Agenda of Waikouaiti Coast Community Board

Notice of Meeting:

I hereby give notice that an ordinary meeting of the Waikouaiti Coast Community Board will be held on:

Date: Wednesday 16 August 2023

Time: 5.30 pm

Venue: Otaru Room, 2nd Floor, Civic Centre, The Octagon, Dunedin

Sandy Graham

Chief Executive Officer

Waikouaiti Coast Community Board

PUBLIC AGENDA

MEMBERSHIP

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

Senior Officer Mike Cartwright, Acting Head of People and Capability

Governance Support Officer Rebecca Murray

Rebecca Murray

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.

Waikouaiti Coast Community Board

16 August 2023

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

1.1 Eastern Boating and Fishing Club Inc 4

2 Apologies 4

3 Confirmation of Agenda 4

4 Declaration of Interest 5

5 Confirmation of Minutes 8

5.1 Waikouaiti Coast Community Board meeting - 28 June 2023 9

Part A Reports (Waikouaiti Coast Community Board has power to decide these matters)

6 Funding Applications 14

7 Community Plan 28

8 Governance Support Officer's Report 29

9 Board Representation and Roles 32

10 Chairperson's Report 33

11 Councillor's Update 34

12 Items for Consideration by the Chair 35

Waikouaiti Coast Community Board

16 August 2023

Waikouaiti Coast Community Board

MINUTES

Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the East Otago Events Centre, Main Road, Waikouaiti, on Wednesday 28 June 2023, commencing at 4.30 pm

PRESENT

Chairperson	Alasdair Morrison
Deputy Chairperson	Andy Barratt
Members	Sonya Billyard	Mark Brown
	Chris McBride	Geraldine Tait

IN ATTENDANCE

Mike Cartwright (Acting Head of People and Capability).

Governance Support Officer Clare Sullivan

1 Public Forum

1.1 Policing Matters

Constable Olivia Winbush, New Zealand Police was unable to attend the meeting.

1.2 OneCoast

Judy Martin, Chair of OneCoast addressed the Board and provided an update on OneCoast’s activities including a project to install solar lighting which they will seek funding support for. Judy Martin responded to members’ questions.

1.3 Waikouaiti Volunteer Fire Brigade

Andrew Malloch from the Waikouaiti Volunteer Fire Brigade addressed the Board regarding about their Fast Response Vehicle Project. It is their intention to seek funding support for the project. Andrew Malloch responded to questions.

1.4 Waikouaiti Coast Heritage Centre

Shirley McKewen from the Waikouaiti Coast Heritage Centre addressed the board on the Museum’s restoration project of the former bank building. They sought support from the board for the project. Shirley McKewen responded to questions.

Moved (Alasdair Morrison/Mark Brown):

That the Board:

Extends the public forum beyond 30 minutes.

Motion carried (WCCB/2023/033)

2 APOLOGIES

An apology was received from Cr O’Malley.

Moved (Alasdair Morrison/Sonya Billyard):

That the Board:

Accepts the apology from Cr Jim O’Malley.

Motion carried (WCCB/2023/034)

3 CONFIRMATION OF AGENDA

Moved (Alasdair Morrison/Mark Brown):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (WCCB/2023/035)

4 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 (Alasdair Morrison/Chris McBride):

That the Board:

a) Notes the Elected Members' Interest Register; and

b) Confirms the proposed management plan for Elected Members' Interests.

Motion carried (WCCB/2023/036)

5 Confirmation of Minutes

5.1 Waikouaiti Coast Community Board meeting - 17 May 2023

Moved (Alasdair Morrison/Sonya Billyard):

That the Board:

a) Confirms the minutes of the Waikouaiti Coast Community Board meeting held on 17 May 2023 as a correct record.

Motion carried (WCCB/2023/037)

Part A Reports

6 Coastal Communities Cycleway Connection

Hamish Seaton and Emily Cooper addressed the board and provided an update on the Feasibility Study for the Coastal Communities Cycleway Project.

7 Funding Applications
	A report from Civic provided a funding application from the Blueskin Youth and Community Amenities, that had been laid upon the table at the Board meeting held on 5 April, for the Board’s consideration and an update on the amount in the Board’s discretionary fund.
	Moved (Alasdair Morrison/Geraldine Tait): That the Board: a) Uplifts the funding application from the Blueskin Youth & Community Amenities set to ‘lay on the table’ at the 5 April 2023 meeting. Motion carried (WCCB/2023/038)
	Moved (Sonya Billyard/Mark Brown): That the Board: b) Approves the funding application from the Blueskin Youth & Community Amenities Association for $939.43 towards gravel for the walking tracks and spray for weed control to be paid into the Blueskin Youth Centre Assn Inc bank account. Motion carried (WCCB/2023/039)

8 Community Plan
	There were no changes to the Board’s Community Plan.

9 Governance Support Officer's Report

A report from Civic provided an update on activities relevant to the Board’s area.

Moved (Alasdair Morrison/Andy Barratt):

That the Board:

a) Notes the Governance Support Officer’s Report.

Motion carried (WCCB/2023/040)

10 Board Representation and Roles

Board members provided an update on activities which included:

Freedom Camping

The Board will suggest to Parks and Recreation that the limit be a 3 night stay.

Keep Dunedin Beautiful

Geraldine Tait advised that the process for the appointment of a co-ordinator was underway.

Matanaka Drive Replanting Project

Mark Brown provided an update on the project

North Coast Tourism Initiatives

Mark Brown noted that a new website had been created

OneCoast Recycling

Geraldine Tait noted that several successful clothes sales had taken place

Community Engagement

Sonya Billyard & Andy Barratt noted that an additional newsletter would be produced

Truby King Recreation Reserve Management Committee

Andy Barratt reported that the committee is waiting for a heritage report

Recreation Activities

Andy Barratt will draft a submission for the forthcoming review of the Reserves management plan General Policy for ratification by the Board at its 9 August Board meeting.

Moved (Alasdair Morrison/Sonya Billyard):

That the Board:

a) Notes the Board Updates.

Motion carried (WCCB/2023/041)

11 Chairperson's Report

A verbal update was provided by the Chairperson, which included:

· Capacity of buses on Route 1

· Jones Road

· Henry Street

· Double Hill Road

· Karitane Bus Shelter

· Beach street bus stop near Collins St

· Waikouaiti Golf club

· Beach Street

· Future of Local Government – final report

· Dunedin Destination Plan

· A series of high tides in the week of 3 July

· East Otago Catchment Group presentation

· Community Resilience and Community Response Groups

Moved (Alasdair Morrison/Andy Barratt):

That the Board:

a) Notes the Chairperson’s update.

Motion carried (WCCB/2023/042)

12 Councillor's Update
	No update was provided as Councillor O’Malley was not in attendance.

13 Items for Consideration by the Chair

Investigate the railway crossing near Scotia Street

Update on the sealing of Beach Street

The meeting concluded at 7.05 pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

16 August 2023

Part A Reports

Funding Applications

Department: Civic

EXECUTIVE SUMMARY

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

2 As this is an administrative report only, the Summary of Considerations is not required.

RECOMMENDATIONS

That the Board:

a) Notes the funding Project Completion Form from the Friends of the Taieri Willow.

b) Considers the funding application from the Waikouaiti Coast Heritage Centre towards Stage Two of the preliminary design work for the restoration of the old bank building.

c) Considers the funding application from the Eastern Boating and Fishing Club Inc towards replacing the existing weather- damaged cladding on their clubrooms in Karitāne.

d) Considers the funding application from the Waikouaiti Volunteer Fire Brigade towards the sign writing of a new support vehicle.

Discretionary Fund

3 The Board has been allocated $10,000.00 for the 2023/24 year.

4 Spending for the 2022/23 year was as follows:

Meeting Date	Amount	Recipient/Purpose
1 August 2022	$800.00	Waitati Music Festival – towards the cost of toilet hire for the 10^th Waitati Music Festival
1 August 2022	$1,350.00	East Otago Blokes Shed – towards obtaining vital equipment for the workshop
1 August 2022	$945.00	Board and POWA – towards the Ramrock Road bus shelter project
1 August 2022	$564.00	POWA – towards hosting a Community Be Ready expo
22 February 2023	$2000.00	Friends of the Taieri Willow – towards a tool shed
5 April 2023	$606.57	POWA – Board newsletter printing to be paid to POWA as the umbrella organisation
5 April 2023	$920.00*	Waikouaiti Bowling Club – towards replacing the existing fence at the southern end of the bowling club green
5 April 2023	$1,500.00	Blueskin Youth & Community Amenities – towards the removal of the dangerous old pine tree
17 May 2023	$375.00	Waiputai Trust – towards running three “Computer Learning Clinics”
28 June 2023	$939.43	Blueskin Youth & Community Amenities - towards gravel for the walking tracks and spray for weed control
Total	$10,000.00

*Total the Board resolved to pay the Waikouaiti Bowling Club was $800.00 exl GST.

Project Completion Form

5 The Project Completion Form from the Friends of the Taieri Willow is at Attachment A.

Funding Request Applications

6 Waikouaiti Coast Heritage Centre has requested $2,000.00 towards Stage Two of the preliminary design work for the restoration of the old bank building.

7 Eastern Boating and Fishing Club Inc has requested $5,000.00 towards replacing the existing weather-damaged cladding on their clubrooms Karitāne.

8 Waikouaiti Volunteer Fire Brigade has requested $2,000.00 towards the sign writing of a new support vehicle which they were fundraising for. The sign writing on the new 4x4 Ute would include all Fire and Emergency New Zealand (FENZ) logos and identification requited for a Fire and Emergency support vehicle.

Signatories

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

Attachments

	Title	Page
⇩a	Friends of the Taieri Willow Projection Completion Form	16
⇩b	Waikouaiti Coast Heritage Centre Funding Application	21
⇩c	Eastern Boating and Fishing Club Inc Funding Application	22
⇩d	Waikouaiti Volunteer Fire Brigade Funding Application	26

Waikouaiti Coast Community Board

16 August 2023

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Waikouaiti Coast Community Board on activities relevant to the Board’s area including:

a) Nominations for Keep New Zealand Beautiful Awards

b) Slide at the Waikouaiti Recreation Reserve

c) Correspondence

d) Currently being Consulted on by Dunedin City Council

e) Roadworks Schedule

f) Dunedin City Council Updates

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

Nominations for Keep New Zealand Beautiful Awards

2 This year’s Keep NZ Beautiful Awards will consist of 12 awards across four categories: Individuals, Community, Places and Towns & Cities. Thanks to Resene, there will also be a Supreme Award available in the Towns & Cities category, with the winning town or city winning a mural painting valued up to $10,000.

3 Nominations for the Keep NZ Beautiful Awards are open online until 11.59pm on Monday 21 August 2023. Information on how to make a nomination can be found at Beautiful Awards - Keep New Zealand Beautiful (knzb.org.nz)

Slide at the Waikouaiti Recreation Reserve

4 At the Board’s meeting held on 5 April 2023, Sport Otago spoke at Public Forum about research conducted for the Waikouaiti Tennis Club on ideas to utilise their club grounds. As part of this research, they consulted with students of Waikouaiti Primary School. Concerns were raised by pupils about the slide landing area and if it could be changed to plastic at the Waikouaiti Recreation Reserve.

5 Parks and Recreation Department staff have investigated and found no concerns with the current playgrounds in Waikouaiti. They advise that there were no red flags raised in Park Central’s Condition Assessment completed in March 2022.

6 All play equipment in Waikouaiti Domain received a grading of 2 (1 being excellent and 5 being very poor). The multiplay structure and the soft-fall in the playground within Waikouaiti Township reserve each received a grading of 3. The reasons given for the multiplay grading was toggle entrapment on both slides, i.e., toggle gaps, and the equipment was dirty.

7 The grading of the soft-fall was for tiles being split and the recommendation was to resecure the tiles.

8 Recommendations to improve the multiplay structure and the soft-fall area have been passed onto DCC contractors to resolve.

Correspondence

9 Dunedin Tracks Network Trust letter of support dated 20 July 2023 is at Attachment A.

Currently Being Consulted on by Dunedin City Council

10 For the most up to date information on what DCC is consulting on, please visit https://www.dunedin.govt.nz/council/currently-consulting-on

Roadworks Schedule

11 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

12 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

13 If issues and concerns are not dealt with in a timely manner, Board Members should contact the Governance Support Officer, or the Senior Staff Member appointed to the Board.

Signatories

Author:

Rebecca Murray - Governance Support Officer

Authoriser:

Mike Cartwright - Acting Head of People and Capability

Sharon Bodeker - Manager Governance

Attachments

	Title	Page
⇩a	Dunedin Tracks Network Trust Letter of Support - 20 July 2023	31

	Title	Page
A ⇩	Minutes of Waikouaiti Coast Community Board meeting held on 28 June 2023	9