Agenda of Otago Peninsula Community Board - Thursday, 28 November 2024

Otago Peninsula Community Board

28 November 2024

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 31 October 2024, commencing at 3:00pm

PRESENT

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

IN ATTENDANCE

Governance Support Officer Jenny Lapham

1 opening reflection

Paul Pope opened the meeting with a reflection.

public forum

There was no Public Forum.

2 Apologies

Moved (Paul Pope/Lox Kellas):

That the Board:

Accepts apologies from Edna Stevenson and Hoani Langsbury for absence and from

Cr Andrew Whiley for lateness.

Motion carried

3 Confirmation of agenda

Moved (Paul Pope/Stacey Kokaua-Balfour):

That the Board:

Confirms the agenda with the addition of a motion on Item 6 – Project Fund to approve a donation to the Portobello Volunteer Fire Service in remembrance of Bill Allen.

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.

Lox Kellas, Paul Pope and Stacey Kokaua-Balfour advised updates to the register.

Moved (Paul Pope/Lox Kellas):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried

5 Confirmation of Minutes

5.1 Otago Peninsula Community Board meeting - 5 September 2024

Moved (Paul Pope/Cheryl Neill):

That the Board:

Confirms the minutes of the Otago Peninsula Community Board meeting held on 05 September 2024 as a correct record.

Motion carried

Part A Reports

6 Project Fund - Funding Applications
	The report provided a breakdown of project funding allocation and funding applications received for the Board’s consideration. The balance in the Project Fund available for allocation was noted as $5,600, with $1,000 held in reserve for the Board’s annual scholarship for the 2024-25 year.
	Paul Pope sought Board approval for $120.00 from the project fund to be provided as a donation to the Portobello Volunteer Fire Service in remembrance of the recent passing of Bill Allen, who was a founding member of the original Otago Peninsula Community Board. Bill’s family had requested donations to the Portobello Volunteer Fire Service in lieu of flowers.
	Moved (Paul Pope/Lox Kellas): That the Board: a) Approves making a donation of $120.00 to the Portobello Volunteer Fire Service in remembrance of former Community Board member Bill Allen. b) Notes the Project Fund report. Motion carried (OPCB/2024/042)

7 Transport Matters
	Jeanine Benson, Manager Transport provided a verbal update on transport matters for the Board area, including: · Peninsula Connection – clean-up work post the October 2024 rain event · Harrington Point Road slips (Taiaroa Head) Discussion was held on the relocation options for tourist signage at Portobello with the Board in agreement to leave the signage in its original position/location.

	Moved (Paul Pope/Lox Kellas): That the Board: Extend their thanks to the 3 Waters, Transport and Governance staff and Council contractors for their work during the October 2024 flood event. Motion carried.
	Cr Andrew Whiley left the meeting at 3:30 pm.

8 Governance Support Officer's Report
	The report provided an update to the Community Board of activities relevant to the Board area including:
	Water Services Survey – information was circulated to members for their information on the upcoming survey (1 – 29 November 2024). Cr Andrew Whiley returned to the meeting at 3:40 pm.
	Moved (Paul Pope/Cheryl Neill): That the Board: Notes the Governance Support Officer’s Report. Motion carried.

9 Board Updates and Report Backs
	Board Members provided verbal updates and report backs on portfolios and activities including: Keep Dunedin Beautiful – Cheryl Neill 3500 volunteers participates in the KDB Clean up week. Harwood (and Lower Peninsula) Cheryl Neill advised that the Howard Domain was being used as a base for freedom camping and residents ongoing concern with motorcycles being driven on the domain. Peninsula Roads Lox Kellas advised that road conditions were good considering the recent heavy rain event, with ongoing slips in the area. Some culverts require clearing. Back Bays (and Highcliff) Lox Kellas acknowledged the work of locals to help clear the roads. Macandrew Bay Cheryl Neill advised that feedback from Macandrew Bay school pupils on the Marion Street supported the mural being refreshed and repaired. A suggestion was made for the Board to speak with the Peninsula Lions Club for completion of work to upgrade the existing mural. Te Rauone Reserve, Te Umu Kuri (Wellers Rock) – Paul Pope Paul Pope advised a meeting has been scheduled for mid-November with the Group Manager Parks and Recreation, himself and Mr Graeme McLean to discuss issues on the reserve. Social networks/communications Paul Pope tabled a report on data from the Board’s Facebook page for the storm event of 3 to 7 October 2024 which included the number of people utilising the Board’s page as a source of information during the Civil Defence emergency event.
	Jeanine Benson left the meeting at 4:15 pm.
	Moved (Paul Pope/Lox Kellas): That the Board: Notes the Board updates. Motion carried

10 Councillor Update

Councillor Andrew Whiley provided an update on matters of interest to the Board, including the 2023-2024 Annual Report has been approved by Council at the 30 October 2024 meeting. Council workshops also being held in preparation for the 9 Year Plan 2025-2034.

Moved (Paul Pope/Cheryl Neill):

That the Board:

Notes the report from Cr Whiley.

Motion carried

11 Community Plan 2024-2025
	The Board reviewed the current priorities for the Community Plan and noted the #1 priorities of the Board’s Community Plan provided to the 9 Year Plan planning budgets
	There were no updates to the Community Plan.

12 Meeting Schedule for 2025

A schedule of the Board’s meetings for 2025 was provided for the Board’s consideration for 2025.

Moved (Paul Pope/Cr Andrew Whiley):

That the Board:

Approves the meeting schedule for 2025.

Motion carried (OPCB/2024/043)

13 Chairperson's Report

Paul Pope acknowledged the passing of Bill Allen, a founding member of the Otago Peninsula Community Board. He provided a verbal update on matters of interest including:

· Feedback from OPCB presentation to the Civic Committee – 17 September 2024.

· Feedback from the Community Board 9YP workshop with Council – 21 October 2024.

· Civil Defence response during October flood event.

· Tomahawk:

· Clearing of channel

· Management of the Weir

· Sand mining

· Repairs to walking track from carpark to beach (post rain event)

· Community response group (OCDEM)

· Speed Humps

· Stormwater

Moved (Chairperson Paul Pope/Member Lox Kellas):

That the Board:

Notes the Chairperson’s report.

Motion carried

14 Items for Consideration by the Chair

There were no items for consideration by the Chair.

The meeting concluded at 4:26 pm.

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

CHAIRPERSON

Otago Peninsula Community Board

28 November 2024

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 balance

b) Correspondence

c) Transport Update

d) Parks and Recreation Update (Portobello Cemetery - tree removal)

e) Harington Point (Te Rauone coastal erosion)

f) Otago Regional Council – feedback on October 2024 flood event

g) DCC currently consulting on

h) Roadworks Schedule

i) Dunedin City Council updates

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

Project Fund

2 The balance in the Project Fund available for allocation for the current financial year (2024-2025) is $5,480.

Correspondence

INWARDS: Thank you letter from Portobello School for the Board’s $300 grant (31 October 2024).

Transport Update

2 A verbal updated will be provided by Jeanine Benson, Manager Transport, on the following matters:

· Ongoing post October 2024 flood event (including at The Cove)

· Requests to Council for speed reductions on roads.

Parks and Recreation Updates

3 Work is to be undertaken at the Portobello Cemetery to remove trees and shrubs along the southern boundary, this work will be undertaken over the summer months and may involve drainage upgrades. Communications will be provided to the community ahead of the work commencing.

4 A verbal update on the meeting held with Parks and Recreation staff and OPCB members Hoani Langsbury and Paul Pope on site and Te Umu Kiri and the Te Rauone Beach reserve for the works to be completed and costal erosion concerns raised by residents will be included as part of the Chairperson’s Report.

Harington Point (erosion concerns at Te Rauone)

5 4 November 2024 – Media response. DCC Communications Team responded to to questions from the Star about erosion at Te Rauone esplanade reserve and advised that Council were aware of residents’ concerns but advised that questions relating to the groynes were best directed to Port Otago Ltd in the first instance as consents relating to the groynes were ORC responsibility.

6 Improvements to Te Rauone’s recreational reserve, including upgrading the existing playground, installing a new BBQ facility and basketball half court, extensive landscaping and the addition of a new carpark were outlined and advised that these improvements had been well received by the community, and that DCC were really pleased with the results.

7 Staff confirmed that coastal matters were due to be considered by Council in the coming months. Once the coastal report had been considered by Council, that staff would be happy to meet with residents to discuss erosion mitigation options available to them and to arrange an interview with our Coastal Specialist.

Otago Regional Council – October 2024 flood event.

8 Tom Dyer, General Manager Science and Resilience, Otago Regional Council will be in attendance to discuss the October 2024 flood event.

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

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

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:	Lauren Riddle - Governance Support Officer
Authoriser:	Clare Sullivan - Manager Governance

Attachments

	Title	Page
⇩a	Thank you letter from Portobello School	21

Otago Peninsula Community Board

28 November 2024

Project Fund - Funding Applications

Department: Civic

EXECUTIVE SUMMARY

1 This report provides a breakdown of project funding allocation and funding applications received for the Board’s consideration. As this is an administrative report only, the Summary of Considerations is not required.

Project Fund

2 The balance in the Project Fund available for allocation for the current financial year (2024-2025) is $5,4800, as $1,000 is held in reserve for the Board’s annual scholarship.

3 The following funds have been allocated to date for the 2024/2025 financial year by the Board.

Meeting Date	Amount	Recipient	Purpose
5 September 2024	$1,000	Caselberg Trust	Installation of double glazing to the windows at the Artist’s residence at Broad Bay

5 September 2024	$1,500	Portobello Bowling Club	Installation of acoustic ceiling panels to the clubroom.
5 September 2024	$300	Portobello School	Board grant to support school community activities
5 September 2024	$300	Broad Bay School	Board grant to support school community activities
5 September 2024	$300	Macandrew Bay School	Board grant to support school community activities
31 October 2024	$120	Portobello Volunteer Fire Service	Donation in remembrance of founding OPCB member Bill Allen.
	$1,000	Board’s annual scholarship (2024-25 year)	(Funds held in reserve)
Funds spent to date	$4,520
Balance of funds available $5,480

Funding Applications

4 A funding application has been received from the Broad Bay Community Centre for $440.00 to support the quarterly production of the community newsletter 2024-2025. See Attachments A-E.

5 Project completions have been received from the Broad Bay Community Centre for the funding grant made by the Board in December 2022 and March 2023 for the community newsletter and new sign for the Broad Bay Community Hall (see attachments F and G)

RECOMMENDATIONS

That the Board:

a) Approves/declines the funding application from the Broad Bay Community Centre.

b) Notes the Project Fund Report.

Signatories

Author:	Lauren Riddle - Governance Support Officer
Authoriser:	Clare Sullivan - Manager Governance

Attachments

	Title	Page
⇩a	BBCC funding application - November 2024	24
⇩b	Summary of costings for BBCC application	26
⇩c	Uiprint quote	27
⇩d	Letter of support for BBCC funding request - STOP	28
⇩e	Letter of Support - Orma Bradfield	29
⇩f	Project completion form - BBCC re newsletter grant 2023	30
⇩g	Project completion form BBC re Hall sign	31

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

	Title	Page
A ⇩	Minutes of Otago Peninsula Community Board meeting held on 31 October 2024	12