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 04 May 2017, commencing at 3.30 pm





Scott Weatherall


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); Josh Von Pein (Transport Delivery Manager), Gareth Jones (Sports Services and Programming Officer) and Roy Johnson (Senior Safety Engineer, NZTA)


Governance Support Officer      Lynne Adamson




1       Public Forum

There was no Public Forum.   

2       Apologies

There were no apologies.

3       Confirmation of agenda



Moved (Chairperson Scott Weatherall/ Keith McFadyen):

That the Board:


Confirms the agenda without addition or alteration


Motion carried (SHCB/2017/024)


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.





Moved (Chairperson Scott Weatherall/Leanne Stenhouse):

That the Board:


a)     Notes the Elected Members' Interest Register attached as Attachment A; and

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

Motion carried (SHCB/2017/025)


5       Confirmation of Minutes

5.1    Saddle Hill Community Board meeting - 16 March 2017


Moved (Chairperson Scott Weatherall/Christina McBratney):

That the Board:


Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 16 March 2017 as a correct record.


 Motion carried (SHCB/2017/026)

Part A Reports

6       New Zealand Transport Agency Update


Roy Johnson (Senior Safety Engineer) from NZTA commented on items of interest for the Board including:

Abbotsford off ramp/Westland Street intersection – Mr Johnson advised that NZTA had assessed the three intersections which caused congestion at the southern exit/entry to the motorway at Abbotsford and the Brighton/Main South Road intersection.  He confirmed that potentially three roundabouts would be installed at both exits/entries to the motorway and the Brighton Road intersection.  Mr Johnson commented that the first step would be to obtain design and costing concepts which should allow the build to commence in the 2017/18 financial year.

The Chair expressed gratitude on behalf of the Board and residents noting the frustrations with the current layout.

There was a discussion on maintenance issues with the grass and vegetation areas at the side of the motorway on/off ramp.  The Chair requested an onsite meeting with NZTA and DCC staff to determine the responsibility for the sites and confirm a way forward.

Saddle Hill underbridge – The Chair advised that the area under the Saddle Hill underbridge was also poorly maintained and it was agreed this would be included in the site visit.


Moved (Chairperson Scott Weatherall/Keith McFadyen):

That the Board:


a)     Notes the report.

Motion carried (SHCB/2017/027)

7       Governance Support Officer's Report


This report informed the Saddle Hill Community Board of activities relevant to the Board's area including:

a)     Project Fund – it was noted that there was $3,818.16 remaining in the project fund with one meeting before the end of the financial year.

b)     Draft Long Term Plan Template

c)     Action List


Richard Saunders (Group Manager Transport) and Josh Von Pein (Transport Delivery Manager) were present to respond to questions on the Transport items in the action list.


The Chair congratulated Mr Saunders on his new position as Group Manager Transport and commented that the Board looked forward to continue working with him.


Messrs Saunders and Von Pein provided the following update to items on the Action List:


Morris Road, Fairfield – The reconstruction of the section of road that had slipped was almost complete.  The installation of side rails and other minor works required should be completed by the end of May.  Mr Saunders expressed his thanks to the Coach Road residents for their patience during the remedial works.


Brighton/Taieri Mouth Road Erosion – A report had been completed and would be discussed with the Chair at a site visit the following week.


Brighton Road, Ocean View to Creamery Road laybys – The contractor was requested to include the grading/maintenance of the laybys in their works contract.


Scroggs Hill Road – Allanton-Scroggs Hill Road Intersection – Mr Saunders advised that the intersection had been redesigned to include the elevation of the land.  He commented that the angle that drivers approached the corner contributed to the crashes and the elevation at the side should help address that.


Westwood Layby Consultation – Mr Von Pein provided an update on the discussions held with private landowners.


Blackhead Road Walking Path – Mr Saunders advised that it was a safety necessity that a walking path be constructed on Blackhead Road especially with the possible construction of the Cargills Castle Track.  The safety team would continue to investigate and progress options for the construction of the path.


McIntosh Road – Brighton Road Intersection – The visibility issues raised with vegetation on private land had been raised with the assets department.  They would investigate further and report back to the Board.


Brighton Bridge and Taylor St road markings– The issues with the redundant words and markings being visible had now been rectified by the contractor.


Morris Road and Taieri Mouth Road waterways/ditches – Mr Saunders advised that the work to have the vegetation and rubbish removed from the waterways and ditches had been programmed with the contractors and he expected a higher level of service in the future.  


Otokia - Kuri Bush Road – Mr Saunders advised that discussions would be held with contractors on Monday 8 May at which time the level of service of rural roads would be discussed.  He noted some of the issues to be discussed were sites which had a less than desirable level of service and required more gravel.


Brighton Road, Ocean View accessway – The safety team would work with residents over the installation of a no entry sign at the driveway which serviced 906-920 Brighton Road.


Road Reserve, Ocean View – Property owners from 886 and 890 Brighton Road had queried the ownership of the road reserve and responsibility for the vegetation maintenance.  Mr Saunders advised that the land was the responsibility of the owners. 


Waldronville subdivision – Mr Saunders advised that the concerns raised over the traffic layout at the new intersection at Waldronville were with the safety team.  He commented that the team was in the process of assessing and recommending changes to speed limits for the city and this area of Brighton Road would be included in the review.


The Chair commented on concerns raised at recently held Community Engagement Meetings including:


Flower St - Main Road intersection safety concerns were raised following both the serious and fatal accidents that had occurred at the intersection.  The Board enquired if there had been any reports on the safety of the intersection and requested the findings be reported back.


Driver Feedback Signs – Mr Saunders advised that Council had purchased additional driver feedback signs which could be installed at sites identified by the Board if required. 


Cycleways – The Board requested an update on the status of cycleways more specifically the Southern Scenic Route and the Mosgiel – Fairfield route via Morris Road.  Mr Saunders advised that the Southern Scenic Route would be included in the Long Term Plan as part of the consultation on cycleways ten year programme. 


The Board advised that they would like to see Morris Road included within the next year and would like to work with Council on the Southern Scenic Route with a view to completion within three years.  Mr Saunders advised that there was no budget for the Morris Road cycleway to be undertaken in the next year and spoke of consideration needed to ensure connectivity should the proposed Chain Hill tunnel project proceed.


Ice Indicators – The Board requested that ice indicators be installed on Brighton Road near Allen Road.  Mr Von Pein advised that there had been problems with the ice indicators not working properly and until the issue had been rectified, staff were reluctant to have additional ones installed.  


Tuapeka Print site, Fairfield –The Tuapeka Print site had expanded with the result that many staff parked on the road.  The Board queried remedies available as they noted it caused visibility issues for residents leaving the subdivision next to the site.  


Main Road, Fairfield Vegetation – The Board commented that the vegetation in the garden plots on the Main Road near Fairfield School had grown which caused issues due to the height and size of the plants.  This caused challenges for both pedestrians and motorists and the Board requested that staff assess the plots.


Vegetation – It was noted that vegetation blocked the speed sign in Westwood and the view over the Brighton Bridge was also blocked by vegetation.  The vegetation growth would be assessed and a red speed sign would be painted on the road in Westwood.


Richard Saunders (Group Manager Transport) and Gareth Jones (Sports Services and Programming Officer) provided an update on the Parks, Recreation and Aquatics items on the agenda.


Road Reserve, Ocean View – Further to the update provided by Transport on the vegetation on the road reserve outside 886 and 890 Brighton Road, Ocean View, Mr Jones advised that Parks and Reserves would remove the willow tree and residents would then be responsible for the removal of the other vegetation.


Brighton Domain planting update- Mr Jones advised that staff were waiting for pricing on the planting. 


Fairplay Street Toilet Facilities – the Board noted that they had been requesting toilet facilities at Fairplay Street playground for many years and had been told it was part of the city wide project however they had not received any updates.  They requested an update on the bigger project of toilet facilities for Dunedin and in particular, the Fairplay Street. 


Fairfield Tavern Reserve – Mr Jones advised that there was a report due to the Infrastructure Services and Networks Committee meeting in the next few months which would provide an update on the Fairfield Tavern Reserve.  There was a discussion on the submission to the 9 February 2017 meeting by two members of the public on planting at the reserve which would be forwarded to Mr Jones for consideration. 


The Chair noted that the submitters referred to above wanted to undertake and care for more planting in the reserve and questioned whether the Board would be able to financially support the project.  Mr Jones commented that the main consideration would be to ensure that the species picked was a good fit with the reserve and whether the funding could occur out of existing budgets.


Sports Fields Playing Surfaces – Mr Jones advised that the sports field conditions were favourable and staff were working with sports user groups to ensure the premier grounds remained in top condition for the season.


Sunnyvale Sports Grounds – the Board commented on the need to capture feedback received from local residents, citing an elderly resident in the Sunnyvale area who had extensive knowledge of the grounds and felt that the contractor was not proceeding with appropriate measures.  Mr Jones advised that turf consultants were being engaged to profile all reserves in the city including Sunnyvale.


Walton Park Showers – Mr Jones advised that contractors were engaged to open all toilet/shower blocks at sports fields with bookings and should this not happen, the public needed to phone the Dunedin City Council who would ensure they would be opened.


Green Park Cemetery – The Board thanked staff for the removal of gorse at the Green Park Cemetery in time for the ANZAC day service.


The Chair commented on concerns raised at recently held Community Engagement Meetings including:


Kaikorai Estuary – there were requests received for the extension of the car park facilities as this was a popular entrance to the beach and the formalisation of some of the walking tracks through the sand dunes.  The Board requested an aerial photograph to identify the main tracks and suggested working with the Pistol Club to see if they had any car parking available. 


There was a discussion on methods to convey the information to the public and Mr Jones advised that an information board would be the most efficient method.


Waldronville Pumping Station Land – Residents had queried whether the land at the site of the Waldronville Pumping Station could be used for a recreational activity such as a bike track.  There are current issues with the land being boggy and flooding which causes flooding on Friendship Drive.  Mr Jones advised that the dumping of vegetation by contractors contributed to the problem and they would be informed of the areas to keep clear.


Planting fruit trees in reserves around our communities – Mr Jones advised that there had been similar requests around the city.  He commented on considerations required such as the long term ownership of the land and the leasing to a community group to enable them to take control and the longevity of the project.  If the group was well established then they would be encouraged to lodge an application through the parks team.  Mr Jones spoke of the problems that occur when a project is short lived and Council then needs to provide maintenance of the trees and land at a cost to the ratepayer which is not encouraged.



Moved (Chairperson Scott Weatherall/Leanne Stenhouse):

That the Board:


a)     Notes the Governance Support Officer's Report.

b)     Amends the Action List as appropriate

Motion carried (SHCB/2017/028)


8       Board Updates


Board members provided updates on activities including:

Keep Dunedin Beautiful – There was a discussion on the creation of a mural at the Fairplay Street Reserve.  Mr Gouverneur advised that he would discuss this at the next Keep Dunedin Beautiful meeting and seek their support for the project.

Greater Green Island – Ms Stenhouse advised that Greater Green Island had submitted twice to the Dunedin City Council Annual Plan, one for a playground for Green Island and the other for place based community groups.  She commented that there would be a function held on 24 May 2017 for local businesses to raise funds for the playground for services or funding.

Ms Stenhouse commented on other funding projects and events Greater Green Island would hold including a funding night at Queens Birthday and pop up events in Green Island to raise funds for the continuation of Greater Green Island and raise their profile.  

Youth Ambassador Award – Ms McBratney advised that Erin Ford, the recipient of the Youth Ambassador Award had been to the Melbourne Science Camp and was due to attend a further science camp in London.  She planned to undertake school visits and speak to the pupils in term 3 or 4 of the current year.  It was agreed that the Board would contact the school and arrange the visits on behalf of Ms Ford.

Saddle Hill Community Board Flyer – There was a discussion on the printing and distribution of the Saddle Hill Community Board flyer.  Mr Gouverneur advised on costings and it was agreed that the Board would update information to ensure the flyer was relevant and then have 3,000 copies printed.


Moved (Keith McFadyen/Peter Gouverneur):

That the Board:


a)        Notes the updates

b)        Approves the purchase of 3,000 Saddle Hill Community Board Flyers up to a cost of $1,000.00.

Motion carried (SHCB/2017/029)


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.

Cycleways – The Chair spoke of the safety issues with the increase in camper vans on the roads and commented that there was a preference the situation be resolved before an accident happens.

Civil Defence – The Chair advised that Council had made a commitment to act early in the recent possible flooding event on 12 April 2017 by activating Civil Defence.  The Board requested that the Emergency Management Officer Training and Readiness be asked about the availability of civil defence booklets detailing what to do in an emergency as they would like to make these available to the local community.

Resource Consents – It was noted that Mr McFadyen was the only qualified Board member to sit on Resource Consents.  The Board would like other members to undertake training and called for expressions of interest.  Mr Weir and Ms Stenhouse both advised they were interested and the Board requested this be passed on to Council for consideration.

Community Meetings – It was noted that there had been an increase in illegal poo dumping especially at the Kaikorai Estuary car park area and the Board requested this information be forwarded to animal services.

Community sign – there was a discussion on the creation and installation of a community sign for each of the suburbs in the Board area.  Members were asked to consider the project for discussion at the next meeting.

Fairfield School – The Chair advised that year 6 pupils would like to work on community led projects and asked for suggestions. 


Moved (Chairperson Scott Weatherall/Cr Conrad Stedman):

That the Board:


a)     Notes the Chairperson’s Report.

Motion carried (SHCB/2017/030)


10     Council Activities


Councillor Conrad Stedman provided an update on matters of interest to the Board including:

·           Reserves and Beaches Bylaws

·           Heritage Awards – Cr Stedman advised that he was a judge for the Heritage Awards and thoroughly enjoyed being part of this worthwhile project.  He spoke of the awards evening and the recipients.

 ·          Trustpower Community Awards – Cr Stedman spoke of the community based projects, applicants and recipients of the Trustpower Community Awards.

·           Civil Defence Activation – Cr Stedman was involved in the civil defence activation on 12 April 2017 and spoke of the positive contrast to the flooding in 2015.  He praised all involved in the bunker and community.

·                Council meeting






Moved (Cr Conrad Stedman/Keith McFadyen):

That the Board:


a)     Notes the update.

Motion carried (SHCB/2017/031)


11     Items for Consideration by the Chair


There were no items notified for consideration.





The meeting concluded at 5.15 pm.