Agenda of West Harbour Community Board - Wednesday, 29 March 2023

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

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.

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

	Title	Page
A ⇩	Minutes of West Harbour Community Board meeting held on 15 February 2023	11