Agenda of Waikouaiti Coast Community Board

Notice of Meeting:

I hereby give notice that an ordinary meeting of the Waikouaiti Coast Community Board will be held on:

Date: Wednesday 5 April 2023

Time: 5.30 pm

Venue: Surf Club Social Rooms, Warrington Domain, Warrington

Sandy Graham

Chief Executive Officer

Waikouaiti Coast Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Alasdair Morrison
Deputy Chairperson	Andy Barratt
Members	Sonya Billyard	Mark Brown
	Chris McBride	Cr Jim O'Malley
	Geraldine Tait

Senior Officer Mike Cartwright, Acting Head People and Capability

Governance Support Officer Rebecca Murray

Rebecca Murray

Governance Support Officer

Telephone: 03 477 4000

governance.support@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.

Waikouaiti Coast Community Board

5 April 2023

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

1.1 Street Lighting 4

1.2 Waikouaiti Bowling Club 4

1.3 Blueskin Youth & Community Amenities Association 4

1.4 Sport Otago 4

1.5 Neighbours of Hikaroroa/Mt Watkin Community Group 4

2 Apologies 4

3 Declaration of Interest 5

4 Confirmation of Minutes 8

4.1 Waikouaiti Coast Community Board meeting - 22 February 2023 9

Part A Reports (Waikouaiti Coast Community Board has power to decide these matters)

5 Funding Applications 14

6 Governance Support Officer's Report 31

7 Community Plan 41

8 Board Representation and Roles 42

9 Chairperson's Report 44

10 Councillor's Update 45

Waikouaiti Coast Community Board

5 April 2023

Waikouaiti Coast Community Board

MINUTES

Minutes of an ordinary meeting of the Waikouaiti Coast Community Board held in the Blueskin Bay Library, Harvey Street, Waitati on Wednesday 22 February 2023, commencing at 5.34 pm

PRESENT

Chairperson	Alasdair Morrison
Deputy Chairperson	Andy Barratt
Members	Mark Brown	Chris McBride
	Geraldine Tait

IN ATTENDANCE

Mike Cartwright (Acting Head of People and Capability), Ian Mann (Vegetation Control Officer).

Governance Support Officer Rebecca Murray

1 Public Forum

1.1 Waiputai Trust - Withdrawn

The Waiputai Trust did not attend to speak at public forum as their funding application was withdrawn.

1.2 Friends of the Taieri Willow

Bronwyn Lowe and Julie Gemmell from the Friends of the Taieri Willow addressed the meeting regarding their funding application. They provided an overview, current projects, future goals and responded to members’ questions.

2 Apologies

Apologies were received from Sonya Billyard and Cr Jim O’Malley.

Moved (Alasdair Morrison/Mark Brown):

That the Board:

Accepts the apologies from Sonya Billyard and Cr Jim O’Malley.

Motion carried (WCCB/2023/001)

3 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.

Moved (Alasdair Morrison/Andy Barratt):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (WCCB/2023/002)

4 Confirmation of Minutes

4.1 Waikouaiti Coast Community Board meeting - 7 December 2022

Moved (Chris McBride/Mark Brown):

That the Board:

Confirms the Waikouaiti Coast Community Board meeting held on 07 December 2022 as a correct record.

Motion carried (WCCB/2023/003)

Part A Reports

5 DCC Vegetation Control Officer Update
	The DCC Vegetation Control Officer, Ian Mann, updated the Board with a PowerPoint presentation on the processes for Transport vegetation control and best practice for reporting and raising vegetation issues with the Council.

6 Funding Applications

A report provided a copy of the funding applications for the Board’s consideration, an update on the amount in the Board’s discretionary fund and project funding acknowledgements.

The Waiputai Trust funding application was not considered as it had been withdrawn.

Moved (Geraldine Tait/Chris McBride):

That the Board:

Approves the funding application from the Friends of the Taieri Willow for $2,000.00 towards the tool shed with the following conditions:

- provide details of a credible bank account related to the willow activities.

- report back when an incorporated society.

- proof that the grant has been used for the intended purpose.

Motion carried (WCCB/2023/004)

Moved (Alasdair Morrison/Mark Brown):

That the Board:

a) Notes the Ramrock Road Bus Shelter Project funding acknowledgement.

b) Notes the Puketeraki Lookout Project funding acknowledgement.

Motion carried (WCCB/2023/005)

7 Governance Support Officer's Report
	A report from Governance provided an update on activities relevant to the Board’s area.
	Moved (Alasdair Morrison/Geraldine Tait): That the Board: Votes for Chris McBride for the Community Boards’ Executive Committee’s (CBEC) Zone 6 Representative. Motion carried (WCCB/2023/006)

	Moved (Alasdair Morrison/Andy Barratt): That the Board: Notes the Governance Support Officer’s Report. Motion carried (WCCB/2023/007)

8 Board Representation and Roles

Board members provided an update on activities and areas of responsibility, which included:

Freedom Camping

Alasdair Morrison advised that the freedom camping numbers were less than pre-covid and that the freedom camping location behind the railway station numbers were on the rise.

Matanaka Drive Replanting Project

Mark Brown advised that work had started on the removal of lupins.

Moana Gow Swimming Pool Committee

Andy Barratt advised there was a committee meeting coming up and that the pool had a new management system.

OneCoast Recycling

Geraldine Tait advised there were two part time staff members thanks to grants funding. She advised the covered section between the containers was still progressing but not completed yet due to lack of funding available.

Community Engagement

Andy Barratt provided an overview of the Board newsletter and the proposed first edition would be end of March 2023.

Truby King Recreation Reserve Management Committee

Andy Barratt advised that the archaeological review was ongoing. He advised that the reserve was looking good and a sign was installed at Russell Road advising where the reserve was.

Recreation Activities

Mark Brown advised that he had been in discussion with Delta to check if a track off Church Lane, Warrington was on the asset register to maintain. Andy Barratt advised that the Board community plan should include recreation facilities.

Moved (Alasdair Morrison/Geraldine Tait):

That the Board:

Notes the Board Updates.

Motion carried (WCCB/2023/008)

9 Community Plan
	There were no changes to the Board Community Plan 2022-23.

10 Chairperson's Report
	A verbal update was provided by the Chairperson at the meeting, including: Karitāne Harbour Issues Buses – Overcrowding and ORC remedy Karitāne bus shelter Apes Road bus parking Sulisker Street trees and signage re: campervans Meeting with Transport Department and Zeagold re: Beach Street issues Beach Street – public meeting Blueskin Show – 2^nd April Future of Local Government Scarp Street safety Waikouaiti Water update Zero Carbon meeting 15 March Coast Road closure 28^th February for 5 weeks


	Moved (Alasdair Morrison/Andy Barratt): That the Board: a) Approves Karitāne Harbour Area as a Board project; and b) Approves Alasdair Morrison and Andy Barratt as the Board Representatives. Motion carried (WCCB/2023/009)

	Moved (Alasdair Morrison/Chris McBride): That the Board: Notes the Chairperson’s update. Motion carried (WCCB/2023/010)

11 Councillor's Update
	Councillor Jim O’Malley was not in attendance to provide an update.

The meeting concluded at 8.10 pm.

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

CHAIRPERSON

Waikouaiti Coast Community Board

5 April 2023

Part A Reports

Funding Applications

Department: Civic

EXECUTIVE SUMMARY

1 This report provides a copy of funding applications for the Board’s consideration and provides an update on the amount in the Board’s discretionary fund.

2 As this is an administrative report only, the Summary of Considerations is not required.

Discretionary Fund

3 The Board has been allocated $10,000.00 for the 2022/23 year.

4 $4,341.00 is available for the remainder of the 2022/23 year. To date $5,659.00 has been spent as follows:

Meeting Date	Amount	Recipient/Purpose
1 August 2022	$800.00	Waitati Music Festival – towards the cost of toilet hire for the 10^th Waitati Music Festival
1 August 2022	$1,350.00	East Otago Blokes Shed – towards obtaining vital equipment for the workshop
1 August 2022	$945.00	Board and POWA – towards the Ramrock Road bus shelter project
1 August 2022	$564.00	POWA – towards hosting a Community Be Ready expo
22 February 2023	$2000.00	*Friends of the Taieri Willow – towards a tool shed
Total	$5,659.00

*To be paid once criteria in approved resolution has been met

Funding Request Applications

5 Prior to this meeting, the Board members agreed via email to fund the printing cost of $552.41 for x 500 copies of the WCCB newsletter and the printing cost of $54.16 for Beach Street flyers, a total cost of $606.57, including GST. This enabled the provision of newsletters for the Blueskin Autumn Show being held on 2 April 2023. The Board is now asked to ratify payment to POWA as the umbrella organisation (Attachment A).

6 Waikouaiti Bowling Club requested $800.00 excl. GST towards materials to replace the existing fence at the southern end of the bowling green. The fence is in a state of disrepair and allowing rabbits to enter the bowling green causing damage to the playing surface. Labour to build the fence will be carried out voluntarily by club members (Attachment B).

7 Blueskin Youth & Community Amenities Association requested $3572.65 towards essential maintenance on the very popular Orokonui Lagoon walk on the eastern section of the track. To remove a dangerous old pine, two loads of gravel to ensure safe passage of walkers and spray for weed control (used in consultation with the Department of Conservation) (Attachment C).

RECOMMENDATIONS

That the Board:

a) Ratifies the funding of $606.57 agreed via email for the Board newsletter printing to be paid to POWA as the umbrella organisation.

b) Considers the funding application from the Waikouaiti Bowling Club.

c) Considers the funding application from the Blueskin Youth & Community Amenities Association to be paid into the Blueskin Youth Centre Assn Inc bank account.

Signatories

Author:	Rebecca Murray - Governance Support Officer
Authoriser:	Sharon Bodeker - Manager Governance

Attachments

	Title	Page
⇩a	Board Project Funding Application	16
⇩b	Waikouaiti Bowling Club Funding Application	20
⇩c	Blueskin Youth and Community Amenities Association Funding Application	27

Waikouaiti Coast Community Board

5 April 2023

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Waikouaiti Coast Community Board on activities relevant to the Board’s area including:

a) Community Board Executive Committee (CBEC)

b) Civic Affairs Committee

c) Draft DCC Annual Plan 2023/24

d) Currently Being Consulted on by Dunedin City Council

e) Roadworks Schedule

f) Dunedin City Council Updates

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Decides if the Board will prepare a submission to the draft DCC Annual Plan 2023/24, noting that it will be ratified at the next Board meeting being held on 17 May 2023.

Community Board Executive Committee (CBEC)

2 Regan Horrell (Mosgiel-Taieri Community Board) has been appointed to the Community Board Executive Committee for Zone 6.

Civic Affairs Committee

3 The Civic Affairs Committee is a new committee established this triennium, and its membership comprises all Councillors and the Mayor. Cr Bill Acklin is the Chair of the Committee.

4 At the start of each Committee meeting, two Board Chairs (or their delegate) will be invited to present on matters that the Boards would like to raise with the Committee. Each Board will have the opportunity to present on two occasions throughout the year.

5 The Waikouaiti Coast Community Board is invited to present to the Committee meeting being held on 16 May 2023 and members should consider what issues you would like to highligh t.

Draft DCC Annual Plan 2023/24

6 The draft 2023/24 Annual Plan (“the draft Plan”) is an update of year three of the 10 year plan 2021-31. The draft Plan proposes no significant changes to the 10 year plan, and there are no engagement topics requiring specific feedback. Because there are no significant changes, Council has no legal requirement to consult on the draft Plan, and as such, a consultation document will not be prepared.

7 Although there are no engagement topics requiring specific feedback, an engagement process will still be undertaken this year, and it will follow the engagement approach that was used for the 2022/23 Annual Plan.

8 Engagement will focus on providing updates to the community on how Council is tracking against key 10 year plan 2021-31 projects, and for the community to provide feedback to Council more generally. A mixed method approach to engagement that utilises both online digital content as well as print-based engagement practices will be undertaken.

9 In planning the engagement approach, staff have taken into consideration community diversity, youth, and Māori and Pāsifika. Staff have also considered accessibility of both print media and online social media platforms. Taking this all into account, the tools for community engagement will include:

a) Creating digital content and producing a series of short videos to tell the story of key decisions and progress on current projects

b) Proactive use of social media platforms to share digital content

c) Proactive media releases

d) Advertising in print media

e) DCC Website including updating DCC’s ‘The Future of Us’ webpage

10 We appreciate that our Community Boards can effectively reach their local communities through their networks. As content is developed, the information will be sent through to all Community Boards, for sharing with your communities.

11 The community will be able to provide feedback through online processes, social media, in writing, and via emails. The feedback period will run from 31 March to 21 April 2023. Hearings are scheduled to start on 1 May 2023. All feedback will be collated, analysed, and reported back to Council for its consideration at the deliberations meeting scheduled to begin on 22 May 2023.

12 Community Boards are invited to provide feedback to Council and present their views at the hearing.

· Currently Being Consulted on by Dunedin City Council

13 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

14 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

15 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

16 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:

Rebecca Murray - Governance Support Officer

Authoriser:

Mike Cartwright - Acting Head of People and Capability

Sharon Bodeker - Manager Governance

Attachments

	Title	Page
⇩a	Public Forum Supporting Documents - Sport Otago - Waikouaiti School Visit Report	35

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision enables democratic local decision making and action by, and on behalf of communities.

Fit with strategic framework

	Contributes	Detracts	Not applicable
Social Wellbeing Strategy	☒	☐	☐
Economic Development Strategy	☐	☐	☒
Environment Strategy	☐	☐	☒
Arts and Culture Strategy	☐	☐	☒
3 Waters Strategy	☐	☐	☒
Spatial Plan	☐	☐	☒
Integrated Transport Strategy	☐	☐	☒
Parks and Recreation Strategy	☐	☐	☒
Other strategic projects/policies/plans	☐	☐	☒

Māori Impact Statement

There are no known impacts for Maori.

Sustainability

There are no implications.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no financial implications.

Significance

This decision is considered low significance in terms of the Council’s Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

Internal engagement has occurred with appropriate staff members.

Risks: Legal / Health and Safety etc.

There are no risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

This report provides information on activities in or relevant to the Board’s area.

Waikouaiti Coast Community Board

5 April 2023

Board Representation and Roles

Department: Civic

EXECUTIVE SUMMARY

1 Board members may provide an update on activities including:

Civil Defence Emergency Management (CDEM)

Sonya Billyard & Chris McBride

Cycleways

Geraldine Tait

Freedom Camping

Alasdair Morrison

Keep Dunedin Beautiful

Geraldine Tait

Liaison with Funding Applicants

Alasdair Morrison

Matanaka Drive Replanting Project

Mark Brown

Moana Gow Swimming Pool Committee

Andy Barratt

North Coast Tourism Initiatives

Mark Brown

OneCoast Recycling

Geraldine Tait

Community Engagement

Sonya Billyard & Andy Barratt

Truby King Recreation Reserve Management Committee

Andy Barratt

Recreation Activities

Andy Barratt

2 As this is an administration report the Summary of Consideration is not required.

RECOMMENDATIONS

That the Board:

a) Notes the Board Updates.

Signatories

Author:

Rebecca Murray - Governance Support Officer

Attachments

There are no attachments for this report.

	Title	Page
A ⇩	Minutes of Waikouaiti Coast Community Board meeting held on 22 February 2023	9