response Group which included the new Emergency Information booklets.

 

             Policing Matters

 

Wayne Sefton provided an update on policing matters.

 

             Community Awards and Scholarships

 

Duncan Eddy and Kristina Goldsmith noted there was no update.

 

             Social Media 

 

Duncan Eddy provided a brief update.

 

 

 

 

Moved (Ange McErlane/Kristina Goldsmith):

That the Board:

 

Notes the Board updates

Motion carried (WHCB/2023/012)

 

8          Community Plan

 

 

The Board discussed the Community Plan.

 

 

 

 

9          Chairperson's Report

 

The Chairperson provided an update on matters of interest which included progress on the museum, arrangements for ANZAC Day and Route 14 bus issues.

 

 

 

Moved (Chairperson Ange McErlane/Cr Mandy Mayhem):

That the Board:

 

Notes the Chairperson’s Report.

Motion carried (WHCB/2023/013)

 

10        Councillor's Update

 

Councillor Mandy Mayhem provided an update on matters of interest which included the Council committee structure, recent council decisions from meetings and the process for the Annual Plan.

 

 

 

Moved (Cr Mandy Mayhem/Kristina Goldsmith):

That the Board:

 

Notes the Councillor’s Update.

Motion carried (WHCB/2023/014)

 

 

 

 

The meeting concluded at 9.12 pm

 

 

 

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

CHAIRPERSON

   

 


West Harbour Community Board

29 March 2023

 

Part A Reports

 

Funding Applications

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

1          An application has been received from the Dunedin Sea Cadets based in West Harbour for $584.10 to purchase materials to manufacture two new access ladders. (Attachment A).

2          An application has been received from Joanna Kidston on behalf of the Carey’s Bay Hotel Social Club for $3,000 for a Carey’s Bay Community Regatta Day.  (Attachment B).

3          An application has been received from the West Harbour Pony Club for $500.00 towards new arena fencing to keep the riders and horses safe.  While the application forms notes the request is for $2,000, a later email notes they are seeking $500. (Attachment C).

4          An application has been received from Shelley Gorman from Creative Control Events on behalf of Carey’s Bay Boatbuilders for $1,500.00 to support the cost marketing materials, displays, design and event organisation and management. (Attachment D).

5          An application has been received from the Longbeach Amenities Society for $10,000 towards the replacement of the roof of the Longbeach Hall which is expected to cost between $42,000 - $44,000.   (Attachment E)

6          The remaining balance in the Board’s Discretionary Fund for the 2022/23 financial year is $5,503.15.

RECOMMENDATIONS

That the Board:

a)     Considers the funding request from the Dunedin Sea Cadets.

b)     Considers the funding request from the Carey’s Bay Hotel Social Club.

c)     Considers the funding request from the West Harbour Pony Club.

d)     Considers the funding request from Creative Control Events.

e)     Considers the funding request from the Longbeach Amenities Society.

 

 

 

Signatories

Author:

Clare Sullivan - Principal Committee Advisor

Authoriser:

David Ward - Group Manager 3 Waters

Attachments

 

Title

Page

a

Dunedin Sea Cadets

20

b

Carey's Bay Regatta Day

26

c

West Harbour Pony Club

34

d

Carey's Bay Boatbuilders Celebration

37

e

Longbeach Amenities Society

46

 

 


West Harbour Community Board

29 March 2023

 







West Harbour Community Board

29 March 2023

 









West Harbour Community Board

29 March 2023

 





West Harbour Community Board

29 March 2023

 











West Harbour Community Board

29 March 2023

 






 





West Harbour Community Board

29 March 2023

 

 

Governance Support Officer's Report

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

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

a)      Funding update

b)      Board presentation to Civic Affairs

c)       Change to recycling and rubbish collection day

d)      Process for the 2023

 

RECOMMENDATIONS

That the Board:

a)     Notes the Governance Support Officer’s Report.

 

Project Fund

2          The Board has $5,503.15 available for the remainder of the 2022/23 financial year (not including any decisions made at the meeting on 15 February.  To date $5996.85 has been allocated as follows:

Meeting Date

Amount

Recipient

3 August 2022

$1500.00

Rothesay News

 

$550.85

Cigarette Butt Bins

7 December 2022

$1,500.00

Scholarship applications (3)

 

$240.00

Otago Access Radio

 

$600.00

Pūrakaunui School

15 February 2023

$656.00

West Harbour Beautification Trust

 

$950.00

Up Your Act

Total

$5,996.85

 

 

 

Inward Correspondence

3          Project funding completion forms have been received from the West Harbour Arts Charitable Trust and Billie Allan (Attachment A).

Civic Affairs Committee

4          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.  At the start of each Committee meeting, 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. 

5          The West Harbour Community Board is invited to present to the Committee meeting being held on 16 May 2023 and should consider what issues it would like to highlight. 

Upcoming change to recycling and rubbish collection day – Ravensbourne and Maia areas

6          As part of the introduction of Council’s new kerbside collection contract on 1 July 2023 the collection day for the Ravensbourne and Maia areas will be changing from Tuesdays to Mondays.  This change will align these areas with the collection day for the rest of the West Harbour area, which will continue to receive collection services on Mondays.

7          There will be a targeted communications campaign for the residents in the Ravensbourne and Maia areas from April to June, prior to the change in collection day beginning Monday 3 July 2023. 

8          The collection service will be improved city-wide for 1 July 2024 when the DCC replaces plastic pre-paid bags with red-lidded rubbish bins and adds kitchen/garden waste bins. 

Draft Annual Plan 2023/24

9          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.

10        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.

11        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.

12        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:

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

b)        Proactive use of social media platforms to share digital content

c)         Proactive media releases

d)        Advertising in print media

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

 

13        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.

14        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.

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

 

Roadworks Schedule

16        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

17        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

18        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 - Principal Committee Advisor

Authoriser:

David Ward - Group Manager 3 Waters

Attachments

 

Title

Page

a

Project Funding Report Back

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

 

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 request 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.

 

 


West Harbour Community Board

29 March 2023

 



West Harbour Community Board

29 March 2023

 

 

Board Updates

Department: Civic

 

 

 

Board members may provide verbal updates on activities.

 

1          Port Noise Liaison Committee - Kristina Goldsmith

 

2          Ravensbourne Liaison including Ravensdown Community Liaison Group - Jarrod Hodson

 

3          Keep Dunedin Beautiful - Barbara Anderson

 

4          Otago Access Radio - Barbara Anderson

 

5          Aramoana Liaison - Barbara Anderson

 

6          Infrastructure Liaison Kristina Goldsmith and Ange McErlane

 

7          Long Beach and Pūrākaunui Amenities Society - Duncan Eddy

 

8          West Harbour Emergency Response Group - Ange McErlane

 

9          Policing Matters - Wayne Sefton

 

10        Community Awards and Scholarships - Duncan Eddy and Kristina Goldsmith

 

11        Social Media – Duncan Eddy

 

 

 

RECOMMENDATIONS

That the Board:

a)     Notes the Board updates

 

 

 

Signatories

Authoriser:

Clare Sullivan - Principal Committee Advisor

Attachments

There are no attachments for this report.

 


West Harbour Community Board

29 March 2023

 

 

Chairperson's Report

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

1          The Chairperson will provide an update on matters of interest including:

a)         Museum

b)        Speed limit consultation

c)         Emergency management

RECOMMENDATIONS

That the Board:

a)     Notes the Chairperson’s Report.

 

 

 

Signatories

Authoriser:

Clare Sullivan - Principal Committee Advisor

Attachments

There are no attachments for this report.

 


West Harbour Community Board

29 March 2023

 

 

Councillor's Update

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

1          Councillor Mandy Mayhem will provide an update on matters of interest.

RECOMMENDATIONS

That the Board:

a)     Notes the Councillor’s Update.

 

 

 

Signatories

Authoriser:

Clare Sullivan - Principal Committee Advisor

Attachments

There are no attachments for this report.