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 05 September 2024, commencing at 11:00 am.

 

PRESENT

 

Chairperson

Paul Pope

 

Deputy Chairperson

Hoani Langsbury

 

Members

Lox Kellas

Stacey Kokaua-Balfour

 

Cheryl Neill

Edna Stevenson

 

Cr Andrew Whiley

 

 

IN ATTENDANCE

Jeanine Benson (Senior Officer)

 

Governance Support Officer                        Lauren Riddle

 

 

 

Hoani Langsbury opened a meeting with a reflection on the passing of the Māori King, Kiingi Tuheitia Pootatau Te Wherowhero VII.

1          Public Forum

1.1       Public Forum

Harington Point resident, Carmel Spencer, spoke to her concerns of the erosion occurring  between 907 and 921 on Harington Point Road.  Mrs Spencer provided Board members with details of the properties and the erosion impact. 

Graeme and Jan McLean also spoke on their concerns for their property (at 917).  Both speakers sought support from the Board to assist with communications and advocacy with the DCC, ORC and Port Otago to address the erosion.

Graeme McLean, also spoke on the unfinished state of the Te Rauone Reserve project (since the completion of the project) and the need for regular maintenance (upkeep) of the reserve.  Mr McLean stated that some recreational areas within the reserve were unusable due to the sand build up from the beach.

             Moved (Paul Pope/Cr Andrew Whiley):

             That the Board:

                          Extend Public Forum beyond 30 minutes.

                          Motion carried

Barbara Wilkins from the Caselberg Trust spoke in support of the funding application to the Board, for assistance to provide double glazing of the windows at the Artist’s residence.

Rebecca Gilbertson, Principal Broad Bay School spoke in support of the funding seeking support for the  Year 7-8 pupils school camp, being held in October.

Yvonne Sutherland, a resident of Nicholas Street, Portobello expressed her concern over the frequency of public transport buses travelling down Nicholas Street from Beaconsfield Road.  She advised this caused her disturbance, due to vibrations, and considered this may be causing damage to her property. She sought support from the Board to assist with advocating with the ORC for consideration of a change of bus route from using Nicholas Street.

 

2          Apologies

 

Moved (Paul Pope/Hoani Langsbury):

That the Board:

             Accepts the apology from Cheryl Neill for early departure.

             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.

 

Lox Kellas advised he was no longer a Trustee of the Southern Heritage Trust.

 

 

Moved (Paul Pope/Edna Stevenson):

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 - 20 June 2024

 

Moved (Hoani Langsbury/ Paul Pope):

That the Board:

Confirms the minutes of the Otago Peninsula Community Board meeting held on 20 June 2024 as a correct record.

Motion carried (OPCB/2024/032)

 

Part A Reports

6          Public Transport - Peninsula

 

Julian Phillips, Implementation Lead – Transport from the Otago Regional Council provided verbal feedback to the Board on the following matters:

·         Harington Point (bus stop location and damage to footpath)

·         Public Transport route - Beaconsfield Road/Nicholas Street, Portobello. 

 

7          Governance Support Officer's Report

 

The report informed the Board of activities relevant to the Board area including:

 

Waste Minimisation Management Plan (Community based resource recovery)

Hoani Langsbury agreed to be the community liaison for the development and implementation of the DCC community based resource recovery centres in the Otago Peninsula area.

 

Otago Reserves Management Plan Review (consultation period)

The Board noted submissions close on 23 October 2024.

 

Community Board presentation to Civic Affairs Committee (17 September 2024)

Paul Pope advised that he would present to the Civic Affairs Committee, highlighting the Board’s priorities as per the Community Plan. 

 

Te Umi Kuri (Wellers Rock)

Paul Pope provided an update on the site visit held with Aukaha Ltd and outlined the planting plan.  He advised that the cultural markers (as previously advised to the Board) would be placed on the completion of the landscaping works.

 

A  concern was raised that there were no reasonable access from the stonewall to the beach area and that steps should be installed for easier access to the beach.

 

 

Moved (Paul Pope/Lox Kellas):

That the Board:

 

a)         Notes the Governance Support Officer’s Report.

b)        Ratifies the Otago Peninsula Community Board submission to the Dog Control Bylaw and Dog Control Policy Review.

c)         Authorises the Chairperson to submit on behalf of the Board to the Otago Reserves Management Plan Review, noting the submission would be ratified at the November 2024 meeting.

             Motion carried (OPCB/2024/033)

 

8          Project Fund - Funding Applications

 

Three funding applications were considered by the Board for:

·           Caselberg Trust seeking funding of $2,000 to support installation of double glazing at the Artist’s Residence at Broad Bay.

·           Portobello Bowling Club seeking funding of $2,376 to assist with the cost of installing acoustic ceiling panels for noise reduction to the clubhouse.

·           Broad Bay School seeking funding of $1,500 to support school camp activities 29-31 October 2024.

 

Moved (Lox Kellas/Hoani Langsbury):

That the Board:

a)         Grants funding of $1,000 to the Caselberg Trust to assist with installation of double glazing to the windows at the Artist’s Residence at Broad Bay.

             Motion carried (OPCB/2024/034)

 

 

Moved (Lox Kellas/ Cheryl Neill):

That the Board:

b)        Grants funding of $1,500 to the Portobello Bowling Club to assist with installation of acoustic ceiling panels to the clubroom.

             Motion carried (OPCB/2024/035)

 

 

Discussion was held on precedent setting by funding school activities which sat outside the Board’s funding guidelines. 

 

 

Moved (Lox Kellas/Hoani Langsbury):

That the Board:

 

c)         Declines the funding application from the Broad Bay School seeking $1,500              towards school camp.

 

             .Motion carried (OPCB/2024/036)

 

 

Following discussion, the Board agreed to provide  a “one off” discretionary grant to each of the local primary schools as a gesture of goodwill.

 

 

Moved (Hoani Langsbury/Lox Kellas):

That the Board:

             d)        Grants the amount of $300 each to Portobello School, Broad Bay School and                          Macandrew Bay School to use at their discretion.

             e)        Requests that each school provide feedback to the Board on the use of the grant.

             Motion carried (OPCB/2024/037)

 

Moved (Paul Pope/Edna Stevenson):

That the Board:

e)        Notes the Project Fund Report.

             Motion carried (OPCB/2024/038)

 

9          Community Plan 2024-2025

 

The Board reviewed the current priorities Community Plan and re-ordered the #1 priorities as:

1.       Otago Peninsula Connection Project, completion of sections:

Ōtakou-Harington Point

Portobello School

Inland route from Harwood to Otakou section

2.       Delivery of reticulated services

3.       Macandrew Public Toilet (new build)

4.       Climate Change Resilience

5.       Tomahawk School Site Development

 

 

Paul Pope confirmed that the Board’s Community Plan would form the basis of the Board’s presentation to the Civic Affairs Committee on 17 September 2024 and encouraged members to attend.

 

10        Emergency Management Otago - Otago Peninsula Community Resilience

 

A copy of the draft Community Resilience Guide, and a list of suggested additions to the document by the CDEM, were separately circulated to the Board.

Taylor Hendl from Emergency Management Otago requested that members provide feedback  on the suggested additions to the draft Community Resilience Guide, and that the guide was intended to provide easy access information for the public for preparation for an emergency event, hazards, and emergency contact points in the community.

 

Board members were requested to provide any additional comments to the Governance Support Officer to collate and provide on to Emergency Management Otago by 30 September 2024.

 

The Board requested that when the CDEM Community Resilience Guide was to be released that it be included on the Community Board’s webpage.  Ms Hendl noted this requested.

 

11        Transport Matters

 

Status of footpath repair work – Harington Point Road

Jeanine Benson (Group Manager Transport) advised that full repair of the footpath damaged by buses would not be undertaken until the issue of the public transport buses parking, or turning using the footpath was resolved.

 

Portobello tourist signage – relocation options (Portobello)

The options provided by the Transport Engineering and Road Safety team for the relocation of the tourist signage to outside the Portobello Dairy was rejected by the Board as being unsuitable.  Cheryl Neill to investigate further location options and report back to the Board.

 

12        Board Updates and Report Backs

 

Board Members provided verbal updates and report backs on portfolios and activities including:

 

Keep Dunedin Beautiful (KDB) – Cheryl Neill

KDB Awards evening was held on 16 August, with 62 nominations.

KDB week is 21-28 September, with community clean ups being arranged.

Harwood (and Lower Peninsula) – Cheryl Neill

Hand driers have been installed at Scott Hall (funded by the Board).was

                          

Civil Defence/Community Response Planning – Lox Kellas

Update provided as part of Item 10

 

Te Umu Kuri (Wellers Rock) – Paul Pope/Edna Stevenson

A meeting held with Paul, Edna, Jeanine Benson and Aukaha Ltd on the installation of the cultural signage.  Aukaha confirmed signage would be installed once landscape design work is completed.

 

Macandrew Bay – Edna Stevenson

Feedback was received from Macandrew Bay school pupils on the Marion Street mural. Edna will review and report back to the Board.

 

Tomahawk – Paul Pope

The Tomahawk School site development was considered as part of the Board’s 2024-2025 Community Plan, level 1 priorities.

 

 

Moved (Paul Pope/Edna Stevenson):

That the Board:

 

Notes the Board updates

Motion carried (OPCB/2024/039)

 

13        Councillor Update

 

Councillor Andrew Whiley provided an update on matters of interest to the Board.

 

Moved (Paul Pope/Hoani Langsbury):

That the Board:

 

Notes the report from Cr Whiley.

Motion carried (OPCB/2024/040)

 

14        Chairperson's Report

 

Paul Pope provided a verbal update on matters of interest including:

·    OPCB presentation to the Civic Committee – 17 September 2024

·    Board membership of ECOTAGO

·    Feedback from Community Board Chairs meeting with Mayor Radich – 22 July 2024

·    Safety concerns (Macandrew Bay playground)

 

Paul Pope sought the Board’s approval for the Board to become a member of ECOTAGO.  The Board deferred the matter for consideration as a funding application to the next Board meeting.

 

Paul advised that pupils from Macandrew Bay school would write to DCC Parks and Recreation about their concerns for safety at the  Ralph Ham Park playground.

 

Paul advised letters of thanks and feedback would be sent to the pupils from Broad Bay, Macandrew Bay and Portobello schools for their participation in the “mock Community Board meeting” held prior to the Board meeting on 5 September.

 

 

Moved (Paul Pope/Hoani Langsbury):

That the Board:

 

Notes the Chairperson’s report.

Motion carried (OPCB/2024/041)

 

15        Items for Consideration by the Chair

 

Discussion was held on postponing the date of next meeting from 7 November due the unavailability of the majority of members.  Members agreed to postpone the meeting until Thursday 21 November 2024. 

Stacey Kokaua-Balfour indicated she would be an apology for the November meeting.

 

The meeting concluded at 1:31pm.

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

CHAIRPERSON