Agenda of West Harbour Community Board

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

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
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 Wendy Collard

1 Public Forum

1.1 Public Forum Julie Fawcett

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

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

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

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

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

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.

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 (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

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
	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.
	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)
	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.
	Moved (Barbara Anderson/Jarrod Hodson): That the Board: Lays the Long Beach Amenities Society funding application on the table. Motion carried (WHCB/2023/018)
	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.
	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)
	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.
	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)
	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.
	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
	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
	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)
	Cr Mandy Mayhem withdrew from this item.
	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

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.

Moved (Duncan Eddy/Cr Mandy Mayhem):

That the Board:

a) Notes the Board updates

Motion carried (WHCB/2023/024)

8 Chairperson's Report

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.

Moved (Angela McErlane/Wayne Sefton):

That the Board:

a) Notes the Chairperson’s Report.

Motion carried (WHCB/2023/025)

9 Councillor's Update

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

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.

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

CHAIRPERSON

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

RECOMMENDATIONS

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.

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
	$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
29 March 2023	$584.10	Dunedin Sea Cadets
	$500.00	West Harbour Pony Club
	$500.00	Carey’s Bay Boatbuilders Celebration
	$2,000.00	Carey’s Bay Regatta Day

Total spent	$9,580.95

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

8 The West Harbour Community Board prepared submissions to the Dunedin City Council draft 2023/24 Annual Plan and the Otago Regional Council draft 2023/24 Annual. As both the dates for submissions closed before the Board meeting, the Board must now ratify the submissions it put forward. (Attached)

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

Attachments

	Title	Page
⇩a	Letter to Ravensbourne and Maia residents	26
⇩b	Submission to DCC	27
⇩c	Submission to ORC	33

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	☐	☐	☒