Saddle Hill Community Board



Unconfirmed Minutes of an ordinary meeting of the Saddle Hill Community Board held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Thursday 09 February 2017, commencing at 3.30 pm




Deputy Chairperson

Leanne Stenhouse



Peter Gouverneur

Christina McBratney


Keith McFadyen

Paul Weir


Cr Conrad Stedman




Adrian Blair (Group Manager Customer and Regulatory Services) Richard Saunders (Group Manager Transport), Anthony van de Water (Downer), Bruce Wood (Senior Contract Supervisor) and Bruce Hall (Information Support Officer)


Governance Support Officer      Lynne Adamson



1       Public Forum

1.1    Margaret Eastwood and Molly Duncan


Margaret Eastwood and Molly Duncan, addressed the Board concerning planting and renaming of the Fairfield Tavern Reserve to William Martin Reserve.

In providing background information, Mrs Duncan advised that the Martin family had owned the land long before the Fairfield Tavern was built there.  The land was run as a nursery by William Martin and they felt that renaming the reserve would be a fitting tribute to a man who cared for the land for so many years. 

In addition to the proposed renaming of the reserve, Mrs Eastwood commented that they would like to see the plantings upgraded.  She noted that there appeared to be a lack of maintenance at the reserve and that the 15 deciduous trees planted approximately five years ago had died despite being well staked with a coiled watering system in place and now needed removal. 

Mrs Eastwood commented that Mr Martin had planted many of the trees in the reserve, some of which were now 150 years old.  In the late 1870’s he grafted the Rhododendron – Marquis of Lothian which was one of the oldest New Zealand raised Rhododendron hybrids.  She suggested that it would be appropriate to plant some of those Rhododendrons within the reserve which they would like to see upgraded in general.

Mrs Eastwood suggested that community volunteers could be called for to help with the planting and watering of plants in the reserve. 



1.2    Nic Le Brun


Nic Le Brun, Food Help, Dunedin addressed the meeting concerning the funding application from Food Help, Dunedin. 

Ms Le Brun commented that they provided one off emergency food parcels for families in need.  The purpose was to help families which were just getting by and may have an unexpected expense e.g. a dentist bill, that would result in them being unable to buy food for that particular week. 

Ms Le Brun commented that they had helped 160 families since the organisation was founded one year ago.  Interested families applied via the Food Help Facebook page.  Mrs Le Brun commented that they helped people Dunedin wide and the $400 they applied for would provide assistance with 20 food parcels.


1.3    Katy Ferguson, Riding for the Disabled


Katy Ferguson, Operations Manager was unable to attend the meeting.

2       Apologies


Moved (Cr Conrad Stedman/Keith McFadyen):

That the Board:


Accepts the apology from Chairperson Scott Weatherall.


Motion carried (SHCB/2017/001)


3       Confirmation of agenda



Moved (Leanne Stenhouse/Paul Weir):

That the Board:


Confirms the agenda with the following alteration and addition:


That Item 11 – Proposal to Name Private Way off Chadwick Street, Fairfield be taken before Item 6 and


That Item 6a – Transport Update  be added to the agenda and taken before Item 6.


Motion carried (SHCB/2017/002)


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.


Cr Stedman declared an interest in Item 11 – Proposal to Name Private Way off Chadwick Street, Fairfield.


Paul Weir advised that he had surveyed Chadwick Street but did not have a conflict in the item.



Moved (Leanne Stenhouse/ Christina McBratney):

That the Board:


a)     Notes the Elected Members' Interest Register attached as Attachment A; and Councillor Stedman’s conflict of interest with Item 11.

b)     Confirms the proposed management plan for Elected Members' Interests.

Motion carried (SHCB/2017/003)


5       Confirmation of Minutes

5.1    Saddle Hill Community Board meeting - 17 November 2016


Moved (Peter Gouverneur/Christina McBratney):

That the Board:


Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 17 November 2016 as a correct record.


 Motion carried (SHCB/2017/004)

Part B Reports

11  Proposal to name Private Way off Chadwick Street, Fairfield


Councillor Stedman declared an interest in this item and did not participate in the discussion or voting.


Mr Hall spoke to the report and advised that the purpose was to inform the Board on  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 complied with the Dunedin City Council Road Naming Policy and the support of the Saddle Hill Community Board was sought for this name prior to consideration by the Infrastructure Services Committee.



Moved (Leanne Stenhouse/Peter Gouverneur):

That the Board:


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

          Motion carried (SHCB/2017/005)



6a     Transport Update


Richard Saunders (Group Manager Transport) introduced Anthony van de Water, Area Manager - Lower South Island for Downer, the roading contractor for the Saddle Hill Community Board area to the Board.  Mr Saunders noted that the Council had moved to one contract to consolidate monitoring and reporting and to make sure it was getting consistent service.  The contract had been in place since 1 July 2016 and he commented on the key areas of it.


Anthony van de Water outlined the company's responsibility for roading maintenance and the like in the lower South Island.  He advised that the company had received clear objectives from the Council and was currently focusing on assessing the network condition to allow for programming and planning, with more predictability of what was happening in the area.  He also commented on the equipment and staffing available and other contracts held by the company.


6       Funding Applications


Three funding applications had been received for the Saddle Hill Community Board’s consideration. 

The Brighton Volunteer Fire Brigade requested $200.00 funding towards the purchase of two loud hailers for public announcements including civil defence emergencies.

The Board acknowledged the invaluable help and service of the Fire Brigade and agreed that the purchase of loud hailers was a worthwhile investment for the community.


Moved (Cr Conrad Stedman/Keith McFadyen):

That the Board:

a)     Approves the funding application for $200.00 from the Brighton Volunteer Fire Brigade.

          Motion carried (SHCB/2017/006)



Food Help, Dunedin requested $400.00 funding to help support the provision of emergency food parcels for families and people in need in the Dunedin community.

The Board fully supported the initiative and agreed that they would like to personally support the project however they were concerned that the application did not fit the criteria for funding as the food parcels were not localised to the board area and the organisation was not a registered charity.

Moved (Paul Weir/Cr Conrad Stedman):


That the Board:


a)        Supports the Food Help, Dunedin initiative.

b)        Declines the request for funding as the application did not fit the criteria.

         Motion carried (SHCB/2017/007)



Riding for the Disabled – Dunedin Group requested $2,000 towards the cost of providing an additional 10 new yards at their grounds.

There was a discussion on the status of the application as it was noted that the work had been completed.  The Board agreed that they did not fund retrospective applications however this was not highlighted on the funding application form therefore they agreed to partially fund the project.


Moved (Keith McFadyen/ Leanne Stenhouse):

That the Board:


a)        Approves $500.00 towards the cost of providing 10 new yards at the    grounds of Riding for the Disabled – Dunedin Group.

          Motion carried (SHCB/2017/008)     


7       Governance Support Officers's Report


A report from the Governance Support Officer informed 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 – it was agreed that members would consider whether they were interested in attending the conference and the outcome would be approved at the next meeting.  

d)     Training for Community Board Chairs

e)     Proposed Reserves and Beaches Bylaw

f)     Action List

Richard Saunders (Group Manager Transport) and Bruce Wood (Senior Contract Supervisor) were present to speak to the Transport items on the Action list and provided the following update.

Brighton/Taieri Mouth Road slips – A Geotech investigation had taken place and a report was expected at the end of February, beginning of March at which time the information would be reviewed and any required action would be undertaken.

Morris Road, Fairfield slip – A portion of Morris Road would need to be closed to enable the remedial work to be carried out.  The residents of Coach Road had been notified as there would be a short term impact on traffic on their road.  It was anticipated that the work would be completed within four weeks.  Coach Road would be monitored to ensure the detour was operating safely.

Brighton Road, Ocean View to Creamery Road- Delta had been requested to complete a hydrological report.  Any appropriate work would be undertaken however it was noted that the culvert would always hold water as the outlet was higher than the drains.  It was noted that a culvert inspection process was underway and when the results were known, a work programme would be set up.

Walton Park Carpark–  The carpark was scheduled to be completed by the end of June 2017.

Main South Road, Brighton Road Intersection– Staff were waiting for NZTA to provide information on funding required to improve the intersection.

Scroggs Hill Road/Allanton Scroggs Hill Road Intersection – design work was being undertaken and once completed the work would be programmed.  It was anticipated that this would be undertaken late March/April.

Westwood Layby Consultation– The design team had recommended that the ditch be moved closer to the properties and a layby created.  Quotations were currently being sourced and consultation would occur with the property owners prior to the commencement of work.  The Board requested that they were provided with a copy of the design plans.

Blackhead Road walking path – A survey had been completed and it was anticipated that a walking/riding track similar to the Green Island to Waldronville walkway would be constructed.  Due to the boundary of properties further work was required to be undertaken prior to finalisation of the path.

Road Sealing – Transport prepared a list of unsealed roads with a case for sealing.  They will price and assess those roads to ensure the list was available should funding be offered or the seal extension programme be reinstated. 

The Board requested that the Sunninghurst watercourse be added to the Action List as it was extremely overgrown and needed attention.


Moved (Keith McFadyen/ Leanne Stenhouse):

That the Board:


a)     Notes the Governance Support Officer’s Report.

b)     Amends the Action List as appropriate.

Motion carried (SHCB/2017/009)


8       Report Back on Funding Applications


There were six report backs received for funding approved by the Saddle Hil Community Board:

a)     Big Rock Primary School received $2,000.00 in October 2015 to upgrade the school pool filtration system, changing rooms, showers and toilets.

b)     Brighton Ocean View Playgroup received $505.66 in November 2015 towards the purchase of toys.

c)     Fairfield School Pool received $2,000 in August 2015 towards the repainting of the Fairfield Community Pool.

d)     Fairfield School Pool received $1,000 in November 2016 towards the replacement of the swimming pool key entry system.

e)     Green Island Lions Club received $1,000 in October 2015 towards the purchase of Hi Viz vests to be distributed to local schools.

f)     Riding for the Disabled received $2,000 in November 2015 towards the creation of a central manure area.



Moved (Christina McBratney/ Leanne Stenhouse):

That the Board:


a)     Notes the report backs from Big Rock Primary School, Brighton Ocean View Playgroup, Green Island Lions Club, Riding for the Disabled and the two from Fairfield School Pool.

Motion carried (SHCB/2017/010)


9       Chairperson's Report


A report from the Chairperson (Scott Weatherall) provided an update on issues raised with the Chair and matters not covered by other reports on the agenda including:

Fluro Vests – the Board agreed with the proposal for the purchase of fluro vests to be used at Board events and other instances such as civil defence emergencies.

Community Meetings – the Board were in agreement that community meetings would be held in evenings over the next few months.  There was a discussion on the scheduling of the meetings and appropriate costs to include refreshments, hall bookings and advertising. The Board requested that a Doodle Poll be set up with choices on dates which would then be confirmed at the next meeting.

Youth Ambassador Award – there have been approximately 12 applications distributed to date.  The applications close on 3 March at which time applications will be short listed for presentation to the Board.

Keep Dunedin Beautiful – it was noted that there had been no meetings in the current year.

Greater Green Island – there was no further update.

Public Forum – it was agreed that Parks and Recreation staff would be asked to report to the next meeting on the Public Forum item.


Moved (Keith McFadyen/Cr Conrad Stedman):

That the Board:


a)     Notes the Chairperson’s report.

b)     Approves the purchase of ten Hi Vis Safety Vests at a cost of up to $300.00 to be funded from the Discretionary Fund.

c)     Approves funding up to four community meetings at a cost of up to $1,000 to be provided from the Discretionary Fund.

Motion carried (SHCB/2017/011)

10     Council Activities


The Ward Councillor (Conrad Stedman) provided an update on matters of interest to the Board including:

Annual Plan

Rural Broadband


Moved (Peter Gouverneur/Paul Weir):

That the Board:


a)     Notes the report from Councillor Stedman.

Motion carried (SHCB/2017/012)

 12    Notification of Agenda Items for Consideration by the Chair


There were no notification of agenda items.


The meeting concluded at 5.10 pm.