Agenda of Otago Peninsula Community Board - Thursday, 2 November 2023

Otago Peninsula Community Board

2 November 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 28 September 2023, commencing at 10:00am

PRESENT

Chairperson	Paul Pope
Deputy Chairperson	Hoani Langsbury
Members	Lox Kellas
	Cheryl Neill
	Cr Andrew Whiley

IN ATTENDANCE

Jeanine Benson (Group Manager Transport); Anne Gray, Policy Analyst – Customer and Regulatory Services; Cazna Sevall, Team Leader – Animal Services

Governance Support Officer Lauren Riddle

1 opening

Paul Pope opened the meeting with a reflection.

2 Apologies

Moved (Paul Pope/Lox Kellas):

That the Board:

Accept the apologies of Edna Stevenson and Stacey Kokaua-Balfour.

Motion carried

3 Confirmation of agenda

Moved (Paul Pope/Cr Andrew Whiley):

That the Board:

Confirms the agenda without addition or alteration

Motion carried

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.

No amendments advised.

Moved (Paul Pope/Cheryl Neill):

That the Board:

a) Notes the Elected Members' Interest Register and

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

Motion carried

5 Confirmation of Minutes

5.1 Otago Peninsula Community Board meeting - 24 August 2023

Moved (Paul Pope/Hoani Langsbury):

That the Board:

Confirms the public part of the minutes of the Otago Peninsula Community Board meeting held on 24 August 2023 as a correct record.

Motion carried (OPCB/2023/050)

Part A Reports

6 Governance Support Officer's Report
	The report informed the Board of activities relevant to the Board area including:
	Review of Dog Control Bylaw and Dog Control Policy Anne Gray, Policy Analyst – Customer and Regulatory Services and Cazna Savell, Team Leader – Animal Services outlined the process for the Dog Control Bylaw review currently underway. Ms Gray advised the first stage of the review sought to identify issues with the current Bylaw, and to gather solutions and suggested improvements through public consultation. The Board provided feedback on current concerns and areas of improvement for the Peninsula, including: · Clarity for anomalies in the current bylaw, such as dogs being permitted on the shared pathway on lead, but not on beaches where the shared path runs alongside. · Better signage for on/off leash areas for dogs and prohibited areas for dogs (such as beaches) · Establishing additional dog parks (exercise areas) on DCC reserve land on the Peninsula at Company Bay, Broad Bay, Harwood and Tomahawk · More rubbish bins to be established along the shared pathway to encourage proper rubbish disposal and dog poo bag dispensers to be provided on or by the rubbish bins.
	Speed Management Plan Cr Whiley stood aside from discussion of the item. Paul Pope confirmed a submission had been made by the Board to the draft Speed Management Plan and that he intended to speak to the Board’s submission at the upcoming public hearings to be held from 19-27 October.
	Pedestrian Safety at The Cove Jeanine Benson, Transport Manager spoke to the proposed design improvements for pedestrian safety at The Cove. Board Members discussed the proposed improvements and considered that the removal of the cabbages trees on the shared pathway would improve the line of sight for motorists and pedestrians. Members also suggested that a rumble strip could be considered in place of a separated kerb.
	Moved (Cr Andrew Whiley/ Lox Kellas): That the Board: Accepts the proposed road improvements design to The Cove for improved pedestrian safety with the condition that the cabbage trees beside the bus stop be removed and replaced elsewhere on the Peninsula Connection. Motion carried (OPCB/2023/051)
	Greig Street, Broad Bay Jeanine Benson, Manager Transport raised a request received from the Principal of Broad Bay Primary School that consideration be given to making Greig Street one-way to traffic. The Board requested that the Transport team provide parameters on Greig Street becoming one way and the provision of a footpath to establish base information.
	Moved (Paul Pope/ Cheryl Neill): That the Board: a) Notes the Governance Support Officer’s Report. b) Ratifies the Board’s submission to the DCC Speed Management Plan Motion carried (OPCB/2023/052)

7 Funding Application
	The Project Fund balance was confirmed as $8,400. The Board considered a retrospective scholarship application from Taylor McLean for her participation on the Otago Girls High School, Spanish language and culture trip to Spain in September 2023. In this instance the Board did not support a retrospective grant. Scholarship Policy – Discussion was held on the drafting of an updated scholarship grant policy. The Board requested that Lox Kellas develop up a draft for consideration of the Board at the November meeting. Members were requested to provide their input to considerations for the criteria directly to Lox ahead of the next meeting on 2 November 2023. The Board also considered the purchase of a portable radio for use as part of the emergency response resources for the Peninsula. Lox Kellas spoke to the item and outlined the features and benefits of the two models quoted by Ashley Communications. He advised that a portable radio would give an additional means of communication during an emergency event and would be able to be used with other emergency agencies and organisations using a radio frequency transmission. Discussion was also held on the benefit of a resource list of portable radios and other radio communications held on the Peninsula, being collated and included in the Board’s Emergency Response Plan.
	Moved (Lox Kellas/Cheryl Neill): That the Board: Declines the scholarship funding request from Taylor McLean to support her attendance of the Otago Girls High School, Spanish language and culture trip to Spain. Motion carried (OPCB/2023/053)
	Moved (Lox Kellas/Hoani Langsbury): That the Board: Approve the purchase of a Motorola R7 Premium portable radio at a cost of $2,207.20 plus GST as part of the Board’s emergency response resources. Motion carried (OPCB/2023/054)

8 Community Plan

A current draft of the Community Plan was tabled for members to review for any updates.

Paul Pope requested that members review the working draft, note any changes and bring to the 2 November meeting for update and review on the project priorities and the community contact information.

Moved (Paul Pope/Cheryl Neill):

That the Board:

Consider and update the Board’s Community Plan at the 2 November 2023 meeting.

Motion carried (OPCB/2023/055)

9 Board Updates

Board members provided updates on activities including:

Keep Dunedin Beautiful (KDB)

Cheryl Neill advised that several successful events were held for the annual KDB clean up week. A memorial plaque is being planned for West Harbour to honour Jan Tucker as the Chair of KDB for many years. The KDB Annual Awards are to be held in October.

The KDB Committee has confirmed their intention to donate $500 towards the artwork project for the Portobello Boat Shed.

Peninsula Roads

Lox Kellas advised that all unsealed roads were good condition given the recent spring weather events, with some minor corrugation. He also advised that five Cabbage trees were obstructing the bus stop on the Portobello Rd at Irvine Rd.

Civil Defence/Community Response Planning

Lox Kellas confirmed that Community Resilience staff had undertaken a check of the Civil Defence radio and equipment held by the Board, and the current copy of the Otago Peninsula contingency plan was being reviewed by Emergency Response staff.

Wellers Rock (Te Umu Kuri signage)

The Board requested an update from Parks & Recreation staff.

Te Rauone Reserve (including Playground subcommittee)

Paul Pope advised that fencing and planting of the sand dunes had been completed.

Moved (Paul Pope/Lox Kellas):

That the Board:

Notes the Board Updates.

Motion carried (OPCB/2023/056)

10 Councillor's Update

Cr Andrew Whiley advised that Council had adopted the Draft Zero Carbon Plan and the funding would be part of consideration in the 2024-2034 Long Term Plan and noted the Residents’ Opinion Survey Results for 2022-2023 and an update on the DCC Wellbeing Strategies.

Moved (Chairperson Paul Pope/Member Cheryl Neill):

That the Board:

Notes the report from Cr Whiley.

Motion carried (OPCB/2023/057)

11 Chairperson's Report
	A verbal update was provided by the Chairperson at the meeting, including: Proposed shrub removal - Portobello Cemetery Paul Pope referred to the map image circulated with the agenda and sought comment from the Board on any objections to the removal of shrubs as indicated. No objections were offered to the removal of the shrubs. Tomahawk Paul advised if his attendance at the unveiling of a pou by Alex Whittaker installed at the entrance to Tomahawk beach. He also advised that the temporary speed humps would not be able to be installed until early 2024. Litter libraries Paul advised contact would be made with the Rotary Club for the construction of the Litter Libraries on the Peninsula. Macandrew Bay pontoon Repairs to the pontoon have been contracted to be undertaken by Council. Broad Bay Boat Club A Gala Day to be held to celebrate the 100th anniversary of the Broad Bay Boat Club on Sunday 22 October 2023.
	100^th Anniversary of the Soldiers Memorial Lox Kellas provided an update on work underway to prepare for the marking of the 100^th anniversary of the Soldiers Memorial, including research work towards the naming all of the World War I soldiers from the area. Paul Pope advised that the commemoration event would be held at the end of November, separate from Armistice Day.
	Moved (Member Lox Kellas/Cr Andrew Whiley): That the Board: a) Approve the cost of $200 for the provision of two blank field gun rounds at the commemoration event of the 100^th anniversary of the Soldiers Memorial. b) Approve $250 for the provision of a commemoration wreath to mark the 100^th Anniversary event at the Soldiers Memorial. Motion carried (OPCB/2023/058)
	Moved (Paul Pope/Cr Andrew Whiley): That the Board: Notes the update from the Chairperson. Motion carried (OPCB/2023/059)

12 Items for Consideration by the Chairperson

There were no items for consideration.

The meeting concluded at 11:50am.

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

CHAIRPERSON

Otago Peninsula Community Board

2 November 2023

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) The Cove – pedestrian safety

c) draft Speed Management Plan 2024-2027 hearings

d) Greig Street, Broad Bay

e) Meeting Schedule 2024

f) Future Development Strategy (Community Board briefings)

g) Roadworks Schedule

h) DCC currently consulting on

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Confirms the first meeting date of 2024 for the Otago Peninsula Community Board as Thursday 15 February 2024.

Project Fund

2 The balance of project funds available to the Board (as at 2 November 2023) for the Financial Year 2023-2024 is $5,742.80.

Meeting Date	Amount	Recipient	Purpose
24 August 2023	$1,000.00	Save the Peninsula Inc (STOP)	To fund the cost of herbicides and equipment for pest plant control by the Seek Weeds and Terminate (SWAT) group for the 2023-24 financial year.
24 August 2023	$600.00	OPCB Board project	To produce 3 “Litter Libraries”, supply of equipment for each locations on the peninsula.

28 September 2023	$2,207.20	Board project	To purchase a Motorola R7 Premium portable radio as part of the OPCB’s emergency response resources for the peninsula. (ON HOLD)
28 September 2023	$200.00	Board Project	To support the cost of 2 blank rounds for a field gun salute by the Dunedin Gunners Association at the 100^th anniversary of the Soldiers Memorial in November 2023.
28 September 2023	$250.00	Board Project	Commemoration wreath to mark the 100^th anniversary of the Soldiers Memorial in November 2023.
Funds allocated as at 2 November 2023 $4,257.20
BALANCE OF FUNDS TO DATE $5,742.80

Draft Speed Management Plan 2024-2027 Hearings

3 The Council appointed Hearing Panel of Cr Jim O’Malley (Chairperson), Cr Andrew Whiley and Cr Brent Weatherall heard 56 individuals and/or organisations on their submissions to the draft Speed Management Plan 2024-2027 between 19-25 October 2023.

The Cove (pedestrian safety)

4 The scope for the road safety improvements will be completed in the 2023/24 financial year, with the work to be undertaken in the 2024/25 financial year.

Greig Street, Broad Bay

5 A request from the Principal of Broad Bay School for Greig Street to become one-way will be reviewed by the Transport team on the parameters involved in Greig Street becoming one-way to traffic, and this information will be brought back to the Board in early 2024.

Meeting schedule for 2024

6 The first meeting date for the Otago Peninsula Community Board is advised as Thursday, 15 February 2024.

7 Council will adopt the meeting schedule for 2024 at the December 2023 meeting and this will be circulated out to the Community Boards for their adoption..

Future Development Strategy (Community Board briefings)

8 The City Development team will provide a briefing to the Board’s Senior Officer (Jeanine Benson) on the Future Development Strategy process to share at the November meeting. The Future Development Strategy will be notified in January 2024.

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.

Currently Being Consulted on by Dunedin City Council

10 10 Year plan 2024-34, closing 31 October 2023

11 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

Attachments

There are no attachments for this report.

	Title	Page
⇩a	Register of Interest - November 2023	7

	Title	Page
A ⇩	Minutes of Otago Peninsula Community Board meeting held on 28 September 2023	12

	Title	Page
⇩a	Drawing - Layout old Tomahawk school site	24

Chairperson	Paul Pope
Deputy Chairperson	Hoani Langsbury
Members	Lox Kellas	Stacey Kokaua-Balfour
	Cheryl Neill	Edna Stevenson
	Cr Andrew Whiley