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 07 February 2019, commencing at 3.30 pm

PRESENT

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

IN ATTENDANCE

David Bainbridge (Group Manager Property Services); Scott MacLean (Acting Parks and Cemetery Manager) and Aidan Battrick (Parks Maintenance Team Leader)

Governance Support Officer Lynne Adamson

1 Public Forum

There was no Public Forum.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (SHCB/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.

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/2019/002)

Part A Reports

5 Saddle Hill Community Board Action List
	A report from Civic provided an update on the Saddle Hill Community Board Action Lists.
	The Acting Parks and Cemetery Manager (Scott MacLean) and Parks Maintenance Team Leader (Aidan Battrick) were in attendance to provide updates on behalf of Parks and Recreation: Fairplay Street, Installation of Public Toilets – the work was expected to start in February. Revamp of Toilets at Brighton – the vegetation has been cut back with the repainting out for quotes. They confirmed that the Brighton Rugby Club work would be undertaken at the same time. In response to a question on whether the roof was included in the work for the revamp of the toilets at the Brighton Surf Club Domain, staff were unsure. Members requested that the roof be assessed to be repainted or at the least, waterblasted. Waldronville Pumping Station – the Chair provided an update on ideas to develop the area for recreational use and proposed that a drive round with staff to various sites in the Board area be undertaken with the inclusion of this site. As more than one Council department was involved in this project, it would enable a greater understanding for the future work. Sportsfields – the Chair commented on ongoing frustration about level of service and maintenance with sportsfields, noting that the Brighton Domain in particular suffered from significant ponding. Staff advised that there was drainage work programmed for sportsfields 1 and 2 to be undertaken before the end of the financial year. Members raised concerns with the drainage and change rooms not being opened on game days at Walton Park. The Board requested a timeframe for the work to be undertaken, even if it was a 5 year programme, just to enable understanding. They also requested an update on what qualified as regular maintenance. Reserve, Viscount Road, Waldronville – the Chair advised that there was an area that had sumped and for the past two years, had had orange safety fencing around it. The Board requested an update on whether the safety fencing was still necessary and/or what work needed to be undertaken to remove it. They also requested the installation of a gravel path for walking along the fenceline. Hancock Park – the Board commented on work undertaken at Hancock Park and requested similar work be carried out at Sunnyvale. Staff advised that an update would come to the next meeting. In addition, the Board raised the following items: BBQ at Brighton – the Board requested an updated price for the installation of a new BBQ at the Brighton Domain. Main Road, Fairfield – the Board commented on the Fairfield Beautification project and the state of the plots along the Main Road. They would like the roadside reserves revisited and tidied up. Bedford Parade, Brighton – the Board advised that residents were complaining about the state of the lawn in the middle of the road and requested an update on the mowing programme. Waldronville Reserve – the reserve at the back of the gun club was overgrown and residents also were complaining about this. Staff advised that they planned to have a drive around of the Board area within the next month and invited members to join them. Transport Action Items Sickels Street, Fairfield – it was noted that the signage in Sickels Street advised that there was no parking between 8.30 am and 9.30 am however signage indicating 5 minute parking was mean to have been installed. The Board requested this be rectified. The Board also requested a drive around with Transport staff.
	Moved (Scott Weatherall/Leanne Stenhouse): That the Board: a) Amends the Action Lists as appropriate. Motion carried (SHCB/2019/003)

6 Governance Support Officer's Report
	A report from Civic provide an update on items of interest which included the discretionary fund and the provision of a nomination for the 2019 New Zealand Community Boards’ Conference.
	Moved (Keith McFadyen/Leanne Stenhouse): That the Board: a) Nominates Peter Gouverneur as the community representative to attend the 2019 New Zealand Community Boards’ Conference. Motion carried (SHCB/2019/004)
	Moved (Scott Weatherall/Christina McBratney): That the Board: a) Notes the Governance Support Officer’s Report. Motion carried (SHCB/2019/005)
7 Community Board Remuneration
	A report from Civic advised that the Local Government Act 2002 (LGA) gave the Remuneration Authority (the Authority) the responsibility for setting remuneration for local government elected members. The Authority sought feedback on how Community Boards should be remunerated for the determination to be issued on 1 July 2019. Currently, the Authority sets the amount of remuneration for each chair and member of every Community Board. Following discussion, the Board agreed that they remained with the status quo and the Remuneration Authority set their remuneration. The Board noted that there was a vast difference in remuneration increases with Board members only receiving a CPI increase as opposed to the increase received by Councillors despite members working for the benefit of the wider community also. The Board noted that projects undertaken by the Board benefited the wider community and not just the Board area e.g. freedom camping; Christmas on the Domain; the Brighton Surf Club; the Green Island Roundabouts and drainage and roading upgrades and maintenance.
	Moved (Keith McFadyen/Paul Weir): That the Board: a) Notes the Community Board Remuneration report. b) Agreed that the setting remuneration for Community Boards should remain status quo whereby the Authority sets the amount of remuneration for each chair and member. Motion carried (SHCB/2019/006)

8 Board Updates and Projects

Board members provided updates on activities including:

Keep Dunedin Beautiful

There was no current update.

OAR Radio

Greater Green Island - Neighbours Day

Christina McBratney commented on that Greater Green Island were planning a Neighbours Day for Waldronville on a Friday night between 5.00pm and 7.00pm with Friday 22 March being discussed as a possibility. It was suggested that the Island Park Golf Club car park would be an ideal venue and that Civil Defence and Neighbourhood Support be invited to participate. Ms McBratney advised that there would also be food trucks, local musicians and Rainbow Rosalind present.

Youth Ambassador Award

The Board expressed their gratitude for Rainbow Rosalind, the last recipient of the Youth Ambassador Award and acknowledged that she had exceeded all expectations with her concerts and support of the Board.

The Board agreed that they would like to review the criteria for the Youth Ambassador Award and change the support to be up to $2,000 at the discretion of the Board. The applications would open soon and applicants would be advised that they were required to present to the 9 May 2019 Community Board meeting which would be held at the Fairfield Community Hall.

Community Meetings

There was an update on the community meeting held in Ocean View to discuss the drainage work. The residents were appreciative of the communication and the contractor.

Civil Defence/Community Response Planning

Due to confirmation, it was expected that there would be a mock scenario held at the Brighton Fire Station in April. It would provide the opportunity to go in the roles of civil defence. The Board requested an update from the Emergency Management Officer on the plans for Green Island, Fairfield, Saddle Hill and Chain Hills.

Submissions – Long Term Plan

The Chair had presented the priorities of the Board to the recent Council Annual Plan meeting..

Toy Box Project – Brighton Beach

The toy box was popular with visitors to the beach. Some toys had gone missing however residents were now donating to the toy box also which ensure there was a steady supply of toys. It was queried where the toy box would be stored over the winter months.

Community Pantries

There were currently four community pantries with the Ocean View pantry due to commence operation in the near future.

Moved (Scott Weatherall/Cr Conrad Stedman):

That the Board:

a) Notes the updates.

b) Approves that the Youth Ambassador Award support be increased up to $2,000.00.

Motion carried (SHCB/2019/007)

9 Chairperson's Report

The Chairperson (Scott Weatherall) provided a verbal update on matters of interest which included:

Brighton Gala Day – the day had been successful and it was noted that there were requests for the Board to have a dunking stand again next year.

Penguins – there were more penguins in the area with wildlife watch occurring.

Fairplay Street Reserve toilet installation.

Saddle View Pony Club – they would like a lease at Miller Park.

The Chair acknowledged the work and ongoing support from Gareth Jones and Nick Maguire who had recently resigned from the Parks and Recreation team. They had both been extremely good to work with.

Moved (Chairperson Scott Weatherall/Cr Conrad Stedman):

That the Board:

a) Notes the Chairperson’s report.

Motion carried (SHCB/2019/008)

10 Council Activities
	The Ward Councillor (Councillor Conrad Stedman) provided an update on matters of interest which included:
	Annual Plan – Cr Stedman commented that the Chair had spoken well and outlined positive work that had been undertaken but also outline the work that was still required to be completed to benefit the community. Lime Scooters – A meeting was due to be held on the way forward.
	Moved (Cr Conrad Stedman/ Peter Gouverneur): That the Board: a) Notes the updates. Motion carried (SHCB/2019/009)

11 Items for Consideration by the Chair

The Board requested the following items be included in the agenda for the next meeting:

- Update on Coastal Erosion

- Community Halls update

- Youth Ambassador Award

- Community Projects

- Community acknowledgement evening for volunteers

- Community Garden

It was agreed that the next meeting would be held at the Brighton Surf Club. The Chair would organise access.

The meeting concluded at 4.25 pm.

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

CHAIRPERSON

Saddle Hill Community Board

21 March 2019

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:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
⇩a	Parks and Recreation Action List	21
⇩b	Transport Action List	26

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

21 March 2019

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) New Zealand Community Boards’ 2019 Conference

c) Neighbours Day

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Ratifies the payment of $250 to Greater Green Island in support of Neighbours Day.

Discretionary Fund

1 $8,084.59 remains in the Board’s Discretionary Fund for the 2018/19 year following a payment to Greater Green Island for Neighbours Day. Please note that as the June meeting is very close to the end of the financial year, any decisions regarding community projects would need to be finalised at the May meeting for payment in June, before the end of the financial year.

Meeting Date	Amount	Recipient
30 August 2018	$208.68	Oar Access Radio – 2017/18 membership
	$80.00	Mitre 10 – Fairfield Park mural project
	$71.73	Food for Volunteers for clean up day
3 October 2018	$200.00	Hall Hire for Fairfield Fitness Group
	$500.00	Green Island Shed – community pantries
	$80.00	Gift Basket
	$25.00	Greater Green Island website
	$500.00	Christmas on the Domain Funding
21 March 2019	$250.00	Greater Green Island – to be ratified
Total	$1,915.41

New Zealand Community Boards’ Conference

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

Neighbours Day

3 The Board agreed in principle to support the Greater Green Island Neighbours Day to be held in Waldronville with a payment of $250.00 from the Project Fund which now needs to be ratified.

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.

	Title	Page
A ⇩	Minutes of Saddle Hill Community Board meeting held on 7 February 2019	10