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 Otaru Room, Civic Centre, The Octagon, Dunedin on Thursday 13 July 2017, commencing at 3.30 pm

PRESENT

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

IN ATTENDANCE

Adrian Blair (Group Manager Customer and Regulatory Services); Bernie Hawke (Group Manager Arts and Culture); Richard Saunders (Group Manager Transport); Bruce Hall (Information Support Officer); Joy Gunn (Manager Events and Community Development); Kristy Rusher (Manager Civic and Legal); Gareth Jones (Sports Services and Programming Officer)

Governance Support Officer Doug Jackson

1 Public Forum

There was no Public Forum.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Scott Weatherall/ Leanne Stenhouse):

That the Board:

Confirms the agenda with the following addition or alteration

That confirmation of the minutes of the meeting of the Saddle Hill Community Board held on 1 June 2017 be taken as item 4a.

Motion carried (SHCB/2017/043)

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 (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/2017/044)

4a Confirmation of Minutes – SADDLE HILL COMMUNITY BOARD - 1 JUNE 2017

Moved (Scott Weatherall/Paul Weir):

That the Board:

a) Confirms the minutes of the Saddle Hill Community Board meeting held on 1 June 2017 as a correct record.

Motion carried (SHCB/2017/045)

Part A Reports

5 Library Activity Report

The Library Activity Report 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.

Bernie Hawke (Group Manager Arts and Culture) spoke to the report and responded to questions from the Board. Mr Hawke drew the Board’s attention to the proposed changes to the Bookbus timetable in Green Island.

Moved (Keith McFadyen/Christina McBratney):

That the Board:

a) Notes the Library Activity Report

Motion carried (SHCB/2017/046)

6 Proposal to name a new private way off Brighton Road, Waldronville.

The report advised of the options for the naming of a new private way off Brighton Road, Waldronville as part of a residential development by Sawyers Bay Ridge Limited. The developer’s preference of the road name complied with the Dunedin City Council Road Naming Policy.

Bruce Hall (Information Support Officer) spoke to the report and advised that the support of the Saddle Hill Community Board was sought prior to consideration by the Infrastructure Services Committee.

Moved (Christina McBratney/Leanne Stenhouse):

That the Board:

a) Supports the naming of a new private way off Brighton Road as “Catalina Lane”.

Motion carried (SHCB/2017/047)

7 Events and Community Development

Joy Gunn (Manager Events and Community Development) was in attendance to meet the Board and provide an update on the activities of her team.

Ms Gunn outlined the structure of her department and activities undertaken within her jurisdiction. She encouraged the Board to advise her of any areas in which staff could assist with projects and advised that she would provide regular updates of her department’s activities.

8 Public Art Framework Engagement

Bernie Hawke (Group Manager Arts and Culture) provided a presentation on the Public Art Framework as part of the Public Engagement Process.

Mr Hawke encouraged the Board to provide feedback to the Public Engagement Process and for the Board to engage its residents to comment on the proposal. Mr Hawke clarified that Art Work in the proposal was confined to “Public Land: rather than “Street Art: which tended to be on private property.

9 Roadside Rubbish

The Chair and Board had requested an understanding on the frequency of roadside clean-ups.

It was noted that there had been a number of requests put in over the years and whilst acknowledging there is a new contractor, this has been in place for a number of months and there are no visible improvements.

The Board noted their main areas of concern as below:

· Brighton Road (Green Island to Taieri Mouth)

· Blackhead Road

· Morris Road

There had been cases of specific rubbish laying in these area for months.

Richard Saunders (Group Manager Transport) was present to provide an update. He indicated that the clean up of the Brighton Road (Green Island to Taieri Mouth) section was contracted to be carried out monthly and that Blackhead Road and Morris Road were contracted on “Light Maintenance Controls”. Mr Saunders advised that recent audits showed some failed results on these contracts and procedures had been put in place to improve these clean-ups.

10 Governance Support Officer's Report
	A report from the Governance Support Officer (Lynne Adamson) informed the Saddle Hill Community Board of activities relevant to the Board area as follows: a) Project Fund b) Long Term Plan c) Action List d) Funding Grants to organisations outside the Board area.
	Gareth Jones (Sports Services and Programming Officer) responded to questions on the Parks and Reserves items in the action list and other relevant matters to the Board. Richard Saunders (Group Manager Transport) responded to the questions on Transport items in the action list and other relevant matters to the Board. The Board noted that the renaming of the old Fairfield Tavern site had recently received approval from the NZ National Geographic Society and would now be publicly notified. The Board raised the issue of the Freedom Camping Bylaw and building showers adjacent to the toilets at the Brighton Domain. Kristy Rusher (Manager Civic and Legal) spoke to the Board and clarified the Community Boards’ Grants criteria in respect of grants being requested for projects outside of the Board’s boundary. Ms Rusher advised that the present criteria did not allow for such projects however non-financial support could be provided. Members noted the advice but believed the Saddle Hill Community Board was a unique case and should be treated as such. The remainder of the Governance Support Officer’s report was then discussed including: Project Fund – It was noted that the Board had been allocated $10,000 in the 2017/18 year. Long Term Plan – It was noted that the Board’s next step was to approve a Community Engagement Plan with a workshop to be arranged within the next few weeks.
	Moved (Scott Weatherall/Leanne Stenhouse): That the Board: a) Notes the Governance Support Officers Report b) Agrees the addition of items and removal of completed items on the Action List. Motion carried (SHCB/2017/048)

11 Board Updates
	Board members provided updates on activities including: Keep New Zealand Beautiful Peter Gouverneur commented on the City’s audit on recycling and the introduction of recycling bins at Supermarkets for plastic bags. Mr Gouverneur also indicated that some of the bus shelter murals needed tidying up and raised the subject of the upcoming “Clean Up Week” and whether or not the Board had a project they wished to support. After some discussion it was agreed that members consider suitable projects to be confirmed at the August meeting. Greater Green Island Leanne Stenhouse commented that the organisation’s main focus at present was obtaining more funds for running costs of the organisation. Youth Ambassador Award It was noted that Erin Ford is travelling to London next month Community Meetings Keith McFadyen reported on the meeting held in Brighton to discuss footpath provisions from Big Rock School south. Mr McFadyen advised that the meeting was well attended with the proposal for at least one side of the road to have a footpath and noted that further discussions resulted in plans being extended to footpaths on connecting roads as well. A follow up meeting would be held once plans had been completed. Submissions – Green Island Roundabouts and Freedom Camping Bylaw Amendments The Chair highlighted the closing dates for submissions regarding the Green Island Roundabouts and the Freedom Camping Bylaw proposals.
	Moved (Keith McFadyen/ Peter Gouverneur): That the Board: a) Supports the Council’s proposal for the Green Island Roundabouts. Motion carried (SHCB/2017/049)

	Moved (Member Keith McFadyen/Member Peter Gouverneur): That the Board: a) Supports the status quo in the Board’s area in relation to Freedom Camping due to infrastructure already in place. b) Seek more policing of Freedom Campers. c) Does not support the implementation of any additional Freedom Camping Sites within the Board area. Motion carried (SHCB/2017/050)
	Moved (Scott Weatherall/Paul Weir): That the Board: a) Notes the updates. Motion carried (SHCB/2017/051)

12 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.

Fairfield Tavern Project

Leanne Stenhouse reported on the meeting held between Council/ Fairfield School and the residents. She indicated that funds were required for the purchase of further plants for the area.

Pamphlets

It was noted that volunteers had distributed some of these pamphlets and it was agreed that boxes of chocolates up to the value of $50 be purchased to reward the services of the volunteers to be sent along with a letter of thanks.

Moved (Scott Weatherall/Peter Gouverneur):

That the Board:

a) Approves the purchase of plants for the Fairfield Tavern Project to the value of $150.00 from the Blue Mountain Nurseries Ltd.

b) Approves the purchase of boxes of chocolates up to the value of $50.00 to thank volunteers for their services delivering pamphlets.

Motion carried (SHCB/2017/052)

13 Council Activities

The Ward Councillor (Councillor Conrad Stedman) provided an update on matters of interest to the Board including proposed amendments to the Freedom Camping Bylaw.

Moved (Leanne Stenhouse/ Christina McBratney):

That the Board:

a) Notes the update.

Motion carried (SHCB/2017/053)

The meeting concluded at 5.25 pm.

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

CHAIRPERSON

Saddle Hill Community Board

31 August 2017

Part A Reports

Governance Support Officer'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 area including:

a) Project Fund

b) Community Boards Executive Conference

c) Transport Update on Flood Response

d) Festival and Events Plan Review

e) Funding Assistance Project Completion Form

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 $9800.00 remains in the Project Fund taking into account expenditure on grants and scholarships. The expenditure has been made so far this financial year:

Meeting Date	Amount	Recipient/Purpose
13 July 2017	$150.00	Fairfield Tavern Project – Blue Mountain Nurseries
13 July 2017	$50.00	Gifts to thank Volunteers
Total	$200.00

Community Boards Executive Committee

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

· Attendees feedback on the 2107 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 ongoing 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

4 Following the CBEC meeting, I went to meet Assoc 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.

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

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

Transport Update on Flood Response

7 The Group Manager Transport as provided the following update on the flood response:

8 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.

9 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.

10 107 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.

11 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.

12 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.

13 The flood event had only a minor impact on the work programme for the Highcliff Road slip repairs. Contractors are on all three sites currently and a full road closure is in place. Staff anticipate that the road will re-open for traffic on the 11^th of September. If it is possible to provide access prior to this date staff will communicate this to the board and all stakeholders. The Peninsula Connection safety project has been delayed by 2-3 weeks to accommodate a change of date for the public open day. It is anticipated that the tender process will commence in the last week of August.

Festival and Events Plan Review

14 The Festivals and Events Plan is being 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.

Funding Assistance Project Completion Form

15 A Funding Assistance Project Completion form has been received from Brighton Volunteer Fire Brigade and is attached as Attachment A.

Walton Park

16 The proposed sign for Walton Park is attached for your information as Attachment B.

Walking Tracks

17 A brochure on Dunedin Walks which provides information on various walking tracks around Dunedin is attached for your information as Attachment C.

Action List

18 Updates on outstanding matters are provided in Attachments D and E. Please note, staff will be in attendance to speak to the items on the Action Lists.

Signatories

Author:

Lynne Adamson - Governance Support Officer

Authoriser:

Kristy Rusher - Manager Civic and Legal

Sandy Graham - General Manager Strategy and Governance

Attachments

	Title	Page
a	Report Back, Brighton Volunteer Fire Brigade	21
b	Walton Park Sign	23
c	Dunedin Walking Tracks	25
d	Parks Action List	33
e	Transport Action List	35

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report 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	☐	☐	☒

In terms of the Action List there are no inconsistencies with the strategic framework.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no known implications for sustainability.

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no known implications.

Financial considerations

There are no financial implications, as all grants are made within budget.

Significance

Under the Significance Policy matters in this report are of low significance.

Engagement – external

No external engagement has been undertaken.

Engagement - internal

Various departments have provided contributions to the report.

Risks: Legal / Health and Safety etc.

No risks have been identified.

Conflict of Interest

No conflicts of interest have been identified.

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

31 August 2017

Chairperson's Report

Department: Civic and Legal

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

Resource Consent Training

2 We are now very mindful we have only one Board member trained in Resource Consent Hearings - I have spoken to other Board Chairs and this needs to be looked at.

Long Term Plan

3 You will see in the Board Agenda that we have indicated a need to do some work on the Long Term Plan. I would like for us to look at adding Sports Playing Services in this plan. In the interim I would like to see a complete stocktake and overall assessment of our playing surfaces and also gain an understanding of priority listing from staff.

Brighton Footpath Development Work

4 We are looking forward to seeing proposed plans and designs soon.

Westwood Speed

5 I have been in discussion with a number of residents in Westwood ( the southern end) who have raised concerns about the speed of vehicles travelling through Westwood - I have been liaising with the police about an increase in monitoring in the area. the residents have also asked we had this stretch of road to the speed review planned later in the year.

Morris Road

6 I met onsite with Andrew Lord and had a discussion around accumulating rubbish in the area, the slip area and some drainage flow.

Flood Debrief

7 Thanks to Peter for attending the City Civil Defence Debrief - he will give an update to the meeting.

Beach Access

8 The stairs damaged in the flood event off the northern end of the Brighton Domain was discussed by email - all where in favour that we ask staff to continue to investigate what the solution moving forwards is. we are in supportive of keeping this access way available to public.

9 The beach access off the layby opp. 1140 Brighton Road has been significantly damaged through erosion and also the flood event - I have asked staff to look at best solutions to make this access way safe but maintained.

Drainage - 465 Brighton Road, Westwood

10 During the flood event 465 Brighton Rd, Westwood flooded - I have met several times on site with residents. I have been liaising with staff to try and get the best solution moving forwards. Thanks to Adrian for your assistance also.

Freedom Camping

11 On Monday 21st of August I submitted on behalf to the Hearings Committee on Freedom Camping the staff recommendation to the panel was that moving forwards we would only have Self-Contained Campers - we will follow this committees recommendation closely.

Community Work

12 At the moment I am overseeing a Brighton Resident doing some Community Work - he has emptied the many Sandbags and is now doing regular rubbish clean ups of our local recreational reserves.

Community Board Chairs Meeting

13 The Community Board Chairs and Dep Chairs meet last week do discuss Funding and management of the Discretionary Funds - this was a really worthwhile meeting.

RECOMMENDATIONS

That the Board:

a) Notes the Chairperson’s Report.

Signatories

Author:	Lynne Adamson - Governance Support Officer
Authoriser:

Attachments

There are no attachments for this report.

	Title	Page
a	Saddle Hill Community Board Register of Interest	7

	Title	Page
A	Minutes of Saddle Hill Community Board meeting held on 13 July 2017	10