Agenda of Mosgiel-Taieri Community Board

Mosgiel-Taieri Community Board

UNCONFIRMED MINUTES

Unconfirmed minutes of an ordinary meeting of the Mosgiel-Taieri Community Board held in the Keith Willis Lounge, Coronation Hall, 97 Gordon Road, Mosgiel on Wednesday 03 May 2017, commencing at 12.00 pm

PRESENT

Chairperson	Sarah Nitis
Deputy Chairperson	Joy Davis
Members	Phillipa Bain	Martin Dillon
	Cr Mike Lord	Dean McAlwee

IN ATTENDANCE

Tom Dyer (Acting Group Manager, Parks and Recreation), Bernie Hawke (Group Manager, Arts and Culture), Catherine Irvine (Solid Waste Manager) and Linda Roxburgh (Mosgiel Librarian)

Governance Support Officer Wendy Collard

The Board observed a minute's silence in memory of Blackie Catlow.

1 Public Forum

1.1 Proposal to name a new road off Riccarton Road East

Mr Amin Osama from Gallaway Cook Allan was not in attendance as the report was not being considered by the Board at this meeting.

2 Apologies

An apology was received Maurice Prendergast.

It was moved (Sarah Nitis/Cr Mike Lord):

That the Board:

Accepts the apology from Maurice Prendergast.

Motion carried

3 Confirmation of agenda

Moved (Sarah Nitis/Dean McAlwee):

That the Board:

Confirms the agenda the following additions:

a) Removal of Item 6 – Otago Regional Council update due the unavailability of the Otago Regional Council staff;

b) Item 9 – Proposal to name a new road off Riccarton Road East be deferred to the next meeting. This is due to a request from the developer to delay the report until the Board's next meeting was received to allow them to undertake additional work prior to consideration of the report.

Motion carried (MTCB/2017/021)

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.

There were no declarations of interest made or conflicts of interest declared.

Moved (Sarah Nitis/Cr Mike Lord):

That the Board:

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

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

Motion carried (MTCB/2017/022)

5 Confirmation of Minutes

5.1 Mosgiel-Taieri Community Board meeting - 15 March 2017

Moved (Sarah Nitis/ Phillipa Bain):

That the Board:

Confirms the minutes of the Mosgiel-Taieri Community Board meeting held on
15 March 2017 as a correct record.

Motion carried (MTCB/2017/023)

Part A Reports

6 Otago Regional Council Update
	The Manager Natural Hazards (Dr Jean-Luc Payan) and the Senior Policy Analyst (Sylvie Leduc) from the Otago Regional Council were unable to attend due to an unexpected commitment. It was noted that they would be attending the Board's next meeting.

7 Library Activity Report

A report from Arts and Culture provided a summary of the activities of the Dunedin Public Libraries for the period 1 January to 31 March 2017, with a focus on the activities of the Mosgiel Library and Service Centre, with statistics covering the period from 1 July 2016 to 31 March 2017.

The Group Manager Arts and Culture (Bernie Hawke) spoke to the report and provided an update on the upcoming mobile library services review. Mr Hawke responded to questions which included lending trends and visitation.

Moved (Sarah Nitis/Cr Mike Lord):

That the Board:

a) Notes the Library Activity Report

Motion carried (MTCB/2017/024)

8 Solid Waste Update

The Solid Waste Manager (Catherine Irvine) provided an update on the landfill and recycling in particular the initiatives that would be undertaken to reduce the number of recyclables being disposed of into the Landfill.

Ms Irvine responded to questions on the lifespan of the Green Island Landfill; the methane gas to electricity scheme being used and the contamination rate in the yellow lid wheelie bin. She advised that there was an Education Officer who would be able to assist the Board with the running of a Recycling/Waste Minimisation Workshop in Mosgiel and Outram.

Moved (Sarah Nitis/Joy Davis):

That the Board:

a) Notes the update

Motion carried (MTCB/2017/025)

9 Proposal to name a new road off Riccarton Road East.
	The Mosgiel-Taieri Community Board agreed to defer the report to the Board's next meeting being held on Wednesday 14 June 2017.

10 Governance Support Officer's Report
	A report from Governance provided an update of activities relevant to the Board's area which included: a) Project Fund. It was noted that a proposal for the remainder of the project fund would be presented at the next Board meeting. b) Draft Long Term Plan Template. Following discussion, it was agreed that the Board would hold a workshop on Monday 12 June 2017. c) Transport Update. Following discussion, the Board agreed to support the request for a P5 within the vicinity of the public toilets.
	Moved (Martin Dillon/Sarah Nitis): That the Board: a) Support the request for the installation of a P5 within the vicinity of the public toilets at the intersection of Factory and Gordon Roads b) Recommend that it been installed along Factory Road should staff approve the request. Motion carried (MTCB/2017/026)
	d) Action List. There was discussion on the action list which included Mosgiel green spaces and the playgrounds at Memorial Park.
	Moved (Sarah Nitis/Cr Mike Lord): That the Board: a) Notes the Governance Support Officer's Report. b) Amends the Action List as appropriate Motion carried (MTCB/2017/027)

11 Board Updates

Board members provided updates on activities including:

Keep Dunedin Beautiful (KDB)

· Outram Glen Toilets – Mural. Phillipa Bain requested that staff progress the project as only limited progress had been made; and

· Trees for Babies – Celebrating families. Each Autumn, in partnership with Rotary Dunedin, KDB organised for tree plantings in city reserves which allowed families to celebrate the birth of a child or any significant family milestone. This year "Trees for Babies" would be held on Sunday 14 May 2017 along the harbour cycleway.

Community Engagement

Festival of the Plain. The Chairperson advised that Joy Davis had agreed to be nominated for the Chairperson for the Festival of the Plain Committee.

Moved (Sarah Nitis/Dean McAlwee):

That the Board:

a) Notes the Board Updates.

Motion carried (MTCB/2017/028)

12 Chairperson's Report

A report from the Chairperson updated the Board on matters of interest since the previous meeting which included:

· Mosgiel-Taieri Emergency Response Planning;

· Draft 2017/18 Annual Plan Submission

· CCS Disability Action Group

· Dunedin City Council Long Term Plan

Moved (Sarah Nitis/Joy Davis):

That the Board:

a) Notes the Chairperson's report

b) Writes to Alastair Dickie, Bill Feather and the Mosgiel-Taieri Emergency Response Group for their efforts over the past years

c) Updates the Community Plan to include an item on the "Accessible Journeys-Street Count Project" as a potential Social Well-Being Project.

d) Endorses the Board's submission to the draft Dunedin City Council 2017/18 Annual Plan

e) Confirms a Board workshop will be held to establish local priorities for the Dunedin City Council 2018/19-2028/29

Motion carried (MTCB/2017/029)

13 Council Activities

Councillor Mike Lord provided an update on following matters of interest to the Board which included:

· Carbon Policy

· Civil Defence Activation

· Resource Consent Application for the proposed Hotel.

Moved (Cr Mike Lord/Phillipa Bain):

That the Board:

a) Notes the update.

Motion carried (MTCB/2017/030)

14 Items for Consideration by the Chair
	There were no notification of agenda items.

The meeting concluded at 2.36 pm.

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

CHAIRPERSON

Mosgiel-Taieri Community Board

14 June 2017

Proposal to name a new road off Riccarton Road East

Department: Information Services

EXECUTIVE SUMMARY

1 The purpose of this report is to present the options for the naming of a new road off Riccarton Road East as part of a residential development by AKGO Limited.

2 The developer's preference of road name complies with the Dunedin City Council Road Naming Policy, however, the use of the suffix "Wynd" is not recommended.

RECOMMENDATIONS

That the Board:

a) Recommends to the Infrastructure Services and Networks Committee that the proposed road name “Wakefield Wynd” not be approved.

BACKGROUND

3 A 17 lot residential subdivision has been approved for 50 and 54 Riccarton Road East. This subdivision will be serviced by a new road that will vest in Council. The development is now at the stage the developer wishes to name the new road.

DISCUSSION

4 The Developer has proposed “Wakefield Wynd” as their preferred name for this new road. No alternative names have been provided by the developer.

5 ”Wakefield” was chosen as a reference to Edward Gibbon Wakefield (1796-1862). Wakefield believed many of the social problems of Britain where due to overcrowding and overpopulation and he saw emigration as a way of solving this problem. He was involved schemes to settle both Canada and Australia before becoming a director of the New Zealand Company in 1838. By the end of 1839 he had dispatched nine ships to New Zealand. The company established settlements at Wellington, Nelson, Wanganui and Dunedin. In 1843 the company issued a prospectus for the sale of 48,000 hectares in a new settlement called New Edinburgh at an undetermined location. In January 1844 a 160,000 hectare block was selected around Otago Harbour. The company worked with the Free Church of Scotland and the first settlers sailed in November 1847. Wakefield was heavily involved in the early settlement of much of New Zealand. In January 1853 Wakefield arrived in New Zealand. Initially landing in Christchurch, he soon relocated to Wellington. Here he was elected to Parliament for Hutt, holding the seat until he resigned in 1855. He died in Wellington in 1862 and is buried in the Bolton Street Cemetery.

6 The name "Wakefield" fits the appropriateness criteria of the Road Name Policy by use of a personal name for special service.

7 The name "Wakefield" is not the same or similar to any other road name in Dunedin.

8 Wynd is frequently encountered in towns in Scotland and Northern England. It derives from Old Norse Venda (to turn) implying a turning off a main street. The old town of Edinburgh had many wynds, until 19^th century improvements led to them being widened and renamed “streets”.

9 Currently “Wynd” appears to have been used only once in New Zealand, and has not been used previously within the boundaries of the Dunedin City Council district. A “Wynd” is defined as "a narrow lane between houses."

10 Acceptable road type names are specified within the AS/NZS 4819:2011 Rural and Urban Addressing Standards. The purpose of the addressing standard is to assign addresses that can be readily and unambiguously identified and located. The standard is intended for use by those agencies responsible for creating addresses, such as Councils, where the addressing authorities enable them to propose addresses and name roads. Wynd is not listed within this standard. While the standard does not prohibit the use of names that are not listed, the use of the suffix "Wynd" is a departure from existing naming protocols and practices.

11 Wynd is not considered to be a suitable description for a public road of normal width as its meaning does not match the physical appearance or actual use of the road. Additionally, the introduction of a new suffix description that the general public are not familiar with may cause confusion around what “Wynd” means, how it is pronounced and how it is spelled. These factors would indicate it is not the most appropriate choice, and the Board may choose not to support the developer's proposal.

12 The Regional Manager and Group Controller of Emergency Management Otago advised Council officers it does not support the use of the suffix “Wynd” (as in Wakefield Wynd) as the suffix is potentially confusing and they have a strong preference for clarity as any confusion during a response, be it emergency services or a wider local emergency situation, can put people at unnecessary risk.

13 A Senior Sergeant of NZ Police confirmed any confusion around road naming can lead to a delay in emergency response.

14 Land Information New Zealand (LINZ) initially advised that they were strongly opposed to the use of Wynd and would petition the Governor General to have the road renamed. Council staff later received further advice that LINZ have withdrawn their opposition.

15 The developer is aware of the potential issues the use of this suffix may cause. No alternative name or suffix has been suggested.

OPTIONS

16 The road name "Wakefield" complies with the road naming policy. The name Wakefield is recommended for use but the suffix Wynd is not. As the developer has not provided an alternative name the Infrastructure Services Committee has the delegation to amend or decline the road name proposed. Where the Committee wishes to amend the proposed name, the resolution of the matter shall be left on the table to enable the amendment to be checked for compliance with the road naming policy and to obtain the agreement of the proposer of the name.

17 The road which is to be named is a relatively short, standard width cul de sac. Using the Australian/New Zealand Standard any of the following road types could be used as an appropriate suffix:

a) Close – Short enclosed roadway

b) Place – Short, sometimes narrow, enclosed roadway

c) Road – Open roadway primarily for vehicles

d) Way – short enclosed roadway

18 Council staff recommend using one of the Australia New Zealand approved suffixes such as those listed above.

NEXT STEPS

19 That the Community Board considers the naming of a new road off Riccarton Road East as “Wakefield Wynd” at the insistence of the Developer’s legal representative. The name Wakefield is recommended for use but that the suffix Wynd is not due "Wynd" not being an accurate description of this type of public road and concerns raised by Emergency Services.

20 Through this process it was discovered that the DCC Road Naming Policy incorrectly used name suffixes from a list supplied by New Zealand Post. This is incorrect and the Policy will need to be reviewed to refer instead to the Australia and New Zealand Rural and Urban Addressing Standards (AS/NZS 4819:2011). The Policy Review will be submitted for the Infrastructure Services Committee meeting in July 2017.

Signatories

Author:

Bruce Hall - Information Support

Authoriser:

Tracey Tamakehu - Acting Chief Information Officer

Simon Pickford - General Manager Community Services

Attachments

	Title	Page
a	Site Plan	21

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.

The Regional Manager and Group Controller of Emergency Management Otago has stated that the suffix “Wynd” (as in Wakefield Wynd) is potentially confusing and they have a strong preference for clarity as any confusion during a response, be it emergency services or a wider local emergency situation, can put people at unnecessary risk.

Conflict of Interest

There are no conflicts of interest.

Community Boards

The road is wholly within the Mosgiel Taieri Community Board.

Mosgiel-Taieri Community Board

14 June 2017

Board Updates

Department: Civic and Legal

EXECUTIVE SUMMARY

Board members to provide updates on activities including:

1 Keep Dunedin Beautiful (KDB)

Phillipa Bain (Board Representative) will provide a verbal update.

2 Community Engagement

Dean MacAlwee (Board representative to the Committee) will provide a verbal update.

3 Mosgiel Business Association

Sarah Nitis (Board representative to the Committee) will provide a verbal update.

4 Festival of the Plain

Board representative to the Committee (and incoming Chair)

Joy Davis attended the debrief meetings. Joy Davis and Sarah Nitis attended the Annual General Meeting. There are some changes with the retirement of the President, Secretary and Treasurer along with two long standing committee members. The Mosgiel-Taieri Community Board is well represented on the new committee with Joy Davis elected President and Sarah Nitis as Treasurer. The remainder of the executive comprises of Kelly Ennis as Secretary and John Bone, Vice President.

The future for the event looks bright with the new committee aiming to build on the hard work and dedication of those who have gone before. There appears much energy, passion and commitment from members keen to take The Festival of the Plain and Party in the Park to new heights.

5 Communications and Engagement Activities

Please refer to the attached report (Attachment A).

6 Mosgiel-Taieri Community Board Members' Action List

For review (Attachment B)

RECOMMENDATIONS

That the Board:

a) Notes the report.

b) Updates the Conflict of Interests Register as required

c) Notes the Resource Consent Decision Certificate for the Mosgiel-Taieri Community Board with regard to the installation of the mural on the public toilet at Outram Glen, 10 George King Memorial Drive, Outram.

d) Updates the Mosgiel-Taieri Community Board Members’ Action List as required.

Signatories

Authoriser:

Attachments

	Title	Page
a	Communications and Engatement Activities	24
b	MTCB Members' Action List	26

Mosgiel-Taieri Community Board

14 June 2017

MOSGIEL-TAIERI COMMUNITY BOARD

COMMUNICATIONS AND ENGAGEMENT REPORT 14/6/17

Board members Engaged with the following individuals or groups:

· Keep Dunedin Beautiful

· Mosgiel Community Patrol

· Mosgiel Food Bank

· Mosgiel Resource group

· Festival of the Plains

· Mosgiel-Taieri Emergency Response Group

· Local residents re roading and general issues

· MBA/RSA ANZAC Mural celebration.

· Liaison with DCC Staff, Taieri College and Outram residents re Mural

DCC Annual Plan Consultation – May 3^rd, Coronation Hall

Board members were present along with council staff and Councillors Lord, Garey, and Elder for an opportunity for the public to provide comment re the plan. There was a poor response from the public but it was an excellent opportunity to network with our councillors and DCC staff.

MTCB Long Term Community Plan

Community Boards have been requested by Council to prepare a ‘Long Term Community Plan’ that will help inform the Councils Long Term Plan (LTP). The DCC LTP is up for review next year and will form the basis of a plan for expenditure across Dunedin City 2018-28.

MTCB has engaged its community requesting “What do you want to see happen in Mosgiel and across the Taieri over the next 10 years?”. We have developed a two sided, easy to complete, consultation document, which has been emailed and presented in forums such as Taieri over the Tea Leaves, Mosgiel Resource Group, with copies also available at the Mosgiel library. Feedback received prior to Midday on Monday 12^th June is incorporated in the MTCB’s Long Term Plan.

Taieri over the Tea-Leaves

Held Thursday May 4^th, Burns lodge at 2pm. Eight to ten members of the public attended, along with Board Chair Sarah Nitis and Councillor Mike Lord. The Board Chair briefed everyone on the Board’s Long term Plan Consultation document (which was well received) numerous issues were raised as the document was worked through. Residents were advised on how to offer their feedback via the process and were encouraged to do that.

Festival of the Plain

Board member Joy Davis attended debrief meetings. Joy Davis and Sarah Nitis attended AGM. Some changes afoot with the retirement of President, Secretary and Treasurer, along with two longstanding committee members. MTCB is well represented on the new committee with Joy Davis elected President and Sarah Nitis as Treasurer. Kelly Ennis, Secretary and John Bone, Vice President make up the executive.

The future for the event looks bright with the new committee aiming to build on the hard work and dedication of those who have gone before. There appears much energy, passion and commitment from members, keen to take The Festival of the Plain and Party in the Park to new heights.

Mural for toilets @ Outram Glen

Board member Phillipa Bain has been liaising with DCC staff, the Taieri College, DOC, and local residents to have a mural put on the toilets at the Outram Glen. The mural, which has been designed by Taieri College Brazilian Exchange students, is being painted offsite and is exoected to be positioned in pride of place later in June. The Board wishes to acknowledge the support given by DCC staff, instrumental in facilitating the progress of this project, and extends grateful thanks.

Refer Resource Consent Decision Certificate.

A helping hand

A big Thank You to Board member Dean MacAlwee who went above and beyond the ‘community board call of duty’ in response to an SOS call from an elderly resident in relation to their berm. Determining responsibility for the job did not ly with Council, he felt for the residents and was able to assist and sorted the issue for them. Awesome community spirit.

Looking Ahead

The Board expects to be consulting widely with our residents and DCC staff concerning the proposed establishment of a Freedom Camping Site at Puddle Alley.

Joy Davis

Deputy Chair

Mosgiel Taieri Community Board

Mosgiel-Taieri Community Board

14 June 2017

Governance Support Officer's Report

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report is to inform the Mosgiel-Taieri Community Board of activities relevant to the Board's area including:

a) Project Fund

b) Correspondence

c) Report Back

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 $912.70 remains in the Project Fund. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
1 July 2016	$79.00	Taieri over the Tea Leaves advertising
1 September 2016	$79.00	Taieri over the Tea Leaves advertising
16 August 2016	$500.00	Martin Fergusson (towards the restoration of Arthur Burns grave).
16 August 2016	$1,600.00	East Taieri Church
16 August 2016	$1,071.00	Chatbus Trust
16 August 2016	$622.60	Handheld 80CH Radio Pack x 4 (Board project)
22 November 2016	$2,500.00	Mural at pocket park (Board Project)
8 February 2017	$256.70	Board Communications and Engagement Plan expenses – Taieri over the Tea Leaves and Board photos
~~8 February 2017~~	~~$100.00~~	~~Community Board Chairs/Deputy Chairs training~~ *
28 February 2017	$865.00	Board Communications and Engagement Plan expenses. Brochure
15 March 2017	$800.00	Mosgiel Memorial RSA
15 March 2017	$364.00	Otago Access Radio
15 March2017	$350.00	Mosgiel Business Assn
Total	$9,087.30

*The Council agreed to meet the cost of this training.

**The initial quote did not include the cost for the layout and proof of the brochure which was an additional cost of $247.25.

This meeting is the last opportunity for the Board to allocate money from this financial year's project fund. Payment for any allocated funding must be made by 23 June 2017.

Correspondence

4 A copy of the letter sent to the Mosgiel-Taieri Emergency Response Group is attached for the Board's information. (Attachment A)

5 A project completion form from the Mosgiel Business Association is attached (Attachment B)

6 A project completion form from the Mosgiel Memorial RSA is attached (Attachment C)

Report Back

7 Report Backs are required from organisations that have received funding grants from the Saddle Hill Community Board. It would be preferable if the Board members contacted the recipients to discuss the project and request that the report back be lodged.

Action List

8 An update on outstanding matters is provided in Attachment D.

Signatories

Author:	Wendy Collard - Governance Support Officer
Authoriser:	Kristy Rusher - Manager Civic and Legal

Attachments

	Title	Page
a	Letter to Mosgiel-Taieri Emergency Response Group	32
b	Mosgiel Business Association Project Completion Form	33
c	Mosgiel Memorial RSA Project Completion form	37
d	Mosgiel-Taieri Community Board Action List	38

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision 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	☐	☐	☒