Notice of Meeting:
I hereby give notice that an ordinary meeting of the West
Harbour Community Board will be held on:
Date: Wednesday
1 November 2023
Time: 5.30
pm
Venue: Rolfe
Room, Port Chalmers Town Hall, Port Chalmers
Sandy Graham
West Harbour Community Board
PUBLIC AGENDA
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Chairperson
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Chairperson Angela
McErlane
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Deputy Chairperson
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Deputy Chairperson
Kristina Goldsmith
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Members
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Barbara Anderson
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Duncan Eddy
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Jarrod Hodson
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Cr Mandy Mayhem
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Wayne Sefton
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Senior Officer Dave
Ward, Group Manager 3 Waters
Governance Support Officer Clare
Sullivan
Clare Sullivan
Principal Committee Advisor
Telephone: 03 477 4000
clare.sullivan@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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West Harbour Community
Board
1 November 2023
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ITEM TABLE OF CONTENTS PAGE
1 Public
Forum 4
1.1 Public Forum Taya
Kain 4
1.2 Public Forum Anna
and John Holmes - Back Beach Poetry Trail 4
1.3 Public Forum Port
Chalmers Swim Club 4
1.4 Board Update Kevin
Winders, Port Otago 4
1.5 Public Forum
Coastal Communities Cycle Connection 4
1.6 Board Update Otago
Regional Council 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 - 13 September 2023 9
Part
A Reports (West Harbour Community Board has power to decide
these matters)
6 Funding
Applications 16
7 Governance
Support Officers Report 52
8 Board
Updates 67
9 Chairperson's
Report 68
10 Councillor's
Update 69
11 Items
for Consideration by the Chairperson 70
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West Harbour Community
Board
1 November 2023
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1 Public
Forum
1.1 Public
Forum Taya Kain
Taya Kain, wishes to address the board about her application
for a scholarship grant.
1.2 Public
Forum Anna and John Holmes - Back Beach Poetry Trail
Anna and John Holmes will address the Board regarding the
Back Beach Poetry Trail.
1.3 Public
Forum Port Chalmers Swim Club
Caro Timms from the Port Chalmers Swim Club wishes to
address the board about their funding application.
1.4 Board
Update Kevin Winders, Port Otago
Kevin Winders, Chief Executive of Port Otago, wishes to
update the Board on various local projects.
1.5 Public
Forum Coastal Communities Cycle Connection
Emily Cooper, representative of the Dunedin Tracks Network
Group, on behalf of the Coastal Communities Cycle Connection Group, wishes to
address the board about their application for funding for costs associated with
an application to Kiwirail for ‘approval in principle’ to construct
a shared pathway using the railway corridor above Port Chalmers.
1.6 Board
Update Otago Regional Council
The Otago Regional Council, wish to address the Board
regarding access issues to the bus service at peak times during the cruise
season.
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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West Harbour Community Board
1 November 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 attached as Attachment A; 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 as
at 26 October
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6
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West Harbour Community Board
1 November 2023
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West Harbour Community Board
1 November 2023
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Confirmation
of Minutes
West Harbour Community Board meeting - 13 September 2023
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RECOMMENDATIONS
That the Board:
a) Confirms the public part of the minutes of the
West Harbour Community Board meeting held on 13 September 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 West Harbour
Community Board meeting held on 13 September 2023
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10
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West Harbour
Community Board
1 November 2023
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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 13 September 2023, commencing at
5.30 pm
PRESENT
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Chairperson
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Angela McErlane
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Deputy Chairperson
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Kristina Goldsmith
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Members
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Barbara Anderson
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Duncan Eddy
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Jarrod Hodson
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Cr Mandy Mayhem
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Wayne Sefton
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IN ATTENDANCE
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David Ward (Acting General
Manager Infrastructure and Development).
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Governance Support Officer Clare
Sullivan
1 Public
Forum
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1.1 Public
Forum Ravensbourne School
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Jo Wilson, Principal, Ravensbourne School, spoke to the
board about the school’s application for funding for a mural to be
painted at the school.
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1.2 Public
Forum Port Chalmers Yacht Club
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Steve Duder, Commodore, Port
Chalmers Yacht Club, spoke to the board about the Club’s
application for funding towards new ladders for the jetty.
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1.3 Public
Forum Letitia McRodden, Downer
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Letitia McRodden, from Downer spoke to the board about
planned works on SH88 for the next construction season.
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Moved (Angela McErlane/Kristina Goldsmith):
That the Board:
Extend public forum beyond 30
minutes.
Motion
carried (WHCB/2023/055)
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1.4 Public
Forum Tony Lory
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Tony Lory spoke to the board about Borlases Road.
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1.5 Public
Forum Jason Forbes NZTA
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Jason Forbes, NZTA spoke to the board about the recent
opening of the Shared Pathway and noted the final matters required to
complete the project.
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2 Apologies
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There were no apologies.
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3 Confirmation
of agenda
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Moved (Angela McErlane/Jarrod Hodson):
That the Board:
Confirms the agenda without
addition or alteration
Motion
carried (WHCB/2023/056)
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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.
Cr Mayhem and
Barbara Anderson provided an update.
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Moved (Angela McErlane/Barbara Anderson):
That the Board:
a) Amends the Elected Members' Interest Register; and
b) Amends the proposed management plan for Elected Members'
Interests.
Motion
carried (WHCB/2023/057)
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5 Confirmation
of Minutes
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5.1 West
Harbour Community Board meeting - 2 August 2023
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Moved (Angela McErlane/Wayne Sefton):
That the Board:
a) Confirms the public part of the minutes of the
West Harbour Community Board meeting held on 02 August 2023 as a correct
record.
Motion carried (WHCB/2023/058
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Part
A Reports
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6 Funding
Applications
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The Board considered an
application from Ravensbourne School for $1,000.00 towards hiring an artist
to paint a mural on the front façade of the school.
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Moved (Angela McErlane/Duncan Eddy):
That the Board:
a) Approves the funding request from Ravensbourne
School for $1,000 for a mural to be painted on the front façade of the
school.
Motion
carried (WHCB/2023/059)
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The Board considered an application
from the Port Chalmers Yacht Club for $640.38 to fund the replacement of two
safety ladders with aluminium ladders.
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Moved (Barbara Anderson/Kristina Goldsmith):
That the Board:
b) Approves the funding request from the Port
Chalmers Yacht Club for $650.00 to fund the replacement of two safety ladders
with aluminium ladders.
Motion
carried (WHCB/2023/060)
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7 Governance
Support Officers Report
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Moved (Angela McErlane/Kristina
Goldsmith):
That the Board:
Adjourns the meeting for five minutes
Motion carried.
The meeting adjourned at 6.55
pm and reconvened at 7.00 pm.
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Moved (Barbara Anderson/Duncan Eddy):
That the Board:
a) Asks
staff to talk with the three groups involved in Borlases Road about the current status of the
land.
Motion
carried (WHCB/2023/061)
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Moved (Angela McErlane/Cr Mandy Mayhem):
That the Board:
b) Notes the Governance Support
Officers Report.
Motion
carried (WHCB/2023/062)
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8 Community
Plan
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The Board considered the draft updated
Community Plan 2023/24.
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Moved (Duncan Eddy/Jarrod Hodson):
That the Board:
a) Approves the Board’s updated Community Plan
2023/24.
Motion
carried (WHCB/2023/063)
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9 Board
Updates
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Port Noise Liaison Committee
Kristina Goldsmith noted that port will shortly go to a
24/7 operation on a three rolling shifts basis with 1000 moves a day.
The majority of ships (including the Spirit ships) now have silencers fitted
on them, there is a complaint form on the Port Otago website, a cruise ship
code of conduct is being written, and cross wharf piling has been completed
with work on the middle wharf happening now.
Ravensbourne Liaison including Ravensdown
Community Liaison Group
Jarrod Hodson advised that Ravensdown are conducting a
window glass survey on dwellings and vehicles from Ravensbourne to Maia to
see if any replacements are needed. A community liaison meeting will be
held shortly.
Keep
Dunedin Beautiful
Barbara
Anderson noted that the Keep Dunedin Beautiful (KDB) award nominations close
shortly, several nominations from the board area will be received, KDB funds
a mural each year and a plaque on a seat on the Shared Path will commemorate
former Chair Jan Tucker.
Otago Access Radio
Barbara noted that on the latest broadcast the Seafood
Festival was promoted. It was noted that for future broadcasts board
members would be asked for info for upcoming shows.
Aramoana Liaison
Barbara noted that the League want to discuss the domain
carpark with Parks and Recreation staff, the domain ground is very rough;
they would like a DCC portaloo on the site the year round, the road to
Aramoana requires more general maintenance as each storm creates more issues
on the road.
Infrastructure
Liaison
Ange McErlane raised the issue of work on Beach street
which might affect the siting of the pedestrian crossing.
Long Beach and Pūrākaunui Amenities Society
Duncan Eddy noted that with the previous severe weather
and heavy rain forecast, contractors have been working to alleviate issues at
Long Beach. Thousands of native plants have been planted at Osborne and
Purakaunui. There has been support for some of the draft speed
management proposals.
West
Harbour Emergency Response Group
Ange McErlane noted that the Emergency Response group will
reconnect with community boards.
Policing Matters
Wayne Sefton will connect with police to ensure they are
aware of the need of a police presence especially in cruise season.
Social Media
Duncan Eddy reported that the board’s facebook page
is growing fast, with a lot of positive responses to the name of the new
shared path.
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Moved (Angela McErlane/Duncan Eddy):
That the Board:
a) Notes the Board updates
Motion
carried (WHCB/2023/064)
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10 Chairperson's
Report
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A report from the Chairperson
provided an update to the Board on matters of interest including progress
with the refurbished museum, the cruise ship season will now be from November
to March – a shorter season but more intensive, advocating to ANZ for a
larger atm machine and increasing the amount of money and take
deposits. The board will make a submission on the draft speed
management plan.
The chair also updated the
board on the issues raised when she attended the Civic Affairs Committee.
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Moved (Angela McErlane/Jarrod Hodson):
That the Board:
a) Notes the Chairperson’s Report.
Motion
carried (WHCB/2023/065)
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11 Councillor's
Update
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Councillor Mandy Mayhem
provided an update on matters of interest from Council including the latest
closing date for grant applications, the 30th anniversary of
Polyfest, Earth Day is happening shortly with two local projects being
celebrated.
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Moved (Angela McErlane/Jarrod Hodson):
That the Board:
a) Notes the Councillor’s Update.
Motion
carried (WHCB/2023/066)
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12 Items
for Consideration by the Chairperson
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There were no items for consideration by the Chair.
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The meeting concluded at 8.48 pm.
..............................................
CHAIRPERSON
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West Harbour Community Board
1 November 2023
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Part
A Reports
Funding Applications
Department: Civic
EXECUTIVE SUMMARY
1 Three
funding applications have been received.
2 An
application for a $500 Scholarship grant has been received from Taya Kain to
attend a three-week Outward Bound Classic programme in Anakiwa in December.
(Attachment A)
3 An
application has been received from the Dunedin Tracks Network Trust on behalf
of the Coastal Communities Cycle Connection group for $3507.50, for the costs
associated with an ‘application in principle’ to construct a shared
pathway using the railway corridor above Port Chalmers, as part of the proposed
Coastal Communities Cycle Connection – section 5, Waitati to Port
Chalmers. (Attachment B)
4 An
application has been received from the Port Chalmers Swim Club for $1500 for
the purchase of swim equipment to replace old equipment and additional
equipment. (Attachment C)
5 The
remaining balance in the Board’s Discretionary Fund for the 2023/24
financial year prior to any funding decisions made at the meeting on 1 November
is $5,850.00.
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RECOMMENDATIONS
That the Board:
a) Considers the funding request from Taya Kain.
b) Considers the funding request from the Dunedin
Tracks Network Trust on behalf of the Coastal Communities Cycle Connection
group.
c) Considers the funding request from the Port
Chalmers Swim Club.
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Signatories
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Author:
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Clare Sullivan - Principal Committee Advisor
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Authoriser:
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David Ward - Acting General Manager Infrastructure and
Development
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Attachments
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Title
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Page
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⇩a
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Scholarship Application
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18
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⇩b
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Coastal Communities
Cycle Connection Application
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28
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⇩c
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Port Chalmers Swim Club
Application
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46
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West Harbour Community Board
1 November 2023
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West Harbour Community Board
1 November 2023
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West Harbour Community Board
1 November 2023
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West Harbour Community Board
1 November 2023
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Governance Support Officers
Report
Department: Civic
EXECUTIVE SUMMARY
1 This report
is to inform the West Harbour Community Board of activities relevant to the
Board area including:
· Project Fund
· Transport – Vegetation Indicative Maintenance Schedule
· Ratification of Speed Management Plan Submission
· Date of first meeting in 2024
· Albertson Ave funding report back
2 As this is an administrative report, there are no options or summary
of considerations.
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RECOMMENDATIONS
That the Board:
a) Notes the Governance Support
Officers Report.
b) Confirms that the next meeting of the
West Harbour Community Board will be held on Wednesday 7 February 2024.
c) Notes that the meeting schedule for
the rest of 2024 will be considered by the Board at its meeting of 7 February
2024.
d) Ratifies retrospectively the Board’s submission on the
Draft Speed Management Plan 2024 - 2027.
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Project Fund
3 The balance remaining in the Project Fund for allocation for the
current financial year is $5,850.00. The following funds have been
allocated in the 2023/24 financial year.
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Meeting Date
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Recipient
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Amount
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2 August 2023
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West Harbour Arts
Charitable Trust
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1,000.00
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Rothesay News
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1,500.00
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13 September 2023
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Ravensbourne School - mural
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1,000.00
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Port Chalmers Yacht Club
– safety ladders
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650.00
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Total allocated
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$4,150.00
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West Harbour Vegetation Indicative Maintenance Schedule 2023/2024
4 A copy of the Transport team’s vegetation indicative
maintenance schedule 2023/2024 for the West Harbour Community Board is
attached.
Meeting Schedule
5 The Board is requested to consider the date of the next West Harbour
Community Board meeting, which is proposed for Wednesday 7 February 2024 at
5.30 pm. A meeting schedule for the remainder of meetings in 2024 will be
brought to the first meeting for the Board’s confirmation.
Ratification of submission
6 The Board made a submission on the Draft Speed Management
Plan. Hearings took place in October. The Board is requested to ratify
the submission.
Review of Dog Control Bylaw and Dog
Control Policy
7 Staff have begun reviewing the Dog Control Bylaw and Dog Control
Policy. Staff are keen to hear what the board and its communities think
about dog control in Dunedin. There will be opportunities for feedback,
including at hearings, over the next year. The Board will also be asked
to circulate information through its networks at various stages.
Albertson Avenue West Harbour Beautification Trust Report Back
8 A copy of the report back on the funding received by the West
Harbour Beautification Trust for work on Albertson Ave is attached.
What DCC is Currently Consulting On
9 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
10 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
11 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
12 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
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Authoriser:
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David Ward - Acting General Manager
Infrastructure and Development
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Attachments
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Title
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Page
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⇩a
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Indicative
Vegetation Schedule
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55
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⇩b
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Speed
Management Plan Submission
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57
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⇩c
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Report
back
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59
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West Harbour Community Board
1 November 2023
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West Harbour Community Board
1 November 2023
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West Harbour Community Board
1 November 2023
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West Harbour Community Board
1 November 2023
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Board Updates
Department: Civic
1 Port
Noise Liaison Committee - Kristina Goldsmith
2 Ravensbourne
Liaison including Ravensdown Community Liaison Group - Jarrod Hodson
3 Keep
Dunedin Beautiful - Barbara Anderson
4 Infrastructure
Liaison Kristina Goldsmith and Ange McErlane
5 Otago
Access Radio - Barbara Anderson
6 Long
Beach and Pūrākaunui Amenities Society - Duncan Eddy
7 Aramoana
Liaison - Barbara Anderson
8 West
Harbour Emergency Response Group - Ange McErlane
9 Policing
Matters - Wayne Sefton
10 Social Media
– Duncan Eddy
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RECOMMENDATIONS
That the Board:
a) Notes the Board updates
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Signatories
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Authoriser:
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Clare Sullivan - Principal Committee Advisor
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Attachments
There are no attachments for this report.
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West Harbour Community Board
1 November 2023
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Chairperson's Report
Department: Civic
EXECUTIVE SUMMARY
1 The
Chairperson will provide an update on matters of interest including:
a) Cruise
update
b) Roundabout
at SH88 Beach St.
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RECOMMENDATIONS
That the Board:
a) Notes the Chairperson’s Report.
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Signatories
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Authoriser:
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Clare Sullivan - Principal Committee Advisor
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Attachments
There are no attachments
for this report.
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West Harbour Community Board
1 November 2023
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Councillor's Update
Department: Civic
EXECUTIVE SUMMARY
1 Councillor
Mandy Mayhem will provide an update on matters of interest.
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RECOMMENDATIONS
That the Board:
a) Notes the Councillor’s Update.
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Signatories
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Authoriser:
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Clare Sullivan - Principal Committee Advisor
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Attachments
There are no attachments
for this report.
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West Harbour Community
Board
1 November 2023
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Items for Consideration by
the Chairperson
Items for consideration by the
Chairperson.