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
Otago Peninsula Community Board
PUBLIC AGENDA
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Chairperson
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Paul Pope
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Deputy Chairperson
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Hoani Langsbury
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Members
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Lox Kellas
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Stacey Kokaua-Balfour
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Cheryl Neill
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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
www.dunedin.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
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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
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1 Public
Forum
At the close of the agenda no
requests for public forum had been received.
2 Apologies
At the close of the agenda no
apologies had been received.
3 Confirmation
of agenda
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
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Declaration of Interest
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.
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RECOMMENDATIONS
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.
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Attachments
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Title
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Page
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⇩a
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Register of Interest
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7
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Otago Peninsula Community Board
24 August 2023
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Otago Peninsula Community Board
24 August 2023
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Confirmation
of Minutes
Otago Peninsula Community Board meeting - 22 June 2023
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RECOMMENDATIONS
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
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Page
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A⇩
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Minutes of Otago
Peninsula Community Board meeting held on 22 June 2023
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12
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Otago Peninsula
Community Board
24 August 2023
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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
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Chairperson
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Paul Pope
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Members
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Lox Kellas
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Stacey Kokaua-Balfour
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Cheryl Neill
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Edna Stevenson
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Cr Andrew Whiley
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IN ATTENDANCE
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Jeanine Benson (Group Manager
Transport).
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Governance Support Officer Lauren
Riddle
1 Opening
Cheryl Neill opened the meeting with a
reflection.
2 Public
Forum
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2.1 Pedestrian
safety at The Cove
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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).
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3 APOLOGIES
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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
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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)
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6 Confirmation
of Minutes
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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)
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Part
A Reports
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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)
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8 Funding
Applications
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The report noted a balance of
$2,328.28 remained in place for distribution to 30 June 2023 (the end of the
2022/23 financial year).
Consideration was given to a
funding application from the Macandrew Bay community newsletter who sought
$500.00 for the quarterly production and delivery of the ‘Bay
Views’ newsletter to 680 households. The Board agreed that the
newsletter provided a valuable community tool.
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Moved (Lox Kellas/Edna Stevenson):
That the Board:
a) Approves the funding application from the
Macandrew Bay community newsletter “Bay Views” of $660.00 for the
production and circulation of the quarterly newsletter for 2023.
Motion
carried (OPCB/2023/033)
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Consideration was given to a
funding application from the Ecotago Charitable Trust who sought $750.00 for
the “Healthy Harbour Watcher project” to fund the cost of a
supervising technician.
Discussion was held on the project work and the funding of
wages. Members agreed that a review of the Board’s funding policy
was required, and that if the Board decided to grant funding, that it would
not set a precedent for any future applications until a review of the
Board’s funding policy was completed.
Members agreed that there was value to the community of
the work being undertaken by the “Healthy Harbour Watcher
project”.
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Moved (Paul Pope/Cheryl Neill):
That the Board:
b) Approves the funding application from the Ecotago
Charitable Trust of $750.00 for the cost of a supervising technician for the
Healthy Harbour Watcher project.
Motion
carried (OPCB/2023/034)
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Otago Access Radio (OAR) have
advised of a double payment received for the “Round the Board”
subscription for 2023 year.
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Moved (Lox Kellas/Stacey Kokaua-Balfour):
That the Board:
c) Approves that the credit of $240.00 held with
Otago Access Radio (OAR) be used for the 2024 “Round the Boards”
OAR subscription.
Motion
carried (OPCB/2023/035)
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A request for a retrospective
scholarship payment of $300.00 was received for Taylor McLean for attendance
at the Gillette Under 17 Women’s Cricket Tournament held in December
2022.
The Board resolved at the 16
February 2023 meeting, to approve in principle the awarding of a
retrospective scholarship to Ms McLean on receipt of the appropriate application
documentation, which had now been received.
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Moved (Chairperson Paul Pope/ Edna Stevenson):
That the Board:
d) Confirmed
the retrospective
scholarship payment to Taylor McLean of $300.00 be made for her attendance at
the Gillette Under 17 Women’s Cricket Tournament, held in December
2022.
Motion
carried (OPCB/2023/036)
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Moved (Lox Kellas/Edna Stevenson):
That the Board:
e) Notes the Funding Applications report.
Motion
carried (OPCB/2023/037)
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The balance of funds remaining to 30 June 2023 was
noted as $618.28.
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Members discussed the distribution of the balance of funds
held for the 2022/2023 financial year and agreed to grant the funds to the
Portobello Volunteer Fire Brigade to assist with the purchase of helmet
torches and contamination gear bags for the protection of firefighters from
prolonged exposure to carcinogens and off-gassing from contaminants.
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Moved (Lox Kellas/Paul Pope):
That the Board:
Grants the
Portobello Volunteer Fire Brigade the sum of $618.28 to support purchase of
contaminant gear bags and helmet torches for new recruits.
Motion
carried (OPCB/2023/038)
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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.
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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)
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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)
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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)
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13 Items
for Consideration by the Chairperson
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No items for consideration by the Chair were made.
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The meeting concluded at 12:03 pm.
..............................................
CHAIRPERSON
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Otago Peninsula Community Board
24 August 2023
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Part
A Reports
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
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RECOMMENDATIONS
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.
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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
Signatories
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Author:
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Lauren Riddle - Governance Support Officer
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Authoriser:
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Sharon Bodeker - Manager Governance
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Attachments
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Title
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Page
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⇩a
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Thank you from Taylor McLean
for scholarship grant
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23
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⇩b
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Finn Hibbert - Feedback
on Outward Boudn Course
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24
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⇩c
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STOP project completion
form
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26
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⇩d
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Marine Parade fence
letter
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27
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⇩e
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Te Aka Otakou cultural
markers installation
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29
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⇩f
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Transport - Vegetation
Maintenance Schedule (Otago Peninsula)
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32
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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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Contributes
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Detracts
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Not applicable
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Social Wellbeing Strategy
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☒
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☐
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☐
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Economic Development Strategy
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☐
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☐
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☒
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Environment Strategy
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☐
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☐
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☒
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Arts and Culture Strategy
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☐
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☐
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☒
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3 Waters Strategy
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☐
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☐
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☒
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Spatial Plan
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☐
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☐
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☒
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Integrated Transport Strategy
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☒
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☐
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☐
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Parks and Recreation Strategy
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☒
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☐
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☐
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Other strategic projects/policies/plans
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☐
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☐
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☒
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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
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Otago Peninsula Community Board
24 August 2023
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Otago Peninsula Community Board
24 August 2023
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Otago Peninsula Community Board
24 August 2023
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Otago Peninsula Community Board
24 August 2023
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Otago Peninsula Community Board
24 August 2023
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Otago Peninsula Community Board
24 August 2023
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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.
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RECOMMENDATIONS
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
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Author:
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Lauren Riddle - Governance Support Officer
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Authoriser:
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Sharon Bodeker - Manager Governance
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Attachments
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Title
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Page
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⇩a
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STOP Funding
Application
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34
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⇩b
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Scholarship application
and guidelines 2023
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40
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Otago Peninsula Community Board
24 August 2023
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Otago Peninsula Community Board
24 August 2023
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Otago Peninsula Community Board
24 August 2023
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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.
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RECOMMENDATIONS
That the Board:
a) Notes the Board Updates.
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Otago Peninsula Community Board
24 August 2023
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Councillor's Update
Department: Civic
EXECUTIVE SUMMARY
Councillor Andrew Whiley will
provide an update on matters of interest to the Board.
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RECOMMENDATIONS
That the Board:
a) Notes the report from Cr Whiley.
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Otago Peninsula Community Board
24 August 2023
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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
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RECOMMENDATIONS
That the Board:
a) Notes the update from the Chairperson.
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Otago Peninsula Community
Board
24 August 2023
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Items for Consideration by
the Chairperson
Items for consideration by the Chairperson.
