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 Ocean View Hall, Brighton Road, Ocean View, Dunedin on Thursday 30 August 2018, commencing at 3.30 pm

PRESENT

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

IN ATTENDANCE

Adrian Blair (Group Manager Customer and Regulatory Services); Alan Worthington (Resource Consents Manager) and Josh Von Pein (Transport Delivery Manager)

Governance Support Officer Lynne Adamson

1 Public Forum

1.1 Community Pantries

Andrea Blackley was unable to attend the meeting.

1.3 Saddle Hill Quarry

Colin McIntosh addressed the Board outlining his concerns on the quarrying of Saddle Hill. He commented his understanding was that the owners were required to apply to Council for existing mining rights and if the quarry hadn’t operated for one year the rights were revoked.

Mr McIntosh commented that one of the Council’s contractors was a regular user of the Saddle Hill Quarry and as such the rock obtained was used on Council projects. He requested that the Board ask Council to place a specification in contracts to advise that rock obtained from the Saddle Hill Quarry was not to be used in any Council contracts.

Councillor Stedman entered the meeting at 3.35 pm.

Mr McIntosh also questioned whether Council regularly monitored the health and safety standards at the quarry.

1.2 Saddle Hill

Colin Weatherall addressed the meeting on matters relating to Saddle Hill. He advised that 2019 marked the 250^th anniversary of the reference to Saddle Hill by Captain Cook. Mr Weatherall commented on the significance of the discovery with it being the oldest landmark in this part of the world and that he would like the Board and the city to investigate ways to acknowledge the event.

He advised that central government had put money aside for celebrations which may be available to help support an event in celebration of the anniversary.

Mr Weatherall then spoke of the Saddle Hill Quarry and his concern with the deepening of the quarry within existing use rights. He tabled a drawing which outlined the removal of the rock and movement issues. Mr Weatherall commented that by intention and desire to deepen the quarry, it may weaken the hill and he would like Council to ensure this was monitored.

Mr Weatherall spoke of the strategy on waste future and suggested that one consideration could be that Saddle Hill become the location of hard fill and be rebuilt in this manner.

2 Apologies

There was an apology from Keith McFadyen.

Moved (Scott Weatherall/Paul Weir):

That the Board:

Accepts the apology from Keith McFadyen.

Motion carried (SHCB/2018/044)

3 Confirmation of agenda

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (SHCB/2018/045)

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; and

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

Motion carried (SHCB/2018/046)

5 Confirmation of Minutes

5.1 Saddle Hill Community Board meeting - 12 July 2018

Moved (Scott Weatherall/Peter Gouverneur):

That the Board:

Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 12 July 2018 as a correct record.

Motion carried (SHCB/2018/047)

Part A Reports

6 Update from NZ Police

Senior Constable Fred Jansen was in attendance to provide an annual update on community policing matters which included:

· Local crime

· Green Island Roundabout

· Methods to contact the Police – Senior Constable Jansen advised that dropping in to the Green Island Police Station was no longer the most effective method to contact the Police and urged people to phone for the fastest response.

· ANZAC memorial wall

The Chair thanked Senior Constable Jansen for attending the meeting and for all his work in the community.

7 Saddle Hill Quarry Update

The Resource Consents Manager (Alan Worthington) provided an update on the Saddle Hill Quarry.

Mr Worthington thanked the Board and attendees of the public forum, explained the outcome of the court case and addressed the concerns raised and advised that Council continued to monitor the quarry.

The Chair thanked Mr Worthington for his work and the continual work undertaken by Council to protect the skyline of Saddle Hill.

8 Saddle Hill Community Board Action List

A report from Civic provided an update on the Saddle Hill Community Board Action Lists.

The Chair provided an update on the drive around undertaken by staff and some community board members. He commented that the trees on the verge of Main Road, Fairfield by the school entrance obstructed viewing and would be trimmed.

The Transport Delivery Manager (Josh Von Pein) provided an update on transport items of interest. He commented that a drive around with staff and community board members would be undertaken the following day which was an opportunity to highlight issues of concern.

Moved (Scott Weatherall/Paul Weir):

That the Board:

a) Amends the Action Lists as appropriate.

Motion carried (SHCB/2018/048)

9 Governance Support Officer's Report

A report from Civic informed 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 – it was agreed that the Board would host a meeting with the community response teams and invite the Emergency Management Officer to enable presentation of the plan.

d) Expenditure – it was noted that the expenditure for the Otago Access Radio OAR) and Mitre 10 accounts had not been finalised by the end of the financial year and were required to be paid from the 2018-19 discretionary fund.

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

a) Approves the payments of $208.68 for the OAR Access Radio account and up to $100.00 for Mitre 10 Mega for the Fairfield Park mural project.

Motion carried (SHCB/2018/049)

10 Board Updates and Projects

Board members provided updates on activities including:

Keep Dunedin Beautiful – There was a discussion on an appropriate project for National Clean Up week (10 – 16 September). It was agreed that support be provided on Sunday 8 September for the residents in Brighton Road who had suffered damage during the floods earlier in the year. The Board agreed to provide financial support to cater for the helpers.

· OAR Radio – Christina McBratney provided an update on the last broadcast. A volunteer for the next broadcast was sought, the date of which would be circulated.

· Greater Green Island – members were asked if anybody was interested in being the liaison person on the Greater Green Island Committee.

· Youth Ambassador Award – It was noted that the Youth Ambassador Award recipient, Rosalind Manowitz had set dates for the concert she would be utilising the funding for and mentioned the Board in all her posts.

· Community Meetings – there had been no meetings held.

· Civil Defence/Community Response Planning

· Submissions

· Long Term Plan – Community Engagement Plan - It was agreed that a workshop would be held prior to the next meeting to discuss both the Community Board Plan and the Youth Ambassador Award.

· Toy Box Project – Brighton Beach – The toy box would be installed at the Brighton Beach entrance, it would be padlocked with signage installed. Cr Stedman advised that he would provide the sign.

· Living Streets Aotearoa

· Community Pantries – There was a discussion on the provision of community pantries in the Board area. Ms Stenhouse commented that she had spoken to the Duty Planner who had provided guidelines on suitable locations for installation of the pantries. The Board agreed that they were supportive of the project and Ms Stenhouse and Ms McBratney volunteered to source costing and any other relevant information to provide to the next meeting.

Moved (Scott Weatherall/Peter Gouverneur):

That the Board:

a) Notes the updates.

b) Approves the payment of up to $200.00 from the discretionary fund to purchase food for volunteers at the Brighton Road clean-up project.

Motion carried (SHCB/2018/050)

11 Chairperson's Report

The Chair provided an update on items of interest including:

· Whale watching along the coastline.

· Parks and Reserves drive around

· Westwood pipe repairs – the Chair thanked staff and contractors for efficient work undertaken to repair the pipes and to the residents who were disrupted during the process.

· Roadside Rubbish.

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

a) Notes the report.

Motion carried (SHCB/2018/051)

12 Council Activities

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

· Council meeting

· 2GP extension

· Remuneration

Moved (Cr Conrad Stedman/Chairperson Scott Weatherall):

That the Board:

a) Notes the update.

Motion carried (SHCB/2018/052)

13 Items for Consideration by the Chair

· Local Appreciation Event – The Chair will recirculate information relating to this.

· 250 year anniversary of Saddle Hill – to hold a discussion on ideas to celebrate the event in conjunction with the Mosgiel Taieri Community Board.

· Next meeting – it was agreed that the next meeting would be held on Wednesday 3 October.

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

a) Approves the change of date for the next meeting and that it would be held on Wednesday 3 October 2018.

Motion carried (SHCB/2018/053)

The meeting concluded at 4.48 pm

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

CHAIRPERSON

Saddle Hill Community Board

3 October 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 February to 30 June 2018, with a focus on the Book buses.

2 The report provides an overview and comment on library usage for 2017/18.

RECOMMENDATIONS

That the Board:

a) Notes the Library Activity Report.

BACKGROUND

3 Not applicable

DISCUSSION

Operational and Project Activities

Statistics

4 Total loans for the period 1 July 2017 to 30 June 2018 were 1,238,126 representing a decrease of 59,686 or -4.6% of loans compared to the same period in 2016/17. Decreased loans were recorded at all service locations, except for the South Dunedin Community Pop Up Library and Service Centre which opened on 8 September 2017.

5 Total loans from the Book buses in 2017/18 were 93,066, down by 1,805 loans or -1.9% compared to 2016/17. This decline was less than the overall trend for the Dunedin Public Libraries, with a more detailed breakdown of borrowing from the Bookbuses at stops within the Saddle Hill Community Board area in paragraph 10 below.

6 This trend for reduced borrowing is mirrored throughout New Zealand and overseas, reflecting changes in customer usage patterns in increased use of digital content.

7 Total visitation to Libraries in 2017/18 was 1,154,238, up by 11,198 visits or 1.0% compared to 2016/17. The key driver for this increase was new visitation to the South Dunedin Community Pop Up Library and Service Centre. Total visitation to the Bookbuses in 2017/18 was 67,517, down by 2,574 visits or -3.7%.

8 A total of 119,897 reference enquiries were received by Libraries during 2017/18 representing a decrease of 11,758 enquiries or -8.9% compared to 2016/17. Total reference enquiries on the Bookbuses in 2017/18 were 20,462, up by 535 enquiries or 2.7%.

Bookbus

9 The Bookbus visits the following stops in the Saddle Hill area:

Green Island–Monday (Memorial Gardens) 10.45am – 11.30am

Green Island–Friday (Presbyterian Church) 6.00pm – 7.30pm

Brighton–Tuesday (Cole Street) 10.15am – 12.30pm

Ocean View Hall–Tuesday (Brighton Road) 1.45pm – 2.45pm

Waldronville–Tuesday (Near School) 3.00pm – 4.00pm

Fairfield – Wednesday (Fulton Hogan) 9.55am – 10.25am

Fairfield - Wednesday (Old Brighton Road) 10.30am – 11.15am

10 The full-year 2017 statistics indicate that Brighton is the fifth busiest Bookbus stop (out of 49), while Fairfield and Green Island-Friday stops are in the bottom ten stops. Waldronville, Ocean View and Green Island-Monday are all mid-range in terms of borrowing activity.

Average Weekly Issues	2014	2015	2016	2017	2018 to Aug	Mins at stop
Brighton - Tuesday	190	180	123	151	132	135
Ocean View - Tuesday	36	33	32	39	34	60
Waldronville - Tuesday	23	26	25	27	39	60
Fairfield (Main South Road)	11	7	7	6	5	30
Fairfield (Old Brighton Road)	14	14	18	19	16	45
Green Island - Monday	47	43	30	30	26	45
Green Island - Tuesday	13	12	12	8	-	-
Green Island - Friday night	51	31	31	26	23	90
Total	386	346	278	307	275

11 In October 2017, the 30-minute Green Island stop near Irmo Street on Tuesday afternoon was discontinued. At this time, the Ocean View and Brighton stops were each extended by 15 minutes, and Waldronville stop was brought forward by 15 minutes to become 3.00pm–4.00pm. This small-time change very successfully enabled families to use the Bookbus as they return from distant schools. Total service time in the area has remained the same while borrowing has increased. The Waldronville time change was initiated by customer requests, with the community Facebook page helping to spread the word.

Mobile Library Services Review

12 The final report from the consultant working on the Mobile Library Services Review has been received and is being considered. An internal project manager has been appointed to oversee the implementation of the final outcomes of the review.

13 In the 2017/28 10-Year Plan, Council has approved $600,000 in 2018/19 for the replacement of the current Bookbus vehicles and the implementation of the Mobile Library Services Review

Public Access WiFi on Bookbuses

14 Public access to wi-fi on both Bookbuses was implemented in October 2017 and customers are making good use of it to download eBooks at Bookbus stops. Bookbus staff can now use tablets or smartphones to demonstrate access to the Library’s digital collections and apps.

OPTIONS

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

NEXT STEPS

16 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	20

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

Saddle Hill Community Board

3 October 2018

ATTACHMENT A: LIBRARY AND SERVICE CENTRE ACTIVITY

LIBRARY USAGE INDICATORS – 1 July 2017 to 30 June 2018

Library Usage Indicator

2016/17

2017/18

+/-

+/- %

Blueskin Bay Library

Issues

Reference Enquiries

Visits

23,250

3,386

27,806

22,759

3,765

30,431

-491

379

2,625

-2.1%

11.2%

9.4%

Bookbus

Issues

Reference Enquiries

Visits

94,871

19,927

70,091

93,066

20,462

67,517

-1,805

535

-2,574

-1.9%

2.7%

-3.7%

City Library

Issues

Reference Enquiries

Visits

825,399

86,752

793,866

755,658

70,213

783,622

-69,741

-16,539

-10,245

-8.4%

-19.1%

-1.3%

Mosgiel Library

Issues

Reference Enquiries

Visits

215,261

10,335

147,066

206,675

10,574

143,990

-8,586

239

-3,076

-4.0%

2.3%

-2.1%

Port Chalmers Library

Issues

Reference Enquiries

Visits

61,951

7,328

70,602

59,849

6,667

65,886

-2,102

-661

-4,716

-3.4%

-9.0%

-6.7%

South Dunedin Community Pop Up

Issues

Reference Enquiries

Visits

8,639

3,991

31,659

8,639

3,991

31,659

100%

Waikouaiti Library

Issues

Reference Enquiries

Visits

39,316

2,285

33,699

37,449

2,450

31,133

-1,867

165

-2,566

-4.7%

7.2%

-7.6%

Dunedin Public Libraries

Issues

Reference Enquiries

Visits

1,297,812

131,655

1,143,040

1,238,126

119,897

1,154,238

-59,686

-11,758

11,198

-4.6%

-8.9%

1.0%

Saddle Hill Community Board

3 October 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
Authoriser:

Attachments

	Title	Page
a	Saddle Hill Community Board - Parks Action List	23
b	Saddle Hill Community Board - Transport Action	24

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

3 October 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) Discretionary Fund

b) 250^th Anniversary of the discovery of Saddle Hill by Captain Cook

c) Southern Coast Community Response Team Get Together

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

Discretionary Fund

1 Approximately $9,628.83 remains in the Board’s Discretionary Fund for the 2018/19 year.

Meeting Date	Amount	Recipient
30 August 2018	$208.68	Oar Access Radio – 2017/18 membership
	$80.00	Mitre 10 – Fairfield Park mural project
	$82.49	Food for Volunteers for clean up day
Total	$371.17

250^th Anniversary of the Discovery of Saddle Hill by Captain Cook

2 A presentation to the public forum of the last meeting advised the Board that 2019 marks the 250^th anniversary of the discovery of Saddle Hill by Captain Cook. There was a discussion on whether the Board would like to celebrate this occasion, possibly with the Mosgiel Taieri Community Board.

3 Staff have advised that they would be happy to meet with members to discuss ideas and investigate whether there was funding available from central government for the celebration should the Board wish to proceed.

Southern Coast Community Response Team Get Together

4 Following consideration of the Southern Coast Community Response Plan at the last meeting, a consultation has been scheduled to be held at 7.00 pm on Tuesday 9 October at the Brighton Fire Station.

Relevant community groups and representatives will meet with the Board with Civil Defence staff in attendance to present the Plan.

Signatories

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

Attachments

There are no attachments for this report.

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.

Saddle Hill Community Board

3 October 2018

Chairperson's Report

Department: Civic

EXECUTIVE SUMMARY

Well another busy six weeks have rolled around - for the majority all really positive projects for the Board to be involved with.

Transportation

At the end of August we had a really productive Drive Around meeting with Andrew and Terry from the Transportations Team. Thanks to Leanne and Peter for coming to this meeting.

Working Bee at Noel and Kylie's:

What a great project to be involved it - a massive thank you to all the Board Members and also the Green Island Lions for digging in and helping this couple out post the damage from the land slide event last year.

Civil Defence

I have met with Paul Allen and we will be holding a meeting for the Southern Coastal Community Response Team on Tuesday the 9th of October at the Brighton Fire Station - initial indication we should have the majority of our Board Members along.

Community Service

I am supervising a young chap who has a few hours to do for Community Work, we are maximising the opportunity to do some Beach Rubbish Clean Ups at the moment and then in October likely to assist some older local residents with some property clean ups.

Freedom Camping

I have been in touch with staff in regards to a number of things that really need to be done prior to the start of the Freedom Camping Season - there is some discussion around timing but I believe we need to start the season right from the start and not try and change or implement new things once the season is well under way - especially where we have actually identified these things since the start of the year.

My journalism career

This past couple of weeks I have been asked to write my regular Colum for the Taieri Times, a Board update for the Greater Green Island Informer and also FYI Dunedin.

Christmas Get Together

I think we need to aim for a get together say in November as we always end up missing out on a catch up - meal with partners. Let’s set a date.

Thanks again team for all your efforts I genuinely believe we do make a positive contribution to our communities so keep it up.

RECOMMENDATIONS

That the Board:

a) Notes the 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 September 2018	7

	Title	Page
A	Minutes of Saddle Hill Community Board meeting held on 30 August 2018	10