Agenda of Mosgiel-Taieri Community Board

Mosgiel-Taieri Community Board

MINUTES

Minutes of an ordinary meeting of the Mosgiel-Taieri Community Board held in the Downes Room, Mosgiel Service Centre, Hartstonge Avenue, Mosgiel on Tuesday
05 February 2019, commencing at 12.00 Noon

PRESENT

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

IN ATTENDANCE

Tracey Saunders (Chief Information Officer), Scott MacLean (Acting Parks and Cemetery Manager), Aidan Battrick (Parks Maintenance Team Leader) and Hjarne Poulsen (Transport Engineering and Road Safety Team Leader)

Governance Support Officer Wendy Collard

1 Public Forum

There was no Public Forum.

2 Apologies

An apology was received from Councillor Lord (for early departure).

That the Board:

Accepts the apology from Councillor Lord

Motion carried

3 Confirmation of agenda

Moved (Sarah Davie-Nitis/Phillipa Bain):

That the Board:

Confirms the agenda with the following addition or alteration

Item 13 - Councillor Update to be taken before Item 9 – Governance Support Officer’s Report.

Motion carried (MTCB/2019/001)

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.

Joy Davis provided an update to her register of interests.

Moved (Maurice Prendergast/Martin Dillon):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (MTCB/2019/002)

5 Confirmation of Minutes

5.1 Mosgiel-Taieri Community Board meeting - 21 November 2018

Moved (Martin Dillon/Phillipa Bain):

That the Board:

Confirms the minutes of the Mosgiel-Taieri Community Board meeting held on 21 November 2018 as a correct record with the amendment as agreed.

Motion carried (MTCB/2019/003)

Part A Reports

6 Introduction to new Parks and Recreation staff

The Acting Parks and Cemetery Manager (Scott Maclean) and Parks Maintenance Team Leader (Aidan Battrick) were be in attendance to introduce themselves to the Board.

7 Mosgiel-Taieri Community Board Action List Report

The report provided an update to the Mosgiel-Taieri Community Board on its Action List.

Parks and Recreation

· East Otago Dog Park. Councillor Lord advised that he had received good feedback regarding this park.

· Water Stations. The Board requested that staff provide an update on the number and location of the water stations in Mosgiel.

· Silverstream Valley Planting Project. It was agreed that this item would be added to the Board’s Action List. The Board requested that staff investigate potential sources of support for May/June plantings.

· Murray Street Picnic Table. It was agreed that staff would advise if the cost of the installation of the picnic table could be covered from the operational budget.

· Bloke Shed Garden Seat installation. It was noted that the installation to be completed by staff.

· Memorial Park Gardens Revitalisation Project. The Board noted that the project had been flagged with staff and agreed that it would be added to the Board Action List.

Transport

· Mosgiel motorway southern off-ramp intersection. It was agreed that NZTA be invited to the Board’s next meeting.

· Church Street. Road markings for “Stop” sign need to be reinstated.

Moved (Sarah Davie-Nitis/Joy Davis):

That the Board:

a) Amends the Action List as appropriate.

Motion carried (MTCB/2019/004)

8 Community Board Remuneration

A report from Civic advised that the Local Government Act 2002 (LGA) gives the Remuneration Authority (the Authority) the responsibility for setting remuneration for local government elected members.

The report noted that the Authority sought feedback on how Community Boards should be remunerated for the determination it would issue on 1 July 2019. Currently, the Authority sets the amount of remuneration for each chair and member of every Community Board.

It was also noted that the Authority also sought feedback on whether or not Community Boards should be funded from a “governance pool”. Regardless of how they were funded, the Authority was also asking if remuneration should reflect the number of residents represented by the whole board, or the number of residents represented by each member.

Moved (Sarah Davie-Nitis/Dean McAlwee):

That the Board:

a) Notes the Community Board Remuneration report.

b) Agreed that:

the setting remuneration for Community Boards should remain status quo where the Authority sets the amount of remuneration for each chair and member; and

Remuneration should be based on population as a minimum.

Motion carried (MTCB/2019/005)

13 Council Activities

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

Draft 2019/20 Annual Plan.

Moved (Cr Mike Lord/Chairperson Sarah Davie-Nitis):

That the Board:

Notes the report

Motion carried (MTCB/2019/006)

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) New Zealand Community Boards’ 2019 Conference

c) Notice of Requirement for Mosgiel Community and Recreation Area submission

Moved (Sarah Davie-Nitis/Maurice Prendergast):

That the Board:

a) Notes the Governance Support Officer's Report.

b) Nominates Phillipa Bain to attend the 2019 New Zealand Community Boards’ Conference.

c) Endorses the Board’s submission to the Notice of Requirement for Mosgiel Community and Recreation Area.

Motion carried (MTCB/2019/007)

10 Chairperson's Report

A report from the Chairperson updated the Board on matters of interest since the previous meeting which included:

· Otago Access Radio talkback times

· 2GP

· Overhanging vegetation. The Chair commented on the process for notifying overhanging vegetation from private properties onto walkways/footpaths, etc.

Moved (Sarah Davie-Nitis/Cr Mike Lord):

That the Board:

a) Notes the Chairperson's report.

Motion carried (MTCB/2019/008)

11 Board Projects

1 Grants Update

It was noted that the next round for grants closes on 28 February 2019 and it was agreed that the closing date would be advertised via social media and an advertisement in The Star newspaper.

2 Pride in our Place

a) Silverstream Valley Planting Project – The Chair advised that 350 Native plants had been confirmed as available for planning May/June 2019.

b) Murray Street Picnic Table – It was agreed that this would be placed on the Board’s action list.

c) Area outside under 5’s playground – It was noted that an update had been provided in the Board’s Action List update.

d) Taieri Bloke Shed garden seat installation – It was noted that an update had been provided in the Board’s Action List update.

e) Festival of the Plain – Phillipa Bain advised that Keep Dunedin Beautiful would be attending as part of the Board’s stall.

f) E-waste – Phillipa Bain commented that the E-waste collection day was 24 February 2019 at the old Countdown carpark.

3 The Taieri Heritage Schools Project

Following discussion, it was agreed that the Board would support the Taieri Heritage Schools Project this year.

4 Memorial Park Revitalisation

It was noted that staff were working on a concept plan for the area and would report back to the Board upon completion.

5 Safe Pedestrian and Cycle accessways

The workshop held on 29 January 2019 was well attended by the Board and staff. The Board requested staff to provide an update on the key findings to the Board’s meeting being held in April 2019.

6 Celebrating Local Excellence on the Taieri Project

Joy Davis reminded Board members to promote and encourage discussion within the community. She noted that the closing date for this was the end of February 2019 and a report would be presented to the next Board meeting.

8 Mosgiel and Taieri Emergency Response Group Activities

Sarah Davie-Nitis will provide a verbal update.

9 The Taieri Heritage Trail

Board Members have expressed the desire for a workshop to be held. Date to be decided.

10 Beautification (Planter Boxes)

Phillipa Bain provided a verbal update.

11 Playgrounds Brochure

Sarah Davie-Nitis advised that she was wanting for the aerial photographs on the Dunedin City Council to be updated following which a proposal would be presented to a Board meeting.

Moved (Sarah Davie-Nitis/Martin Dillon):

That the Board:

a) Notes the updates.

b) Requests that the Governance Support Officer liaise between staff and the Board to organise a workshop on the Taieri Heritage Arts Project.

c) Approves expenditure of $79.00 for the placement of an advertisement of the closing date for the Board’s grant round in The Start newspaper.

Motion carried (MTCB/2019/009)

12 Board Updates

Board members provided updates on the following activities

1 Keep Dunedin Beautiful (KDB)

An update had been provided as part of the “Pride in our Place” item.

2 Mosgiel Coronation Hall

Dean McAlwee advised that the hall had received several bookings.

3 Mosgiel Business Association

Sarah Davie-Nitis advised that the Business Association had advised that there were concerns regarding the condition of the Christmas tree and its decorations. Ms Davie-Nitis advised that they would also not be participating in the Festival of the Plain 2019.

4 Proposed Taieri Aquatic Facilities

Martin Dillon provided an update which included the fundraising and the Mosgiel Aquatic Facility Project Advisory Group.

5 Festival of the Plain

An update had been provided as part of the Board’s Projects Update item.

6 Communications and Engagement Activities

A written update had been provided.

Moved (Joy Davis/Sarah Davie-Nitis):

That the Board:

a) Notes the updates.

Motion carried (MTCB/2019/010)

14 Items for consideration by the Chair

An update on the pumps at Reid Avenue and Carlyle Road was requested.

An update on the plantings and the Southern off-ramp.

The meeting concluded at 1.50 pm

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

CHAIRPERSON

Mosgiel-Taieri Community Board

20 March 2019

Addition of Two New Names to the Road Name Register

Department: Transport

EXECUTIVE SUMMARY

1 The purpose of this report is to present options for two new road names to be added to the road name register. The road name register contains a range of pre-approved names for property developers to use when building new subdivisions. It can also be used by the Infrastructure Services and Networks Committee (the Committee) when naming roads.

2 Two new names have been proposed by the Polish Heritage of Otago and Southland Charitable Trust (the Trust) for use in the Mosgiel-Taieri Community Board area, which comply with the Dunedin City Council Road Naming Policy (the Policy).

RECOMMENDATIONS

That the Board:

a) Supports both “Polish Settlers” and “Pomerania” for inclusion in the road name register.

BACKGROUND

3 The Trust represents the descendants of early settlers of Polish origin, as well as Poles and their descendants who have since arrived in New Zealand. It fosters an awareness of Polish heritage in the region and endeavours to protect the material legacy of the early Polish settlement.

4 The Trust wishes Polish heritage and settlement on the Taieri Plain to be recognised by the naming of a road.

DISCUSSION

5 Polish settlers began arriving in the South Island of New Zealand during the 1870’s as part of an influx of immigrants from the United Kingdom and parts of Europe. Many of these settlers worked and lived on the Taieri Plain area, undertaking farming and infrastructure work. Notably, many early Polish settlers worked on drainage infrastructure to enable increased agricultural use of the Taieri Plain.

6 The Trust has proposed the name “Polish Settlers” for inclusion in the road name register, reflecting the historic settlers of the Taieri Plain area.

7 The Trust has also proposed the name “Pomerania” for inclusion in the road name register. The name relates to the geographic region of Poland where many of the early Polish settlers emigrated from.

8 The names “Polish Settlers” and “Pomerania” are not duplicates of, or similar to, any existing road name in Dunedin. They meet the spelling and length criteria of the Policy. They also meet the appropriateness criteria of the Policy, as they reflect a historical event, being the early settlement of the Taieri Plain.

9 The road name register suggests an appropriate locality for approved names. As the proposed names relate to the early settlement of the Taieri Plain, it is appropriate for them to be only available for adoption in the Mosgiel-Taieri Community Board area.

OPTIONS

Option One – The Board supports both “Polish Settlers” and “Pomerania” for inclusion in the road name register (Preferred Option).

Advantages

· The name complies with the Road Naming Policy.

· The decision would be consistent with the aspirations of the Polish Heritage of Otago and Southland Charitable Trust.

Disadvantages

· There are no significant disadvantages with this option

Option Two – The Board does not support either “Polish Settlers” or “Pomerania” for inclusion in the road name register.

Advantages

· There are no significant advantages with this option.

Disadvantages

· The decision would not be consistent with the aspirations of the Polish Heritage of Otago and Southland Charitable Trust.

· Historical Polish settlement of the Taieri Plain will remain unrecognised by way of road naming.

NEXT STEPS

10 If the recommend names are supported, staff will request that they be formally approved by the Infrastructure Services and Networks Committee.

Signatories

Author:

Grant Fisher - Transport Planner/Engineer

Authoriser:

Susan Lilley - Senior Transportation Planner

Richard Saunders - Group Manager Transport

Attachments

	Title	Page
⇩a	Road Naming Request	22

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This decision/report/proposal relates to providing local infrastructure 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	☒	☐	☐

This is an administrative function.

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 for the LTP.

Financial considerations

There are no financial implications.

Significance

The significance of the decision deemed to be low in terms of Council’s Significance and Engagement Policy.

Engagement – external

There has been engagement with the Polish Heritage of Otago and Southland Charitable Trust.

Engagement - internal

No internal engagement is required.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no conflicts of interest.

Community Boards

As the names relate to the early settlement of the Taieri Plain, it is appropriate for them to be available for adoption in the Mosgiel-Taieri Community Board area.

Mosgiel-Taieri Community Board

20 March 2019

Naming of a New Private Way off Henderson Street, Wingatui

Department: Transport

EXECUTIVE SUMMARY

1 The purpose of this report is to present the options for the naming of a private way off Henderson Street, Wingatui.

2 The new road name proposed by the developer is considered to comply with the Dunedin City Council Road Naming Policy and is therefore recommended for approval.

RECOMMENDATIONS

That the Board:

a) Supports naming the new private way off Henderson Street as “John Paul Close”.

BACKGROUND

3 A residential subdivision has been approved at 10 & 12 Henderson Street, Wingatui. This subdivision includes a new private way off Henderson Street which will serve ten residential lots.

4 The development is at the stage where the developer wishes to name the new private way.

DISCUSSION

5 The developer has proposed “John Paul Close" as their preferred name. The developer advises that John Paul is the former owner of the subject site, who had farmed this property until it was developed by the current owner.

6 No suitable alternative road name has been provided for the private way.

7 The name is not a duplicate of any existing road name in Dunedin. The name meets the spelling, length, and appropriateness criteria of the Policy.

8 For completeness, it should be noted that the Policy places less weight on the appropriateness criteria with respect to private ways.

OPTIONS Option One – The Board supports naming of the new private way off Bruce Street as “John Paul Close” (Recommended Option)

Advantages

· The name complies with the Road Naming Policy.

Disadvantages

· There are no significant disadvantages with this option.

Option Two – The Board does not support the proposed road name (Alternative Option)

Advantages

· Staff can be directed to request alternative road names from the developer that may better suit the Board’s preferences.

Disadvantages

· The private way will not have a name which will inconvenience property owners.

NEXT STEPS

9 If the recommended name is supported, staff will request that it be formally approved by the Infrastructure Services and Networks Committee.

Signatories

Author:

Grant Fisher - Transport Planner/Engineer

Authoriser:

Susan Lilley - Senior Transportation Planner

Richard Saunders - Group Manager Transport

Attachments

	Title	Page
⇩a	Subdivision Plan	26

SUMMARY OF CONSIDERATIONS

Fit with purpose of Local Government

This report relates to providing local infrastructure 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	☒	☐	☐

This is an administrative function.

Māori Impact Statement

There are no known impacts for tangata whenua.

Sustainability

There are no implications for sustainability.<Enter text>

LTP/Annual Plan / Financial Strategy /Infrastructure Strategy

There are no implications for the LTP.<Enter text>

Financial considerations

There are no financial implications.

Significance

The significance of the decision deemed to be low in terms of Council’s Significance and Engagement Policy.<Enter text>

Engagement – external

There has been engagement with the developer and their agent.

Engagement - internal

There has been no internal engagement.

Risks: Legal / Health and Safety etc.

There are no known risks.

Conflict of Interest

There are no conflicts of interest.

Community Boards

The site is located within the Mosgiel-Taieri Community Board area.

Mosgiel-Taieri Community Board

20 March 2019

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) Mosgiel Aquatic Project Team

c) Mosgiel Safe Accessways Project

d) New Zealand Community Boards’ Conference

e) DCC Property Community Halls

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer's Report.

b) Nominates a Board Member as its representative on the Mosqiel Aquatic Project Team.

Project Fund

2 $5,118.06 remains in the Project Fund in the 2018/2019 year. The following grants have been made in the current financial year:

Meeting Date	Amount	Recipient
18 July 2018	395.00	Taieri over the Tea Leaves events for 2018/19 financial year
18 July 2018	100.00	Advertising for first round of grants
29 August 2018	25.00	Stall registration – Party in the Park
29 August 2018	2,000.00	Plants for the Planter boxes
3 October 2018	1,138.50	Celebrating excellence on the Taieri - My Little Local
3 October 2018	231.15	Celebrating excellence on the Taieri - Positive Signs
3 October 2018	363.29	Celebrating excellence on the Taieri - Allied Press
21 November 2018	550.00	“Pride in our Place”
5 February 2019	79.00	Advertisement – Grants
Total	$4,881.94

Mosgiel Aquatic Project Team

3 At its meeting held on 19 February 2019, Council resolved the following

Moved (Cr Chris Staynes/Cr Doug Hall):

That the Council:

a) Notes that the fundraising target of $3.2 million has been met.

b) Notes that the Notice of Requirement for the designation of the Mosgiel Community and Recreation Area has been lodged.

c) Disbands the Mosgiel Aquatic Facilities Advisory Panel.

d) Establishes the Mosgiel Aquatic Project Team.

e) Constitutes the membership of the Mosgiel Aquatic Project Team as follows:

i) Taieri Community Facilities Trust Representative x 2

ii) Dunedin City Council Parks and Recreation Representatives x 3

iii) Mosgiel and Taieri Community Board x 1

iv) Advisory - Mosgiel Aquatic Facility Project Manager x 1

Motion carried (CNL/2019/001).

4 As per the resolution the Mosgiel-Taieri Community Board is requested to nominate a Board Member as its representative on the newly constituted Mosgiel Aquatic Project Team.

5 Please note that Council thanked the members of the Mosgiel Pool Aquatic Advisory Panel for their contribution to the panel over the past 15months.

Mosgiel-Taieri Safe Accessways Project

6 Transport staff and the Community Board are jointly progressing the Mosgiel-Taieri Safe Accessways Project. The aim is to alleviate safety issues and barriers to active transport that students and parents experience when travelling to and from schools and recreational activities.

7 The first stage of the project was to gather information which is now completed. A workshop was held on 29 February with representatives from schools and the Community Board. Also, school parents were surveyed in November 2018. An analysis of information to date including traffic data showed that there are four key themes (Speed, Crossings, Footpaths, Behaviour) as well as several opportunities and benefits if problems were resolved. Two work-streams were identified being infrastructure and liaison/education.

8 The next step is to develop an action plan for each of the two work streams:

· Infrastructure: Key areas and road corridors of concern have been identified for further investigation and concept development.

· Education and Liaison: DCC Transport is reaching out to schools to offer collaboration and assistance with School Travel Planning. Also DCC Transport will be working with the Community Board to prioritise and review actions that were brainstormed at the workshop.

9 A detailed action plan for both work streams will be presented to the Community Board’s meeting being held in August 2019.

New Zealand Community Boards’ Conference

10 The two successful Board members drawn to attend the conference were Mandy Mayhem-Bullock (Waikouaiti Coast) and Francisca Griffin (West Harbour).

DCC Property Community Halls

11 An update from the Property Department is attached which relates to the management of Community Halls (Attachment A)

Signatories

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

Attachments

	Title	Page
⇩a	DCC Property Community Hall Management	37

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.

Mosgiel-Taieri Community Board

20 March 2019

Board Projects

Department: Civic

EXECUTIVE SUMMARY

1 Grants Update

Grant applications included in agenda as a separate item.

2 Pride in our Place

a) Silverstream Valley Planting Project – refer to the Board Action List

b) Murray Street Picnic Table – Joy Davis to provide a verbal update.

c) Area outside under 5’s playground – refer to Board Action List.

d) Taieri Bloke Shed garden seat installation – refer to Board Action List

e) Pride in our Place – Phillipa Bain and Sarah Davie-Nitis to provide a verbal update.

3 The Taieri Heritage Schools Project

Sarah Davie-Nitis to provide a verbal update.

4 Memorial Park Revitalisation

No update. Refer to Board Action List

5 Safe Pedestrian and Cycle accessways

An update has been provided in the Governance Support Officer’s report.

6 Celebrating Local Excellence on the Taieri Project

Please refer to attached (Attachment A)

7 Mosgiel and Taieri Emergency Response Group Activities

Sarah Davie-Nitis will provide a verbal update. A Community Guide is available online at http://www.otagocdem.govt.nz/media/1176/mosgiel-taieri-emergency-response-guide-2018-booklet.pdf. A printable version can also be downloaded from http://www.otagocdem.govt.nz/media/1177/mosgiel-taieri-emergency-response-guide-2018-printable.pdf

Check it out!

8 The Taieri Heritage Trail

Workshop planning is underway

9 Beautification (Planter Boxes)

Phillipa Bain will provide a verbal update.

10 Playgrounds Brochure

Sarah Davie-Nitis will provide a verbal update.

RECOMMENDATIONS

That the Board:

a) Notes the updates.

b) Considers the recommendations made by Celebrating Excellence Mosgiel-Taieri Induction Panel.

Signatories

Authoriser:

Attachments

	Title	Page
⇩a	Celebratng Local Excellence on the Taieri	83

	Title	Page
⇩a	Southern Cross Millennium Leisure Maching Team	40
⇩b	Elmgrove School Board of Trustees	44
⇩c	Lodge St John No84 Charitable Trust	47
⇩d	Taieri Bowling Club	54
⇩e	Arthur Burns Preschool	61
⇩f	Encouraging Safety Project	71
⇩g	Taieri Parents Centre	73

	Title	Page
A ⇩	Minutes of Mosgiel-Taieri Community Board meeting held on 5 February 2019	10