Agenda of Saddle Hill Community Board

Saddle Hill Community Board

MINUTES

Unconfirmed minutes of an ordinary meeting of the Saddle Hill Community Board held in the Otaru Room, Civic Centre, The Octagon, Dunedin on Thursday 21 April 2016, commencing at 3.30 pm.

PRESENT

Chairperson	Scott Weatherall
Deputy Chairperson	Pam Jemmett	Jonathan Usher
Members	Keith McFadyen	John Moyle
	Leanne Stenhouse	Cr Andrew Whiley

IN ATTENDANCE

John Christie (Director Enterprise Dunedin), Neil Brown (Manager Civil Defence Emergency Management), Michael Harrison (Network Development and Operations Manager), Richard Saunders (Group Manager Parks and Recreation).

Governance Support Officer Arlene Goss

1 Public Forum

There was no Public Forum.

2 Apologies

The Saddle Hill Community Board received an apology for lateness from Cr Andrew Whiley.

3 Confirmation of agenda

Moved (Chairperson Scott Weatherall/Member Leanne Stenhouse) that the Board

Confirms the agenda without addition or alteration.

Motion carried (SHCB/2016/001)

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.

There were no declarations of interest.

5 Confirmation of Minutes

5.1 Saddle Hill Community Board meeting - 10 March 2016

The Chairman would like the name of the writer of the Governance Support Officer's report at the last meeting to be checked to see if it is correctly noted in the minutes.

Moved (Chairperson Scott Weatherall/Member Pam Jemmett) that the Board:

Confirms the minutes of the Saddle Hill Community Board meeting held on 10 March 2016 as a correct record.

Motion carried (SHCB/2016/002)

Part A Reports

6 Flooding Event - June 2015

Neil Brown, Manager Civil Defence Emergency Management, introduced himself and asked for questions from the Board members.

Cr Whiley joined the meeting at 3.38pm

Mr Brown answered questions about the current situation with the rural fire authority and last year's flood in South Dunedin. Mr Brown offered to send the members a copy of the flood debrief. Discussion followed on the role of the Community Board in a flood event. Mr Brown outlined work undertaken since the flood to communicate more effectively with the community and its leaders.

7 Governance Support Officer's Report

The Governance Support Officer outlined the contents of this report. The Chairman then went through the action list and updated the items. He asked that the items "Proposed BMX track" and "Taylor's Creek" be removed from the list.

Michael Harrison (Network Development and Operations Manager) joined the meeting to update the Community Board on transport developments. He asked for an action point to be added regarding the monitoring of the Fairfield off ramp onto Old Brighton Road, as raised by member Pam Jemmett. Questions were asked about other roads of interest.

Member Keith McFadyen requested that members be sent a copy of the Council's organisational chart to show the names of people to contact in different areas of responsibility. This is to go on the action list.

Richard Saunders, Group Manager Parks and Recreation, joined the meeting to update the Community Board on parks and recreation matters on the action list. The Chairman noted the landscape plan for the Brighton Reserve Western Edge and said he will take this to the chairman of the rugby club. Mr Saunders then updated the Board members on the current tendering of new contracts for parks maintenance.

Moved (Chairperson Scott Weatherall/Member Keith McFadyen) that the Board:

a) Notes the Governance Support Officer's Report.

Motion carried (SHCB/2016/003)

8 Board Updates
	Member Leanne Stenhouse updated the Community Board on activities related to "Keep Dunedin Beautiful".

9 Chairperson's Report

The Chairman talked about the items in his report, which is attached to the agenda at page 25. He will forward a copy of his nomination for the Local Government Awards to members before sending it away. The outcome of the representation review was satisfying. He will attend the Anzac Day service and lay a wreath on behalf of the Community Board.

Member Jonathan Usher suggested that the Board recognise the service to the Board from Michael Harrison. The Chairman will write a letter of appreciation.

Moved (Chairperson Scott Weatherall/Member Jonathan Usher) that the Board:

a) Notes the Chairperson's Report

Motion carried (SHCB/2016/004)

10 Council Activities
	Cr Andrew Whiley noted the representation review, the remuneration decision, and the annual plan. The dog control bylaw comes out at the end of May, or June. He attended a meeting about the walkway to Tunnel Beach and found this interesting.

11 Notification of Agenda Items for Consideration by the Chair

The following items were put forward:

Pedestrian accessway update for Blackhead Road.

Discussion on remaining funds in the discretionary account.

Update from Otago Rural Fire on the Saddle Hill fire.

The meeting concluded at 5.15pm.

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

CHAIRPERSON

Saddle Hill Community Board

2 June 2016

Part A Reports

Library Activity Report

Department: Services and Development

EXECUTIVE SUMMARY

1 This report provides a summary of the activities of the Dunedin Public Libraries for the period 1 February to 30 April 2016 with a focus on the activities of the Bookbuses.

RECOMMENDATIONS

That the Board:

a) Notes the report

BACKGROUND

Operational and Project Activities

Statistics

2 Total loans for the period 1 July 2015 - 31 March 2016 were 1,135,160 representing an increase of 3,892 or 0.3% of loans compared to the same period in 2014/15. Increased loans were recorded at the City Library (0.9%) and on the Bookbuses (4.2%) while loans decreased at all other libraries.

3 A total of 98,314 reference enquiries were received during this period representing a decrease of 15,141 enquiries or 15.4% compared to the same period in 2014/15. Decreased reference enquiries were recorded at all libraries and on the Bookbuses.

4 There were a total of 900,074 visits to libraries over this period representing an increase of 24,546 or 2.8% of total visits compared to the same period in 2014/15. Increased visits were recorded at the City Library (7.2%) while decreased visits were recorded at the community libraries and on the Bookbuses.

Gig City Dunedin

5 Planning continues for the launch of the Gig City Hub on the Ground Floor of the City Library expected in June 2016. This space will include Gig-speed free public Wi-Fi, information showcasing the potential of ultra-fast broadband and a “shop front” for enquiries from local residents, businesses and visitors to the city.

6 Work is also underway on establishing an additional 11 Gig-speed free public Wi-Fi hotspots around the city over the next 12 months. Sites chosen include the Mosgiel and Port Chalmers Libraries.

Director Appointed for City of Literature

7 With the appointment of a Director an important milestone has been reached in the development of the City of Literature status Dunedin was awarded by UNESCO in December 2014. Nicky Page who is currently an Academic Manager in the Division of Health Sciences at the University of Otago starts her new role on 16 May 2016.

He Purapura Marara – Scattered Seeds

8 The launch of the Library’s new Community Digitisation Centre and digital archive took place at the City Library on 27 April 2016. This resource has been made possible by a generous donation from the Cedars of Lebanon Club on behalf of the Lebanese community of Dunedin. The archive will collect and make available digitally the memories, mementos and stories from the various groups of people that have made Dunedin their home.

Bookbus

9. The Dunedin Public Libraries’ Bookbuses visit: Green Island on Mondays, Tuesdays and Fridays; Brighton, Ocean View and Waldronville on Tuesdays; and Fairfield on Wednesdays. Students from; St Peter Chanel, Fairfield and Big Rock Primary Schools, and the Fairfield Play and Learn Early Education Centre visit most weeks along with local residents.

10. The 2015/16 statistics indicate that the Brighton is still one of our ten busiest stops (out of 50 stops). Waldronville is becoming busier while the two Fairfield stops are among the quietest stops.

Average Weekly Issues	2012	2013	2014	2015	2016 (to Mar)	Mins at stop
Brighton	254	206	190	180	138	120
Ocean View	24	37	36	33	35	45
Waldronville	19	13	23	26	27	60
Fairfield (Main South Rd)	16	23	11	7	4	30
Fairfield(Old Brighton Rd)	16	7	14	14	17	45
Green Island - Mon	48	56	47	43	29	45
Green Island - Tues	18	13	13	12	11	30
Green Island - Fri	47	40	51	31	32	90
Total	442	395	385	346	293

11. Big Rock Primary School requested an investigation into the location of the Brighton Bookbus stop early in 2015. DCC’s Transportation Safety Team carried out an assessment of the stop which was on an unmarked gravel area near the school and came up with several safer options. After a few trials, and in consultation with the teachers and Principal, a site across the road from the school was selected. The school children now cross at a pedestrian crossing when visiting the Bookbus which is a safer option than the uncontrolled driveways and roads they had previously had to navigate. The new Bookbus stop was operational from February 2016.

12. Recently the Bookbuses were fitted with new cell phones; these enable librarians to demonstrate Library related apps to customers. The possibility of the Bookbuses becoming Wi-Fi hotspots is also being explored, either as a Gig city initiative, or funded by the Library.

13. Planning is underway to relocate the Green Island Friday night stop from the centre of the township where there are frequent problems with cars parking on the stop, to the southern end of the township near the new supermarket. The intention is to use the Monday Bookbus stop outside the Memorial Gardens. Bookbus customers have been consulted and have provided positive feedback on the proposal. However, the Transportation Safety Team have yet to assess the new site.

14. The timetable in the Saddle Hill area remains:

Green Island–Monday (Memorial Gardens) 10.45am – 11.30am

Green Island–Tuesday (Irmo Street) 3.45pm – 4.15pm

Green Island–Friday (Presbyterian Church) 6.00pm – 7.30pm

Brighton–Tuesday (Cole Street) 10.15am – 12.15pm

Ocean View Hall–Tuesday (Brighton Road) 1.30pm – 2.15pm

Waldronville–Tuesday (near School) 2.30pm – 3.30pm

Fairfield – Wednesday (Fulton Hogan) 9.55am – 10.25am

Fairfield – Wednesday (Old Brighton Rd) 10.30am – 11.15am

OPTIONS

15. There are no options as this report is for information purposes only.

NEXT STEPS

16. There are no next steps as this report is for information purposes only.

Signatories

Author:

Mike Collett - Manager Customer Experience

Authoriser:

Bernie Hawke - Group Manager Arts and Culture

Simon Pickford - General Manager Services and Development

Attachments

	Title	Page
a	Library Statistics July 2015-March 2016	14

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report relates to providing a public service that it is considered good-quality and cost-effective.

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	☐	☐	☒

The information provided in this report supports the Social Wellbeing Strategy by the role of libraries in promoting 'Connected People' and 'Vibrant and Cohesive Communities'; the Economic Development Strategy by providing library resources and services that support 'Business Vitality' and 'Alliances for Innovation' as well as providing library collection resources and public programmes that support the Arts and Culture Strategy.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications.

Financial considerations

There are no financial implications.

Significance

The matters raised in this report are considered low significance in terms of the Council’s Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

There has been no internal engagement.

Risks: Legal / Health and Safety etc.

There are no identified risks.

Conflict of Interest

There is no known conflict of interest.

Community Boards

The purpose of this report is to provide information to the Community Board.

Saddle Hill Community Board

2 June 2016

ATTACHMENT A: LIBRARY USAGE INDICATORS – 1 July 2015 to 30 March 2016

Library Usage Indicator

2014/15

2015/16

+/-

+/- %

Blueskin Bay Library

Issues

Reference Enquiries

Visits

21,701

4,832

25,230

19,805

2,875

22,019

-1,896

-1,957

-3,211

-8.7

-40.5

-12.7

Bookbus

Issues

Reference Enquiries

Visits

88,327

15,797

52,281

92,065

14,588

51,538

+3,738

-1,209

-743

+4.2

-7.7

-1.4

City Library

Issues

Reference Enquiries

Visits

765,266

76,599

599,311

772,434

66,614

642,584

+7,168

-9.985

+43,274

-0.9

-13.0

+7.2

Mosgiel Library

Issues

Reference Enquiries

Visits

167,562

7,421

112,086

165,180

6,922

109,224

-2,382

-499

-2,862

-1.4

-6.7

-2.6

Port Chalmers Library

Issues

Reference Enquiries

Visits

54,046

5,267

59,871

51,389

4,976

49,452

-2,657

-291

-10,419

-4.9

-5.5

-17.4

Waikouaiti Library

Issues

Reference Enquiries

Visits

34,366

3,539

26,750

34,287

2,339

25,257

-79

-1,200

-1493

-0.2

-33.9

-5.6

Dunedin Public Libraries

Issues

Reference Enquiries

Visits

1,131,268

113,455

875,529

1,135,160

98,314

900,074

+3,892

-15,141

+24,545

+0.3

-15.4

+2.8

Saddle Hill Community Board

2 June 2016

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Saddle Hill Community Board of activities relevant to the Board area including:

a) Project Fund

b) Election Timetable

c) Walton Park Mural

d) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

b) Approves the design for the Walton Park Mural

c) Approves the removal of items from the Action List

d) Approves the addition of items to the Action List

BACKGROUND

Project Fund

2 $768.68 remains in the Project Fund of $10,000.00. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
20 August 2015	$2,000.00	Fairfield School
20 August 2015	$47.63	Leanne Stenhouse (cuppa and conversation)
1 October 2015	$1,000.00	Lions Club of Green Island
1 October 2015	$2,000.00	Big Rock Primary School
1 October 2015	$1,000.00	Madeline Guthrie (Youth Ambassador Award)
19 November 2015	$505.66	Brighton Ocean View Family Playgroup
19 November 2015	$2,000.00	Riding for the Disabled Dunedin
19 November 2015	$130.43	Peter Kenyon Workshop
4 February 2016	$500.00	Green Island Lions
10 March 2016	$47.60	Leanne Stenhouse (cuppa and conversation)
Total	$9,231.32

Election Timetable

3 Preparations are in progress for the local elections later in the year. Key dates are as follows:

Friday 15 July	Nominations open Electoral rolls open for inspection
Friday 12 August	Nominations close (12.00 noon) Electoral rolls close
Friday 16 September to Wednesday 21 September	Delivery of voting documents
Saturday 8 October	Election Day. Voting closes at 12.00 noon.

4 Nomination forms and candidate information handbooks will be supplied prior to nominations opening.

Walton Park Mural

5 There were three designs received by local artists which have been provided for consideration in Attachment B. Staff have asked the Community Board to consider these designs and advise of their preference. The work will then be completed by August, subject to weather.

Action List

6 An update on outstanding matters is provided in Attachment A.

Signatories

Author:	Lynne Adamson - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Saddle Hill Community Board Action Plan June 2016	18
b	Walton Park Mural Options	21

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report 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	☐	☐	☐

In terms of the Action List (attachment A), there are no inconsistencies with the strategic framework.

Māori Impact Statement

There are no known implications for tangata whenua.

Sustainability

There are no known implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Stakeholder participation has been undertaken via Board initiated community events.

Financial considerations

There are no financial implications for the year commencing 1 July 2015 as all monies are budgeted and the grants are within the guidelines for Community Board funding.

Significance

Under the Significance Policy matters in this report are of low significance.

Engagement – external

No external engagement has been undertaken.

Engagement - internal

Staff have been contacted in relation to issues listed in Attachment A.

Risks: Legal / Health and Safety etc.

No risks have been identified.

Conflict of Interest

No conflicts of interest have been identified.

Community Boards

There are no implications for Community Boards except to provide information on activities in or relevant to the Board area.

Saddle Hill Community Board

2 June 2016

Saddle Hill Community Board Action List Parks, Recreation and Aquatics 2 June 2016
Topic	Date/ Item No	Action Requested	Report back to the Board	Status/ Due Date
Taylors Creek	17/5/2016 Chair’s Request	An update has been requested on the work required to restore the bank and avoid further erosion.	Site meeting with Otago Regional Council held 26^th May. Scope of works and timeframe yet to be finalised. This will be reported back to the Chair once known	Update to be provided to Chair
Walton Park	17/5/2016 Chair’s Request	An update has been requested on the mural for the Walton Park toilets.	Three designs received by local artists and provided to the Chair. Confirmation required on preferred design. Work to happen, subject to weather by August.	Board to approve design
Brighton Domain	17/5/2016 Chair’s request	An updated has been requested on the Brighton Domain Planting	Plant order being placed with supplier. Planting to occur during spring subject to favourable ground conditions. Liaison yet to occur with the local primary school.	Planting to occur in Spring
Freedom Camping	17/5/2016	An update on Freedom Camping	A report to Planning and Regulatory Committee in June is planned to summarise the freedom camping season. Discussing infrastructure pressures on the two unrestricted freedom camping sites	Copy of the report to be provided to the Board
Freedom Camping	4/2/16 Item 5 10/3/16 Item 5	Staff requested to help identify additional sites and encourage contained vehicles to frequent those sites.	An end of season review will be undertaken with an implementation plan for the next season to be developed.	To be reviewed

Saddle Hill Community Board Action List Transport 2 June 2016
Topic	Date/ Item No	Action Requested	Report back to the Board	Status/ Due Date
Road Safety Team	4/2/16 Item 5 10/3/16 Item 5 17/5/2016	The Chair queried the time it took to have problems addressed noting safety issues on the Brighton – Taieri Mouth Road which were more than 6 months old. The Board has requested that staff attend the Community Board meeting to provide a brief on actions to be taken and time lines following the on-site meeting. An update on the results of the drive around has been requested.	Staff were not aware of the issue re Taieri Mouth Road/Brighton Road. This will be investigated further. Results of the drive around with the Chair are listed below: 1. Westwood safety improvements. Awaiting funding for MIP 15/16 – will include project and update for 16/17 consultation. 2. Brighton Road/McColl Road – culvert issues Discussed if paddock could be used for stormwater storage. The Chair to speak to the landowner. 3. Allanton-Scroggs Hill Road Reviewing issues – installing additional chevron and looking at firming up gravel verge. To be completed in the next financial year. 4. Pedestrian access to/from Brighton Surf Life Saving Club across Brighton Road This will be improved with vegetation being trimmed and investigating possible physical improvements.	Drive around completed
Main South Road, Brighton Road Intersection	12/3/2015 Item 5	The Board requested investigation be undertaken into the installation of a roundabout at the Main South Road, Brighton Road intersection	An intersection assessment is currently underway and until this work is completed a future timeframe will not be known.	To be discussed with Chair late May, early June 2016
Blackhead Road	21/4/2016 Item 11 and 17/5/2016 Chairs request	An update on the Pedestrian Improvement on Blackhead Road.	The safety team have completed concept plans for a 1.3km x1.5m footpath from Tunnel beach carpark to the Blackhead/Mulford Rd intersection. The intention is to include this work in the 2016/17 footpath improvement programme	Work to be included in the 2016/17 footpath improvement programme.
Creamery Road	17/5/2016	The Board is concerned about the state of Creamery Road which became almost unusable on the second week of May 2016. They acknowledge that contractors responded quickly however they would like to know why/how this was allowed to occur. The Board would like an update on when the road was last inspected and when it had any maintenance carried out.	Staff were made aware of a change of use of Creamery Road, as this activity is deemed to be a legitimate use of the road we have asked our contractor to keep a closer watch on the state of the carriageway. The surface requires extra attention the contractor is obliged to send resources to maintain it in a safe and trafficable condition.	Contractor to observe and maintain in acceptable condition.
Brighton/Taieri Mouth Road	17/5/2016 Chair’s request	An update on the erosion sites that the Board had requested an engineer visit and inspect that are at high risk of further deterioration.	Update to be provided to next meeting	Update 7 July meeting
Transport Completed
Brighton Parking	4/2/2016	Staff were requested to help with public consultation to address parking issues near the South Seas Gallery on Brighton Road.	This will be addressed under the Urban Design Centres Project. Staff will assist with consultation	Consultation to be undertaken

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A	Minutes of Saddle Hill Community Board meeting held on 21 April 2016	7