Notice of Meeting:
I hereby give notice that an ordinary meeting of the Otago Peninsula Community Board will be held on:
Date: Tuesday 4 February 2025
Time: 10:00 am
Venue: Portobello Bowling Club, Sherwood Street, Portobello
Sandy Graham
Chief Executive Officer
Otago Peninsula Community Board
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Paul Pope |
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Deputy Chairperson |
Hoani Langsbury |
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Members |
Lox Kellas |
Stacey Kokaua-Balfour |
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Cheryl Neill |
Edna Stevenson |
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Cr Andrew Whiley |
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Senior Officer Jeanine Benson, Group Manager Transport
Governance Support Officer Lauren Riddle
Lauren Riddle
Governance Support Officer
Telephone: 03 477 4000
governance.support@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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Otago Peninsula Community Board 4 February 2025 |
ITEM TABLE OF CONTENTS PAGE
1 Public Forum 4
1.1 Public Forum 4
2 Apologies 4
3 Confirmation of Agenda 4
4 Declaration of Interest 5
5 Confirmation of Minutes 10
5.1 Otago Peninsula Community Board meeting - 28 November 2024 10
Part A Reports (Otago Peninsula Community Board has power to decide these matters)
6 Governance Support Officer's Report 15
7 Project Fund - Funding Applications 20
8 Board Updates and Report Backs 22
9 Community Plan 2025-2026 23
10 Councillor Update 24
11 Chairperson's Report 25
12 Items for Consideration by the Chair 26
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Otago Peninsula Community Board 4 February 2025 |
At the close of the agenda no Public Forum requests have been received
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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Otago Peninsula Community Board 4 February 2025 |
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 Interests - February 2025 |
6 |
Otago Peninsula Community Board meeting - 28 November 2024
That the Board:
a) Confirms the public part of the minutes of the Otago Peninsula Community Board meeting held on 28 November 2024 as a correct record.
Attachments
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Title |
Page |
A⇩ |
Minutes of Otago Peninsula Community Board meeting held on 28 November 2024 |
11 |
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Otago Peninsula Community Board 4 February 2025 |
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 November 2024, commencing at 10:00 a.m.
PRESENT
Chairperson |
Paul Pope |
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Deputy Chairperson |
Hoani Langsbury |
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Members |
Lox Kellas |
Edna Stevenson |
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Cheryl Neill |
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IN ATTENDANCE |
Jeanine Benson, Senior Officer (Group Manager Transport) |
Governance Support Officer Lauren Riddle
Paul Pope opened the meeting with a reflection and welcome members and attendees to the last meeting of 2024.
1 Public Forum
1.1 Public Forum |
Jamie Ledbetter spoke about traffic disruption and safety concerns for the Coronation Hall, playground (and carpark area), McCauley Road and Portobello Road. and tabled written information of her concerns. Ms Leadbetter expressed her concern for pedestrians on McCauley Rd as it was being used as a shortcut by traffic, including heavier vehicles. The lack of visibility of pedestrians was a serious concern. She sought the Board’s support for the install of “Slow Down Children” warning signage and road calming measures on both McCauley and Portobello Roads. Paul Pope advised he would raise the matter safety for pedestrians in the carpark area beside the Hall and playground reserve with Councill staff but that any road calming measures were the responsibility of Waka Kotahi (NZ Transport Agency) and the Board held no jurisdiction to assist. |
2 Apologies |
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Moved (Chairperson Paul Pope/Deputy Chairperson Hoani Langsbury): That the Board: Accept the apology from Stacey Kokoaua-Balfour and Cr Andrew Whiley for absence. Motion carried. |
3 Confirmation of agenda |
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Moved (Chairperson Paul Pope/Deputy Chairperson Hoani Langsbury): 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.
Paul Pope advised we was no longer Chair of the Hereweka Harbour Cone Trust.
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Moved (Chairperson Paul Pope/Member Lox Kellas): That the Board:
a) Amends necessary the Elected Members' Interest Register; and b) Amends the proposed management plan for Elected Members' Interests.
Motion carried (OPCB/2024/044) |
5 Confirmation of Minutes
5.1 Otago Peninsula Community Board meeting - 31 October 2024 |
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Moved (Chairperson Paul Pope/Member Cheryl Neill): That the Board: Confirms the public part of the minutes of the Otago Peninsula Community Board meeting held on 31 October 2024 as a correct record. Motion carried (OPCB/2024/045) |
Part A Reports
6 Governance Support Officer's Report |
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The report from Governance Support informed the Board of activities relevant to the Board area. |
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Mr Tom Dyer, General Manager Science and Resilience, Otago Regional Council spoke to the Board on the flood impact at Tomahawk Lagoon during the heavy rain event in early October 2024. He provided background to the forming of the lagoon, including the existing weirs and culverts.
He advised that surveying was being undertaken to develop a computerised model to be used to re-size the existing culverts appropriately to improve flow and allow debris to pass through during heavy rain events. Mr Dyer indicated it would take approximately 3 months for the modelling work to be completed and he would update the Board again in March 2025.
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Moved (Chairperson Paul Pope/Deputy Chairperson Hoani Langsbury): That the Board:
Notes the Governance Support Officer’s Report. Motion carried |
7 Project Fund - Funding Applications |
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Two funding applications were considered by the Board for: · Broad Bay Community Centre for $440.00 to support the quarterly production of the community newsletter 2024-2025 · Portobello Incorporated for $600.00 to support the production of a community newsletter for 2024-2025. The balance of project funds was noted as $5,400 as at 28 November 2024.
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Moved (Member Lox Kellas/Member Edna Stevenson): That the Board:
a) Approves the funding application from the Broad Bay Community Centre and grants the amount of $440.00 to support the quarterly community newsletter for 2024-2025. b) Approves the funding application from Portobello Inc and grants $600.00 to assist with the production of the community newsletter for 2024-2025 c) Notes the Project Fund Report. Motion carried (OPCB/2024/046) |
8 Community Plan 2024-2025 |
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There were no updates to the Community Plan. |
9 Board Updates and Report Backs |
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Board Members provided verbal updates and report backs on portfolios and activities including: Harwood (and Lower Peninsula) – Cheryl Neill advised that the recycling hub at Hoopers Inlet required weekly clearing by the contactor due to the high amount of use. Cheryl to make contact with DCC contractor.
Rūnaka Liaison and Biodiversity Hoani Langsbury tabled a copy of the draft initial report “Towards a Sustainable Otago Peninsula Community” by the Te Rūnanga o Ōtākou for the information of the Board. He spoke to the content of the report and upcoming meetings to discuss the report with the community. |
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Moved (Chairperson Paul Pope/Member Cheryl Neill): That the Board:
Notes the Board updates. Motion carried |
There was no Councillor’s Update to the meeting due to the apology from Cr Whiley.
11 Chairperson's Report |
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Paul Pope provided a verbal update on matters of interest including: · Te Rauone Reserve on site meeting with staff and resident Graham McLean to discuss improvements required at the reserve, such as repairs to the existing sand trap fencing, possible additional planting at the north end of the reserve.
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Moved (Chairperson Paul Pope/Deputy Chairperson Hoani Langsbury): That the Board:
Notes the Chairperson’s report. Motion carried |
12 Items for Consideration by the Chair |
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There were no items for consideration by the Chair |
The meeting concluded at 11:55 am.
..............................................
CHAIRPERSON
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Otago Peninsula Community Board 4 February 2025 |
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) Correspondence
c) Transport Update
d) Pecuniary Interests
e) Draft 9 Year Plan
f) DCC currently consulting on
g) Roadworks Schedule
h) Dunedin City Council updates
That the Board:
a) Notes the Governance Support Officer’s Report.
b) Approves payment of $220 (plus GST) to Otago Access Radio (OAR) for the “Rounds the Boards” programme for 2025.
Project Fund
2 The balance in the Project Fund available for allocation for the current financial year (2024-2025) is $4,440.
3 Otago Access Radio (OAR) have provided costs for the “Round the Boards” package for 2025. The cost for 11 monthly radio interviews is $220.00 (see attachment B) for the consideration of the Board.
Correspondence
4 IN: Macandrew Bay School – thank you for Board’s donation. (See attachment A)
Transport Update
5 A verbal updated will be provided by Jeanine Benson, Manager Transport, on the following matters:
· Roadside vegetation maintenance
6 DCC website link Maintaining our roads, verges and vegetation - Dunedin City Council provides information for:
Pecuniary Interests
7 Members of the Community Board were emailed information on the Local Government Pecuniary Interests Register Amendment Act 2022, along with a template pecuniary interest form for completion and return. Members are requested to provide the completed form to the Governance Support Officer, no later than 14 February 2025.
Draft 9 Year Plan 2025-2034
8 Draft operating budgets for the 9 Year Plan 2025-2034 were presented to Council on 28-30 January 2025, in preparation for public consultation.
9 Public consultation for the 9 Year Plan 2025-2034 will commence on 31 March with the submission period closing on 30 April 2025. Public hearings will be held 6-9 May 2025, with Council deliberations on the 9 Year Plan 2025-2034 to be held on 26-29 May 2025.
What DCC is Currently Consulting On
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
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. Remember to retain the job number allocated to request for future reference.
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: |
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Title |
Page |
⇩a |
Macandrew Bay School newsletter extract |
18 |
⇩b |
OAR - Round the Boards 2025 |
19 |
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Otago Peninsula Community Board 4 February 2025 |
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 $4,440 (including $1,000 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. |
28 November 2024 |
$440 |
Broad Bay Community Centre |
Board grant to support production of quarterly community newsletters |
28 November 2024 |
$600 |
Portobello Incorporated. |
Board grant to support production of quarterly community newsletters |
|
$1,000 |
Board’s annual scholarship (2024-25 year) |
(Funds held in reserve) |
Funds spent to date |
$5,560 |
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Balance of funds available $4,440 |
Funding Applications
As at the close of the agenda, no funding applications have been received.
That the Board:
a) Notes the Project Fund Report.
Signatories
Author: |
Lauren Riddle - Governance Support Officer |
Authoriser: |
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There are no attachments for this report.
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Otago Peninsula Community Board 4 February 2025 |
Board Updates and Report Backs
Department: Civic
EXECUTIVE SUMMARY
1 Board Members will provide verbal updates and report backs on portfolios and activities including:
1. Keep Dunedin Beautiful – Cheryl Neill
2. Harwood (and Lower Peninsula) – Cheryl Neill
3. School programme/scholarships – Cheryl Neill/Stacey Kokaua
4. Peninsula Roads – Lox Kellas
5. Back Bays (and Highcliff) – Lox Kellas
6. Civil Defence/Community Response Planning – Lox Kellas
7. Te Umu Kuri (Wellers Rock) – Paul Pope/Edna Stevenson
8. Macandrew Bay – Edna Stevenson
9. Broad Bay/Portobello – Stacey Kokaua
10. Harington Point/Otakou – Hoani Langsbury
11. Rūnaka Liaison and Biodiversity – Hoani Langsbury
12. Tomahawk – Paul Pope
13. Social networks/communications – Paul Pope
That the Board:
a) Notes the Board updates.
Signatories
Authoriser: |
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There are no attachments for this report.
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Otago Peninsula Community Board 4 February 2025 |
Community Plan 2025-2026
Department: Civic
EXECUTIVE SUMMARY
The Community Board Plan is tabled for discussion at each meeting for the purpose of review and update as required by the Board.
The Board’s Community Plan assists to contribute to the Council’s 10-year plan with focus on:
1 new and current priorities (in order of importance with justification and estimated costs for each) for inclusion in the DCC 10-year Plan
2 items the Board would like for delivery to the community (for items that would not require support or funding from the DCC, over and above the Community Board funding)
Signatories
Authoriser: |
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There are no attachments for this report.
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Otago Peninsula Community Board 4 February 2025 |
Councillor Update
Department: Civic
EXECUTIVE SUMMARY
1 Councillor Andrew Whiley will provide an update on matters of interest to the Board.
That the Board:
a) Notes the report from Cr Whiley.
Signatories
Authoriser: |
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There are no attachments for this report.
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Otago Peninsula Community Board 4 February 2025 |
Chairperson's Report
Department: Civic
EXECUTIVE SUMMARY
The Chairperson will provide a verbal update on matters of interest including:
· Portobello boardwalk construction/Coronation Hall carpark ( see attachment)
· State of horticultural plantings along Portobello Road
· Tomahawk speed humps (installation)
· 9 Year plan – Board planning for consultation and submission period.
- unfunded section of the Peninsula Connection, public toilets
· Macandrew Bay Public Toilets (remote opening Summer Hours 6am – 9.30pm)
· Vegetation control (Luss Road, Company Bay)
That the Board:
a) Notes the Chairperson’s report.
Signatories
Authoriser: |
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Title |
Page |
⇩a |
Portobello board walk design |
26 |