Agenda of Saddle Hill Community Board

Saddle Hill Community Board

MINUTES

Minutes of an ordinary meeting of the Saddle Hill Community Board held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Thursday 12 July 2018, commencing at 3.30 pm

PRESENT

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

IN ATTENDANCE

Chris Henderson, Group Manager Waste and Environmental Solutions; Richard Saunders (Group Manager Transport); Gareth Jones (Contracts Manager Projects and Asset Management) and Rachael Eaton (Recreation Planning and Facilities Manager)

Governance Support Officer Lynne Adamson

1 Public Forum

There was no public forum.

2. APOLOGIES

An apology was received from Paul Weir.

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

Accepts the apology from Paul Weir.

Motion carried (SHCB/2018/033)

3 Confirmation of agenda

Moved (Scott Weatherall/Christina McBratney):

That the Board:

Confirms the agenda with the addition of Item 7a Governance Support Officer’s Report.

Motion carried (SHCB/2018/034)

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.

Leanne Stenhouse advised that she had resigned from Greater Green Island.

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (SHCB/2018/035)

5 Confirmation of Minutes

5.1 Saddle Hill Community Board meeting - 7 June 2018

Moved (Scott Weatherall/Christina McBratney):

That the Board:

Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 7 June 2018 as a correct record.

Motion carried (SHCB/2018/036)

Part A Reports

6 Saddle Hill Community Board Action List
	A report from Civic provided an update on the Saddle Hill Community Board Action Lists. The Group Manager Transport (Richard Saunders) provided an update on the transport items which included: Taieri Mouth Road Potholes – the road had been added to the reseal programme for the current financial year. Mr Saunders explained that whilst the road had not met the threshold for a complete rebuild in the past year, there was more work that had been undertaken which warranted it being revisited for rehabilitation. The results should be known within the next few weeks. Green Island Roundabouts – were on track for completion by the end of August. Bridges – Mr Saunders advised that the Brighton and Green Island bridges had been added to the current bridge maintenance programme. Fairfield School Road Safety – Mr Saunders advised that the Road Safety team was working with Fairfield School to address their concerns. Queen Street Footpath – Mr Saunders advised that he would report on a plan and timeline.
	The Contracts Manager Projects and Asset Management. (Gareth Jones) and Recreation Planning and Facilities Manager, (Rachael Eaton) spoke to the Parks and Recreation work which included: Freedom Camping – Ms Eaton provided an update on the workshop to review the 2017/18 season which had been held with Councillors and Community Board Chairs. There was a discussion on the increase in freedom campers in the area and benefits of marking parking places with white lines to stop overcrowding issues. Beaches and Reserves Bylaw – Mr Jones and Ms Eaton spoke about the bylaw which was due to come into effect and the challenges enforcement posed. They commented on the use of local ambassadors to raise awareness to any breaches. Sportsfields – The Board expressed their concern with the condition and drainage issues of Miller, Sunnyvale, Walton and Brighton Parks. Mr Jones commented on the improvements; work required, cost and budget for improvements to sportsfields. In response to a request for breakdown in costs and work required that may enable local support, it was noted that the Board would need to lead the project, speak to community groups and provide a proposal back to Council for consideration.
	Moved (Keith McFadyen/Christina McBratney): That the Board: a) Amends the Action Lists as approved. Motion carried (SHCB/2018/037)

7 Waste FUTURE 2023 UPDATE

The Group Manager, Waste and Environmental Solutions (Chris Henderson) provided an update on the Waste Future 2023 project. He explained that the consent for the Green Island Landfill was due to expire in 2023 and the Smooth Hill site was being investigated as a possible alternative site.

Mr Henderson advised that a feasibility study would be undertaken to confirm the actual end time for the Green Island Landfill and to confirm whether Smooth Hill was an appropriate new site. He commented that additional information was available on the Council website http://www.dunedin.govt.nz/your-council/council-projects/waste-futures which would provide the answers to concerns raised by the community.

Moved (Scott Weatherall/ Leanne Stenhouse):

That the Board:

a) Notes the Waste Future 2023 update.

Motion carried (SHCB/2018/038)

7a Governance Support Officers Report

A report from Civic provided an update on the Discretionary Fund noting that as it was the beginning of the financial year, there was $10,000 remaining in the fund.

Moved (Scott Weatherall/Cr Conrad Stedman):

That the Board:

a) Notes the Governance Support Officers Report.

Motion carried (SHCB/2018/039)

8 Funding Applications

A funding application had been received from Dunedin Group Riding for the Disabled, they requested $1,587.00 to purchase feed for the horses over winter.

Members were extremely supportive of the work the Riding for the Disabled did however they felt that the request did not fit the criteria for funding as it was a budgeted annual expense rather than a one off project. It was suggested that local farmers be approached as they may be in a position to donate a bail of hay each.

The application was declined and it was agreed that should they have a project in the future, the Board would encourage Riding for the Disabled to apply for funding.

Moved (Leanne Stenhouse/Keith McFadyen):

That the Board:

a) Declines the application for $1,587.00 from the Dunedin Group Riding for the Disabled as it did not meet the criteria for funding support.

Motion carried (SHCB/2018/040)

9 Board Updates and Projects

Board members provided updates on activities which included:

Keep Dunedin Beautiful – Peter Gouverneur advised that Keep Dunedin Beautiful (KDB) was a contender for the best city award in the Keep NZ Beautiful awards. He commented on murals planned for around the city and the new coordinator.

OAR Radio – Scott Weatherall provided an update on the last radio show and sought interest from members to participate in the next one.

Greater Green Island – Leanne Stenhouse advised that she had resigned from Greater Green Island. She advised that all fundraising for the proposed playground had been raised and that GGI was due to hold a community expo on 4 August 2018.

Youth Ambassador Award – all applicants

Community Meetings – a meeting on traffic safety had been held at the Brighton School. It was suggested a meeting be held on Civil Defence/Community Response Planning with the Brighton Fire Brigade followed by a community meeting.

Long Term Plan – Community Engagement Plan – it was agreed that a workshop would be held at 2.30 pm before the next meeting.

Moved (Scott Weatherall/Christina McBratney):

That the Board:

a) Notes the updates

Motion carried (SHCB/2018/041)

10 Chairperson's Report

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

Community Evening – it was agreed that the Board would host a community evening to present certificates to the Youth Ambassador Award recipients and to provide recognition to community workers.

Community Police – it was agreed that Senior Constable Fred Jansen would be invited to the next meeting.

Community Board drive around – The next drive around was scheduled for Monday 6 August from 10.00 am until 11.30 am.

Property Landslip – The Chair commented that in the past, the Board had discussed providing support for resident who had experienced serious slip issues in the last flooding. He advised that the owner would appreciate any support available and suggested that social media be used to source community support.

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

a) Notes the report.

Motion carried (SHCB/2018/042)

11 Council Activities

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

· Freedom Camping

· Adoption of the ten year plan 2018-28.

· Easter Trading Review

Moved (Cr Conrad Stedman/Chairperson Scott Weatherall):

That the Board:

a) Notes the Council Activities update.

Motion carried (SHCB/2018/043)

12 Items for Consideration by the Chair

It was noted that the next meeting would be held in the Ocean View Hall.

The meeting concluded at 5.05 pm.

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

CHAIRPERSON

Saddle Hill Community Board

30 August 2018

Saddle Hill Community Board Action List

Department: Civic

EXECUTIVE SUMMARY

1 This report is to provide an update on the Saddle Hill Community Board Action Lists which are attached as Items A and B.

2 Staff may be in attendance to respond to questions on the action lists.

RECOMMENDATIONS

That the Board:

a) Amends the Action Lists as appropriate.

Signatories

Author:

Lynne Adamson - Governance Support Officer

Attachments

	Title	Page
a	Parks and Recreation Group Action List	2
b	Transport Group Action List	2

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision/report/proposal 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 may be financial implications due to the work required.

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 known conflicts of interest.

Saddle Hill Community Board

30 August 2018

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Saddle Hill Community Board of activities relevant to the Board area including:

a) Community Board Remuneration

b) Project Fund

c) Civil Defence Coastal Management Plan

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

Community Board Remuneration

1 The Remuneration Authority has set the remuneration of Community Board members for the 2018/19 year with the inclusion of a 1.5% increase. The increase will be paid in the 20 September pay run and will be backdated to 1 July 2018.

2 The Saddle Hill Community Board remuneration levels are set as follows:

*Saddle Hill*	*2018/19*	*Increase*	*2017/18*
Chairperson	$16,135	1.5%	$15,897
Member	$8,068	1.5%	$7,949

Discretionary Fund

3 Approximately $9,691.32 remains in the Board’s Discretionary Fund for the 2018/19 year pending receipt of the final invoice from Mitre 10. The following amounts have been paid in the current financial year. Please note that whilst approved in the last financial year, these projects were not paid until after 1 July, therefore they have fallen into expenditure for the 2018/19 year.

Meeting Date	Amount	Recipient
	$208.68	Oar Access Radio
	$100.00	Mitre 10 – Fairfield Park mural project
Total	$308.68

Southern Coastal Dunedin Response Group Manual August 2018

4 The Emergency Management Officer (Paul Allen) has provided an updated the Southern Coastal Dunedin Response Group Manual August 2018 which is attached for your information. There are some sections highlighted in yellow which require the Response Troup to check/update.

5 Mr Allen is unable to attend the meeting but has asked that thanks be passed on to the Board for the excellent work the Board undertook to prepare the draft plan. He has noted that this is a work in progress and that they are being developed and personalised for all response groups across the city.

Signatories

Author:	Lynne Adamson - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
a	Southern Coastal Dunedin Index Page	2
b	Response Group Activation Process	2
c	Response Group Command Chart	2
d	Response Group Key Roles and Tasks	2
e	Flood SOP Response Group SC	2
f	Response Group Briefing Template	2
g	Response Group Status Report Template	2
h	Response Group Log	2
i	Response group swing tags	2

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	☐	☐	☒