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 07 February 2018, commencing at 12.00 pm

PRESENT

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

IN ATTENDANCE

Tom Dyer (Group Manager, 3 Waters), Rob West (Group Parks and Recreation), Hjarne Poulsen (Safety Team Leader, Transport), Graeme Hall (Assistant Manager, Lower South Island, NZTA) and Anne Gray (Policy Analyst)

Governance Support Officer Wendy Collard

1 Public Forum

1.1 Ian Norris

Ian Norris addressed the meeting on his concerns regarding the fluoridation of the Mosgiel Water Supply. Mr Norris requested that the Board ask staff for options for the Mosgiel Water Supply.

Mr Norris responded to questions on fluoridation and chlorination and the Government inquiry into the Havelock North drinking water report.

1.2 Margaret Van Zyl

Margaret Van Zyl spoke to her concerns regarding the change to the Mosgiel water supply in particular fluoridation.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Sarah Nitis/Cr Mike Lord):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (MTCB/2018/001)

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 (Sarah Nitis/Joy Davis):

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/2018/002)

5 Confirmation of Minutes

5.1 Mosgiel-Taieri Community Board meeting - 22 November 2017

Moved (Sarah Nitis/ Maurice Prendergast):

That the Board:

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

Motion carried (MTCB/2018/003)

Part A Reports

6 Introduction to Group Manager, Parks and Recreation

The Group Manager, Parks and Recreation (Robert West) was present to meet the Board and provide an update on matters of interest which included the proposed Taieri Aquatics Facility; Reserves and Beaches Bylaw; and Mosgiel cemeteries.

Mr West responded to questions on the existing capacity of the cemeteries on the Taieri.

7 Transport Update

The Safety Team Leader Transport (Hjarne Poulsen) and the Assistant Manager Lower South Island, NZTA (Graeme Hall) were in attendance to provide an update on matters of interest which included:

· Board priorities. Ms Nitis commented on the Board's priorities which included a "Network of accessways" Project and "Pride in our Place".

· Henderson Street, Wingatui.

Mr Hall provided an update on the major safety improvement on State Highway 1 between Dunedin and Mosgiel in particular the message that motorists needed to allow additional travel time and responded to questions from the Board.

8 3 Waters Update - Bore Options

The Group Manager, 3 Waters (Tom Dyer) provided an update on the change to the Mosgiel Water Supply and the health and safety reasons behind Council's decision to change from the Mosgiel bores to town supply; the current water grading of the Mosgiel bores and possible options going forward.

Mr Dyer also commented on the upgrades to the Reid Avenue and Carlyle Road pumping stations and the repair work to the water main along Factory Road by Puddle Alley.

9 Governance Support Officer's Report

A report from Civic provided an update on activities relevant to the Board's area which included:

a) Project Fund

b) 10 Year Plan Community Engagement. The Policy Analysist (Anne Gray) provided a background to the proposed community engagement. Ms Gray advised that the consultation period would be from 14 March to 23 April 2018 and that the hearings would be held from 9 to 13 April 2018.

c) Proposed Gambling and TAB Venue Policy

d) Meeting Venues. Following discussion, it was agreed that the following Board meetings would held:

· 2May 2018 at Coronation Hall, Mosgiel; and

· 3 October 2017 at the Outram Rugby Football Clubrooms.

e) Inwards Correspondence

f) Outwards Correspondence

g) Action List

Moved (Sarah Nitis/Martin Dillon):

That the Board:

a) Notes the Governance Support Officer's Report;

b) Endorses the Board's submission to the proposed Gambling and TAB Venue Policy;

c) Amends the Action List as agreed

d) Notes the venues for the following meetings:

2 May 2018 – Coronation Hall, Mosgiel; and

3 October 2018 – Outram Rugby Football Clubrooms

Motion carried (MTCB/2018/004)

10 Chairperson's Report

A report from the Chairperson provided an update on matters of interest since the previous meeting which included:

· Community BBQ and the opening of the fort and slides at the Mosgiel Memorial Playground.

· Board workshop being held on 26 February 2018

Moved (Sarah Nitis/Martin Dillon):

That the Board:

a) Notes the Chairperson's report

b) Agrees that a workshop to discuss Board projects would be held on Monday, 26 February 2018

Motion carried (MTCB/2018/005)

11 Board Updates

Board members provided updates on activities which included:

1 Keep Dunedin Beautiful (KDB)

2 Mosgiel Coronation Hall

3 Mosgiel Business Association

Sarah Nitis (Board representative to the Committee) advised that the Mosgiel Business Association was hosting a Black Tie function dinner as part of the Festival of the Plain. Ms Nitis commented that they had agreed to erect and dismantle the Christmas Tree from 2018 onwards and it was hoped that they would undertake a related rejuvenation project over the next year or two.

4 Proposed Taieri Aquatic Facilities

Martin Dillon provided an update on the Taieri Community Facilities Trust activities which included the first meeting of the Mosgiel Aquatic Facility Project Advisory Panel.

5 Festival of the Plain

It was noted that an update had been provided in the Communications and Engagement report.

6 Communications and Engagement Activities

Joy Davis commented on the upcoming "Taieri over the Tea Leaves" events. Ms Davis advised that the remaining a stock of Mosgiel-Taieri Community Board brochures would require some stickers with the new dates of the "Taieri over the Tea Leaves" added. She commented that the cost for the stickers would be $30.00.

Moved (Sarah Nitis/Joy Davis):

That the Board:

a) Notes the report.

b) Approves expenditure of $30.00 for the stickers to be put on the Mosgiel-Taieri Community Board brochures.

Motion carried (MTCB/2018/006)

12 Board Projects

Board Members provided an update on Board projects which included:

1 Grants Update

It was noted that the Taieri Dramatic Society had provided a project completion form.

2 Pride in our Place

Sarah Nitis spoke to the report and provided a background to the events which included an E-waste collection day in conjunction with Cargill Enterprises.

3 The Taieri Heritage Schools Project

Moved (Sarah Nitis/Phillipa Bain):

That the Board:

a) Notes the updates

b) Approves expenditure of up to $1,600.00 towards the "Pride in our Place" Board Project

Motion carried (MTCB/2018/007)

13 Council Activities

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

· Masters Games

· Re-opening of the Dunedin District Court

· New Executive Leadership Team staff members.

Moved (Sarah Nitis/Maurice Prendergast):

That the Board:

a) Notes the update from Councillor Lord

Motion carried (MTCB/2018/008)

14 Items for consideration by the Chair

There were no items for consideration.

The meeting concluded at 2.43 pm.

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

CHAIRPERSON

Mosgiel-Taieri Community Board

14 March 2018

Part A Reports

Library Activity Report

Department: Arts and Culture

EXECUTIVE SUMMARY

1 This report provides a summary of the activities of the Dunedin Public Libraries for the period 1 July 2017 to 31 January 2018, with a focus on services to the Mosgiel Taieri community through the Mosgiel Library and Service Centre, as well as the Bookbus.

RECOMMENDATIONS

That the Board:

a) Notes the Library Activity Report

BACKGROUND

2 Not applicable

DISCUSSION

Operational and Project Activities

Statistics

3 Total loans for the period 1 July 2017 to 31 January 2018 were 734,229 representing a decrease of 44,389 or 5.7% of loans compared to the same period in 2016/17. Decreased loans were recorded at all service locations except on the Bookbuses and at South Dunedin for which there is no previous year comparison. Borrowing from the Mosgiel Library was down by 4,477 loans or 3.5% during the period with no particular factors contributing to the decrease in borrowing. Reduced borrowing from the City Library is the key component of the overall reduction in borrowing (down by 52,224 loans or 10.4%), and this in turn is related to reduced visitation to the City Library.

4 A total of 71,909 reference enquiries were received during this period representing a decrease of 6,852 enquiries or -8.7% compared to the same period in 2016/17. Against the trend, reference enquiries at the Mosgiel Library increased by 197 or 3.1% during the period. A decrease in reference enquiries at the City Library (-9,824 or -18.7%) accounted for the majority of the overall decrease.

5 There were a total of 663,814 visits to libraries over this period representing a decrease of 10,696 visits or -1.6% compared to the same period in 2016/17. Visits to the Mosgiel Library were down by 5,841 visits or 6.6% during the period.

Service Centres

6 A total of 3,187 Service Centre transactions were conducted at the Mosgiel Library Service Centre, down by 613 transactions on the same period in 2016/17. Key changes were a decrease in Animal Registrations and Parking Ticket payments while sales of Large Rubbish Bags increased. Rate payments for the second quarter demand have kept the Mosgiel Service Centre busy during December 2017 with final payments dates being Friday 1 December (Area 2), and Friday 9 December (Area 3)

Mosgiel Library – Services and Programmes

7 The Mosgiel Library conducted the following public programmes since the last Library Activity Report to October 2017, including:

· Wriggle & Rhyme

Nine weekly sessions have been conducted with a total of 409 participants.

· Book Chat

Three monthly sessions have been conducted with a total of 26 participants.

· Storytime

Nine weekly sessions have been conducted with a total of 199 participants.

· Lego Club

Sixteen sessions have been conducted with a total of 353 participants.

· Displays

Epilepsy, Melbourne Cup day, Mindfulness Meditation, Pooling Together (Mosgiel Pool), Yellow is the colour, A book is like a garden, Bookworm, Chinese week, Diwali festival, Harbour Heritage, Overcoming stress, Passchendaele, Stroke week, Christmas Nativity, Fairfield School book reviews Room 1, Holiday reads, Wiggle Time, Wild about reading, Australia Day, Children’s new books, Luck of the Irish, New Year resolutions, Run the Runway, Traffic delays, Wings and Wheels.

· School Holiday Programme

School holiday programmes were run in December 2017 and January 2018 and included the following sessions:

Ø Trinket bowls: Children decorated a bowl to hold their precious trinkets or to give a gift. This was well attended with 20 children and 10 adults.

Ø Old book: Christmas decoration: with Christmas only around the corner this session was very popular. A total of 21 children and 6 adults participated in this session where an old book was transformed into a Christmas decoration for their tree.

Ø Upcycle a cushion: A total of 13 children and 6 adults participated in a session where old shirts were upcycled into a decorated cushion.

Ø Makerspace: Lego, recycling creativity

· Summer Reading Programme

A total of 44 children registered for the Summer Reading programme at the Mosgiel Library this year but with only 9 children completing the Programme. 2017/18 was the first year that the Dunedin Public Libraries used the ECREADN Summer Reading Programme developed by public libraries in the Hawkes Bay area and will be conducting a debrief to evaluate of the effectiveness of this programme.

· Mosgiel Volunteers Christmas Afternoon Tea

An afternoon tea to thank the 36 Mosgiel Library volunteers was held on 5 December 2017. Community volunteers provide a range of support for the Mosgiel Library throughout the year, but particularly delivering book bags to housebound residents. The Mosgiel Library has a total of 71 residents receiving housebound deliveries.

· Mr Yippadee Visits Mosgiel

Dean O’Brien (aka Mr Yippadee) visited the Mosgiel Library on Saturday 14 October 2017 and performed to an enthusiastic audience of 110 people.

· Rural Women’s Group Visit

During the reporting period, a group of 16 members of the Rural Women’s Group were given an evening tour of the Mosgiel Library and presentation on services available.

Outreach

8 Outreach activities conducted during the period since October 2017 included:

· An evening visit to Lee Stream School promoting the collections, services and activities of the Mosgiel library and Service Centre.

· A visit to the Middlemarch Community Library was conducted to strengthen links with the Mosgiel Library. Representatives of the Middlemarch Community Library regularly visit the Mosgiel Library and receive bulk loans of selected collection materials to complement the collection available in the Middlemarch Community Library

Extreme Weather Conditions

9 Extreme weather conditions were experienced by the Mosgiel Library during the reporting period. Due to extreme heat conditions, the library closed on Tuesday 24 and Wednesday 31 January 2018.

10 The library also closed for part of the day on Thursday 1 February 2018 due to heavy rainfall and surface flooding

Mosgiel Library Service Centre Building

11 The following activities related to the Mosgiel Library and Service Centre building were undertaken:

· The electric external doors malfunctioned and have been repaired.

· With the extreme temperatures, some fans malfunctioned and are to be checked and replaced as required. A new fan was purchased and supplied.

· The Council Property Services team is currently evaluating the overall maintenance and upgrade requirements for the Mosgiel Library and Service Centre building.

Bookbus

12 The Dunedin Public Libraries Bookbus visits Mosgiel on Wednesdays. Stop locations and times are as follows:

Willow Park: 11.30am – 12 noon

Brooklands: 1.15pm – 2.00pm

Elmgrove: 2.15pm – 2.40pm

13 The pattern of low usage continues at the Mosgiel stops. Over 2017 there has been very low patronage and usage of the Bookbus. The Bookbus librarian visiting the Mosgiel stops reports that there are only two regular customers at Willow Park and Brooklands. At Elmgrove there are no customers other than irregular visits by a junior class from Elmgrove School.

Average Weekly Loans	2013	2014	2015	2016	2017	Mins at stop
Willowpark	20	19	18	20	13	30
Brooklands	8	8	7	9	7	45
Elmgrove	14	15	10	20	14	25
Total	42	42	35	49	34	100

14 By way of comparison with similar community/school Bookbus stops, Brighton is a 120 minute stop, where the average weekly loans in 2017 were 150, and Portobello, which is a 70 minute stop, with an average of 70 loans in 2017. The combined Mosgiel stops account for 100 minutes on the Bookbus schedule, but had an average of only 34 loans in 2017.

15 The issue of low usage of the Mosgiel Bookbus service has been highlighted over a period of several years. Promotional activities, letterbox drops, and newspaper articles during this time have been unable to favourably impact Bookbus usage.

OPTIONS

16 There are no options as this report is for information only.

NEXT STEPS

17 There are no next steps as this report is for information only.

Signatories

Author:

Bernie Hawke - Library Services Manager

Authoriser:

Nick Dixon - Group Manager Ara Toi

Simon Pickford - General Manager Community Services

Attachments

	Title	Page
a	Library and Service Centre Activity	21

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision/report/proposal relates to providing a public service 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	☐	☐	☒

The information in this report supports the Social Wellbeing Strategy by the role of libraries in promoting ‘Connected People’ and ‘Vibrant and Cohesive Communities’; the Economic development Strategy by providing library resources and services that support ‘Business Vitality’ and ‘Alliances for Innovation’ as well as providing the library collection resources and public programmes that support the Arts and Culture Strategy.

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 LTP, Annual Plan of Financial Strategy implications

Financial considerations

There are no financial implications

Significance

The matters raised in this report are considered low significance in terms of the Council’s Significance and Engagement Policy

Engagement – external

There has been no external engagement

Engagement - internal

There has been no internal engagement

Risks: Legal / Health and Safety etc.

There are no identified legal or health and safety risks

Conflict of Interest

There are no known conflicts of interest

Community Boards

The purpose of this report is to provide information to the Community Board

Mosgiel-Taieri Community Board

14 March 2018

ATTACHMENT A: LIBRARY AND SERVICE CENTRE ACTIVITY

LIBRARY USAGE INDICATORS – 1 July 2017 to 31 January 2018

Library Usage Indicator

2016/17

2017/18

+/-

+/- %

Blueskin Bay Library

Issues

Reference Enquiries

Visits

13,788

1,976

15,761

12,616

2,174

17,535

-1,172

198

1,774

-8.5%

10.0%

11.3%

Bookbus

Issues

Reference Enquiries

Visits

52,843

11,266

38,641

53,136

11,826

39,099

293

560

458

0.6%

5.0%

1.2%

City Library

Issues

Reference Enquiries

Visits

501,827

52,523

469,656

449,603

42,699

451,639

-52,224

-9,824

-18,017

-10.4%

-18.7%

-3.8%

Mosgiel Library

Issues

Reference Enquiries

Visits

127,396

6,394

88,481

122,919

6,591

82,640

-4,477

197

-5,841

-3.5%

3.1%

-6.6%

Port Chalmers Library

Issues

Reference Enquiries

Visits

37,215

4,324

41,514

35,656

4,320

38,180

-1,559

-4

-3,334

-4.2%

-0.1%

-8.0%

South Dunedin Community Pop Up

Issues

Reference Enquiries

Visits

3,617

1,931

16,785

3,617

1,931

16,785

100%

Waikouaiti Library

Issues

Reference Enquiries

Visits

24,035

1,413

20,457

21,370

1,380

17,936

-2,665

-33

-2,521

-11.1%

-2.3%

-12.3%

Dunedin Public Libraries

Issues

Reference Enquiries

Visits

778,618

78,761

674,510

734,229

71,909

663,814

-44,389

-6,852

-10,696

-5.7%

-8.7%

-1.6%

SERVICE CENTRE ACTIVITY - 1 July 2017 to 31 January 2018

Service Centre Activity	2016/17	2017/18	+/-
MOSGIEL SERVICE CENTRE
Animal Registration	1,590	1,133	-457
Compost Zing	8	14	6
Debtors Receipt	32	22	-10
Dog Collars	1	1
Dog Infringement	2	2
Dog Kennel Licences	10	20	10
Dog Microchipping Fee		1	1
Dog Reg Selected Owner	14	9	-5
Dogs SPCA Pound Fee	1	2	1
Downes Room Hire	17	38	21
Drain in Common Application	1		-1
Go Bus Tickets
Impounded Dogs	6	7	1
Impounded Stock		1	1
Large Rubbish Bags	307	397	90
Learn to Swim	3	7	4
LIM Residential	2	5	3
Parking Tickets	431	314	-117
Rates	940	848	-92
Recycle Bins	59	40	-19
Refuse Recycling
Refuse PC Tip Revn Commercial
Refuse PC Tip Revn Domestic
Sale of Poo Bags	30	26	-4
Small Rubbish Bags	304	272	-32
Solid Waste Bokashi Buckets	3	1	-2
Water Rates	25	14	-11
Yellow Bins	14	13	-1

TOTAL	3,800	3,187	-613

Mosgiel-Taieri Community Board

14 March 2018

Funding Applications

Department: Civic

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.

3 At its meeting held on 22 November 2017, the Mosgiel-Taieri Community Board agreed that $4,000.00 of its $10,000.00 Project Fund would be available for Community Grants distribution. $2,000.00 has already been allocated.

4 The total of the funding applications received is $4,850.00.

RECOMMENDATIONS

That the Board:

a) Grants/declines the funding application from the Saddle Hill Foundation Trust for $500.00

b) Grants/declines the funding application from the Otago Neighbourhood Support Charitable Trust for $500.00

c) Grants/declines the funding application from the Silverstream School for $500.00

d) Grants/declines the funding application from the Cheeks in Seats Charitable Trust for $700.00

e) Grants/declines the funding application from the Taieri Altrusa Club for $1,800.00

f) Grants/declines the funding application from the Taieri Parents Centre for $850.00

Signatories

Author:	Wendy Collard - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
a	Saddle Hill Foundation Trust	32
b	Otago Neighbourhood Support Charitable Trust	35
c	Silverstream School	38
d	Cheeks in Seats Charitable Trust	40
e	Taieri Altrusa Club	47
f	Taieri Parents Centre	49

Mosgiel-Taieri Community Board

14 March 2018

Governance Support Officer's Report

Department: Civic

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) Local Government New Zealand (LGNZ) Excellence Awards

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report;

b) Endorses the Board's submission to the proposed Gambling and TAB Venue Policy;

Project Fund

2 $5,975.00 remains in the Project Fund in the 2017/2018 year. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
30 August 2017	$250.00	Saurian (band)
30 August 2017	$1,000.00	Mosgiel-Taieri Community Patrol
30 August 2017	$750.00	Taieri Dramatic Society
4 October 2017	$395.00	Taieri over the Tea Leaves events for 2017/18 financial year
7 February 2018	$30.00	Stickers for Board pamphlets
7 February 2018	$1,600.00	Up to this amount has been allocated for the Board's "Pride in our Place" project
Total	$4,025.00

LGNZ Excellence Awards

3 Applications for the 2018 Excellence Awards are now open with expressions of interest due by Friday 30 March 2018. Applications for these awards close on Friday 20 April 2018. The Board need to give consideration to whether it would like to complete an application for one or more of the categories. (Attachment A)

Signatories

Author:	Wendy Collard - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
a	LGNZ Excellence Awards	57

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	☐	☐	☒

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

This decision is considered low significance in terms of the Council's Significance and Engagement Policy.

Engagement – external

There has been no external engagement.

Engagement - internal

Internal engagement has occurred with appropriate staff members.

Risks: Legal / Health and Safety etc.

There are no risks.

Conflict of Interest

There are no known conflicts of interest.

Community Boards

There are no implications for Community Boards except to provide information on activities in or relevant to the Board area.

	Title	Page
A	Minutes of Mosgiel-Taieri Community Board meeting held on 7 February 2018	10

	Title	Page
a	Mosgiel-Taieri Community Board Action List	25

	Title	Page
a	Mosgiel-Taieri Community Board Communications and Engagement Activities report	62

	Title	Page
a	Pride in our Place Update	64
b	Taieri Heritage in Schools 2018 proposal	65