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 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.

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

CHAIRPERSON

Saddle Hill Community Board

9 February 2017

Governance Support Officers's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

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

a) Project Fund

b) Draft Dunedin Destination Plan

c) 2017 Community Boards Conference

d) Training for Community Board Chairs

e) Proposed Reserves and Beaches Bylaw

f) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Amends the Action List as appropriate.

Project Fund

2 $7,250.00 remains in the Project Fund. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
18 August 2016	$1,500.00	Chatbus
18 August 2016	$250.00	Otago Metals
17 November 2016	$1,000.00	Fairfield School
Total	$2,750.00

Draft Dunedin Destination Plan

3 Council is currently developing a Dunedin Destination Plan. The draft Plan will be considered by the Economic Development Committee on 14 March 2017 and, subject to Committee approval, public engagement will follow.

4 The Plan sits under Dunedin’s Strategic Framework focussing on the Economic Development Strategy’s them, “A Compelling Destination”. Taking an integrated approach to destination management, the Plan responds to city objectives around education, investment, migration and employment, as well as tourism.

5 The draft plan has been developed in conjunction with key city stakeholders including the local tourism, tertiary education, cultural and events sectors, Dunedin International Airport, the Otago Chamber of Commerce, the Department of Conservation, the Ministry of Building, Innovation and Employment, and Immigration New Zealand. The Grow Dunedin (Economic Development), Creative Dunedin and Te Ao Tūroa (Environment) Partnership groups will be briefed on the draft Plan prior to the Committee meeting.

6 A drop in session for Community Board members to provide initial input has been arranged for:

Date: Wednesday 15 February 2017

Time: 11.00 am – 12.30 pm

Venue: Plaza Meeting Room, Ground Floor, Civic Centre, 50 the Octagon (opposite the Customer Service Centre).

7 For further information please contact: Ryan Craig, Destination Manager: ryan.craig@dcc.govt.nz 021 242 8688

2017 Community Boards Conference

8 The biennial Community Boards Conference is being held in Methven from 12-13 May 2017. The programme and costs have yet to be released. In accordance with the Council’s policy, as it is a South Island location this year, each of the Dunedin’s boards will be entitled to send a representative with registration, accommodation and travel costs paid. If a Board wishes to send more than one representative it will be able to provide the funding from its Discretionary Fund.

Training For Community Board Chairs

9 A Local Government New Zealand training session for Community Board Chairs and Deputy Chairs will be held in Gore on Saturday 11 March 2017. The workshop programme includes understanding standing orders; tips for chairing meetings; relationships between boards and councils; legislative update; conflicts of interest and an update on policy issues impacting on the performance of boards. Please let your Governance Support Officer know if you wish to attend.

Proposed Reserves and Beaches Bylaw

10 Council is currently inviting submissions on the proposed Reserves and Beaches Bylaw. There are three main proposals being consulted on:

a) The expansion of the scope of the bylaw to include beaches as well as reserves so that management of these spaces is consistent.

b) Expanding provisions to control the use of vehicles and aircraft (including drones) on reserves and beaches.

c) Inclusion of speed limit and access restrictions for vehicles and boats on reserves and beaches.

11 Freedom Camping is not included in the statement of proposal, as Council will consider the issue separately in 2017 in relation to amendments to the Camping Control Bylaw 2015. Submissions close on 10 February 2017 and consultation information is on the Council’s website.

Action List

12 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 List February 2017	32

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	☐	☐	☒

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

This decision is considered low significance in terms of the Council’s Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

Internal engagement has occurred with appropriate staff members.

Risks: Legal / Health and Safety etc.

There are no risks.

Conflict of Interest

There is no known conflicts of interest.

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

9 February 2017

Community Board Chairs Report Feb 2017

Once again I’m an apology – my sincere apologies for this. This time off being a Medic for The Pioneer World Class Mountain Biking Event from Christchurch to Queenstown. Thanks so much Leanne for taking the Chair’s seat.

The start of 2017 has really been steady:

* Our Boards’ road trip looking around the Community which I found incredibly valuable especially prior to our workshop with Transportation and Parks staff.

* Preparing and presenting to the City Council on our Boards priorities for 2017

* Pre Agenda Meeting

* A workshop with the other Community Board Chairs around our Discretionary fund

* Community Board Diner

* Meeting with the Mosgiel/Taieri Community Board Mrs Sarah Nitis.

Community Response Plan

· Coastal Communities is all complete

· Fairfield/Saddle Hill & Chain Hills is still work in progress

Fluro Vests

I would like to propose that we as a Board purchase a Fluro Vest with “Saddle Hill Community Board” printed on the front and back. I have costed some through Promo X -

$Description: C:\Users\Scott\Downloads\6DNSZE_2_635484524808406077.jpg$

Vest : Hi Vis Safety Vest With Reflective Tape – Zip Closing $12.45 incl gst each

Back Print

Two Lines $10.25 incl gst each (10cm High)

Front Embroidery

$5.75 incl gst each

We are making more and more visits into the community and attending more public forums I think it will add to our personal safety but also professionalism.

I would like to propose that we buy ten – one for each member and three as spares for any events like the Brighton Gala Day or a Civil Defence event.

Brighton Gala Day

A huge thanks to all whom contributed to “manning the stand” I think the more we build on our public profile the better it is. It’s truly appreciated and I know it takes considerable time pulling together such a display prior to and then on the day.

Community Meetings in our respective communities

I’m really keen that we do one in Brighton/Ocean View, Westwood/Waldronville and Fairfield/Chain Hills/Saddle Hill in the first half of the year. I’m happy to organise these but would like commitment, support or otherwise from the Board and if there is support maybe one or two members to work with me on bringing these together.

A budget of $100 per meeting would be great for Tea/Coffee/Supper and any admin expenses so $300.

Boards Submission to the Parks and Reserves Policy Review (28/11/16)

As previously shared we made a Board submission to this review.

Youth Ambassador Award – need to call for applications

Thanks to Christina and Lynne for getting this underway again. It’s for all our Board Members to have a think about people who would be a great Ambassador for our Board. There is absolutely no issue offering prospective applicants the application form but please be clear that you are not able to commit to a specific person and indicate that if required. We as a Board will then make a decision once all applications are in.

Discretionary Fund Update

I attended a meeting with all Community Board Chairs to discuss with bring our Discretionary Fund application systems into place. More information will come as able but it was agreed that:

· There would be four rounds of funding applications (rather than at any time of the year which is what we do)

· That all Community Board Forms will be consistent including having reporting back forms

· That Boards allocate a Portfolio position for a Board Member to facilitate the Community Groups and Organisations who apply (like a Board Liaison Contact)

I think that’s about it from me, thanks for all your work already this year I think we certainly have hit the ground running which is great.

Thanks again

Scott Weatherall

Saddle Hill Community Board

9 February 2017

Part B Reports

Proposal to name Private Way off Chadwick Street, Fairfield

Department: Information Services

EXECUTIVE SUMMARY

1 The purpose of this report is to present the options for the naming of a private way off Chadwick Street as part of an industrial development by JPD Trustee Limited and Trevor Cockburn. The developer's preference complies with the Dunedin City Council Road Naming Policy. The support of the Saddle Hill Community Board is sought for this name prior to its consideration by the Infrastructure Services Committee.

RECOMMENDATIONS

That the Board:

a) Supports the naming of a new private way off Chadwick Street as “Cleveland Close”.

BACKGROUND

2 A 20 lot light industrial estate has been approved at 7 Chadwick Street, Fairfield. The development will an internal road servicing the 20 Lots, and as per the Road Naming Policy a private way of more than five lots should be named. It has now reached a stage where approval is sought to name this private way.

DISCUSSION

3 The Developer has proposed “Cleveland Close” as their preferred name for this private way. No alternative name has been suggested.

4 “Cleveland Close” is named for Les Cleveland (1931-2013). Les Cleveland was a man of many parts - Philanthropist, businessman, Regional Councillor, singer, conservationist and gardener. He was awarded the OBE in 1995 and Dunedin Citizen of the Year in 1997. He donated more than two million daffodil bulbs and 8,000 rhododendrons to the city. 7 Chadwick Street was owned by Les and was the site of Oderings Nurseries and the TWL Company (started by Les and now owned by the Gough Group).

5 The name fits the Appropriateness criteria of the Road Name Guidelines under f) A Personal name for special service.

6 The name is not the same or similar to any other road name in Dunedin.

7 The family of Les Cleveland has given their permission to this proposal.

8 No alternative name has been suggested. The developer is aware of the potential issues this may cause.

OPTIONS

9 As the name complies with the policy no options other than the recommendation have been presented.

NEXT STEPS

10 That the Community Board supports the naming of a new private way off Chadwick Street as "Cleveland Close".

Signatories

Author:

Bruce Hall - Information Support

Authoriser:

John Stewart - Acting Digital Services Manager

Simon Pickford - General Manager Community Services

Attachments

	Title	Page
a	Site Plan	51
b	Road Name Request	52
c	Family Permission Cleveland Close 1	54
d	Family Permission Cleveland Close 2	56

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This proposal relates to providing local infrastructure and 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	☒	☐	☐

This is an administrative function.

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 significance of the decision is low.

Engagement – external

There has been engagement with the developer.

Engagement - internal

There has been no internal engagement.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no conflict of interest

Community Boards

The road is wholly within the Saddle Hill Community Board.

	Title	Page
a	Big Rock Primary School Report Back	38
b	Brighton Ocean View Playgroup Report Back	39
c	Fairfield School Pool 2015 Report Back	40
d	Fairfield School Pool Report Back 2016	41
e	Green Island Lions Club Report back	42
f	Riding for the Disabled Report Back	43

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

	Title	Page
a	Saddle Hill Community Board Register of Interest	7

	Title	Page
A	Minutes of Saddle Hill Community Board meeting held on 17 November 2016	10

	Title	Page
a	Brighton Volunteer Fire Brigade Funding Application	18
b	Food Help Dunedin Funding Application	21
c	Riding for the Disabled Dunedin Group	24