Notice of Meeting:
I hereby give notice that an ordinary meeting of the Saddle Hill Community Board will be held on:
Date: Tuesday 20 November 2018
Time: 3.30 pm
Venue: Otaru Room, Civic Centre, The Octagon, Dunedin
Sue Bidrose
Chief Executive Officer
Saddle Hill Community Board
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Scott Weatherall |
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Deputy Chairperson |
Leanne Stenhouse
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Members |
Peter Gouverneur |
Christina McBratney |
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Keith McFadyen |
Cr Conrad Stedman |
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Paul Weir |
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Senior Officer Adrian Blair, Group Manager Customer and Regulatory Services
Governance Support Officer Lynne Adamson
Lynne Adamson
Governance Support Officer
Telephone: 03 477 4000
Lynne.Adamson@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
Saddle Hill Community Board 20 November 2018 |
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ITEM TABLE OF CONTENTS PAGE
1 Public Forum 4
2 Apologies 4
3 Confirmation of Agenda 4
4 Declaration of Interest 5
5 Confirmation of Minutes 9
5.1 Saddle Hill Community Board meeting - 3 October 2018 9
Part A Reports (Saddle Hill Community Board has power to decide these matters)
6 Saddle Hill Community Board Action List 15
7 2019 Meeting Schedule 21
8 Governance Support Officer's Report 23
9 Board Updates and Projects 28
10 Chairperson's Report 29
11 Council Activities 30
12 Items for Consideration by the Chair 31
Saddle Hill Community Board 20 November 2018 |
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At the close of the agenda no requests for public forum had been received.
An apology has been received from Keith McFadyen.
That the Board:
Accepts the apology from Keith McFadyen.
Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.
Saddle Hill Community Board 20 November 2018 |
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EXECUTIVE SUMMARY
1. Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected representative and any private or other external interest they might have.
2. Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.
That the Board: a) Notes/Amends if necessary the Elected Members' Interest Register attached as Attachment A; and b) Confirms/Amends the proposed management plan for Elected Members' Interests. |
Attachments
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Title |
Page |
⇩a |
Register of Interest |
7 |
Saddle Hill Community Board 20 November 2018 |
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Saddle Hill Community Board meeting - 3 October 2018
That the Board: Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 3 October 2018 as a correct record.
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Attachments
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Title |
Page |
A⇩ |
Minutes of Saddle Hill Community Board meeting held on 3 October 2018 |
10 |
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 Wednesday 03 October 2018, commencing at 3.30 pm
PRESENT
Chairperson |
Scott Weatherall |
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Deputy Chairperson |
Leanne Stenhouse
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Members |
Peter Gouverneur |
Keith McFadyen |
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Paul Weir |
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IN ATTENDANCE |
Bernie Hawke (Library Services Manager) and Josh Von Pein (Transport Delivery Manager) |
Governance Support Officer Lynne Adamson
1 Public Forum
1.1 Fairfield Fitness Group
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Christine MacDonell addressed the Board on behalf of the funding application from the Fairfield Fitness Group. She tabled information on the equipment needed for the group and responded to questions. |
2 Apologies Apologies were received from Christina McBratney and Cr Conrad Stedman.
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Moved (Scott Weatherall/Leanne Stenhouse): That the Board:
Accepts the apologies from Christina McBratney and Cr Conrad Stedman.
Motion carried (SHCB/2018/023) |
3 Confirmation of agenda |
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Moved (Scott Weatherall/Peter Gouverneur): That the Board:
Confirms the agenda without addition or alteration
Motion carried (SHCB/2018/024) |
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.
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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/2018/025) |
5 Confirmation of Minutes
5.1 Saddle Hill Community Board meeting - 30 August 2018 |
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Moved (Scott Weatherall/Peter Gouverneur): That the Board:
Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 30 August 2018 as a correct record.
Motion carried (SHCB/2018/026) |
Part A Reports
6 Library Activity Report |
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A report from Arts and Culture provided 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. The Library Services Manager (Bernie Hawke) spoke to the report and provided an overview on library usage for 2017/18. |
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Moved (Scott Weatherall/Keith McFadyen): That the Board:
a) Notes the Library Activity Report. Motion carried (SHCB/2018/027) |
7 Saddle Hill Community Board Action List |
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A report from Civic provided an update on the Saddle Hill Community Board Action Lists. |
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The Transport Delivery Manager (Josh Von Pein) spoke to the transport items of interest which included:
Brighton Road, Waldronville – the seal where the fencing and replanting had been undertaken would be completed in November.
Blackhead Road Designs – the designs had been completed and would be provided to the Chair.
Taieri Mouth Road – the reseal would be undertaken later in the month.
Sickels Street Parking – proposed changes would be included in the parking review for public consultation in November.
Scroggs Hill Road – Members raised concern with speed issues on Scroggs Hill Road and questioned whether speed bumps could be installed. Mr Von Pein advised that he did not think speed bumps would be feasible but would investigate further and report back.
Following a drive around with staff, the Chair spoke to the parks and recreation items of interest which included:
Waldronville Pumping Ground – the Chair requested an update on suggestions for community use of the land.
Sportsfields – an update on timeframes for the maintenance/upgrade of sportsfields was requested.
Brighton Toilets – the Chair advised that staff had site visited and had identified the work required.
Kaikorai Estuary Car Park – The Board had requested that the car park be extended. The Chair advised that he would discuss this with the Pistol Club first.
Brighton BBQ – The Board would like to know if it was possible to move the BBQ currently situated on the land near the Brighton shop to the playground to enable more family/community use.
Main Road, Fairfield vegetation – concerns had been raised about the vegetation around the school crossing on Fairfield and staff had agreed that it did not meet Council requirements and would address the issue.
Picnic Tables – the Board requested confirmation on whether Council or the Board was responsible for the payment and installation of picnic tables in the area.
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Moved (Scott Weatherall/Peter Gouverneur): That the Board:
a) Amends the Action Lists as appropriate. Motion carried (SHCB/2018/028) |
8 Funding Application |
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On behalf of the Fairfield Group Fitness, Christine MacDonell, applied for between $200 and $1,500 funding for equipment and hall hire at Fairfield School to support the fitness sessions to be held in Fairfield. |
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Moved (Leanne Stenhouse/ Scott Weatherall): That the Board:
a) Approves the funding application from Fairfield Fitness Group for $200.00 Hall Hire costs to be paid direct to Fairfield School. Motion carried (SHCB/2018/029) |
9 Governance Support Officer's Report |
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A report from Civic provided an update activities relevant to the Board area which included: a) Discretionary Fund b) 250th Anniversary of the discovery of Saddle Hill by Captain Cook – the Board requested that staff investigate any central government funding available to support an event. c) Southern Coast Community Response Team Get Together
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Moved (Scott Weatherall/ Paul Weir): That the Board:
a) Notes the Governance Support Officer’s Report. b) Requests staff investigate any central government funding available to support a 250th Anniversary of the discovery of Saddle Hill by Captain Cook event. Motion carried (SHCB/2018/030) |
10 Board Updates and Projects |
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Board members will provide updates on activities including: Keep Dunedin Beautiful – it was noted that the proposed mural for Fairfield Reserve was in progress and the installation would occur in November. The Board agreed that once completed, they would like to provide a shared lunch for the pupils of Fairfield School who had worked on the project. OAR Radio – it was agreed that Peter Gouverneur would speak at the next community board slot on OAR Radio. Greater Green Island – it was noted that the new playground would open on 12 October. Community Pantries – Ms Stenhouse provided an update on the community pantry project. She advised that the locations that had been identified to date, the first on Brighton Road near the café, Viscount Road, Waldronville and Westwood. A location for one in Fairfield was yet to be identified. Bunnings Warehouse had provided a letter in support of the project pledging a donation of $200 of product per shed. It was agreed that the quotation from the Green Island Shed for making the sheds would be accepted. - |
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Moved (Leanne Stenhouse/Paul Weir): That the Board:
a) Approves up to $1500.00 to be paid to The Green Island Shed to make three Community Pantries. Motion carried (SHCB/2018/031) |
11 Chairperson's Report |
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The Chair provided an update on items of interest which included: · Transportation · Working Bee · Civil Defence · Community Service · Freedom Camping · Christmas Get Together – It was agreed that the Christmas get together would be held on Friday 2 November at the Village Green, Sunnyvale. · Next Meeting – it was agreed that the date of the next meeting would Tuesday 20 November and it would be held in the Otaru Room, Civic Centre with a workshop beforehand.
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Moved (Scott Weatherall/Leanne Stenhouse): That the Board:
a) Notes the report. Motion carried (SHCB/2018/032) |
12 Council Activities |
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The Ward Councillor (Councillor Conrad Stedman) was absent from the meeting.
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13 Items for Consideration by the Chair |
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- The Board requested an update on Community Halls as discussed at previous meetings with staff. - Mr McFadyen advised that he would be an apology for the next meeting. |
The meeting concluded at 4.50 pm.
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CHAIRPERSON
Saddle Hill Community Board 20 November 2018 |
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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.
That the Board: a) Amends the Action Lists as appropriate.
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Signatories
Author: |
Lynne Adamson - Governance Support Officer |
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Title |
Page |
⇩a |
SHCB Transport Action List |
17 |
⇩b |
SHCB Parks Action List |
19 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision/report/proposal enables democratic local decision making and action by, and on behalf of communities.
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Fit with strategic framework
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Māori Impact Statement There are no known impacts for tangata whenua. |
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Sustainability There are no implications for sustainability. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations There may be financial implications due to the work required. |
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Significance This decision is considered low significance in terms of the Council's Significance and Engagement Policy. |
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Engagement – external There has been no external engagement. |
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Engagement - internal Internal engagement has occurred with appropriate staff members. |
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Risks: Legal / Health and Safety etc. There are no risks. |
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Conflict of Interest There are no known conflicts of interest. |
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Community Boards There are no known conflicts of interest. |
20 November 2018 |
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2019 Meeting Schedule
Department: Civic
EXECUTIVE SUMMARY
1 A proposed schedule of meetings for 2019 is appended for consideration and amendment if required.
2 As this is an administrative report, no summary of considerations is required.
That the Board: a) Adopts the schedule of meetings for 2019. |
Signatories
Author: |
Lynne Adamson - Governance Support Officer |
Authoriser: |
Sharon Bodeker - Team Leader Civic |
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Title |
Page |
⇩a |
Meeting Schedule |
22 |
Saddle Hill Community Board 20 November 2018 |
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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) Gift Basket
c) Proposed Traffic and Parking Controls consultation
d) Community Halls
That the Board: a) Notes the Governance Support Officer’s Report. b) Approves the purchase of an $80.00 gift basket for a bereaved family. |
Discretionary Fund
1 Approximately $8,859.59 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 |
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$80.00 |
Mitre 10 – Fairfield Park mural project |
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$71.73 |
Food for Volunteers for clean up day |
3 October 2018 |
$200.00 |
Hall Hire for Fairfield Fitness Group |
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$500.00 |
Green Island Shed – community pantries |
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$80.00 |
Gift Basket – Pam Jordan |
Total |
$1,140.41 |
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4 The Board expressed their sincerest condolences to the family of the late Pam Jordan (Electoral and Governance Support Officer) who passed away recently. They now need to retrospectively approve the payment.
Proposed traffic and parking controls consultation
4 The Council is currently consulting on proposed traffic and parking controls which include the Fairfield School on street parking in the Board area. A copy of the proposed changes for Fairfield are attached for your information.
The consultation closes on 23 November 2018 and the complete consultation document is available for viewing on the following link: http://www.dunedin.govt.nz/council-online/currently-consulting-on/current-consultations/proposed-traffic-and-parking-controls
Community Halls
5 In response to a query on the maintenance, income, expenditure and grant process for community halls, staff have provided the following response:
“Liaison with the Hall Committees will be undertaken by sending them information including a draft Management Agreement before Christmas and they will have the ability to respond by the end of March.
A meeting has been set down with the Brighton/Ocean View Hall Committee for 29 November 2018 to answer any specific questions that they have.
Liaison has been undertaken with the Fairfield Hall in terms of compliance and their installation of an accessible toilet.
Signatories
Author: |
Lynne Adamson - Governance Support Officer |
Authoriser: |
Sharon Bodeker - Team Leader Civic |
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Title |
Page |
⇩a |
Proposed Fairfield traffic and parking controls |
26 |
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision enables democratic local decision making and action by, and on behalf of communities.
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Fit with strategic framework
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Māori Impact Statement There are no known impacts for tangata whenua |
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Sustainability There are no implications for sustainability. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations There are no financial implications. |
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Significance This decision is considered low significance in terms of the Council's Significance and Engagement Policy. |
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Engagement – external There has been no external engagement. |
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Engagement - internal Internal engagement has occurred with appropriate staff members. |
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Risks: Legal / Health and Safety etc. There are no risks. |
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Conflict of Interest There are no known conflicts of interest. |
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Community Boards There are no implications for Community Boards except to provide information on activities in or relevant to the Board area. |
20 November 2018 |
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Board Updates and Projects
Department: Civic
EXECUTIVE SUMMARY
1 Board members will provide updates on activities including:
- Keep Dunedin Beautiful
- OAR Radio
- Greater Green Island
- Youth Ambassador Award
- Community Meetings
- Civil Defence/Community Response Planning
- Submissions
- Long Term Plan – Community Engagement Plan
- Toy Box Project – Brighton Beach
- Living Streets Aotearoa
- Community Pantries
That the Board: a) Notes the updates.
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Signatories
Author: |
Lynne Adamson - Governance Support Officer |
Saddle Hill Community Board 20 November 2018 |
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The Chairperson (Scott Weatherall) will provide a verbal update on matters of interest.
Attachments
There are no attachments for this report.
Saddle Hill Community Board 20 November 2018 |
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Council Activities
Department: Civic
EXECUTIVE SUMMARY
The Ward Councillor (Councillor Conrad Stedman) will provide an update on matters of interest.
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Signatories
Author: |
Lynne Adamson - Governance Support Officer |