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 Brighton Surf Life Saving Club Rooms, Brighton, Dunedin on Thursday 21 March 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

Adrian Blair (Group Manager Customer and Regulatory Services), Richard Ewans (Biodiversity Advisor), Tom Simons-Smith (Coastal Specialist), Maria Sleeman (Property Manager, Community and Civic), Rory Hibbs (Property Manager)

Governance Support Officer Lauren McDonald

The meeting was opened with a Karakia by Paul Weir followed by a moment’s silence for the victims and families of the mass shooting in Christchurch on Friday 15 March 2019.

1 Public Forum

1.1 Public Forum

Daphne McInnes and Jill Wells from Protect our Wildlife (POW) Brighton/Ocean View spoke of their concern for the safety of wildlife (including Little Blue penguins, seals and sealions) on the Ocean View Beach, due to the lack of clear and effective signage, resulting in dog owners allowing their dogs to roam freely. They advised that the current signage from the Department of Conservation (DoC) and DCC had conflicting information about dog control. Mrs Wells commented that her experience with dog owners, when challenged about their dog being off their lead, had a range of reaction from indifference to aggression and that clear signage and enforcement of the dog control bylaw was needed.

Adrian Blair, Group Manager Customer and Regulatory Services advised that Animal Services did undertake regular patrolling of Ocean View Beach. He offered to meet with Ms McInnes and Wells to undertake a visit to the beach and for further discussion. Cr Stedman advised he would also attend the meeting and any discussions on the matter.

2 Apologies

Apology received from Keith McFayden

Moved (Scott Weatherall/ Christina McBratney):

That the Board:

Accept the apology of Keith McFayden.

Motion carried (SHCB/2019/010)

3 Confirmation of agenda

Moved (Scott Weatherall/ Christina McBratney):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (SHCB/2019/011)

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/2019/012)

5 Confirmation of Minutes

5.1 Saddle Hill Community Board meeting - 7 February 2019

Moved (Scott Weatherall/ Leanne Stenhouse):

That the Board:

Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 7 February 2019 as a correct record.

Motion carried (SHCB/2019/013)

Part A Reports

6 Community Halls

Maria Sleeman, (Property Officer, Community and Civic) and Rory Hibbs, (Property Manager) spoke to the update provided to Community Boards. Ms Sleeman advised that a draft Hall Committee Service Agreement was underway and would be provided to community boards for consideration and comment. The agreement would formalise the management of the community halls and provide consistency of rules for parties to abide by.

7 Coastal Erosion

Tom Simons-Smith (Coastal Specialist) provided an update on Council work in relation to coastal erosion. He advised that his role as a coastal geomorphologist (based in the 3 Waters Group) involved studying the natural process of coastal erosion and large-scale planning to address erosion and inundation issues. As part of this role he was able to assist the transport group in regard to the resilience of the network. He was keen to have active engagement with the community and saw the value in a monitoring programme for Brighton Beach, similar to that currently underway at Ocean Beach.

8 Saddle Hill Community Board Action List
	A report from Civic provided an update on the Saddle Hill Community Board Action List. Updates and actions noted as:
	Transport Queen St, Brighton, Footpath installation – concept plan due by the end of March 2019. Brighton Road, Demarcation between walkway and road – Need to ensure the demarcation is working for cyclists. Action: follow up with Transport team. Ocean View Drainage – The Chair provided an update on the timeline and discussion on practical widening of water course. The work was still in progress. Action: Mr Blair to follow up with staff. Speed signs review (Blackhead Road) – Action: Mr Blair to check on the installation of 60km signs on Blackhead Road. Parks and Recreation Waldronville Pumping Station land use for recreational activity – Action: This is a Wastewater item. Mr Blair will follow up on progress with staff. Fairfield Tavern Reserve, rename of reserve – a report will be presented to the March meeting of Council for their consideration. Sports fields, stocktake/inventory of planned works – Still awaiting receipt of report. Brighton Surf Club Reserve toilets – The work to be undertaken by winter 2019. Viscount Road, Waldronville, installation of gravel path – the work had been scheduled for completion by May 2019. Main Road, Fairfield Beautification – The Chair advised that the planting looked good. Mr Blair also confirmed that he was happy with the work undertaken. Kaikorai Estuary, extension of carpark – The Chair questioned how the extension and maintenance of the carpark would be funded. Action: Parks and Reserves team would be asked to update board at next meeting.
	Moved (Chairperson Scott Weatherall/Member Christina McBratney): That the Board: a) Amends the Action Lists as appropriate. Motion carried (SHCB/2019/014)

9 Governance Support Officer's Report
	A report from Civic provided an update on activities relevant to the Board area which included: - Discretionary Fund - New Zealand Community Boards’ 2019 Conference - Neighbours Day
	The Chair advised that $8,084.59 remained in the Board’s Discretionary Fund for the 2018/19 year, following a payment to Greater Green Island for Neighbours Day of $250.00, which required ratification by the Board at the meeting. The two successful Board members drawn from the ballot to attend the 2019 Community Board conference were Mandy Mayhem Bullock (Waikouaiti Coast) and Francisca Griffin (West Harbour). DCC Biodiversity Fund Richard Ewans introduced himself to the Board and outlined his work background and his new role as Biodiversity Officer. He detailed the Biodiversity Fund work and provided brochure information to members. Mr Ewans confirmed that the next Biodiversity funding application round would commence on 1 April 2019. Messrs Weatherall and Weir would discuss project work for the protection of the coastal area at Ocean View through planting with Mr Ewans.
	Moved (Christina McBratney/Leanne Stenhouse): That the Board: a) Notes the Governance Support Officer’s Report. b) Ratifies the payment of $250.00 to Greater Green Island in support of Neighbours Day. Motion carried (SHCB/2019/015)

10 Board Updates and Projects
	Board members provided updates on activities including: Keep Dunedin Beautiful Mr Gouverneur advised that the Keep New Zealand Beautiful Awards would be held at Toitu, Dunedin on 24 October. The Sea Week event had seen volunteers collect up 250kg of rubbish. OAR Radio Mr Weatherall advised that he had spoken with Otago access radio on the upcoming local elections (to encourage nominations), the role of community boards and community emergency response plans. Peter Gouverneur would attend the next meeting. Community Meetings No meetings to report Toy Box Project – Brighton Beach Mr Weatherall advised there has been a clean-up of the box of broken toys and sand. Donations had been made to the toy box with a good supply in place. Community Pantries The Edith Street location was not as successful as hoped and needs to be promoted. Alternatively, the Board may look to moving to a new location in Fairfield. The other community pantries working well. Civil Defence/Community Response Planning There was no update for Chain Hills, Saddle Hill and Fairfield. Paul Allen advised that he was in the process of arranging a meeting with the Concord community and hoped this would start action with the other communities. Civil Defence would host a community response group table-top exercise on Tuesday 2 April, with participation by Saddle Hill (at the Brighton Surf Club), Mosgiel/Taieri and West Harbour Community Boards. Action: The Chair would arrange for a supper to be provided at the end of the exercise. It was agreed that up to $100.00 would be spent on catering. Submissions There have been no submissions. Long Term Plan – Community Engagement Plan The Chair talked through the Annual Plan information and communication resources provided and advised that they would be distributed to members. Discussion was held on whether an engagement event should be held again at Fresh Choice, Green Island. It was agreed that a drop-in session would held at the Brighton Café on 3 April from 10- 12 noon, with Ms Stenhouse, Messrs Weir and Gouverneur in attendance. Information would be added to the Facebook page and provided to Lynne Adamson (GSO). Ms McBratney advised she would provide information on Annual Plan submission/feedback at the Neighbours Day event. Community Volunteer Event The Chair circulated information on the event followed by a discussion on the date, venue and budget for the event. It was agreed it would be held at the Village Green, Sunnyvale on Monday 29 April 2019 from 6-8pm with a budget of $1000.00 for catering and refreshments. Phoenix Services and Rebecca Guest would be invited. Action: Mr Weatherall to liaise with those involved, with Ms Stenhouse assisting with the guest list and invitations. Youth Ambassador Award Ms McBratney advised that she would email the schools and put up advertising posters confirmed that the award information was on the board’s Facebook page and requested board members encourage individuals they were aware of, to apply. ANZAC Day John Moyle would be asked to represent the community at the ANZAC Day service at Green Park, Brighton and Green Island. Action: The Governance Support Office would follow up on supply of wreath by Council for the board.
	Moved (Chairperson Scott Weatherall/ Christina McBratney): That the Board: a) Approves allocation of $1,000.00 for the Community Volunteer Event to be held on Monday 29 April 2019. Motion carried (SHCB/2019/016)
	Moved (Chairperson Scott Weatherall/ Peter Gouverneur): That the Board: a) Approves allocation of $100.00 for catering for attendees at the Civil Defence Table top exercise on 2 April 2019. Motion carried (SHCB/2019/017)
	Moved (Chairperson Scott Weatherall/ Paul Weir): That the Board: a) Notes the updates. Motion carried (SHCB/2019/018)

11 Chairperson's Report
	The Chairperson (Scott Weatherall) provided verbal update on matters of interest, including:
	· Drive around of community board area to identify transport, parks and recreation work being undertaken/needed. · Met with Westwood residents re ongoing roadworks. · Radio interview completed. · Met with Sarah Nitis (Mosgiel-Taieri Community Board Chairperson). · Walkway – A Facebook request had been received for the board to consider a walkway between Westwood and Waldronville. · Met with Rebecca Guest who was working in the Chain Hills area on possum eradication, about the Saddle Hill Community Board’s possible support of this work.
	Moved (Chairperson Scott Weatherall/Member Paul Weir): That the Board: a) Notes the Chairperson’s Report. Motion carried (SHCB/2019/019)

12 Council Activities
	The Ward Councillor (Councillor Conrad Stedman) provided an update on matters of interest, including:
	Cr Stedman advised that the Annual Plan was open for public consultation. Cr Stedman spoke about the tragedy of the mass shooting in Christchurch and the resolution passed by Council in response. He commented on the need for everyone to be accountable for not allowing racist remarks or actions go unchallenged.

	Moved (Chairperson Scott Weatherall/Deputy Chairperson Leanne Stenhouse): That the Board: a) Notes the report. Motion carried (SHCB/2019/020)

13 ITEMS FOR CONSIDERATION BY THE CHAIR
	The following items were identified for consideration by the Chair:
	Mobility access to Brighton Beach Ms McBratney raised the matter of providing mobility access (wheelchairs, walkers, mobility scooters strollers) onto Brighton Beach. She advised that the Tauranga City Council had a council-owned portable beach access mat, at an approximate cost of $15,000. She commented that staff had advised there was no community funding available for this project. Discussion was held on funding sources available, such as the Bendigo Charitable Trust, or a local business to purchase the wheelchair mat, with the Saddle Hill Community Board providing storage and maintenance. Action: Adrian Blair would check if community boards could apply for external funding as they were not a charitable trust.

Mr Weatherall advised members that the next board meeting would be held at the Fairfield Community Hall on Thursday 9 May 2019.

The meeting concluded at 5:23 pm.

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

CHAIRPERSON

Saddle Hill Community Board

9 May 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	35
⇩b	Transport Action List	38
⇩c	3 Waters Action List	39

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

9 May 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

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

Discretionary Fund

1 $6,853.59 remains in the Board’s Discretionary Fund for the 2018/19 year pending payments for the Civil Defence exercise catering and the Community volunteer evening.

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
20 November 2018	$80.00	Gift Basket - bereavement
	$25.00	Greater Green Island website
	$500.00	Christmas on the Domain Funding
	$131.00	Anti graffiti paint for Fairplay St Mural
21 March 2019	$250.00	Greater Green Island Neighbours Day
	$100.00	Civil Defence exercise - catering
	$1,000.00	Community Volunteer Evening catering
Total	$3,146.41

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 21 March 2019	10