Saddle Hill Community Board

MINUTES

Minutes of an ordinary meeting of the Saddle Hill Community Board held in the Otaru Room, Civic Centre, The Octagon, Dunedin on Tuesday 20 November 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), Josh Von Pein (Transport Delivery Manager), Gareth Jones (Parks & Cemetery Manager)

Governance Support Officer       Lynne Adamson

A moment of silence was held for Governance Support Officer Pam Jordan and retired Dunedin City Councillor Neil Collins who had both sadly passed away recently.

1       Public Forum

Alan Shanks, Volunteering Otago addressed the Board on suggestions for the use of the decommissioned church at Ocean View.  He commented that the hall was in need of maintenance. 

Mr Shanks commented that the building was currently utilised for community activities such as fitness classes, music and quilting.  He advised that once maintained there were many opportunities for expansion such as a community garden and possibly the installation of a community pantry for Ocean View in partnership with the Community Board.

2       Apologies
	Moved (Scott Weatherall/Cr Conrad Stedman): That the Board: Accepts the apology from Keith McFadyen. Motion carried (SHCB/2018/033)

3       Confirmation of agenda
	Moved (Scott Weatherall/Leanne Stenhouse): That the Board: Confirms the agenda without addition or alteration 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.

The Chairperson (Scott Weatherall) and Deputy Chairperson (Leanne Stenhouse) declared their interest in the funding application. 

Moved (Scott Weatherall/Peter Gouverneur):

That the Board:

a)     Notes the Elected Members' Interest Register; and

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

Motion carried (SHCB/2018/035)

5       Confirmation of Minutes

5.1    Saddle Hill Community Board meeting - 3 October 2018
	Moved (Scott Weatherall/Paul Weir): That the Board: Confirms the minutes of the Saddle Hill Community Board meeting held on 3 October 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. In addition, the Chair provided the following updates: Brighton BBQ – Staff had advised that it was not feasible to move the existing BBQ in Brighton and that there was no budget for an additional one to be installed at the Brighton Domain.  It was suggested that the Board contact the Green Island Lions to suggest a partnership to raise funds and install a BBQ at the Domain.  Mr Blair advised that he would contact appropriate staff to check on the specifications required.  Waldronville Pistol Club – The Chair spoke to the Pistol Club about the lack of parking spaces for visitors to the beach and estuary and the possibility of utilising additional parking on the start of their land.  He advised that the club was agreeable to this. The Transport Delivery Manager (Josh Von Pein) spoke to the transport items of interest which included: Ocean View Drainage – The preliminary design work was now complete and would be circulated to members.  Brighton Road update Taieri Mouth Road – The reseal was complete. Brighton Domain – The gravel area for parking would be extended however the weather had caused a delay. Scroggs Hill Road – The Board requested a copy of the results of the speed monitoring. Brighton Road – The Board requested that clearer demarcation be installed to differentiate between the road and the walkway e.g. concrete blocks.  This would be investigated and reported to the next meeting. Westwood Drainage Works – There would be an onsite meeting held with the affected residents.  The Board advised they would like to attend in support of staff.  The work was predicted to take 6 months.  The Board requested that signage to include graphics of the work and updates be placed at each end. The Parks & Cemetery Manager (Gareth Jones) spoke to the Parks and Recreation items of interest which included: Brighton Surf Club Toilets – These would be cleaned.  It was agreed that a shower was not required and would not be installed. Viscount Road – Contractors had been requested to complete the gravelling of the path.  Beachlands Speedway – Waldronville Gun Club gate – accessibility was difficult for people with prams etc due to the gate linking the speedway and gun club remaining shut. Braids Hill Reserve, Ocean View – the Chair requested an onsite meeting in the new year with staff to discuss the planting of natives and fruit trees.  He commented that residents wanted the old church to remain a focal point in the community and as such were interested in the establishment of a community garden.  Mr Jones advised that the project would need to be community driven with the Council providing assistance.  .
	Moved (Scott Weatherall/Peter Gouverneur): That the Board: a)     Amends the Action Lists as appropriate. Motion carried (SHCB/2018/037)

7       2019 Meeting Schedule
	A report from Civic proposed a schedule of meetings for 2019 for consideration and amendment if required.  It was agreed that the first meeting of 2019 would be held at the Council building with every second meeting in the community.
	Moved (Cr Conrad Stedman/Leanne Stenhouse): That the Board: a)     Adopts the schedule of meetings for 2019. Motion carried (SHCB/2018/038)

8 Governance Support Officer's Report
	A report from Civic provided an update on activities relevant to the Board area which included: a)     Discretionary Fund b)     Gift Basket c)     Proposed Traffic and Parking Controls consultation d)     Community Halls e)     Greater Green Island website subscription
	Moved (Scott Weatherall/Cr Conrad Stedman): That the Board: a)     Notes the Governance Support Officer’s Report. b)     Approves the retrospective purchase of an $80.00 gift basket for a bereaved family. c)     Approves the payment of $25 for Greater Green Island website. Motion carried (SHCB/2018/039)

9       Board Updates and Projects
	Board members provided updates on activities including: -      Keep Dunedin Beautiful -      OAR Radio -      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
	Keep Dunedin Beautiful Paul Gouverneur provided an update on Keep Dunedin Beautiful.  He spoke of the issues graffiti caused and the methods being used to address this.  Mr Gouverneur also commented on the review of bus shelters, the clean up scheduled for March and the Fairplay Street mural which was near completion. OAR Radio Ms Stenhouse provided an update on the last OAR Radio clip. Youth Ambassador Award It was agreed that this would be discussed at the next meeting and that the Board would advertise for applicants early in the year. Community meetings The recent community meeting held in Brighton was well attended by members of the community and the Fire Service.  Discussions were held on the community plan and the resource list was updated.  It was noted there were ongoing concerns with activation and warning systems.    Submissions A submission had been sent in support of the speed changes. Toy Box It was noted that some toys had been taken and others broken.  Community Pantries Leanne Stenhouse advised that the first two community pantries were near completion with the remaining three due to be built by the Green Island Shed.  The Board agreed they would like Saddle Hill Community Board signage on the pantries.
	Moved (Paul Weir/Peter Gouverneur): That the Board: a)     Notes the updates. Motion carried (SHCB/2018/040)

10     Chairperson's Report

The Chairperson (Scott Weatherall) provided a verbal update on matters of interest which included: Community Work The Chair provided an update on the work undertaken by a community worker in the area including the collection of 33 bags of rubbish removed from the estuary in one week.  He commented that he had contacted local community groups to see if they had positions as the Corrections Department were having difficulties placing people. Freedom Camping There was ongoing engagement over freedom camping. Roadside Vegetation Road Changes - Westwood

11     Council Activities
	The Ward Councillor (Councillor Conrad Stedman) provided an update on matters of interest which included: -      2GP Decision -      Local Alcohol Policy -       Street Lighting – LED Lighting -      Gala Day

12     Items for Consideration by the Chair
	The following items were notified for consideration: -      Brighton Gala Day (it was agreed that the Board would undertake the same         activities as in 2018) -      Coastal Erosion -      Volunteering Event – this would be held at the Village Green in February/March         2019 -       Youth Ambassador Award

The Chairperson (Scott Weatherall) and Deputy Chairperson (Leanne Stenhouse) left the meeting at 4.21 pm for the discussion and consideration of the funding application.

13     Funding Application
	Christmas on the Domain requested funding towards a community based Christmas on the Domain event for families. The Board agreed they were in support of the application and as this was an annual community event, they would like to revisit discussions early in 2019 with a view to the Board providing annual support as a community project.
	Moved (Peter Gouverneur/Paul Weir): That the Board: a)     Approves the funding application for $500.00 from Christmas on the Domain for their annual community event. Motion carried (SHCB/2018/041)

Mr Weatherall and Ms Stenhouse returned to the meeting at 4.25 pm

The Chair thanked everyone for their work over the past year and wished them and their families a safe and happy Christmas.

The meeting concluded at 4.28 pm

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CHAIRPERSON