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
Chief Executive Officer
West Harbour Community Board
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Chairperson Angela McErlane |
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Deputy Chairperson |
Deputy Chairperson Kristina Goldsmith |
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Members |
Barbara Anderson |
Duncan Eddy |
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Jarrod Hodson |
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
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 |
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 |
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.
At the close of the agenda no apologies had been received.
Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.
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West Harbour Community Board 1 November 2023 |
EXECUTIVE SUMMARY
1. Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected representative and any private or other external interest they might have.
2. Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.
That the Board: a) Notes/Amends if necessary the Elected Members' Interest Register attached as Attachment A; and b) Confirms/Amends the proposed management plan for Elected Members' Interests. |
Attachments
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Title |
Page |
⇩a |
Register of Interest as at 26 October |
6 |
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West Harbour Community Board 1 November 2023 |
West Harbour Community Board meeting - 13 September 2023
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 |
Page |
A⇩ |
Minutes of West Harbour Community Board meeting held on 13 September 2023 |
10 |
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West Harbour Community Board 1 November 2023 |
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
Chairperson |
Angela McErlane |
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Deputy Chairperson |
Kristina Goldsmith |
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Members |
Barbara Anderson |
Duncan Eddy |
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Jarrod Hodson |
Cr Mandy Mayhem |
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Wayne Sefton |
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IN ATTENDANCE |
David Ward (Acting General Manager Infrastructure and Development). |
Governance Support Officer Clare Sullivan
1 Public Forum
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. |
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. |
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. |
Moved (Angela McErlane/Kristina Goldsmith): That the Board: Extend public forum beyond 30 minutes.
Motion carried (WHCB/2023/055) |
1.4 Public Forum Tony Lory
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Tony Lory spoke to the board about Borlases Road. |
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. |
2 Apologies |
There were no apologies. |
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) |
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) |
5 Confirmation of Minutes
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 |
Part A Reports
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) |
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) |
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) |
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) |
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) |
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) |
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.
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CHAIRPERSON
West Harbour Community Board 1 November 2023 |
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.
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
Author: |
Clare Sullivan - Principal Committee Advisor |
Authoriser: |
David Ward - Acting General Manager Infrastructure and Development |
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Title |
Page |
⇩a |
Scholarship Application |
18 |
⇩b |
Coastal Communities Cycle Connection Application |
28 |
⇩c |
Port Chalmers Swim Club Application |
46 |
West Harbour Community Board 1 November 2023 |
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.
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.
Meeting Date |
Recipient |
Amount |
2 August 2023 |
West Harbour Arts Charitable Trust |
1,000.00 |
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Rothesay News |
1,500.00 |
13 September 2023 |
Ravensbourne School - mural |
1,000.00 |
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Port Chalmers Yacht Club – safety ladders |
650.00 |
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Total allocated |
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$4,150.00 |
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.
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
Authoriser: |
David Ward - Acting General Manager Infrastructure and Development |
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Title |
Page |
⇩a |
Indicative Vegetation Schedule |
55 |
⇩b |
Speed Management Plan Submission |
57 |
⇩c |
Report back |
59 |
West Harbour Community Board 1 November 2023 |
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
That the Board: a) Notes the Board updates
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Signatories
Authoriser: |
Clare Sullivan - Principal Committee Advisor |
There are no attachments for this report.
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West Harbour Community Board 1 November 2023 |
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.
That the Board: a) Notes the Chairperson’s Report.
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Signatories
Authoriser: |
Clare Sullivan - Principal Committee Advisor |
There are no attachments for this report.
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West Harbour Community Board 1 November 2023 |
Councillor's Update
Department: Civic
EXECUTIVE SUMMARY
1 Councillor Mandy Mayhem will provide an update on matters of interest.
That the Board: a) Notes the Councillor’s Update.
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Signatories
Authoriser: |
Clare Sullivan - Principal Committee Advisor |
There are no attachments for this report.