Agenda of Strath Taieri Community Board

Notice of Meeting:

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

Date: Thursday 30 June 2016

Time: 2.00 pm

Venue: Strath Taieri Community Centre, Middlemarch

Sue Bidrose

Chief Executive Officer

Strath Taieri Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Barry Williams
Deputy Chairperson	Joan Wilson
Members	Russell Anderson	Bevan Dowling
	Karen Dunn	Cr Mike Lord
	Mr Noel Matthews

Senior Officer Kristy Rusher Manager Civic and Legal

Governance Support Officer Andrea Barker

Andrea Barker

Governance Support Officer

Telephone: 03 477 4000

Andrea.barker@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.

Strath Taieri Community Board

MINUTES

Unconfirmed minutes of an ordinary meeting of the Strath Taieri Community Board held in the Strath Taieri Community Centre, Middlemarch on Thursday 26 May 2016, commencing at 2.00 pm

PRESENT

Chairperson	Barry Williams
Deputy Chairperson	Joan Wilson
Members	Russell Anderson	Bevan Dowling
	Karen Dunn	Cr Mike Lord
	Noel Matthews

IN ATTENDANCE

Kristy Rusher (Manager Civic and Legal)

1 Public Forum

There was no Public Forum.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Cr Mike Lord/Karen Dunn):

That the Board:

Confirms the agenda with the following addition or alteration:

Addition of Hyde Cemetery Trust grant application, which could not be held over until the next meeting due the availability of volunteer labour, and the need for work to be completed as soon as practicable due to weather conditions.

Motion carried (STCB/2016/007)

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.

Bevan Dowling declared an interest in the Hyde Cemetery Grant

5 Confirmation of Minutes

5.1 Strath Taieri Community Board meeting - 14 April 2016

Moved (Deputy Chairperson Joan Wilson/Bevan Dowling):

That the Board:

Confirms the minutes of the Strath Taieri Community Board meeting held on 14 April 2016 as a correct record.

Motion carried (STCB/2016/008)

Part A Reports

6 Governance Support Officer's Report
	The Governance Support Officer updated the Board on the following matters · Drain Jetting Programme · Taieri River Management Strategy submission · Middlemarch Cemetery update · Pukerangi Sign · NZTA update · Action List Advice was to be sought from the Electoral Officer on the date for the campaign period and advertising for elections. Joan Wilson would book an advertisement in the Taieri Pet regarding the election timetable. The Chair advised that the NZTA had not been in contact in regards to the increased presence of yellow lines, after Graeme Hall confirmed he would be.
	Moved (Cr Mike Lord/Bevan Dowling): That the Board: Agrees Deputy Chairperson Joan Wilson is to approach NZTA regarding the issue of lack of legal passing areas on State Highway 87 from Middlemarch to Mosgiel and to request the addition of ice signal lights for motorist safety. Motion carried (STCB/2016/009)
	Moved (Cr Mike Lord/Noel Matthews): That the Board: Requests an onsite meeting with Russell Anderson and a Council Roading Inspector explaining a road slumping issue. Requests Merrin McCrory to attend the onsite meeting and the next Strath Taieri Community Board meeting, and this be added to the Action List. Motion carried (STCB/2016/010)
	Moved (Karen Dunn/Russell Anderson): That the Board: a) Notes the report. b) Approves the removal of completed items from the Action List. c) Approves the addition of requests to the Action List. Motion carried (STCB/2016/011)

7 Funding
	Taieri Pipe Band - Anzac Day Service
	Moved (Karen Dunn/Russell Anderson): That the Board: Agrees to pay $205.00 to the Taieri Pipe Band for transportation to the Anzac Day Service. Motion carried (STCB/2016/012)
	Hyde Cemetery Trust
	Moved (Deputy Chairperson Joan Wilson/Karen Dunn): That the Board: Agrees to pay $2,000.00 to aid the Hyde Cemetery Trust in the erection of an information shelter to educate visitors about the Hyde Cemetery. Motion carried (STCB/2016/013)

7 Chairperson's Report
	The Chairperson: · Raised concerns about the lack of progress on the Sutton Swing bridge. Engineers were to inspect it to increase the ton weight from 5 – 19 tonnes. This was to be added to the Action List to get an update on progress.
	· Gravel extraction - applied to Regional Council.
	· Defibrillator is now located in Cooks yard and has the new battery which was funded by the Community Board.
	· Hall heating and double glazing. Maintenance was occurring at the wrong time of the year. Weed spraying should occur at a more effective time. Heating and potbelly now to be removed. This was to be added to the Action List and the Property team prompted to install new heating and double glazing.
	· Add to Action List the outcome of Annual Plan submission for Strath Taieri swimming pool.

8 Council Activities

Councillor Lord gave an update on recent Council activities

· Annual Plan is completed, the general outcome is Council is looking at doing more and paying more debt. Rate rise under 3%

· Election campaigns are being announced.

· Flood Report.

· Gigatown: 65% of the CBD can now be connected, totally 6,000 connections in the city.

· Gravelling targeted in Taieri.

· Councillor Kate Wilson passed a resolution at Annual Plan that the Council start to invest in electric cars.

9 Notification of Agenda Items for Consideration by the Chair

A grant application was received from Strath Taieri School for a $2,000.00 contribution to IT equipment.

The meeting concluded at 3.05 pm.

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

CHAIRPERSON

Strath Taieri Community Board

30 June 2016

Part A Reports

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 The purpose of this report is to update the Board on action undertaken on its behalf since the last meeting and other matters on-going including:

a) Project Fund

b) Middlemarch Community Hall Update

c) George King Memorial Drive - road slumping update

d) Strath Taieri / Middlemarch Digital Plan

e) Action Plan.

RECOMMENDATIONS

That the Strath Taieri Community Board:

a) Notes the report

b) Approves the removal of completed items from the Action List

c) Approves the addition of requests of the Action List.

DISCUSSION

2 Project Fund: The balance of the Project Fund stands at $573.11. The following grants have been made so far this financial year:

Meeting Date	Amount	Recipient
13 August 2015	$406.89	Strath Taieri Medical Services Committee
24 September 2015	$1,000.00	Middlemarch Promotions Group
24 September 2015	$775.00	Strath Taieri Historical Society
24 September 2015	$1,000.00	Strath Taieri Historical Society
28 January 2016	$40.00	Hall Hire
3 March 2016	$4,000.00	Otago Central Rail Trail
26 May 2016	$205.00	Taieri Pipe Band
26 May 2016	$2,000.00	Hyde Cemetery Trust
Total	$9,426.89

Middlemarch Community Hall Update

3 An email from The Property Officer – Civic (Alana Reid) is attached for the Board's information (Attachment A). Ms Reid will be in attendance to provide an update on the Middlemarch Community Hall.

George King Memorial Drive Road Slumping Update

4 The Asset and Commercial Manager (Merrin McCrory) will be in attendance to provide a verbal update regarding the road slumping issue on George King Memorial Drive.

Strath Taieri Middlemarch Digital Plan

5 Following a request from Noel Matthews please find attached the first 11 pages of the Dunedin City Digital Enablement Plan (Strath Taieri/Middlemarch Digital Enablement Plan) and correspondence from Jane Tier, ICT Policy and Programmes Ministry of Business, Innovation and Employment for the Board's information and consideration. (Attachments B, C and D).

Action List

6 An Update on outstanding matters is provided in Attachment E.

Signatories

Author:	Andrea Barker - Governance Support Officer
Authoriser:	Graham McKerracher - Council Comms and Marketing Manager

Attachments

	Title	Page
a	Middlemarch Community Hall	14
b	Dunedin City Digital Enablement Plan	15
c	Jane Tier correspondence Ditigal Update	27
d	Strath Taieri/Middlemarch Digital Plan	28
e	Action List	33

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision/report/proposal 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 E) there are no inconsistencies with the strategic framework.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no known implications for sustaninablility

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

Stakeholder participation has been undertaken via Board initiated community events.

Financial considerations

There are no finacical 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

Engagement - internal

Staff have been contacted in relation to issues listed in attachment E.

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.

Strath Taieri Community Board

30 June 2016

The heating and installation of the double glazing has been scoped. However the installation of the solid fuel burner triggers a need for a review of the building fire safety systems and an assessment of the means of escape from fire; this is a requirement under the NZ Building Act 2004 for all alterations to commercial buildings. That is addition of alarms is required for the occupancy. Also access and facilities for people with disabilities are to be provided.

An electrical heating option has been explored (which negates the need for a building consent), however it is our opinion that these options will not meet the needs, nor the desires of the hall committee. It also involves significantly more capital than the installation of a solid fuel burner.

As a result the project needs to be re-scoped and the building looked at as a whole.

We appreciate this does not provide the level or comfort, nor the energy efficiency that is desired for this winter. However it is appropriate that any capital expenditure is well thought out and will deliver a safe, warm and comfortable building that meet the needs of the users and comply with the law. Property will fund the temporary heating such as freestanding LPG heating and/or free standing diesel heaters that need to be used in the absence of the potbelly.

We appreciate the frustrations of the users and the community board at the delays this has caused.

Unfortunately the DCC property portfolio is aging and other projects (based on health and safety risks) have effectively jumped the queue. We had planned to get into the project in May, however this has been delayed. It is expected that this project will be re-started in approximately the 3 weeks. We have developed a new method for doing these types of projects. We have recently completed a similar review for the Fairfield Hall. You are welcome to touch base with Dilys McClimont who is the main contact person dilysmcc@gmail.com or 027 346 5919 to discuss how this review went.

All options will be discussed with the hall committee as this information is gathered. The final decisions made will determine the completion times of the project(s).

Alana Reid

Property Officer – Property (Civic and Community)

Dunedin City Council

Strath Taieri Community Board

30 June 2016

Following email sent to Des Adamson from Jane Tier, Manager, ICT Policy and Programmes Ministry of Business, Innovation and Employment:

Thank you for your email seeking an update on the government's telecommunications programmes.

In February I provided a letter to your council outlining the progress of these programmes to date. At this stage I do not have any substantively new information that I can share with you.

However, I am able to reconfirm that status of the government's three new telecommunications programmes; these being the extension to the Ultra-Fast Broadband programme (UFB2), the second phase of the Rural Broadband Initiative (RBI2) and Mobile Black Spot Fund (MBSF).

Crown Fibre Holdings is currently in commercial negotiations with potential suppliers for UFB2, and no decisions have yet been made around where deployment will occur. It is our intention to be able to begin announcing these areas within the next few months. I note that two areas in Dunedin City was included in the long list published in the UFB2 Request for Proposals. These were Waikouaiti and fringes of Dunedin adjacent to areas that received funding under the first Ultra-Fast Broadband programme. Inclusion in the long list indicated that these areas may be suitable for investment through UFB2. However, I am not yet able to inform you whether or not any part of Dunedin City was successful. I can appreciate that communities would like certainty as soon as possible concerning which areas will receive funding, but it is important that a thorough negotiation process is undertaken to ensure that the government receives maximum value from this investment.

As I outlined in my earlier letter, policy development on RBI2 and the MBSF is ongoing. Given the limited funding envelope of $100 million for RBI2 and $50 million for MBSF we will be unable to solve for all the broadband and black spot problems throughout the country, and will therefore need to prioritise how this money is invested. We want to make sure that RBI2 and MBSF work together to extend the $150 million as far as possible. The information provided last year in the Registration of Interest - Support by councils, such as yours, is being actively considered as the programme's objectives are finalised.

I appreciate your continued commitment towards the government's infrastructure programmes, and your engagement with this process.

Kind regards,

Noel Matthews

Strath Taieri Community Board

30 June 2016

STRATH TAIERI COMMUNITY BOARD ACTION LIST 30 June 2016
Department	Meeting Date Resolution/Item Number	Action	Status	Report to the Board
Transport	24 September 2015	SH87 Toilet signage on both sides. (Requested previously) Last corner on George King Memorial Drive "Beehive corner" requires safety improvements.	Request forwarded to NZTA Highways and Network Operations to action Initial investigation in March 2016	28 January 2016
Transport	24 September 2015			28 January 2016
Transport	28 January 2015	Sutton Bridge	Project intended to the posted bridge weight restriction to the previous 19 tonne limit. Professional services contract for testing and design has been awarded to Beca. Design contract has been let to Beca.	14 April 2016
				Update provided
	26 May 2016	Update of the progress of Sutton/Mt Ross Bridge (Bridge 77)	Staff advises that the material testing has been completed by Opus Lab. BECA has completed the concept designs which have been verbally accepted by Heritage Properties Trust. The detail designs are underway and preliminary designs are expected to be completed by 30June 2016. Final designs are scheduled to be completed by 31 July 2016. Construction will be organised in the 2016/17 financial year	Report to Board 30June 2016
Transport		4 Mile Road down to mud or dust – when will maintenance occur	Road was last graded late in February 2015, and last metalled in 14/15. The next grading is currently scheduled for May 2016. A Staff request has been logged for our maintenance contractor to inspect and respond accordingly.	14 April 2016
Transport		Mount Gowrie-SH87 intersection bad potholes	The NZ Transport Agency is assuming responsibility for maintenance activities along metalled side roads within 50m of a State highway intersection. Staff have advised the Transport Agency of the Board's concerns and requested some remedial works.	14 April 2016
Property	24 September 2015	1) DCC to pay for double-glazing windows in Middlemarch Hall meeting room and to pay for insulation in ceiling above Middlemarch Hall meeting room.	Works are progressing on arranging the double glazing and heating. Staff have recently visited the site.	Update provide
Property	26 May 2016	2) Follow up on progress with Property of Middlemarch Hall heating and double glazing timeframe for installation.	Attached response from Alana Reid Property Officer – Property (Civic and Community)	Alana Reid is to attend meeting 30 June 2016
CIVIC	26 May	Outcome of the Annual Plan submission for the Strath Taieri Swimming Pool	Decision letters will be sent out once the Annual Plan is officially been adopted
Transport	26 May	Request an on-site meeting on George King Memorial Road with Jacob Manson Assistant Contractor for Road Maintence and Community Board member Russell Anderson. It is requested Merrin McCrory to attend the on-site meeting as well as the next Strath Taieri Community Board meeting 30 June.	Jacob Manson (Road Maintence) is to contact Russell Anderson directly to arrange a meeting onsite with Russell Anderson, Jacob Manson and Merrin McCrory.	Merrin McCrory is to attend the meeting 30 June 2016
COMPLETED ITEMS
Parks, Reserves	24 September 2015	Russell Anderson to advise Parks of size of concrete slab required for Pukerangi Sign, noting Parks wish to complete this project by 15 December 2015.	Draft Artwork has been developed. Refer to Item 9 on the GSO Report.	14 April 2016

	Title	Page
A	Minutes of Strath Taieri Community Board meeting held on 26 May 2016	7

	Title	Page
a	Strath Taieri School funding application	39