Notice of Meeting:
I hereby give notice that an ordinary meeting of the West Harbour Community Board will be held on:
Date: Wednesday 10 May 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 |
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Deputy Chairperson |
Kristina Goldsmith |
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Members |
Barbara Anderson |
Duncan Eddy |
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Jarrod Hodson |
Cr Mandy Mayhem |
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Wayne Sefton |
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Senior Officer Dave Ward, Group Manager 3 Waters
Governance Support Officer Clare Sullivan
Clare Sullivan
Principal Committee Advisor
Telephone: 03 477 4000
clare.sullivan@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
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West Harbour Community Board 10 May 2023 |
ITEM TABLE OF CONTENTS PAGE
1 Public Forum 4
1.1 Public Forum Jennifer Lawn 4
1.2 Public Forum Hannah O'Neill 4
1.3 Public Forum Jill Jackman 4
1.4 Public Forum Port Chalmers Foundry Society 4
2 Apologies 4
3 Confirmation of Agenda 4
4 Declaration of Interest 5
5 Confirmation of Minutes 9
5.1 West Harbour Community Board meeting - 29 March 2023 9
Part A Reports (West Harbour Community Board has power to decide these matters)
6 Funding Application 17
7 Governance Support Officer's Report 22
8 Community Plan 37
9 Board Updates 51
10 Chairperson's Report 52
11 Councillor's Update 53
12 Notice of Motion - Shared Pathway 54
13 Notice of Motion - Communication Strategy 56
14 Items for Consideration by the Chairperson 58
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West Harbour Community Board 10 May 2023 |
1.1 Public Forum Jennifer Lawn
Jennifer Lawn, from The Halo Project, wishes to address the board to give an update on the Halo Project.
1.2 Public Forum Hannah O'Neill
Hannah O’Neill, a scholarship funding recipient, wishes to address the board to report back on the funding she received recently.
Jill Jackman wishes to address the board to present a petition regarding Borlases Road.
1.4 Public Forum Port Chalmers Foundry Society
Lana Oranje and Robert Scott from the Port Chalmers Foundry Society, wish to address the board to speak to their funding application.
At the close of the agenda no apologies had been received.
Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.
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West Harbour Community Board 10 May 2023 |
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.
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
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Title |
Page |
⇩a |
Register of Interests |
6 |
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West Harbour Community Board 10 May 2023 |
West Harbour Community Board meeting - 29 March 2023
That the Board: a) Confirms the public part of the minutes of the West Harbour Community Board meeting held on 29 March 2023 as a correct record.
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Attachments
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Title |
Page |
A⇩ |
Minutes of West Harbour Community Board meeting held on 29 March 2023 |
10 |
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West Harbour Community Board 10 May 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 29 March 2023, commencing at 5.30 pm
PRESENT
Chairperson |
Angela McErlane |
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Deputy Chairperson |
Kristina Goldsmith
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Members |
Barbara Anderson |
Duncan Eddy |
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Jarrod Hodson |
Cr Mandy Mayhem |
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Wayne Sefton |
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IN ATTENDANCE |
David Ward (Group Manager 3 Waters). |
Governance Support Officer Wendy Collard
1 Public Forum
1.1 Public Forum Julie Fawcett
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Julie Fawcett provided an overview of the Artisan Markets which she ran in particular the ones that were held on days there was a cruise ship in Port. |
1.2 Public Forum Dunedin Sea Cadets
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Kristina Goldsmith withdrew from this. Jonny Goldsmith spoke in support of the Dunedin Sea Cadets funding request for materials to build new access ladders and responded to questions. |
Moved (Angela McErlane/Barbara Anderson):
That the Board
Extends Public Forum beyond 30 minutes.
Motion carried
1.3 Public Forum Joanna Kidston
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Joanna Kidston spoke in support of the Careys Bay Hotel Social Club funding request for the Carey’s Bay Community Regatta Day. Ms Kidston provided an update on the funding that was required to hold the event and advised that Port Otago had donated the cost of the traffic management. |
1.4 Public Forum Creative Control Events - Careys Bay Boatbuilders
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Shelley Gorman from Creative Control Events, addressed the meeting on their funding request for marketing materials, display information and event organisation for a celebration of Carey’s Bay Boatbuilders. |
1.5 Public Forum Tracey McNamara – Long Beach Amenities Society
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Tracey McNamara, President, Long Beach Amenities Society, spoke in support of their funding application towards replacement of the roof for the Long Beach Hall. |
1.6 Public Forum Paulina Barry
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Paulina Barry spoke to her PowerPoint presentation on street lighting and the impact on dark skies and the wildlife. |
2 Apologies |
There were no apologies.
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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.
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Moved (Barbara Anderson/Jarrod Hodson): That the Board:
a) Notes the Elected Members' Interest Register; and b) Confirms the proposed management plan for Elected Members' Interests. Motion carried (WHCB/2023/015) |
4 Confirmation of Minutes
4.1 West Harbour Community Board meeting - 15 February 2023 |
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Moved (Barbara Anderson/Jarrod Hodson): That the Board:
a) Confirms the minutes of the West Harbour Community Board meeting held on 15 February 2023 with the amendments as agreed. Motion carried (WHCB/2023/016) |
Part A Reports
5 Funding Applications |
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Kristina Goldsmith withdraw from the discussion on the Dunedin Sea Cadets funding application. The Board gave consideration to the Dunedin Sea Cadets funding application for $584.10 to purchase materials to manufacture two new access ladders. |
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Moved (Duncan Eddy/Barbara Anderson): That the Board:
a) Approves the funding request from the TS NIMROD Sea Cadet Assoc for $584.10 towards the purchase materials to manufacture two new access ladders. Motion carried (WHCB/2023/017)
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Following discussion, the Board agreed to lay the funding application from the Long Beach Amenities Society until their first meeting of the 2023/24 financial year and would like an update from the society on the results of their other funding applications. |
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Moved (Barbara Anderson/Jarrod Hodson): That the Board: Lays the Long Beach Amenities Society funding application on the table. Motion carried (WHCB/2023/018)
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The Board gave consideration to a funding request from the West Harbour Pony Club for $500.00 towards a new arena fencing to keep the riders and horses safe. |
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Moved (Barbara Anderson/Wayne Sefton): That the Board:
a) Approves the funding request from the West Harbour Pony Club for $500.00 towards a new arena fencing to keep the riders and horses safe. Motion carried (WHCB/2023/019) |
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The Board gave consideration to the funding request from Creative Control Events on behalf of the Carey’s Bay Boatbuilders for $1500.00 towards marketing materials, displays, design; and event organisation and management. Following discussion, it was agreed that the Board would support this project, subject to the approved funding being utilised towards the costs of the producing of the historical documentation and confirmation from the Port Chalmers Maritime Museum would accept these. |
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Moved (Barbara Anderson/Jarrod Hodson): That the Board: a) Approves the funding request from the Creative Control Events on behalf of the Carey’s Bay Boatbuilders for $500.00 subject to the following: i) The funding be utilised for the production of the historical documentation; ii) Written confirmation from the Port Chalmers Maritime Museum that they would be happy to add this documentation to its collection. Motion carried (WHCB/2023/020)
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The Board gave consideration from the Carey’s Bay Hotel Social Club for $3,000 towards the Carey’s Bay Community Regatta Day. The Board noted that during Ms Kidston’s presentation, she advised that Port Otago had donated the cost of the Traffic Management. |
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Moved (Duncan Eddy/Kristina Goldsmith): That the Board: a) Approves the funding request from Golden Harvest Contractors Ltd trading as the Carey’s Bay Hotel for $2000.00 towards the Carey’s Bay Community Regatta Day. Motion carried (WHCB/2023/021) |
6 Governance Support Officer's Report |
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A report from Civic provided an update on activities relevant to the Board area which included: a) Funding update b) Board presentation to Civic Affairs – It was noted that the Board was scheduled to present to the Civic Affairs Committee on 16 May 2023. c) Change to recycling and rubbish collection day for Ravensbourne and Maia from a Tuesday to a Monday. d) Draft Dunedin City Council 2023/24 Annual Plan – there was discussion on a workshop to discuss the preparation of the Board’s submission. e) Draft Otago Regional Council 2023/24 Annual Plan – It was noted that the submission period to the draft Otago Regional Council 2023/24 closes on 14 April 2023. f) Ravensbourne Community Hall – Upgrade work was currently being undertaken and as a result the hall would be unavailable until mid-July 2023 |
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Moved Barbara Anderson/Kristina Goldsmith): That the Board:
a) Notes the Governance Support Officer’s Report. b) Agrees that the Board would prepare a submission to the draft Otago Regional Council Annual Plan 2023/24, noting that it would be ratified at the 10 May 2023 meeting. Motion carried (WHCB/2023/022)
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Cr Mandy Mayhem withdrew from this item.
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Moved (Barbara Anderson/Jarrod Hodson): That the Board:
c) Agrees that the Board would prepare a submission to the draft Dunedin City Council Annual Plan 2023/24, noting that it would be ratified at the 10 May 2023 meeting. Motion carried (WHCB/2023/023) |
7 Board Updates |
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Port Noise Liaison Committee Kristina Goldsmith provided an update on the Port Noise Liaison Committee and advised that an online complaint form was being developed.
Ravensbourne Liaison including Ravensdown Community Liaison Group Jarrod Hodson provided an update on the Ravensdown Community Liaison Group which included the monitoring that was being undertaken.
Keep Dunedin Beautiful Barbara Anderson advised that there was no update as Keep Dunedin Beautiful had not met yet.
Otago Access Radio Barbara Anderson provided an update on the topics that she spoke on and advised that the Board’s next segment was 11 April 2023.
Aramoana Liaison Barbara Anderson provided an update on the group’s last meeting which included sustainable fishing, storm damage and parking at the Domain and the installation of a toilet.
Infrastructure Liaison Kristina Goldsmith and Ange McErlane advised that there was no update.
Long Beach and Pūrākaunui Amenities Society Duncan Eddy advised that he had contacted the groups to introduce himself as the Board’s representative.
West Harbour Emergency Response Group Ange McErlane provided an update
Policing Matters Wayne Sefton provided an update on policing matters
Community Awards and Scholarships Duncan Eddy and Kristina Goldsmith advised that there was no update.
Social Media Duncan Eddy provided an update on the activity on the Board’s Facebook page including the posts that he had published.
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Moved (Duncan Eddy/Cr Mandy Mayhem): That the Board:
a) Notes the Board updates Motion carried (WHCB/2023/024) |
8 Chairperson's Report |
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The Chairperson provided an update on matters of interest which included: a) Speed limit consultation – Duncan Eddy provided an update on the presentation of the Board’s submission to the Interim Speed Limit Plan. b) Port Chalmers Maritime Museum – Ange McErlane advised that the museum would be closed until the refit had been completed. c) Workshop – It was agreed that the Board would hold a workshop on 5 April 2023 to discuss the Board’s submissions to the draft DCC Annual Plan 2023-24 and the draft ORC Annual Plan 2023-24. d) Kāinga Ora – Ange McErlane advised that Kāinga Ora would be holding a public meeting on 4 April 2023 at the Rugby Clubrooms from 5.30 pm to 7.30 pm to discuss their social housing in Port Chalmers.
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Moved (Angela McErlane/Wayne Sefton): That the Board:
a) Notes the Chairperson’s Report. Motion carried (WHCB/2023/025) |
9 Councillor's Update |
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Councillor Mandy Mayhem provided an update on matters of interest which included: Interim Speed Limit Plan Council’s Dunedin Hospital “They Save We Pay” Campaign
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Moved (Angela McErlane/Barbara Anderson): That the Board:
a) Notes the Councillor’s Update. Motion carried (WHCB/2023/026) |
The meeting concluded at 8.35 pm.
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CHAIRPERSON
West Harbour Community Board 10 May 2023 |
Funding Application
Department: Civic
EXECUTIVE SUMMARY
1 An application has been received from the Port Chalmers Foundry Society for $2,000.00 towards an art project with schools in the West Harbour to culminate in an exhibition at a gallery in Port Chalmers (Attachment A).
2 The remaining balance in the Board’s Discretionary Fund for the 2022/23 financial year is $1,919.05
That the Board: a) Considers the funding request from the Port Chalmers Foundry Society.
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Signatories
Author: |
Clare Sullivan - Principal Committee Advisor |
Authoriser: |
Clare Sullivan - Principal Committee Advisor |
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Title |
Page |
⇩a |
Application |
18 |
West Harbour Community Board 10 May 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) Ratification of submissions
That the Board: a) Notes the Governance Support Officer’s Report b) Ratifies the Board’s submission to the 2023/24 Dunedin City Council draft Annual Plan c) Ratifies the Board’s submission to the 2023/24 Otago Regional Council draft Annual Plan.
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Project Fund
2 The Board has $1,919.05 available for the remainder of the 2022/23 financial year (not including any decisions made at the meeting on 10 May. To date $9,580.95 has been allocated as follows:
Meeting Date |
Amount |
Recipient |
3 August 2022 |
$1500.00 |
Rothesay News |
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$550.85 |
Cigarette Butt Bins |
7 December 2022 |
$1,500.00 |
Scholarship applications (3) |
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$240.00 |
Otago Access Radio |
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$600.00 |
Pūrakaunui School |
15 February 2023 |
$656.00 |
West Harbour Beautification Trust |
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$950.00 |
Up Your Act |
29 March 2023 |
$584.10 |
Dunedin Sea Cadets |
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$500.00 |
West Harbour Pony Club |
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$500.00 |
Carey’s Bay Boatbuilders Celebration |
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$2,000.00 |
Carey’s Bay Regatta Day |
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Total spent |
$9,580.95 |
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Civic Affairs Committee
3 The West Harbour Community Board is invited to present to the Civic Affairs Committee meeting being held on 16 May 2023 and should consider what issues relating to the West Harbour area it would like to highlight for the Chair to present.
Upcoming change to recycling and rubbish collection day – Ravensbourne and Maia areas
4 A letter was posted to Ravensbourne and Maia property owners on Monday 17 April, advising them of a kerbside collection service change from 3 July 2023. (Attached) The changes include kerbside recycling and rubbish collection day changing from Tuesday to Monday and the bin schedule is swapping around.
5 This brings the two suburbs into line with the rest of West Harbour, reducing collection truck trips, fuel use and emissions.
6 A follow-up letter will go to residents in the areas affected prior to 3 July, as well as targeted advertising. For two weeks after the collection service change, contractors will provide follow-up kerbside collection support for those who put their bins on the wrong day or wrong type of bin out.
Draft Annual Plans 2023/24
Roadworks Schedule
9 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
10 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
11 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 |
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Title |
Page |
⇩a |
Letter to Ravensbourne and Maia residents |
26 |
⇩b |
Submission to DCC |
27 |
⇩c |
Submission to ORC |
33 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision enables democratic local decision making and action by, and on behalf of communities.
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Fit with strategic framework
There is no contribution to the Strategic Framework. |
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Māori Impact Statement There are no known implications for Māori. |
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Sustainability There are no implications for sustainability. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations The funding request can be met from the Board’s discretionary fund. |
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Significance This decision is considered low significance in terms of the Council’s Significance and Engagement Policy. |
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Engagement – external There has been no external engagement. |
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Engagement - internal Internal engagement has occurred with appropriate staff members. |
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Risks: Legal / Health and Safety etc. There are no risks. |
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Conflict of Interest There is no known conflict of interest. |
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Community Boards The report provides information on activities in or relevant to the Board area. |
West Harbour Community Board 10 May 2023 |
Community Plan
Department: Civic
Signatories
Authoriser: |
Clare Sullivan - Principal Committee Advisor |
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Title |
Page |
⇩a |
Community Plan |
38 |
West Harbour Community Board 10 May 2023 |
Board Updates
Department: Civic
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
That the Board: a) Notes the Board updates
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Signatories
Authoriser: |
Clare Sullivan - Principal Committee Advisor |
There are no attachments for this report.
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West Harbour Community Board 10 May 2023 |
Chairperson's Report
Department: Civic
EXECUTIVE SUMMARY
1 The Chairperson will provide an update on matters of interest including:
a) Civic Affairs
b) Shared Path update
c) Centennial Gardens
d) Workshop date for Community Plan
That the Board: a) Notes the Chairperson’s Report.
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Signatories
Authoriser: |
Clare Sullivan - Principal Committee Advisor |
There are no attachments for this report.
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West Harbour Community Board 10 May 2023 |
Councillor's Update
Department: Civic
EXECUTIVE SUMMARY
1 Councillor Mandy Mayhem will provide an update on matters of interest.
That the Board: a) Notes the Councillor’s Update.
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Signatories
Authoriser: |
Clare Sullivan - Principal Committee Advisor |
There are no attachments for this report.
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West Harbour Community Board 10 May 2023 |
Notice of Motion - Shared Pathway
EXECUTIVE SUMMARY
1 In accordance with Standing Order 26.1, the attached Notice of Motion was received from Barbara Anderson at least five clear working days before the meeting, for inclusion on the agenda for the meeting being held on Wednesday, 10 May 2023:
That the Board: a) Considers the Notice of Motion. |
Attachments
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Title |
Page |
⇩a |
Notice of Motion |
55 |
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West Harbour Community Board 10 May 2023 |
Notice of Motion - Communication Strategy
EXECUTIVE SUMMARY
1 In accordance with Standing Order 26.1, the attached Notice of Motion was received from Barbara Anderson at least five clear working days before the meeting, for inclusion on the agenda for the meeting being held on Wednesday, 10 May 2023:
That the Board: a) Considers the Notice of Motion. |
Attachments
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Title |
Page |
⇩a |
Notice of Motion |
57 |