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 Downes Room, Mosgiel Service Centre, Hartstonge Avenue, Mosgiel on Wednesday 19 July 2017, commencing at 12.00 PM

PRESENT

Chairperson	Sarah Nitis
Deputy Chairperson	Joy Davis
Members	Phillipa Bain	Dean McAlwee
	Maurice Prendergast

IN ATTENDANCE

Sue Bidrose (Chief Executive Officer), Kristy Rusher (Manager, Civic and Legal), Bernie Hawke (Group Manager Arts and Culture), Linda Roxburgh (Mosgiel Librarian), Jendi Paterson (Recreation Planning and Facilities Officer), Gareth Jones (Acting Group Manager, Parks and Recreation), Richard Saunders (Group Manager, Transport), Cam McCracken (Dunedin Public Art Gallery Director), Graeme Hall (NZTA Planning & Investment Manager for Otago South)

Governance Support Officer Doug Jackson

1 Public Forum

There was no Public Forum.

2 Apologies

Moved (Chairperson Sarah Nitis/Phillipa Bain):

That the Board:

Accepts the apologies from Martin Dillon and Cr Mike Lord (for absence) and Joy Davis (for lateness).

Motion carried (MTCB/2017/031)

3 Confirmation of agenda

Moved (Chairperson Sarah Nitis/Dean McAlwee):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (MTCB/2017/032)

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 (Dean McAlwee/Maurice Prendergast):

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/2017/033)

5 Confirmation of Minutes

5.1 Mosgiel-Taieri Community Board meeting - 14 June 2017

Moved (Chairperson Sarah Nitis/Dean McAlwee):

That the Board:

Confirms the public part of the minutes of the Mosgiel-Taieri Community Board meeting held on 14 June 2017 as a correct record.

Motion carried (MTCB/2017/034)

Part A Reports

6 New Zealand Transport Agency and DCC Transport Update

Richard Saunders (Group Manager, Transport) and Graeme Hall (NZTA Planning & Investment Manager for Otago South) spoke to the Board on items of interest to the Board which included Dukes Road/Puddle Alley Road intersection works, Gordon Road, Heavy Traffic on Quarry Road, beautification of the roundabout, Wickliffe/Church Street intersection and the legal distance required to park from private driveways.

Mr Hall outlined the scope of his new position, advising his role is primarily working with local authorities and would provide closer liaison between the Dunedin City Council and NZTA on matters of maintenance and operations. His area of responsibility covered the lower part of the South Island and if necessary he has a direct link with NZTA Head Office.

Joy Davis entered the meeting at 12.25pm

The design of the Dukes Road/ Puddle Alley Road intersection was discussed and in particular the issue of heavy traffic being able to turn right into Dukes Road from Three Mile Hill. Mr Saunders was to advise whether or not this was possible by way of the slip lane which would be provided. Mr Saunders confirmed that new signage would be placed prior to the Church/Wickliffe Street intersection following which the Safety Review would be undertaken.

Mr Saunders updated the Board on the Action List relating to Transport matters.

Moved (Chairperson Sarah Nitis/Phillipa Bain):

That the Board:

a) Notes the report.

b) Amends the Action List as appropriated

Motion carried (MTCB/2017/035)

7 Library Activity Report

A report from the Library provided a summary of the activities of the Dunedin Public Libraries for the period 1 April to 31 May 2017 with statistics covering the period from 1 July 2016 to 31 May 2017.

In response to questions, Linda Roxburgh explained the School Holiday programmes and the Council’s policy on allowing motor scooters in the Library area. Linda confirmed the Library was investigating the possibility of providing a wheelchair when required.

Moved (Sarah Nitis/Joy Davis):

That the Board:

a) Notes the Library Activity Report

Motion carried (MTCB/2017/036)

8 Public Art Framework Engagement

Cam McCracken (Dunedin Public Art Gallery Director) was in attendance to provide a presentation on the Public Art Framework as part of the Public Engagement Process.

Mr McCracken provided a background to the strategy as proposed and encouraged the Board to engage its residents in the public consultation process.

Moved (Sarah Nitis/Joy Davis):

That the Board:

a) Supports the public engagement on the Public Art Framework

b) Encourages the local residents to participate in the public consultation process.

9 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

b) Dunedin City Council Public Consultations

c) Action List

A report from the Governance Support Officer provided an update of activities relevant to the Board's area which included:

a) Project Fund

b) Dunedin City Council Public Consultations

c) Action List

Jendi Paterson (Recreation Planning and Facilities Manager) and Gareth Jones (Acting Group Manager Parks and Recreation) updated the Board on the Action List for Parks and Reserves.

The Board requested a table showing the recipients of funding with outstanding Completion Forms be added as standard item for Governance Support Officer’s report.

The Board noted that it had been allocated $10,000 for the Project Fund for the 2017/2018 year. A schedule showing the funding granted last year was requested for the next meeting.

The Board noted that details of Dunedin City Council Public Consultations were provided on the Council’s Website http://www.dunedin.govt.nz/council-online/currently-consulting-on and any relevant items affecting the Board would be brought forward each month in the Chair’s report.

Moved (Sarah Nitis/Maurice Prendergast):

That the Board:

a) Notes the Governance Support Officer's Report.

b) Amends the Action List as appropriate

Motion carried (MTCB/2017/037)

10 Chairperson's Report
	A report from the Chairperson updated the Board on matters of interest since the previous meeting which included: Mosgiel-Taieri Community Board Long Term Community Plan Camping Control Bylaw Mosgiel-Taieri Community Board Discretionary Fund The Board noted that the “Draft Mosgiel-Taieri Community Board Long Term Plan” was ready for community consultation as per the proposed Community Engagement Plan. Feedback on the document would be considered at the next meeting on 30 August 2017. The Board noted a list of projects which have been signalled in the Mosgiel Taieri Community Plan 2017 being potential Board projects that could be supported by discretionary fund expenditure. Submissions on these projects would also be considered at the Board’s next meeting. A discussion was held on what proportion of the $10,000 Project Fund should be dedicated to Board Initiated Projects versus Community grants. The Chair reported on the public meeting held to discuss the future use of the Mosgiel Railway Station at which approximately 6 members of the public attended. Ms Nitis reported that while it was agreed that the Station was an iconic building in Mosgiel there appeared to be little interest in a Community use and KiwiRail would have to consider other options as to its use.
	Moved (Sarah Nitis/Dean McAlwee): That the Board: a) Notes the Chairperson's report b) Agrees to propose in the Draft Mosgiel-Taieri Long Term Community Plan that $6,000 be ring fenced for Board Initiated Projects and as such $4,000 be available for distribution for Community Grants. c) Agrees on the preferred option 1 (in the Consultation Document) for the management of Freedom Campers in the Dunedin for the inclusion in a submission on the review of the Camping Control Bylaw 2015. d) Authorises the Chairperson to prepare a submission to the review of the Camping Control Bylaw 2015 on behalf of the Board. e) Encourages local residents to partake in engagement opportunities, specifically in relation to the Camping Control Bylaw and the Mosgiel-Taieri Community Board draft Long Term Community Plan. f) Confirms the Board's support for the Dunedin Hospital SOS campaign Motion carried (MTCB/2017/038)
	Moved (Sarah Nitis/Joy Davis): That the Board: a) Agrees to make a submission on the Draft Public Art Framework supporting the document. b) Authorises the Chair and Phillipa Bain to prepare a submission on behalf of the Board. Motion carried (MTCB/2017/039)

11 Board Updates

Board members provided updates on activities which included:

1 Keep Dunedin Beautiful (KDB)

Phillipa Bain (Board Representative) advise that Keep Dunedin Beautiful had considered items which included graffiti on Delta power boxes, auditing of recycling bins and receptacles for plastic bags at supermarkets

2 Community Engagement

Dean McAlwee (Board representative to the Committee) advised that he had nothing to report.

3 Mosgiel Business Association

Sarah Nitis (Board representative to the Committee) advised that she would be presenting Draft Community Plan at the next meeting.

4 Festival of the Plain

Joy Davis updated the Board on a meeting held on 10 July in which the Committee were giving consideration to shifting “The Party in the Park” to Peter Johnstone Park and extending the festival to four days.

5 Communications and Engagement Activities

The Board noted the report as contained in Attachment A and B.

6 Mosgiel-Taieri Community Board Members' Action List

The Action List was updated.

Moved (Sarah Nitis/ Phillipa Bain):

That the Board:

a) Notes the report.

b) Supports the Proposal for Community Consultation on the Mosgiel-Taieri Community Board Long Term Community Plan 2018-2028

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

Motion carried (MTCB/2017/040)

12 Council Activities

There was no report from Councillor Mike Lord as he was an apology for the meeting.

13 Items for Consideration by the Chair
	The Chair advised of items for the next meeting including an introduction from the Community Development Team, the Mosgiel-Taieri Community Board Long Term Plan, the Board’s Project and Discretionary Fund and ratification of submissions lodged by the Board

The meeting concluded at 2.45 pm.

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

CHAIRPERSON

Funding Applications

Department: Civic and Legal

EXECUTIVE SUMMARY

1 This report provides a copy of the funding applications which have been received for the Mosgiel-Taieri Community Board's consideration. As this is an administrative report only, the Summary of Considerations is not required.

2 All the funding applications have been received from non-profit organisations. Five were received within the timeframe. Two funding applications were received after the closing date 31 July 2017 - Mosgiel-Taieri Community Patrol was received on 4 August 2017 and the Taieri Dramatic Society on 6 August 2017.

3 The Mosgiel-Taieri Community Board Long Term Community Plan proposes that $4,000.00 of its $10,000.00 Project Fund be available for Community Grants distribution. The total of the funding applications received is $8,257.75.

RECOMMENDATIONS

That the Board:

a) Agrees/declines to accept the late funding applications from Mosgiel-Taieri Community Patrol and Taieri Dramatic Society.

b) Grants/declines the funding application from the Mosgiel Playcentre for $197.75.

c) Grants/declines the funding application from Saurian for $300.00.

d) Grants/declines the funding application from Taieri District Pony Club for $2,000.00.

e) Grants/declines the funding application from Taieri Parents Centre for $1,560.00.

f) Grants/declines the funding application from Taieri Historical Society for $1,200.00.

g) Grants/declines the funding application from the Mosgiel-Taieri Community Patrol for $2,000.00.

h) Grants/declines the funding application from Taieri Dramatic Society for $1,000.00.

Signatories

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

Attachments

	Title	Page
a	Mosgiel Playcentre Application	19
b	Saurian Application	21
c	Taieri District Pony Club	24
d	Taieri Parents Centre	33
e	Taieri Historical Society	37
f	Mosgiel-Taieri Community Patrol	49
g	Taieri Dramatic Society Inc	51

Mosgiel-Taieri Community Board

30 August 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) Flood Recovery Statement – Transport

c) Community Board Executive Committee Update

d) Festival and Events Plan Review

e) Action List

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report.

b) Amends the Action List as appropriate

Project Fund

2 The Board has been allocated $10,000 in the 2017/2018 year. No funds have been allocated at the time that this report was prepared.

Flood Recovery Statement - Transport

3 The Initial response to the flood event included emergency works to get any closed roads re-opened to a minimum of one lane and then fully re-opened as soon as possible. The focus was on high use roads initially to ensure access was available for a majority of residents. Staff, contractors and consultants also undertook rapid assessments of the road network to identify any immediate hazards. There were 48 recorded road closures during the event. 11 roads remain closed at the time of writing with staff continuing to work with contractors to address these. A list of road closures can be found on the DCC website.

4 Following the initial response staff commenced the re-instatement process. This involves completing work on the road network to mitigate any of the immediate hazards identified during the initial response. Work has also been completed to re-open any low volume roads still affected by slips. A work programme for the longer term recovery will involve the development of a forward works plan which will re-instate the road network to the service levels present prior to the flood event. Reports from the contractor and consultants are expected towards the end of August. Staff will then review these and discuss options with NZTA to develop a work programme.

5 107 out of 253 bridges on the transport network were assessed immediately after the flood event to ensure they were safe and to identify flood damage requiring repair work. These bridges were located in the areas that received the highest rainfall during the event, or are in areas known to be at risk during weather events. All bridges on the network will be inspected as part of routine maintenance during the 2017/18 year.

6 There were approximately 200 slips identified across the road network. The majority of these were cleared by the contractor during the initial response. 40 sites are now subject to further investigations by geotechnical engineers. These reports are expected to be received over the coming months. Remedial works will then be programmed as appropriate.

7 The rural road network was badly affected by the flood. Staff and contractors have been assessing the network to programme repairs. Additional graders have been brought in by the contractors to assist in completing the large amount of work required. This work will continue for a number of weeks. Additional details will be included in the work programme to be developed towards the end of August. Until all work is complete gravel roads may not be up to the expected level of service. Staff will respond to calls from the public and will work with contractors to address issues as quickly as possible.

8 Particular issues for the Mosgiel Taieri Community Board:

- Scroggs Hill road at Law Rod

- Mount Allan Road

- Taioma Road

Community Board Executive Committee Update

9 Councillor Garey has provided the following update from the CBEC Meeting held on 2 and 3 August 2017.

· Attendees feedback on the 2017 Conference was discussed – very positive overall. Feedback will be followed through.

· 2019 Conference will be held in the North Island. Excellent interest in hosting this event. Successful host to be announced soon.

· Slight increase in the CBEC levy for parent councils – this has not changed for some time and has now been increased to allow CBEC to subsidise more training opportunities for you

· Presentation from Local Govt Thinktank members on the importance of community engagement – this was the start of an on-going conversation.

· LGNZ CEO, Malcolm Alexander, gave an update of LGNZ activities and advocacy underway pre-election. He stressed the need for all of us as elected members to step up ie we need to work on being more professional in the way we function in our role as community board members.

· Equip, the training arm of LGNZ, discussed the delivery of training options for community board members to meet our needs. If you have a particular need in your area, please contact Jill Calogaras at jill.calogaras@lgnz.co.nz to discuss a solution that fits your training budget.

· Gerard Lindstrom of Chorus discussed the delays on the announcement from central government, on the Rural Broadband Initiative 2 (RBI 2) and Mobile Blackspots

· It was great to have Ryan Jones and Tania Tapsell (youth reps) at their first CBEC formal meeting. Their contributions have already been invaluable and bodes well for the future

10 Following the CBEC meeting, I went to meet Associate Minister Jacqui Dean at Parliament to discuss several matters of importance to our Zone including:

· Infrastructure damage from the recent weather events and impact on local tourism operations - once repair costs are known there may be a formal approach to the Government for help – Minister Dean undertook to support any approach that might be made and indicated other colleagues who would also be supportive

· Ongoing delays with the announcement on RBI 2 and Mobile Blackspots and the impact on rural areas in the zone – Minister Dean undertook to take this up with Minister Simon Bridges

· Criteria for the Tourism Infrastructure – we understand the criteria may exclude some parent councils in our zone. Minister Dean indicated Deputy Prime Minister Paula Bennett is very keen to give away this money and the criteria was intended to be as permissive as possible. On that basis my recommendation to you all is to ensure your parent council has applied to this fund if help is needed in your area eg for toilets in areas of high visitor growth.

11 This meeting has been followed up with a letter to Minister Dean as she requested.

12 I will be in touch soon regarding details for the Zone meeting on 9 September in Gore. Please put this date in your diaries.

Festivals and Events Plan Review

13 The Festivals and Events Plan is being reviewed with stakeholder engagement. The plan supports the growth, development and management of festival and events in our city, and seeks to respond to Dunedin’s strategic goals. For further information, please contact Tammy Jackman, the Events Special Projects Coordinator who is leading this work, at tammy.jackman@dcc.govt.nz.

Action List

14 An update on outstanding matters is provided in Attachment A.

Signatories

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

Attachments

	Title	Page
a	Mosgiel-Taieri Community Board Action List	59

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	☐	☐	☒