Agenda of Waikouaiti Coast Community Board

Waikouaiti Coast Community Board

17 May 2023

Waikouaiti Coast Community Board

MINUTES

Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the Surf Club Social Rooms, Warrington Domain, Warrington on Wednesday 05 April 2023, commencing at 5.30 pm

PRESENT

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

IN ATTENDANCE

Mike Cartwright (Acting Head People and Capability).

Governance Support Officer Rebecca Murray

1 Public Forum

1.5 Neighbours of Hikaroroa/Mt Watkin Community Group

Thomas Hayward from the Neighbours of Hikaroroa/Mt Watkin Community Group addressed the Board. He provided an overview of the group and sought the best mechanism for outreach to the community. Mr Hayward responded to members’ questions.

1.1 Street Lighting

Kyra Xavia addressed the Board regarding street lighting and advised that she was a delegate for the International Dark Sky Association. She endorsed Council’s decision to obtain dark skies community status through the new street lighting fitout. Ms Xavia advised that part of her role as delegate was to provide a gateway to further reduce light pollution through new developments and reviewing to change household light emissions. Ms Xavia responded to members’ questions.

Moved (Alasdair Morrison/Andy Barratt):

That the Board:

Extends Public Forum.

Motion carried

1.2 Waikouaiti Bowling Club

John Dempster and Barry Sloper from the Waikouaiti Bowling Club addressed the Board about their funding application and responded to members’ questions.

1.3 Blueskin Youth & Community Amenities Association

Paul Clements and Andrew Booth from the Blueskin Youth & Community Amenities Association addressed the Board about their funding application and responded to members’ questions.

Cr Jim O’Malley entered the meeting at 6.12 pm.

1.4 Sport Otago

Duane Donovan from Sport Otago addressed the Board about recreational facilities. He advised that the Waikouaiti Tennis Club approached Sport Otago on ideas to utilise the club grounds better. The Club was able to get feedback from adults, so asked Sport Otago to assist with the younger generation on their needs and wants. He advised the report included in the agenda resulted from research conducted at Waikouaiti Primary School. Concerns were raised by pupils about the slide at the Waikouaiti Recreation Reserve, and Mr Donovan asked if this could be redesigned as a priority. Mr Donovan responded to members’ questions.

Sonya Billyard left the meeting at 6.36 pm.

1.6 Concerns with the Warrington Area

Ron Park addressed the meeting on his concerns with the Warrington area. His concerns included the dips in Hill Road, pine trees halfway between the main road and the Warrington turn off are over grown and were close to hitting power lines. Also raised was a leak at the Park and Hill Road intersection and streetlight issues on Coast Road. Around five street lights no longer work. Mr Park also raised the need for more parking around the Esplanade as it was very popular. Mr Park responded to members’ questions.

2 Apologies

An apology was received from Mark Brown, an apology for lateness from Cr Jim O’Malley and an apology for early departure from Sonya Billyard.

Moved (Alasdair Morrison/Andy Barratt):

That the Board:

Accepts the apology from Mark Brown, the apology for lateness from Cr Jim O’Malley and apology for early departure from Sonya Billyard.

Motion carried (WCCB/2023/011)

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.

Chris McBride updated his register of interest by removing Manager Site Weld NZ Ltd and adding Shareholding Director Site Weld NZ (2023) Ltd.

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/2023/012)

4 Confirmation of Minutes

4.1 Waikouaiti Coast Community Board meeting - 22 February 2023

Moved (Chris McBride/Andy Barratt):

That the Board:

Confirms the minutes of the Waikouaiti Coast Community Board meeting held on 22 February 2023 as a correct record.

Motion carried (WCCB/2023/013)

Part A Reports

5 Funding Applications

A report provided a copy of the funding applications for the Board’s consideration and an update on the amount in the Board’s discretionary fund.

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

Ratifies the funding of $606.57 agreed via email for the Board newsletter printing to be paid to POWA as the umbrella organisation.

Motion carried (WCCB/2023/014)

Moved (Andy Barratt/Alasdair Morrison):

That the Board:

Approves the funding application from the Waikouaiti Bowling Club for $800.00 excl. GST towards replacing the existing fence at the southern end of the bowling green with the following condition:

Confirmation in writing of the funding sought from Otago Community Trust is approved by 31 May 2023 to ensure the project can be completed and then payment will be made.

Motion carried (WCCB/2023/015)

Moved (Alasdair Morrison/Andy Barratt):

That the Board:

a) Approves the funding application from the Blueskin Youth & Community Amenities Association for $1,500.00 towards the removal of the dangerous old pine tree to be paid into the Blueskin Youth Centre Assn Inc bank account.

b) Lay on the table the funding sought in the application towards the gravel for the walking tracks and the spray for weed control until the 28 June 2023 Board meeting for further consideration.

Motion carried (WCCB/2023/016)

6 Governance Support Officer's Report
	A report informed the Board on activities relevant to the Board’s area. Discussion was held on submitting on the ORC Annual Plan 2023/24. Discussion was held on the Public Forum presentation from Ron Park.
	Moved (Alasdair Morrison/Andy Barratt): That the Board: Notes the Governance Support Officer’s Report. Motion carried (WCCB/2023/017)

	Moved (Alasdair Morrison/Chris McBride): That the Board: a) Agrees that the Board will prepare a submission to the draft DCC Annual Plan 2023/24, noting that it will be ratified at the next Board meeting being held on 17 May 2023. b) Delegates the authority to Alasdair Morrison to finalise the submission on the draft DCC Annual Plan 2023/24. Motion carried (WCCB/2023/018)

Moved (Alasdair Morrison/Andy Barratt):

That the Board:

a) Agrees that the Board will prepare a submission to the draft ORC Annual Plan 2023/24, noting that it will be ratified at the next Board meeting being held on 17 May 2023.

b) Delegates the authority to Alasdair Morrison to finalise the submission on the draft ORC Annual Plan 2023/24.

Motion carried (WCCB/2023/019)

Moved (Alasdair Morrison/Andy Barratt):

That the Board:

Delegates Andy Barratt and Chris McBride to present at Public Forum at the Customer and Regulatory Committee meeting being held on 15 May 2023 to raise concerns from residents on not receiving outcomes from requests lodged with 477 4000 or dcc@dcc.govt.nz

Motion carried (WCCB/2023/020)

7 Community Plan

The Waikouaiti Coast Community Board Community Plan 2022-23 adopted 7 December 2022 is available on the DCC Website.

Discussion was held on updating the Board’s Community Plan in preparation for the upcoming 10 year plan consultation.

Moved (Chairperson Alasdair Morrison/Deputy Chairperson Andy Barratt):

That the Board:

a) Updates the Board’s Community Plan to 2023/24.

b) Agrees changes to the Board’s Community Plan be ratified at the next meeting being held on 17 May 2023.

Motion carried (WCCB/2023/021)

8 Board Representation and Roles

Board members provided an update on activities and areas of responsibility, which included:

Keep Dunedin Beautiful

Geraldine Tait attended the first meeting and advised that the Trees for Families event would be held later in the year around September.

Liaison with Funding Applicants

Alasdair Morrison advised that Friends of the Taieri Willow provided an update on where they were at with obtaining a bank account.

Moana Gow Swimming Pool Committee

Andy Barratt attended a committee meeting and advised there were still minor teething problems with the new management system.

OneCoast Recycling

Andy Barratt advised work was still being undertaken towards resource consent conditions with the containers. He also advised that discussions would be held with best practice on pricing items in the recovery centre.

Community Engagement

Andy Barratt spoke of the recent Board newsletter. Discussion was held on the frequency being twice a year.

Truby King Recreation Reserve Management Committee

Andy Barratt was compiling a letter to DCC staff seeking a timeline for the larger works within the Reserve Management Plan.

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

Notes the Board Updates.

Motion carried (WCCB/2023/022)

9 Chairperson's Report

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

Karitāne Harbour

Beach Street

Buses

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

That the Board:

Notes the Chairperson’s update.

Motion carried (WCCB/2023/023)

10 Councillor's Update

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

Future Development Strategy Plan

DCC Annual Plan

Waste Water Treatment Plants

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

That the Board:

Notes the Council Activities Update.

Motion carried (WCCB/2023/024)

The meeting concluded at 8.06 pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

17 May 2023

Part A Reports

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.

RECOMMENDATIONS

That the Board:

a) Considers the funding application from the Waiputai Trust.

Discretionary Fund

3 The Board has been allocated $10,000.00 for the 2022/23 year.

4 $1,434.43 is available for the remainder of the 2022/23 year. To date $8,565.57 has been spent or allocated 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
22 February 2023	$2000.00	*Friends of the Taieri Willow – towards a tool shed
5 April 2023	$606.57	POWA – Board newsletter printing to be paid to POWA as the umbrella organisation
5 April 2023	$800.00	*Waikouaiti Bowling Club – towards replacing the existing fence at the southern end of the bowling club green
5 April 2023	$1,500.00	Blueskin Youth & Community Amenities – towards the removal of the dangerous old pine tree
Total	$8,565.57

*To be paid once criteria in approved resolution has been met

Funding Request Applications

5 Waiputai Trust requested $375.00 towards running three ‘Computer Learning Clinics’ during the remainder of 2023 to enable the community to learn how to better connect with others through technology and to keep up with current technology trends (Attachment A).

Signatories

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

Attachments

	Title	Page
⇩a	Waiputai Trust Funding Application	18

Waikouaiti Coast Community Board

17 May 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) DCC Annual Plan 2023/24 Board Submission

b) ORC Annual Plan 2023/24 Board Submission

c) Currently Being Consulted on by Dunedin City Council

d) Roadworks Schedule

e) Dunedin City Council Updates

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Ratifies the Waikouaiti Coast Community Board’s submission to the draft DCC Annual Plan 2023/24 retrospectively.

c) Ratifies the Waikouaiti Coast Community Board’s submission to the draft ORC Annual Plan 2023/24 retrospectively.

Draft DCC Annual Plan 2023/24 Board Submission

2 The Board’s submission to the draft DCC Annual Plan 2023/24 is attached for the Board’s ratification (Attachment A).

Draft ORC Annual Plan 2023/24 Board Submission

3 The Board’s submission to the draft ORC Annual Plan 2023/24 is attached for the Board’s ratification (Attachment B).

Currently Being Consulted on by Dunedin City Council

4 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

5 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

6 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

7 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	Waikouaiti Coast Community Board submission to the draft DCC Annual Plan 2023/24	21
⇩b	Waikouaiti Coast Community Board submission to the draft ORC Annual Plan 2023/24	25

	Title	Page
A ⇩	Minutes of Waikouaiti Coast Community Board meeting held on 5 April 2023	9