Date:                             Thursday 15 February 2018

Time:                            3.30 pm

Venue:                          Otaru Room, Civic Centre, The Octagon, Dunedin




Saddle Hill Community Board





ITEM   TABLE OF CONTENTS                                                                 PAGE


5.1       Saddle Hill Community Board meeting - 23 November 2017

a      Minutes of Saddle Hill Community Board meeting  held on 23 November 2017        2      



Saddle Hill Community Board

15 February 2018





Saddle Hill Community Board



Unconfirmed Minutes of an ordinary meeting of the Saddle Hill Community Board held in the Brighton Surf Clubrooms, Brighton Road, Brighton on Thursday 23 November 2017, commencing at 3.35 pm





Scott Weatherall


Deputy Chairperson

Leanne Stenhouse



Peter Gouverneur

Cr Conrad Stedman



Adrian Blair (Group Manager Customer and Regulatory Services); Josh Von Pein (Transport Delivery Manager), David Bainbridge (Property Manager) and Angelica Harry (Project Manager – Strategy and Planning)


Governance Support Officer      Lynne Adamson



1       Public Forum

The Chairperson (Scott Weatherall) declared an interest in Christmas on the Domain and withdrew from discussion at the Public Forum.  The Deputy Chair (Leanne Stenhouse) assumed the Chair.


Christmas on the Domain

Justine Weatherall spoke to the funding application from Christmas on the Domain.  She advised that it was the third year for the community based event which had grown from 300 people attending the first year to over 1,000 last year.  Families from Brighton and the wider community were encouraged to bring a picnic and enjoy the entertainment provided. 


Mrs Weatherall spoke of the support received from the Lions Club of Green Island; Fresh Choice, Green Island and local entertainers.  She commented that the funding applied for would pay for the stage and mobile sound system which they received at an extremely reduced rate.


Scott Weatherall resumed the Chair.


2       Apologies


Moved (Chairperson Scott Weatherall/Member Peter Gouverneur):

That the Board:


Accepts the apologies from Keith McFadyen, Christina McBratney and Paul Weir.


Motion carried (SHCB/2017/069)


3       Confirmation of agenda



Moved (Chairperson Scott Weatherall/Deputy Chairperson Leanne Stenhouse):

That the Board:


Confirms the agenda with the following addition and alteration


a)     That the Property Team provide an update on Community Halls and that this item be taken as Item 14 and be taken before Item 7.


b)     That the Emergency Management Officer Training and Readiness provide an update on Civil Defence and that this item be taken as Item 15 and be taken after Item 14.


 Motion carried (SHCB/2017/070)



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.


Scott Weatherall declared an interest in the funding applications from Christmas on the Domain and the Brighton Surf Lifesaving Club.




Moved (Chairperson Scott Weatherall/Cr Conrad Stedman):

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/2017/071)


5       Confirmation of Minutes

5.1    Saddle Hill Community Board meeting - 5 October 2017


Moved (Chairperson Scott Weatherall/Cr Conrad Stedman):

That the Board:


Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 5 October 2017 as a correct record.


 Motion carried (SHCB/2017/072)


14     Property Team Update ON COMMUNITY HALLS


David Bainbridge (Property Manager) and Angelica Harry (Project Manager – Strategy and Planning) introduced themselves to the Board and commented on their previous roles.


Mr Bainbridge commented that he was in the process of establishing roles and responsibilities within the team and that they wished to work more closely with community groups and boards in the future.  


In response to questions on the maintenance, income, expenditure and grant process for community halls, Mr Bainbridge advised that these would be reviewed and reported back to the Board. 




15     Civil Defence Update – COMMUNITY RESPONSE PLANS


Paul Allen (Emergency Management Officer Training and Readiness) introduced himself and provided background information on his role around community engagement and development and community response plans.


Mr Allen tabled a tsunami map for the area and encouraged members to visit the Emergency Management Otago website to familiarise themselves with the maps and other relevant information.


Mr Allen responded to questions and commented that he looked forward to working with the Board on the finalisation of the community response plan and to ensure members were trained and in a position to help with emergencies.




Part A Reports

6    Funding Applications


Scott Weatherall declared an interest in the funding applications and withdrew from consideration and discussion of the applications.

The Brighton Surf Lifesaving Club had requested funding towards the purchase of an outdoor AED cabinet with combination lock to house the defibrillator.


Moved (Cr Conrad Stedman/Leanne Stenhouse):

That the Board:


a)    Approves the funding application  from the Brighton Surf Life Saving Club for $675.00 for the purchase of an outdoor AED cabinet with combination lock to house the defibrillator.


Motion carried (SHCB/2017/073)



Christmas on the Domain requested $517.50 towards the payment of the mobile stage and sound system for the Christmas on the Domain event.



Moved (Peter Gouverneur/Leanne Stenhouse):

That the Board:


a)     Approves the funding application from Christmas on the Domain for $517.50 towards the event.

Motion carried (SHCB/2017/074)


7       2018 Meeting Schedule


A report from Civic and Legal proposed schedule of meetings for 2018 for consideration.

Following discussion it was agreed that the February 2018 meeting be held on 15 February 2018.  The Board agreed to adopt the meeting schedule noting that there may be some changes to suit work requirements for members.  These would be approved at the meeting prior to the one being changed.



Moved (Chairperson Scott Weatherall/Cr Conrad Stedman):

That the Board:


a)        Adopts in principle the schedule of meetings for 2018.


b)        Approves the change to the first Board meeting which will now be held on Thursday 15 February 2018.


c)         Approves that meeting dates may change due to work commitments but these will be approved at the meeting prior to the required change.


Motion carried (SHCB/2017/075)


8       Allocation of the Community Board Fund


Council has allocated Community Boards $10,000 each to distribute as the Board considers appropriate throughout the financial year.  The project fund is used to financially support particular community projects, scholarships or grants to community groups.


Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:


a)     Adopts the community board discretionary funding application guide (including forms);

b)     Allocates $5,000.00 for the purpose of awarding grants to community groups with the balance allocated to Board projects and agrees that this may be amended if required;

c)     Appoints Scott Weatherall to the role of assisting groups to make applications and advising applicants of the Board's decision;

d)     Appoints Leanne Stenhouse to the role of assisting groups to complete the reporting back to the Board.

Motion carried (SHCB/2017/076)


9       Governance Support Officer's Report


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

a)     Project Fund

b)     Draft Local Food Charter

c)     Proposed Gambling and TAB Venue Policy

d)     Dunedin Branding – City Boundary Signs

e)     Action List – the action list was discussed and updated



Moved (Scott Weatherall/Cr Conrad Stedman):

That the Board:


a)     Notes the Governance Support Officer's Report;

b)     Encourages local community groups and residents to consider the information and provide feedback on the Draft Local Food Charter;

c)     Encourages local community groups, clubs and residents to consider the information and submit on the Gambling and TAB Venue Policy;

d)     Amends the Action List as appropriate

Motion carried (SHCB/2017/077)


10     Board Updates


Board members provided updates on activities including:

-      Keep Dunedin Beautiful


-      Greater Green Island


-      Youth Ambassador Award – It was noted that Erin Ford the 2017 recipient            would present at the Big Rock School on 1 December.


-      Community Meetings


-      Civil Defence/Community Response Planning


-      Submissions


-      Long Term Plan – Community Engagement Plan.



The Board discussed the proposed installation of a toy library at Brighton Beach, this would enable children to play with toys while at the beach and return them as they left.  Members agreed that they wished to proceed with this and discussed sourcing the toy box and toys; signage and the use of Facebook to request toy donations.



Moved (Scott Weatherall/ Leanne Stenhouse):

That the Board:


a)        Notes the updates.


b)        Approves $500.00 for the Toy Box Project for Brighton Beach for the construction of the box and purchase of play equipment to be funded from the Board’s Discretionary Fund.


c)         Adopts the Long Term Plan.


Motion carried (SHCB/2017/078)


11     Chairperson's Report


The Chairperson (Scott Weatherall) provided an update on the following matters of interest:


-    Potholes– The Chair advised he was discussing the repair and management of requests for repairs of potholes with staff.

-    Masters Games – Volleyball, the duathlon and shooting were due to be held in the Board area during the Masters Games in February 2018.

-    Brighton Gala Day – would be held on 28 January.  It was agreed that instead of having a stand at the Gala Day, the Board may sponsor another stand or hold an event such as a chocolate wheel or sack race etc.  It was agreed that ideas would be submitted via email and Cr Stedman would lead the project.

-    Christmas Social Function – it was agreed that a social function would be held after Christmas.

-    Signage – The Chair advised that he would liaise with the Group Manager Parks and Recreation regarding the installation of signage for each suburb within the Board area.  It was noted that Polytechnic Marketing Students may be able to help design the signs once approved.


Moved (Scott Weatherall/Cr Conrad Stedman):

That the Board:


a)        Notes the report.


b)        Agrees that suggestions for participation in the Brighton Gala Day be undertaken via email with Cr Stedman leading the project.


c)         Approves costs up to $200.00 to be used from the Project Fund for purchases required to support the Brighton Gala Day.


Motion carried (SHCB/2017/079)


12     Council Activities


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

-    Freedom Camping

-    Easter Trading



13     Items for Consideration by the Chair


It was noted that there was a draft submission due to be submitted to the Remuneration Authority.  The Board agreed that the submission be discussed via email and the final submission would be ratified at the first meeting in the new year.



The Chairperson thanked everyone for their work over the year and wished them and their families a Merry Christmas and safe and happy holiday season.





The meeting closed at 5.43 pm.