Notice of Meeting:
I hereby give notice that an ordinary meeting of the Otago Peninsula Community Board will be held on:
Date: Thursday 24 August 2023
Time: 10:00am
Venue: Portobello Bowling Club, Sherwood Street, Portobello
Sandy Graham
Chief Executive Officer
Otago Peninsula Community Board
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Paul Pope |
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Deputy Chairperson |
Hoani Langsbury
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Members |
Lox Kellas |
Stacey Kokaua-Balfour |
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Cheryl Neill |
Edna Stevenson |
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Cr Andrew Whiley |
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Senior Officer Jeanine Benson, Group Manager Transport
Governance Support Officer Lauren Riddle
Lauren Riddle
Governance Support Officer
Telephone: 03 477 4000
governance.support@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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Otago Peninsula Community Board 24 August 2023 |
ITEM TABLE OF CONTENTS PAGE
1 Public Forum 4
2 Apologies 4
3 Confirmation of Agenda 4
4 Declaration of Interest 5
5 Confirmation of Minutes 11
5.1 Otago Peninsula Community Board meeting - 22 June 2023 11
Part A Reports (Otago Peninsula Community Board has power to decide these matters)
6 Governance Support Officer's Report 19
7 Funding Application 33
8 Community Plan 42
9 Board Updates 43
10 Councillor's Update 44
11 Chairperson's Report 45
12 Items for Consideration by the Chairperson 46
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Otago Peninsula Community Board 24 August 2023 |
At the close of the agenda no requests for public forum had been received.
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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Otago Peninsula Community Board 24 August 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 and b) Confirms/Amends the proposed management plan for Elected Members' Interests. |
Attachments
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Title |
Page |
⇩a |
Register of Interest |
7 |
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Otago Peninsula Community Board 24 August 2023 |
Otago Peninsula Community Board meeting - 22 June 2023
That the Board: a) Confirms the minutes of the Otago Peninsula Community Board meeting held on 22 June 2023 as a correct record.
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Attachments
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Title |
Page |
A⇩ |
Minutes of Otago Peninsula Community Board meeting held on 22 June 2023 |
12 |
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Otago Peninsula Community Board 24 August 2023 |
Otago Peninsula Community Board
MINUTES
Minutes of an ordinary meeting of the Otago Peninsula Community Board held in the Portobello Bowling Club, Sherwood Street, Portobello on Thursday 22 June 2023, commencing at 10:05am.
PRESENT
Chairperson |
Paul Pope |
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Members |
Lox Kellas |
Stacey Kokaua-Balfour |
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Cheryl Neill |
Edna Stevenson |
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Cr Andrew Whiley |
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IN ATTENDANCE |
Jeanine Benson (Group Manager Transport). |
Governance Support Officer Lauren Riddle
1 Opening
Cheryl Neill opened the meeting with a reflection.
2 Public Forum
2.1 Pedestrian safety at The Cove |
A video presentation of pedestrian safety concerns at The Cove was shown to the meeting. The video showed examples of the difficulty faced by pedestrians crossing Portobello Road, to and from the bus stop (opposite Irvine Road). |
3 APOLOGIES |
Moved (Paul Pope/Lox Kellas): That the Board:
Accepts the apologies from Hoani Langsbury for absence and from Cr Andrew Whiley for lateness.
Motion carried |
4 CONFIRMATION OF AGENDA |
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Moved (Paul Pope/Cheryl Neill):
That the Board:
Confirms the agenda with the addition of a late report to Item 8 – Funding Applications, being the retrospective scholarship request for Taylor McLean.
Motion carried (OPCB/2023/028)
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Cr Whiley entered the meeting at 10:20am.
5 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.
Stacey Kokaua-Balfour advised she was no longer President of the Portobello Community Incorporated but remained a member. She is a member of the External Pacific Advisory Committee, and she is an employee of Te Hou Ora Whānau Services Ltd.
Edna Stevenson advised that she is a member of the Executive of the Portobello Bowling Club, as Club Captain.
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Moved (Chairperson Paul Pope/Cr Andrew Whiley): That the Board:
a) Amends the Elected Members' Interest Register and b) Amends the proposed management plan for Elected Members' Interests. Motion carried (OPCB/2023/029) |
6 Confirmation of Minutes
6.1 Otago Peninsula Community Board meeting - 18 May 2023 |
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Moved (Chairperson Paul Pope/Cr Andrew Whiley): That the Board: a) Confirms the minutes of the Otago Peninsula Community Board meeting held on 18 May 2023 as a correct record. Motion carried (OPCB/2023/030) |
Part A Reports
7 Governance Support Officer's Report |
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The report informed the Otago Peninsula Community Board of activities relevant to the Board area including: a) Project Fund balance of $2,323.28 to 30 June 2023. b) Scholarship feedback received from Jessie McGrouther c) Copy of the Future Development Strategy presentation for members information d) Freedom Camping (2022/2023 end of season report)
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Future Development Strategy Discussion was held on the Future Development Strategy presentation made to the community. The Chair advised that unfortunately due to disruptors at the public meeting meant that the Board had not received all the information being presented.
The Board members sought to request that the Community Development team, if possible, to provide Board members with an update in a workshop format.
Reserve Management Plan General Policies Members agreed that the Board would provide a submission to the Reserve Management Plan General Policies and that Stage 1 of the consultation process was open from 3 July to 28 July 2023 to make submissions.
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Moved (Paul Pope/Lox Kellas): That the Board: Agrees for the Chairperson to provide a submission on the Board’s behalf to the General Policies for the Reserve Management Plan General Policies.
Motion carried (OPCB/2023/031) |
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Moved (Paul Pope/Lox Kellas): That the Board:
Notes the Governance Support Officer’s Report. Motion carried (OPCB/2023/032) |
9 Community Plan |
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The Community Board Plan was reviewed by members.
The Chair requested that members provide corrections/amendments to the Governance Support Officer, ready for review at the next meeting. |
10 Board Updates |
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Board members provided verbal updates on activities including: Keep Dunedin Beautiful (KDB) Cheryl Neill advised the KDB meeting was held but that the minutes were still to be received. Discussion was held on re-initiating the process by the Board with KDB, to establish a mural for the Portobello Boat Shed.
Peninsula Roads Lox Kellas advised that the gravel roads were in reasonable shape with Centre Road requiring regrading, a sealed portion of Cape Saunders Road (in the vicinity of Kaimata Lodge) was in poor condition, a culvert wash out had occurred on Allans Beach Road (near the intersection with Cape Saunders Road). He also advised that roadside vegetation was starting to cause visibility issues at Portobello and that the carriageway appeared to be in poor condition in the vicinity of the Fletcher House car park at Broad Bay.
Community Meetings Community meetings were confirmed as being held at Macandrew Bay on 15 June, Harwood on 21 June with community meetings set for Pukehiki on 3 July and Broad Bay and Portobello in early July.
Civil Defence/Community Response Planning Lox Kellas advised that an “desktop” exercise was to be run on 23 June at the Civil Defence HQ in Dunedin.
Individual updates on areas of Board responsibility were provided: |
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Broad Bay/Macandrew Bay Stacey Kokaua-Balfour raised roading concerns for Broad Bay for Moerangi Street (a convex mirror due to speeding drivers), Oxley Street (need for pine tree to be trimmed back ) and that the residents of King George Street were concerned about the lack of seal on the cul-de-sac part of the street. She advised that the name “te Wana a” (something that is fun, thrilling or exciting) has been gifted from te Rūnaka o Ōtākou for the Portobello pump track.
100th anniversary of the Soldiers Memorial Paul Pope sought the Board’s consideration to support an event to mark the 100th anniversary of the Soldiers Memorial at the Highcliff Road lookout.
Lox Kellas to prepare an outline for the celebration/programme and to provide an idea of costs for the event back to the Board.
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Moved (Chairperson Paul Pope/Cr Andrew Whiley): That the Board:
Notes the Board Updates. Motion carried (OPCB/2023/039) |
11 Councillor's Update |
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Councillor Andrew Whiley provided a verbal update on matters of interest to the Board, including: public engagement for the Reserves Management Plan General Policies; adoption of the Ōtepoti Dunedin Destination Management Plan 2023; A Council report to be completed on the unfunded section of the Peninsula Connection Project from Portobello township to Harington Point, in time for the consideration at the 10 Year Plan 2024-2034. Cr Whiley shared the three Māori names gifted for the Otago Harbour shared pathway as Te Aka Ōtākou, Te Awa Ōtākou and Te Ara Moana. |
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Moved (Paul Pope/Lox Kellas): That the Board:
Notes the report from Cr Whiley. Motion carried (OPCB/2023/040) |
12 Chairperson's Report |
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A verbal update will be provided by the Chairperson at the meeting, including: · Board to request its presentation to the Civic Affairs Committee move to the September or October meeting · Transport - Use of white line markings of judder bars at Portobello causing confusion for pedestrians and speed humps being sought at Ōtākou by residents · Tomahawk school site – community consultation with Council ongoing. Stacey Kokaua-Balfour to join the consultation. · Community feedback and congratulations to staff on the highly successful installs at the Macandrew Bay playground of the skateboard ramps and basketball court · Roadside weed control – schedule from contractors due shortly. Weed control work set for late July, early August,
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Moved (Paul Pope/Edna Stevenson): That the Board:
a) Approves the Chairperson to make a submission on behalf of the Board for bilingual signage to be used on the Otago Peninsula. b) Notes the update from the Chairperson. Motion carried (OPCB/2023/041) |
13 Items for Consideration by the Chairperson |
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No items for consideration by the Chair were made. |
The meeting concluded at 12:03 pm.
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CHAIRPERSON
Otago Peninsula Community Board 24 August 2023 |
Governance Support Officer's Report
Department: Civic
EXECUTIVE SUMMARY
1 This report is to inform the Otago Peninsula Community Board of activities relevant to the Board area including:
a) Project Fund
b) Correspondence
c) Project completion form – Save the Otago Peninsula (STOP)
d) Marine Parade – correspondence re proposed fencing installation
e) Te Aka Ōtākou cultural markers installation
f) Speed Management Plan consultation and submission process
g) Transport - Vegetation Maintenance schedule (Peninsula)
h) Change of meeting date for September
i) Roadworks Schedule
j) DCC currently consulting on
That the Board:
a) Delegates the Chairperson to co-ordinate a submission on behalf of the Board to the Speed Management Plan consultation by 22 September 2023. b) Considers a change to the Board’s meeting date for September 2023. c) Notes the Governance Support Officer’s Report. |
Project Fund
2 The project funds available to the Board as at 24 August 2023 for the Financial Year 2023-24 is $10,000.
Correspondence
3 A thank you email was received from Taylor McLean for her scholarship grant for attendance at the national cricket tournament held in December 2022. A retrospective grant was given by the Board at the June 2023 meeting. (Attachment A)
4 Finn Hibbert has provided written feedback on his attendance at the Outward Bound course in January 2023. He was unable to attend the meeting due to exam commitments (Attachment B).
5 A project completion report has been received from STOP on the funding received in August 2020 of $1,734 for the control of pest plants on Otago Peninsula. Project completion – March 2023 (Attachment C).
Marine Parade fencing
6 A copy of a letter sent to Marine Parade residents on the revised design for the new fencing along Marine Parade is at Attachment D. The letter sets out the compromise to the height and type of fencing to be used and outlines the design and materials to be used.
Te Aka Otakou cultural markers installation
7 The Transport team are working with Aukaha on the installation of the cultural markers. Part of the discussions include establishing the roles and responsibilities of Council for installation, funding, maintenance, communications, promotion, marketing and public queries. A copy of the Te Aka Ōtākou cycleway – cultural markers document is attached for members information at Attachment E.
Speed Management Plan – consultation
8 The Transport Team will be submitting a report to Council on 29 August 2023 seeking permission for public consultation on the Speed Management Plan. The consultation period is proposed to run from 1 September to 21 September 2023. Further details will be provided on the DCC website in “currently being consulted on”.
9 It is proposed that the Speed Management Plan will be considered by the Infrastructure Services Committee in November 2023.
Board presentation to the Civic Affairs Committee
10 The second opportunity for the Board to present to the Civic Affairs Committee will be confirmed in September but is likely to be scheduled for Thursday, 26 October, at 11:00am.
Peninsula Vegetation Programme 2023/2024
11 A copy of the Transport Team’s vegetation maintenance schedule for the peninsula for the 2023-2024 year (provided by Whitestone) is attached, outlining the timeframe for mowing, routine roadside weed spraying, noxious weed control and general maintenance (Attachment F).
12 Please note that the maintenance schedule is indicative only, as the programme is dependent on weather conditions, particularly for spraying activities. Whitestone is the confirmed contractor to deliver the services to the expected specifications across the course of the year.
Change of meeting date for OPCB
15 Due to the delay of the Boards August meeting until 24 August, to ensure a quorum, this has resulted in a shortened period to the scheduled September meeting (14 September). The Board are asked to consider extending the meeting date out to 21 September to allow a four week gap between meetings. The Board may also wish to consider not holding a meeting in September and confirm the 2 November 2023 as the next meeting date.
Roadworks Schedule
13 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.
Currently Being Consulted on by Dunedin City Council
17 For the most up to date information on what DCC is consulting on, please visit https://www.dunedin.govt.nz/council/currently-consulting-on
Board members (or members of the public) wishing to advise Council of any operational issues or concerns, e.g. potholes, burst pipes, overgrown vegetation etc are reminded to ring the DCC Customer Services Agency on 03 477-4000, or email dcc@dcc.govt.nz. to report their issue or concern.
For non-urgent matters contact Council via the online “Fix it Request” available on the front page of the DCC website at https://www.dunedin.govt.nz/do-it-online/report/fix-it-form
If issues and concerns are not dealt with in a timely manner, Board members should contact either the Governance Support Officer or the Senior Staff Member appointed to the Board.
Signatories
Author: |
Lauren Riddle - Governance Support Officer |
Authoriser: |
Sharon Bodeker - Manager Governance |
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Title |
Page |
⇩a |
Thank you from Taylor McLean for scholarship grant |
23 |
⇩b |
Finn Hibbert - Feedback on Outward Boudn Course |
24 |
⇩c |
STOP project completion form |
26 |
⇩d |
Marine Parade fence letter |
27 |
⇩e |
Te Aka Otakou cultural markers installation |
29 |
⇩f |
Transport - Vegetation Maintenance Schedule (Otago Peninsula) |
32 |
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
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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 There are no financial implications. |
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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 are no known conflicts of interest. |
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Community Boards The report provides information on activities in or relevant to the Board area.
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Otago Peninsula Community Board 24 August 2023 |
Funding Application
Department: Civic
EXECUTIVE SUMMARY
1 This report provides a copy of the funding application received for the Board’s consideration.
2 As this is an administrative report only, the Summary of Considerations is not required.
That the Board: a) Approves/declines the funding application from the Save the Otago Peninsula Inc (STOP) of $2,164 to fund the cost of herbicides and equipment for pest plant control on the Otago Peninsula for the period 2023-2026.
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Project Fund
3 The Board has been allocated $10,000 in funding available for the 2023/24 financial year.
Funding Request Applications
4 A funding application has been received from Save the Otago Peninsula Inc (STOP) for consideration by the Board for funding of $2,164, for purchase of herbicides and equipment to continue the pest plant control work on the Otago Peninsula for the next three years (2023-2026). The application and support information is attached (Attachment A).
Scholarship Funding criteria
5 A scholarship funding request was received that was outside the school year criteria set by the Board. The current scholarship criteria is attached (Attachment B) for the Board’s review if required. Signatories
Author: |
Lauren Riddle - Governance Support Officer |
Authoriser: |
Sharon Bodeker - Manager Governance |
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Title |
Page |
⇩a |
STOP Funding Application |
34 |
⇩b |
Scholarship application and guidelines 2023 |
40 |
Otago Peninsula Community Board 24 August 2023 |
1 The Community Board Plan is tabled for discussion at each meeting for the purpose of review and update as required by the Board.
2 The Board’s Community Plan assists to contribute to the Council’s 10-year plan with focus on:
· new and current priorities (in order of importance with justification and estimated costs for each) for inclusion in the DCC 10-year Plan
· items the Board would like for delivery to the community (for items that would not require support or funding from the DCC, over and above the Community Board funding)
3 The Otago Peninsula Community Board Community Plan 2022-23 adopted on 7 December 2022 is available on the DCC Website on the following link:
https://www.dunedin.govt.nz/__data/assets/pdf_file/0007/148264/OPCB-Community-Plan-2023.pdf
Otago Peninsula Community Board 24 August 2023 |
Board Updates
Department: Civic
EXECUTIVE SUMMARY
1 Board members will provide updates on activities including:
- Keep Dunedin Beautiful
- Peninsula Roads
- Community Meetings
- Civil Defence/Community Response Planning
- Wellers Rock
- Te Rauone Reserve (including Playground subcommittee)
- Te Umu Kuri signage
Board members will provide individual updates on areas of Board responsibility.
That the Board: a) Notes the Board Updates.
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Otago Peninsula Community Board 24 August 2023 |
Councillor's Update
Department: Civic
EXECUTIVE SUMMARY
Councillor Andrew Whiley will provide an update on matters of interest to the Board.
That the Board: a) Notes the report from Cr Whiley.
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Otago Peninsula Community Board 24 August 2023 |
Chairperson's Report
Department: Civic
EXECUTIVE SUMMARY
1 A verbal update will be provided by the Chairperson at the meeting, including:
· Feedback on Community meetings held In July
· Date for Board presentation to Civic Affairs Committee
· Transport matters –Speed Management Plan consultation process, Public Transport services,
· Consultation for the 10 year plan (including Peninsula Connection work beyond Portobello)
· Tomahawk school site – community consultation (report back from Parks)
· Tomahawk speed humps
· Future Development Strategy
· Te Rauone and Te Umu Kuri – update on signage
· 100th Anniversary of the Soldiers Memorial (marking of)
· Marine Parade
· Litter libraries
· Wastewater – pump works at Company Bay and Cnr of Beaconsfield and Portobello Roads
That the Board: a) Notes the update from the Chairperson.
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