Notice of Meeting:
I hereby give notice that an ordinary meeting of the West Harbour Community Board will be held on:
Date: Thursday 31 March 2022
Time: 5.30 pm
Venue: Via Audio Visual Link
The meeting will be live streamed on the Council’s YouTube page: https://youtu.be/_eBPt88Myak
Sandy Graham
Chief Executive Officer
West Harbour Community Board
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Francisca Griffin |
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Deputy Chairperson |
Trevor Johnson
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Members |
Duncan Eddy |
Kristina Goldsmith |
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Angela McErlane |
Jacqueline Ruston |
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Cr Steve Walker |
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Senior Officer Jeanine Benson, Group Manager Transport
Governance Support Officer Wendy Collard
Wendy Collard
Governance Support Officer
Telephone: 03 477 4000
Wendy.Collard@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
West Harbour Community Board 31 March 2022 |
ITEM TABLE OF CONTENTS PAGE
1 Public Forum 4
1.1 Long Beach Domain 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 - 9 February 2022 9
Part A Reports (West Harbour Community Board has power to decide these matters)
6 Election of Deputy Chairperson 15
7 He Purapura Marara - Scattered Seeds Digital Archive Community Project 17
8 Housing Action Plan 18
9 Governance Support Officer's Report 20
10 Board Updates 26
11 Chairperson's Report 27
12 Council Activities 28
13 Items for Consideration by the Chairperson 29
West Harbour Community Board 31 March 2022 |
Barry Smith and Len Hannah wish to address the meeting on the Long Beach Domain.
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 31 March 2022 |
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 |
Elected Members' Register of Interest |
6 |
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West Harbour Community Board 31 March 2022 |
West Harbour Community Board meeting - 9 February 2022
That the Board: a) Confirms the minutes of the West Harbour Community Board meeting held on 09 February 2022 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 9 February 2022 |
10 |
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West Harbour Community Board 31 March 2022 |
West Harbour Community Board
MINUTES
Minutes of an ordinary meeting of the West Harbour Community Board held in the Via Audio Visual Link on Wednesday 09 February 2022, commencing at 5.30 pm
PRESENT
Chairperson |
Francisca Griffin |
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Deputy Chairperson |
Trevor Johnson
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Members |
Duncan Eddy |
Kristina Goldsmith |
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Angela McErlane |
Jacqueline Ruston |
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Cr Steve Walker |
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IN ATTENDANCE |
Jeanine Benson (Group Manager, Transport) and Helen Chapman (Senior Transport Planner)
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Governance Support Officer Wendy Collard
1 Public Forum
1.1 St Leonards Pocket Park
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Steve Macknight addressed the meeting on his proposal for a pocket park at St Leonards and responded to questions. |
2 Apologies |
There were no apologies.
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3 Confirmation of agenda |
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Moved (Francisca Griffin/Trevor Johnson): 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.
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Moved (Francisca Griffin/Kristina Goldsmith): That the Board:
a) Notes the Elected Members' Interest Register; and b) Confirms the proposed management plan for Elected Members' Interests. Motion carried |
5 Confirmation of Minutes
5.1 West Harbour Community Board meeting - 17 November 2021 |
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Moved (Francisca Griffin/Cr Steve Walker): That the Board:
Confirms the public part of the minutes of the West Harbour Community Board meeting held on 17 November 2021 as a correct record. Motion carried (WHCB/2022/001) |
Part A Reports
6 Governance Support Officers Report |
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A report from Governance provided an update on activities relevant to the Board area which included: · Project Fund · Aramoana Playground · New Shared Path Behaviour Markings – The Senior Transport Planner (Helen Chapman) provided an overview of the new Waka Kotahi NZ Transport Agency surface markings for shared pathways. The Board congratulated staff on the surface markings that had been installed prior to Christmas. · Keep Dunedin Beautiful
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Moved (Francisca Griffin/Cr Steve Walker): That the Board:
Appoints Kristina Goldsmith as the Board’s Representative to the Keep Dunedin Beautiful Committee Motion carried (WHCB/2022/002)
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Moved (Francisca Griffin/Trevor Johnson): That the Board:
Notes the Governance Support Officers Report. Motion carried |
7 Board Updates |
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Port Noise Liaison Committee Jacque Ruston provided an update.
Long Beach and Pūrākaunui Amenities Society Jacque Ruston advised that there was concern regarding the lack of signage by the Pūrākaunui School. Ms Ruston also commented on the plantings that were being undertaken along the track.
Ms Ruston commented that the Long Beach Hall Committee had full committee and there had been a number of bookings for the Hall over the Summer.
Ravensdown Community Liaison Group Trevor Johnson advised that the first meeting for the year was being held in late February.
Keep Dunedin Beautiful Cr Walker advised that the first Keep Dunedin Beautiful Committee meeting for 2022 was being held next week.
Social Media and Communication Francisca Griffin provided an update on the activity on the Board’s Facebook page which included recent posts. Albertson Avenue Beautification Project Francisca Griffin advised that the garden was being well used by the community.
Aramoana Liaison Ange McErlane advised that she had included and article on the proposed Aramoana playground in the Rothesay News.
Vision Port Chalmers Ange McErlane provided an update which included the Port Chalmers Seafood Festival.
Education Liaison Kristina Goldsmith advised that there was no update.
Policing Matters Trevor Johnson advised that there was no update.
Historical/Information Plaques It was agreed that Francisca Griffin and Duncan Eddy would have a meeting to progress this project.
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Moved (Francisca Griffin/Angela McErlane): That the Board:
Notes the Board updates Motion carried |
8 Chairperson's Report |
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The Chairperson provided an update on matters of interest which included: · Roading Matters · NZTA - Francisca Griffin congratulated the contractors on the outstanding work on the shared pathway that had been undertaken. · Skip Day – Francisca Griffin advised that Skip Day had not been well attended which could have been due to the COVID Traffic Light Restrictions. · Otago Access Radio – Francisca Griffin provided an update on the items that were discussed during the Board’s last segment. · Request from Aurora Energy supporting their entry into the 2022 NZ Energy Excellence Awards – Following discussion, it was agreed that the Board would write a letter of appreciation.
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Moved (Francisca Griffin/Duncan Eddy): That the Board:
Approves the Chairperson writing a letter of appreciation to Aurora Energy for the Harbour Crossing Project.
Motion carried (WHCB/2022/003)
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Moved (Francisca Griffin/Cr Steve Walker): That the Board:
Notes the Chairperson’s Report. Motion carried |
9 Council Activities |
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Councillor Steve Walker provided an update on matters of interest which included · Draft Annual Plan · Funding Option for Kerbside Collection · Dunedin City Council Housing Policy · Sims Building Cr Walker thanked Duncan Eddy for his service as the Board Representative on the Keep Dunedin Beautiful Committee. |
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Moved (Cr Steve Walker/Francisca Griffin): That the Board:
Notes the Council Activities Update. Motion carried |
10 Items for Consideration by the Chairperson |
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There were no items for consideration.
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The meeting concluded at 6.46 pm.
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CHAIRPERSON
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West Harbour Community Board 31 March 2022 |
Election of Deputy Chairperson
Department: Civic
EXECUTIVE SUMMARY
1 Trevor Johnson has tended his resignation as the Board’s Deputy Chairperson (Attachment A).
2 As a result, the Board needs to appoint a Board Member as the Deputy Chairperson.
3 Schedule 7, Clauses 25(2) and (3) of the Local Government Act 2002 Amendment Act 2004 requires that the Board must determine by resolution that a person be elected or appointed by using one of the following systems of voting:
· System A: A candidate for Chairperson or Deputy Chairperson is elected if they received the votes of the majority of members present and voting. If there is no successful candidate in three rounds of voting (from which the candidate with the fewest votes is excluded on each round). In any round of voting, if 2 or more candidates tie for the lowest number of votes, the person excluded from the next round is resolved by lot.
· System B: A candidate for Chairperson or Deputy Chairperson is successful if they received more votes than any other candidate and if a tie occurs, it is resolved by lot.
4 At its inaugural meeting, the Board adopted System B for the voting of the Chairperson and Deputy Chairperson.
That the Board:
a) Decides the Voting system for the appointment of the Deputy Chairperson b) Considers the appointment of a Board Member as Deputy Chairperson. |
Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Clare Sullivan - Manager Governance |
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Title |
Page |
⇩a |
Letter of resignation |
16 |
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West Harbour Community Board 31 March 2022 |
He Purapura Marara - Scattered Seeds Digital Archive Community Project
The Dunedin Public Libraries have received funding from the National Libraries Partnership Programme to begin a digital community engagement project entitles “Save Our Stories”. Staff would appreciate the Board’s assistance to reach out to communities across Dunedin.
Staff propose offering outreach visits to communities, where they can learn more about the archive and talk to them about their stories or materials they would like to contribute to the archive. We can also provide a pop-up digitisation service where people can bring their memorabilia for scanning and will also teach them how to use the archive to tell their stories.
A link to the website has been attached for your information https://dunedin.recollect.co.nz/
The Digital Outreach Coordinators (Kay Mercer and Jill Bowie) will be in attendance to introduce the He Purapura Marara - Scattered Seeds Digital Archive Community Project to the Board.
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West Harbour Community Board 31 March 2022 |
The Housing Action Plan Advisor (Gill Brown) will be in attendance to introduce the Housing Action Plan to the Board.
Attachments
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Title |
Page |
⇩a |
Housing Action Plan Overview |
19 |
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West Harbour Community Board 31 March 2022 |
Governance Support Officer's 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
· Otago Access Radio (OAR)
· Long Beach Domain
· Dunedin City Council draft 2022/23 Annual Plan
· Correspondence
That the Board: a) Notes the Governance Support Officer’s Report. b) Considers continuation of the Board’s participation in the OAR FM Programme. |
Project Fund
2 The balance remaining in the Project Fund for allocation for the current financial year is $3,905.91. The following funds have been allocated in the 2021/22 financial year.
Meeting Date |
Recipient |
Amount |
11 August 2021 |
Otago Community Broadcasters Society
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30.00 |
11 August 2021 |
Rothesay News |
1,400.40 |
11 August 2021 |
West Harbour Community Board Community Awards * |
730.79 |
11 August 2021 |
West Harbour Arts Charitable Trust |
1,000.00 |
20 October 2021 |
For the Love of Trees |
1,432.90 |
20 October 2021 |
The Murray George Toy Library |
1,500.00 |
Total |
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$6,094.09 |
*All the costs for the Community Awards have now been received. At its 11 August 2021 meeting, the Board allocated $930.00 towards this project. The cost was only $730.79 so the difference of $199.21 has been added to balance remaining in the Project Fund for allocation.
Otago Access Radio
3 OAR FM have extended another invite to the Board to continue to take part in the “Round the Boards” feature segment. The cost for participation is $79.99 for 4 sessions (to 30 June 2022) (Attachment A).
Long Beach Domain
4 Parks and Recreation staff have been asked by a Long Beach resident, to considering options to improve parking availability at the Long Beach Domain.
5 Staff met onsite with the resident to discuss the availability of carparks during peak periods and restrictions on vehicle access to reserve spaces in accordance with the Reserves and Beaches Bylaw 2017. A petition was presented to staff showing support for the removal of restrictions that prohibit vehicle access to the grassed areas of the Domain.
6 Staff are exploring options that meet the requirements of the Reserves and Beaches Bylaw, provide sufficient parking space during peak periods, and have a minimal impact on the Domain’s green space.
Dunedin City Council draft 2022/23 Annual Plan
7 The draft 2022/23 Annual Plan (“the draft Plan”) is an update of year two of the 10 year plan 2021-31. This year, 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.
8 Council has however decided that an engagement process will still be undertaken. With the uncertainty of COVID in the community and taking into consideration the challenges for staff in the planning of face-to-face engagement events, a different approach to engagement will be taken.
9 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.
10 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 proposed 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
11 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.
12 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 22 April 2022. Hearings will be held where the community can speak directly to Council via zoom, scheduled to start on 2 May 2022. All feedback will be collated, analysed, and reported back to Council for its consideration at the deliberations meeting scheduled to begin on 23 May 2022.
13 Community Boards are invited to provide feedback to Council and present their views at the hearing.
Correspondence
14 Letter of appreciation that was sent to Aurora Energy Limited (Attachment B)
Roadworks Schedule
15 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
16 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
17 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.
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Signatories
Author: |
Wendy Collard - Governance Support Officer |
Authoriser: |
Clare Sullivan - Manager Governance |
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Title |
Page |
⇩a |
Otago Access Radio Invoice |
24 |
⇩b |
Letter to Aurora Energy Ltd |
25 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision enables democratic local decision making and action by, and on behalf of communities.
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Fit with strategic framework
There is no contribution to the Strategic Framework. |
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Māori Impact Statement There are no known implications for Māori. |
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Sustainability There are no implications for sustainability. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations There are no implications. |
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Significance This decision is considered low significance in terms of the Council’s Significance and Engagement Policy. |
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Engagement – external There has been no external engagement. |
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Engagement - internal Internal engagement has occurred with appropriate staff members. |
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Risks: Legal / Health and Safety etc. There are no risks. |
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Conflict of Interest There is no known conflict of interest. |
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Community Boards The report provides information on activities in or relevant to the Board area. |
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West Harbour Community Board 31 March 2022 |
Department: Civic
1 Port Noise Liaison Committee
Jacque Ruston and Kristina Goldsmith will provide a verbal update.
2 Ravensdown Community Liaison Group
Trevor Johnson will provide a verbal update.
3 Keep Dunedin Beautiful
Kristina Goldsmith will provide a verbal update.
4 Otago Access Radio
A verbal update will be provided.
5 Social Media and Communication
Francisca Griffin will provide a verbal update.
6 Albertson Avenue Beautification Project
Francisca Griffin will provide a verbal update.
7 Aramoana Liaison
Ange McErlane will provide a verbal update.
8 Vision Port Chalmers
Ange McErlane will provide a verbal update.
9 Information Plaque
10 Education Liaison
Kristina Goldsmith will provide a verbal update.
11 Long Beach and Pūrākaunui Amenities Society
Jacque Ruston will provide a verbal update.
12 West Harbour Emergency Response Group
Jacque Ruston will provide a verbal update.
13 Policing Matters
Trevor Johnson will provide a verbal update.
That the Board: a) Notes the Board updates |
West Harbour Community Board 31 March 2022 |
Department: Civic
EXECUTIVE SUMMARY
1 The Chairperson will provide an update on matters of interest including:
· Port Chalmers Swimming Pool
· Vegetation issues.
That the Board: a) Notes the Chairperson’s Report.
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West Harbour Community Board 31 March 2022 |
Council Activities
Department: Civic
EXECUTIVE SUMMARY
1 Councillor Steve Walker will provide an update on matters of interest.
That the Board: a) Notes the Council Activities Update.
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