Agenda of Saddle Hill Community Board

Saddle Hill Community Board

MINUTES

Minutes of an ordinary meeting of the Saddle Hill Community Board held in the Staff Room, Fairfield School, Sickel Street, Fairfield, Dunedin on Thursday 07 July 2016, commencing at 3.30 pm

PRESENT

Chairperson	Scott Weatherall
Deputy Chairperson	Pam Jemmett
Members	Leanne Stenhouse	Cr Andrew Whiley

IN ATTENDANCE

John Christie (Director, Enterprise Dunedin)

Governance Support Officer Lynne Adamson

1 Public Forum

1.1 Karen Hale-Pauley

Ms Hale-Pauley postponed her request to speak to the Board until the August meeting when her funding application would be considered.

2 Apologies

Moved (Pam Jemmett/Leanne Stenhouse): that the Board

Accepts the apologies from John Moyle, Jonathan Usher and Keith McFadyen.

Motion carried (SHCB/2016/010)

3 Confirmation of agenda

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

Confirms the agenda with the addition of confirmation of the minutes of the Saddle Hill Community Board meeting held on 2 June 2016 to be taken as item 4a.

Motion carried (SHCB/2016/011)

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.

Scott Weatherall and Leanne Stenhouse declared an interest in Item 5 – Funding Application for Big Rock Netball Junior.

4a Confirmation of the Minutes of the Saddle Hill Community Board Meeting – 2 JUNE 2016.

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

Confirms the minutes of the Saddle Hill Community Board meeting held on 2 June 2016 as a correct record.

Motion carried (SHCB/2016/012)

Part A Reports

5 Funding Application - Big Rock Netball Jnr

It was agreed that the funding application from Big Rock Netball Junior be laid on the table until the next meeting as with the declaration of interests from the Chair and Ms Stenhouse, there were not enough eligible members present to conduct a robust discussion of the application.

Moved (Pam Jemmett/Cr Andrew Whiley): that the Board

a) lay the funding application from Big Rock Netball Junior on the table until the meeting to be held on 18 August 2016.

Motion carried (SHCB/2016/013)

6 Board Updates
	Keep Dunedin Beautiful Jonathan Usher joined the meeting via phone link to provide an update on the Walton Park Mural. It was agreed that whilst the Board preferred Option 3 of the designs supplied, they acknowledged that the Fairfield School pupils had been asked to provide concept designs and therefore they should choose the design to be painted on the toilet block at Walton Park. The Board agreed that they would fully support the choice of the children and requested Mr Usher contact the Fairfield School as soon as possible to seek their preferred design. Mr Usher spoke of the Clean up New Zealand week and encouraged members to provide suggestions on suitable sites to the next meeting.
	Moved (Chairperson Scott Weatherall/Cr Andrew Whiley): that the Board a) Requests that Mr Usher contact the Fairfield School to seek their preferred design for the Walton Park Mural. b) Agrees that the Board will endorse the design that the pupils choose for the Walton Park Mural. c) Agrees that the Clean up New Zealand week be discussed at the next meeting. Motion carried (SHCB/2016/014)
	Community Cuppa and Conversation Leanne Stenhouse commented on the Community Cuppa and Conversation morning tea which had been held in Fairfield. She advised that there had been only 15 people in attendance but it had been a worthwhile exercise. Ms Stenhouse commented that Greater Green Island was progressing well and that they were working on communications with the newsletter and website. She enquired whether the Board would like a page on the website to promote and include any information relevant to the Saddle Hall Community Board at a cost of $40.00 per annum.
	Moved (Scott Weatherall/ Pam Jemmett): that the Board a) Approves the inclusion of a Saddle Hill Community Board page on the Greater Green Island web site at a cost of $40.00 per annum to be paid from the project fund. Motion carried (SHCB/2016/015)

7 Governance Support Officer's Report
	A report from the Governance Support Officer (Lynne Adamson) provided an update on items of interest including: Project Fund
	Dunedin Strategic Framework Nicola Pinfold (Group Manager Community and Planning), and Anne Gray (Policy Analyst) provided an update on the City’s Strategic Framework in relation to the Board’s Community Plan, the 2017/18 Annual Plan and the 2018/19 – 2027/28 Long Term Plan. There was a discussion on the community plan and how it would feed into the strategies and vision for Dunedin. The Chairperson advised that a workshop would be held prior to the next meeting and requested that policy staff attend to provide help align the plan within the budget and with the strategies. It was agreed that the Board would meet at 2.00 pm prior to the next meeting to work on the draft Saddle Hill Community Board plan.
	Triennial Elections
	Action List Creamery Road – the Chair advised that he had not received an update on Creamery Road and it was agreed to renew the request for an update on erosion sites at high risk of further deterioration. Taieri Mouth Road – the Chair advised that he would be meeting with the Group Manager Transport (Richard Saunders) and would be discussing this issue. Brighton Parking – the Board noted that the Action List reflected the parking issues in relation to the South Seas Gallery whereas they were infact requesting community consultation regarding footpaths in the Brighton settlement. They requested that the action list be updated to reflect this. It was agreed that Queen Street and Brighton Road be included in the consultation. The Chair will circulate dates for consideration for a community meeting.
	Moved (Scott Weatherall/ Cr Andrew Whiley): that the Board a) Notes the Governance Support Officer’s Report. b) Approves the addition of items to the Action List. c) Approves the removal of items from the Action List. Motion carried (SHCB/2016/016)

8 Chairperson's Report
	The Chairperson (Scott Weatherall) provided an update on items of interest including: Fairfield Community Meeting The Chair thanked members for attending the meeting and the delivery of fliers to local households. There was a discussion on the emergency management plan and it was agreed to have an overarching plan for the whole area with pages relevant to each particular suburb at the back of the document. It was agreed that Mr Weatherall be reimbursed the $105.00 he had spent on the catering for the meeting. Transportation Update The Chair advised that he would undertake a drive around of the area with the Group Manager Transport (Richard Saunders) on Thursday 21 July and invited any interested members to participate. Scott Weatherall spoke of the problems with the Westwood ditch and advised that this too would be viewed in the drive around. Scott Weatherall also advised that he had met with the Safety Team Leader (Hjarne Poulsen) earlier in the day regarding safety issues at the Scroggs Hill Road and Scroggs Hill-Allanton Road intersection. He commented that there had been an incident earlier in the day and that along with the three crashes over the last few weeks had highlighted the need to have the issue addressed. LGNZ Conference The Chair expressed his disappointment in the cost of the LGNZ Conference which affected his ability to attend. He noted that the local representative, Mrs Christine Garey would be attending and report back on items of interest. Mr Christie advised that there may be a possibility to swap attendances and asked Mr Weatherall to advise of any presentations he would like to attend. Saddle Hill Quarry The Chair advised that the Board was unable to submit to the court process. Following discussion it was agreed that the Board would write a letter of support and appreciation to Council for the work they have undertaken and are continuing to in respect to stopping the quarrying. Rural Roads The Chair advised that he had been asked for the three top priorities for road sealing within the Board area. He had consulted the Community Plan and provided the three top roads with these being: McMaster Road, Chain Hills Road and Green Island Bush Road. Scott Weatherall advised that a resident had requested that a speed review be undertaken on McMaster Road. The Board agreed to request that this be undertaken and include Chain Hills Road.
	Moved (Scott Weatherall/Leanne Stenhouse): that the Board a) Notes the Chairperson’s Report b) Approves the reimbursement of $105.00 to be paid to the Chairperson from the project fund. c) Requests that Transportation undertake a speed review on McMaster and Chain Hills Roads. Motion carried (SHCB/2016/017)
9 Council Activities
	Councillor Whiley provided an update on Council activities including: Dog Bylaw Councillor Whiley noted there had been misconception in the community about the bylaw which had caused initial angst however he was hopeful this would decrease with time. Freedom Camping Councillor Whiley advised that a paper had been presented to the Planning and Regulatory Committee on the success of the summer season. He commented that Council was still moving forward to improve where they could and noted the issues in the Warrington area. Parks and Recreation Contract 2GP The 2GP hearings have commenced. Road Gritting In response to a comment that Saddle Hill Road and Chain Hills Road had not been gritted in the heavy frost, Councillor Whiley advised members to phone the Council with any concerns they had with road gritting to enable the calls to be logged.
10 NOTIFICATION OF AGENDA ITEMS
	The following items were notified for consideration: · Enterprise Dunedin – a presentation to the next meeting providing a brief overview and including an update on the installation of fibre in the Board area.

The meeting concluded at 4.38 pm.

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

CHAIRPERSON

Saddle Hill Community Board

18 August 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) Community Cuppa and Conversation

c) Coming into and vacation of Office

d) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

b) Amends the Action List as appropriate.

Project Fund

2 There is $10,000.00 available in the Project Fund.

Community Cuppa and Conversation

3 As it is a new financial year, the Board may wish to consider whether they still wish to support the Community Cuppa and Conversation morning teas.

4 With the new accounting guidelines at Council, funding needs to be paid into a registered bank account. Therefore it is suggested that to align with the funding process the Greater Green Island Community Group complete a funding application form seeking support with the provision of a bank account number.

Coming Into and Vacation of Office

5 For local authority elections (including community boards) where an election is required, a member comes into office on the day after the day on which the official result of the election is declared by public notice (section 115 Local Electoral Act). Official results are usually received around the Thursday following the election and the public notice usually appears on the Saturday following the election.

6 Where an election is not required (i.e. because the number of candidates does not exceed the number of vacancies), those unopposed candidates are declared elected at the close of nominations and they come into office at the same time as the other elected candidates (i.e. the day after the official result of the election is declared by public notice).

7 It is important to note, however, that no person is capable of acting as a member of any local authority until he or she has made a declaration as required by clause 14, Schedule 7, Local Government Act 2002. This is done at the first meeting of the board after the local authority elections.

8 Current members vacate office when members elected at the election come into office.

Action List

9 An update on outstanding matters is provided in Attachment A. The Group Manager Transport (Richard Saunders) will be present to provide an update on transport items.

10 The Parks Operations Manager (Hamish Black) will be present to provide an update on parks items.

Signatories

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

Attachments

	Title	Page
a	Saddle Hill Community Board Action List - August 2016	24

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report enables democratic local decision making and action by, and on behalf of communities by advising progress on activities that are of interest to this community.

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 impacts for tangata whenua.

Sustainability

There are no known implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no known implications.

Financial considerations

There are no financial implications, as all grants are made within budget.

Significance

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

Engagement – external

No external engagement has been undertaken.

Engagement - internal

Various departments have provided contributions to this report.

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

18 August 2016

Saddle Hill Community Board Action List Parks, Recreation and Aquatics August 2016
Topic	Date/ Item No	Action Requested	Report back to the Board	Status/ Due Date
Walton Park Track	2/6/2016 Item 9	The Board would like an update on the surfacing of the track at Walton Park	Subject to weather and ground conditions the final tracks will be surfaced prior to the end of the calendar year. Gravel specifications will be increased to 2m wide and 75mm deep to provide an enhanced track coverage.	Hamish Black will attend the meeting to provide an update
Completed
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.	Discussions with the Otago Regional Council have determined that the erosion work does not require immediate action. Consequently, the job will be planned for summer when water levels are lower. However, clearance channel work of Taylors Creek is programmed for this winter. This job will focus on the removal of reeds near the road bridge. This channel work will help mitigate any potential flooding issues upstream.	Noted that an update was provided to the July meeting and work will commence in summer.
Walton Park	2/6/2016 Item 9	The Board approved up to $700 funding from the project fund to pay for materials for the painting of the mural	Funds have been transferred to Parks and Recreation budgets. Parks and Recreation will make this contribution to mural funding when the project commences.	Noted that an update was provided to the July meeting. Work to commence when mural identified.

Saddle Hill Community Board Action List Transport August 2016
Topic	Date/ Item No	Action Requested	Report back to the Board	Status/ Due Date
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	A report on the intersection has been received and is being reviewed by staff. An update is to be provided to the Chair following assessment of the report.	To be discussed with Chair in mid July 2016.
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. Staff will endeavour to provide an update to the Chair on inspection and how deterioration occurred prior to the meeting. The Group Manager Transport (Richard Saunders) will attend the meeting to provide an update.	Contractor to observe and maintain in acceptable condition. Staff to provide update to Chair prior to the meeting.
	7/7/2016 Item 7	The Board requested an update on Creamery Road and would like an update on erosion sites at high risk of further deterioration.	The Group Manager Transport (Richard Saunders) will attend the meeting to provide an update.	Group Manager to attend August meeting
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.	The Group Manager Transport (Richard Saunders) will attend the meeting to provide an update.	Group Manager to attend August meeting
	7/7/2016 Item 7	The Chair was to meet with the Group Manager Transport on site. The Board would like an update	The Group Manager Transport (Richard Saunders) will attend the meeting to provide an update.	Group Manager to attend August meeting.
Brighton Parking	2/6/2016 Item 9	The Board would like staff to undertake community consultation regarding footpaths in Brighton. The Board will provide support for this.	Group Manager Transport to discuss this with the Chair and develop a plan for consultation.	Discuss with Chair in early July.
	7/7/2016 Item 7	The Board would like community consultation in relation to footpaths in the Brighton settlement especially Queen Street and Brighton Road. The Chair to discuss dates with staff for consideration for the meeting	No community consultation will occur prior to elections. This matter is on the work plan for Transport and staff will work with the new board to arrange consultation with the community.	Update provided
Transportation Update	7/7/2016 Item 8	The Board would appreciate an update on the drive around that the Chair was undertaking with the Group Manager Transport on Thursday 21 July.	The Group Manager Transport (Richard Saunders) will attend the meeting to provide an update.	Group Manager to attend August meeting
		The Board would like an update on the problems with Westwood ditch which would have been viewed on the drive around.	The Transport Safety Team are reviewing options to alter this area and make ingress/egress safe for residents. A recommendation will be sent to the Group Manager Transport for final approval and physical works programmed. Residents will be kept informed.	Works will be programmed in the 16/17 financial year.
		The Board would like an update on the Scroggs Hill Road – Scroggs Hill/Allanton Road safety issue solutions.	The Transport Safety Team are developing options to adjust the camber of the road and improve safety. This will also include changes to the verge to improve this.	Works will be programmed in the 16/17 financial year.
		The Board would like a speed review to be undertaken on McMaster and Chain Hills Road	This has been noted. The Transport Safety Team will include this in their programme.	Work to be programmed
Completed
Ocean View Flooding	2/6/2016	The Board have expressed their concern with potential flooding issues in Ocean View should there be heavy rainfall and would like confirmation that staff will continue to monitor and upgrade/clear vegetation as necessary	Staff will monitor the site and will also be able to respond to any concerns from the board or the community that overgrown vegetation risks exacerbating flooding	Community Board members to advise of overgrown vegetation needing attention

Saddle Hill Community Board

18 August 2016

Chairperson's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report provides an update on issues raised with the Chair and matters not covered by other reports on the agenda

RECOMMENDATIONS

That the Board:

a) Notes the Chairperson’s Report.

2 To be honest this last month has just ticked over – certainly not extremely busy but steady just the same.

Brighton Footpath Meeting

3 I indicated that I was keen to get the project underway and hold a meeting with Brighton Residents in regards to the Footpath Development from Big Rock School heading south on Brighton Road. This was pretty much set ready to invite the community but due to advice received regarding staff assisting with the meeting, it was not allowed due to the time frames prior to the election. I genuinely feel that given last year’s challenges with this programme, it is imperative that this is a combined Community Board and staff presented community meeting therefore we need to postpone the meeting until the new Board is in place.

Drive around with Staff

4 On Thursday 21 July a drive around of our area was undertaken with Richard Saunders (Group Manager Transport) and Tom Dyer (Group Manager Parks and Recreation). The drive around was really beneficial as indicated in my email and agreed the areas of concern we travelled to, discussed and reviewed. Richard hopes to be at the meeting and provide a work plan to move forwards with some of the work/concerns identified.

5 It was also a really good opportunity to go to some of our main reserves and talk Tom through plans of work completed as well as potential future developments and work required.

Community Response Plans

6 I still need to tidy up and update post our meeting with the community in June. I plan to have this done prior to the end of our term. Any assistance would be gratefully received.

7 I intend attending the Mosgiel/Taieri Coastal Community Response Planning Meeting in early September.

Discretionary Fund

8 It would be great if Board members championed new projects going forward and we can look to allocate funds to help them take off.

Local Body Elections

9 As I am sure we all have, I have been talking to and encouraging a number of very good prospect nominations from within our communities to consider standing for election.

10 I wish all candidates the very best for the pending elections.

Thank you to Jonathan

11 Jonathan – thanks for all you have done for the past nine years – your commitment, enthusiasm, community connections and networks have been invaluable for this Board.

12 We wish you all the very best for your other community and professional projects.

Final thoughts

13 A huge thanks to Lynne, John and all staff whom have supported our Community Board over the past three years.

14 Thanks so much Pam, Keith, Jonathan, Leanne, John and Andrew for your time, passion and commitment over the past three years.

15 I would also like to extend a huge thank you to your wives, husbands and partners as well as your families’. I know the community appreciate all the work you have undertaken.

16 I would like to wish you all the very best for the pending election. Just a thought for the new Board, it would be great to see a higher level of engagement and participation on some Community Board agreed projects and programmes. I think this would ensure that great things happen and it would also help with a higher level of community engagement and interest in what the Board is up to.

Signatories

Author:	Lynne Adamson - Governance Support Officer
Authoriser:

Attachments

There are no attachments for this report.

	Title	Page
A	Minutes of Saddle Hill Community Board meeting held on 7 July 2016	7

	Title	Page
a	Big Rock Netball Jnr Funding Application	14