Saddle Hill Community Board

MINUTES

Minutes of an ordinary meeting of the Saddle Hill Community Board held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Thursday 17 November 2016, commencing at 3.30 pm

PRESENT

Deputy Chairperson	Leanne Stenhouse
Members	Peter Gouverneur	Christina McBratney
	Keith McFadyen	Paul Weir
	Cr Conrad Stedman

IN ATTENDANCE

Adrian Blair (Group Manager Customer and Regulatory Services); Hjarne Poulsen (Safety Team Leader); Andrew Lord (Contract Supervisor Road Maintenance), Tom Dyer (Group Manager Parks and Recreation)

Governance Support Officer      Lynne Adamson

The Deputy Chair (Leanne Stenhouse) welcomed members to the Board and gave a brief overview on the achievements over the past triennium.

1      Public Forum

There was no Public Forum.   

2      Apologies
	Moved (Leanne Stenhouse/ Keith McFadyen): That the Board Accepts the apology from Chairperson Scott Weatherall. Motion carried (SHCB/2016/025)

3      Confirmation of agenda
	Moved (Leanne Stenhouse/ Paul Weir): That the Board Confirms the supplementary agenda noting that Item 13 – Declaration by Keith McFadyen would be taken before Item 6. Motion carried (SHCB/2016/026)

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.

5      Confirmation of Minutes

5.1   Saddle Hill Community Board meeting - 27 October 2016
	Moved (Leanne Stenhouse/ Paul Weir): That the Board Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 27 October 2016 as a correct record. Motion carried (SHCB/2016/027)

Part A Reports

13    Declaration by Keith McFadyen
	Keith McFadyen made the declaration required by Schedule 7, Clause 14 of the Local Government Act 2002, which was witnessed by the Deputy Chairperson, Leanne Stenhouse.

6      Declaration of Interest
	Moved (Leanne Stenhouse/ Keith McFadyen): That the Board a)     Notes the Elected Members’ Interest Register attached as Attachment A. Motion carried (SHCB/2016/028)

7      Governance Support Officer's Report
	The Safety Team Leader (Hjarne Poulsen) and Contract Supervisor Road Maintenance (Andrew Lord) provided an update on the transport items on the Action List in the Governance Support Officer’s Report as follows: Westwood Layby Consultation        Mr Poulsen advised that consultation with local residents on the proposed construction of the Westwood Layby had been completed.  He commented that problems with drainage had been identified and staff expected to have additional information to address this issue over the next couple of months.  The Board requested a report outlining the timeframe for the works to be presented to the February 2017 meeting. Brighton - Taieri Mouth Road Mr Poulsen spoke of two slips on the Brighton-Taieri Mouth Road and advised that they were being monitored separately from the major coastal erosion problem in the area.  A consultant had been engaged and would investigate solutions for the areas of concern which would be reported back to the Board.  Morris Road slumping There was a discussion on the ongoing issues with Morris Road, Fairfield road slumping.  Mr Lord advised that staff had been informed that Morris Road had slumped further earlier in the day as a result of the recent heavy rainfall.  The road had been reduced to one lane with a temporary traffic management in place to enable work to be undertaken.  Geotechnical investigation and design work was being conducted and Council would work as quickly as possible to complete the design and work.  McMaster Road, Saddle Hill Sealing McMaster Road would not be resealed as the seal extension budget had not been reinstated as had been hoped.  However  Mr Poulsen advised that it was hoped that work may be completed on some roads out of existing budgets. Brighton Road Culvert The Board spoke of their concerns with the open drain on Brighton Road to Creamery Road in Ocean View.  Power poles were installed in the drain which would fill with water in heavy rainfall causing safety concerns.  The Board would like an update on remedial action to be undertaken to rectify this matter.  Walton Park Car Park Downers had been requested to check the state of the Walton Park car park and report back on any remedial action required. Main South Road/Brighton Road Intersection Investigative work had been undertaken on Green Island on and off ramps to the motorway with safety issues identified with the current layout.  The results proposed that a roundabout would be the most appropriate option for the intersection and the next step would be for staff to liaise with NZTA.  The Board would be kept updated on the steps forward. Scroggs Hill Road – Allanton/Scroggs Hill Road intersection Low cost improvements had been undertaken including the installation of a speed warning sign.  A speed survey and a design to improve the verge would be undertaken in November. Blackhead Road walking path The tendering process was underway and staff would continue to update the Board on progress. The Group Manager Parks and Recreation (Tom Dyer) provided an update on Parks and Recreation items on the action list as follows: Walton Park Track Mr Dyer advised that the mulching of the track would be undertaken during the second week of December with gravelling of the track being completed in December or early January.  Planting would be then be undertaken however it was noted that the projects was weather dependent. Walton Park Signage Mr Dyer advised that the proposed signage at the entrance to Walton Park should be completed however he would request staff check and confirm this. Walton Park Playing Field The Board queried the impact the removal of trees had on the field as games had been cancelled during the past season due to the grounds being too soggy which had not occurred in the past.  Mr Dyer advised he would investigate and report back to the Board. Brighton Domain The Board requested an update on the progress of work on the Brighton Domain, they noted there had been a lot of water sitting on the Domain.  They also requested an update on the proposed planting. Mr Dyer advised that there were investigations underway with all sports grounds including the Brighton Domain.  He advised that gravel had been placed on the left hand side of the driveway for informal parking which would alleviate bogging problems in that area.  The first stage of planting had been completed and information on the next stage would be emailed through.  Public Toilets The Board queried the criteria of having a public toilet installed at a reserve/domain and advised that they had identified the Fairplay Street Reserve as a priority over the past ten years.  Mr Dyer advised that there was an investigation being undertaken on public toilets and a review of how they were managed.  He would ensure Fairplay Street was included in any future assessments. Workshops Mr Dyer advised that the Transport and Parks and Reserves teams would hold a workshop prior to the next Board meeting.  This would enable the Board to provide their priorities and ensure proposed work was aligned within the Board area.  Mr Dyer commented this would ensure that when funding was available, it was used in the best manner.  It was also agreed that it would be useful to have a representative from City Property at the workshop as well. Mr Dyer advised that he had been speaking to the Group Manager Transport about reinstatement of the resealing programme and Mr Saunders had advised that Councillors asked staff to revisit the programme and report back.  He suggested that if there was a major priority for resealing in the Board area, it could be discussed at a workshop and staff would identify whether the work could be undertaken within current budgets. The Governance Support Officer (Lynne Adamson) then provided an updated on items of interest including: a)     Project Fund b)     Keep Dunedin Beautiful c)     Ultra fast Broadband d)     Civil Defence e)     Action List. There was a discussion on the recent Civil Defence Tsunami emergency.  Board members queried how they should be informed and their role during an emergency such as the possible Tsunami event.  Mr Blair advised that he would follow up with the Customer Services Agency and report back on the possibility of a text alert service.  Board members requested Civil Defence training to help in preparation for any future emergencies.  Peter Gouverneur volunteered to be the Board representative on the Keep Dunedin Beautiful Committee.  Mr McFadyen and Ms Stenhouse advised that they would attend should Mr Gouverneur be unavailable at any time.
	Moved (Leanne Stenhouse/ Paul Weir): That the Board a)     Notes the Governance Support Officer’s Report. b)     Appoints Peter Gouverneur as the representative to the Keep Dunedin Beautiful Committee with Keith McFadyen and Leanne Stenhouse providing back up. c)     Amends the Action List as appropriate. Motion carried (SHCB/2016/029)

8      Funding Application
	Fairfield School applied for $1,590 towards a new key system for their swimming pool door.  The Board were very supportive of the school and their initiative to enable the pool to be available to the wider community.  They noted that the provision of the sale of season keys would provide some funding towards the new key system and commented that their criteria for funding would normally support up to 40% of the total cost and $1,000 funding.
	Moved (Keith McFadyen/Leanne Stenhouse): That the Board a)     Approves $1,000 funding application from Fairfield School Motion carried (SHCB/2016/030)

9      2017 Meeting Schedule
	A report from Civic and Legal appended a proposed schedule of meetings for 2017 for consideration. The Board noted that they held some meetings in the community and agreed that they would hold the March 2017 meeting at the Fairfield Bowling Club with other venues to be decided at the next meeting.
	Moved (Leanne Stenhouse/ Keith McFadyen): That the Board a)     Adopts the schedule of meetings for 2017 noting that Council had not confirmed its meeting schedule prior to distribution of the agenda. Motion carried (SHCB/2016/031)

10    Draft Community Plan 2017/18
	The draft 2017/18 Community Plan had been circulated for consideration.  This was endorsed by the previous Board and referred to the incoming Board for adoption. A workshop had been held prior to the Board meeting to make editorial changes and discuss how proposed projects would fit within the Dunedin City Council Strategies.  It was agreed that the plan be approved subject to the changes agreed on at the workshop.
	Moved (Leanne Stenhouse/Peter Gouverneur): That the Board a)     Approves the Saddle Hill Community Board Community Plan subject to editorial changes and the change in format to enable projects to align with the Dunedin City Council Strategies. b)     Adopts the Saddle Hill Community Board Community Plan once the updates had been incorporated.  Motion carried (SHCB/2016/032)

11    Chairperson's Report
	A report from the Chairperson (Scott Weatherall) updated the Board on matters of interest including: Community Plan Draft Annual Plan Community Drive Around It was agreed that a community drive around would be held in the new year. Youth Ambassador Award There was a discussion on the continuation of the Youth Ambassador Award.  The Board discussed the value of supporting youth in the community and agreed that the award would continue with more support provided for the recipient.  Christina McBratney volunteered to champion this project with support from Keith McFadyen. Social Get Together As members had other commitments on the proposed dates, it was agreed that a social get together would be held on 2 February 2017. Brighton Gala Day There was a discussion on the Brighton Gala Day and members agreed that they wished to continue to participate as it raised awareness and the Boards profile.  There was a discussion on the manning of the stall and appropriate items to hand out.  Civil Defence had partnered the Board at the last Gala Day which had proved to be extremely well received and it was agreed that they would be invited to do so again.  The Tsunami map had gained interest at the last event and it was agreed that Civil Defence would be asked to provide this again. Greater Green Island Network Ms Stenhouse spoke of her role on the Greater Green Island Network and commented that there may be times when it presents a conflict of interest.  She advised that there had been discussions on the drawing up of a Memorandum of Understanding which would be investigated further in the new year.
	Moved (Leanne Stenhouse/Keith McFadyen): That the Board a) Notes the Chairperson’s Report b) Approves up to a cost of $1,000.00 to be used from the Project Fund for purchases required to support the Brighton Gala Day stall. Motion carried (SHCB/2016/033)

12    Council Activities
	Councillor Conrad Stedman provided a written update on the Council meeting held earlier in the week including: High Street Housing Development Submission to Central Government to block off shore drilling He commented on his appointment and how much he looked forward to working with the Board over the triennium.
	Moved (Leanne Stenhouse/Peter Gouverneur): That the Board a)     Notes the report. Motion carried (SHCB/2016/034)

The meeting concluded at 5.20 pm.

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CHAIRPERSON