Agenda of Saddle Hill Community Board

Notice of Meeting:

I hereby give notice that an ordinary meeting of the Saddle Hill Community Board will be held on:

Date: Tuesday 26 November 2019

Time: 5.00 pm

Venue: Edinburgh Room, Municipal Chambers, The Octagon, Dunedin

Sue Bidrose

Chief Executive Officer

Saddle Hill Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Scott Weatherall
Deputy Chairperson	Paul Weir
Members	Christina McBratney	Keith McFadyen
	John Moyle	Cr Jules Radich
	Leanne Stenhouse

Senior Officer David Bainbridge, Group Manager Property Services

Governance Support Officer Lynne Adamson

Lynne Adamson

Governance Support Officer

Telephone: 03 477 4000

Lynne.Adamson@dcc.govt.nz

www.dunedin.govt.nz

Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.

Saddle Hill Community Board

28 November 2019

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

1.1 Public Forum - Fairfield Fitness Group Funding Application 4

1.2 Public Forum - Fairfield School Funding Application 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 - 7 November 2019 9

Part A Reports (Saddle Hill Community Board has power to decide these matters)

6 Saddle Hill Community Board Action List 14

7 Funding Applications 22

8 Governance Support Officer's Report 31

9 Board Updates 66

10 Chairperson's Report 67

11 Councillor Update 68

12 Items for Consideration by the Chair

Any items for consideration by the Chair.

Saddle Hill Community Board

28 November 2019

Saddle Hill Community Board

MINUTES

Minutes of the inaugural meeting of the Saddle Hill Community Board held in the Edinburgh Room, Municipal Chambers, The Octagon, Dunedin on Thursday 07 November 2019, commencing at 1.00 pm

PRESENT

Chairperson	Scott Weatherall
Deputy Chairperson	Paul Weir
Members	Christina McBratney	Keith McFadyen
	John Moyle	Cr Jules Radich
	Leanne Stenhouse

IN ATTENDANCE

Sandy Graham (General Manager City Services) and David Bainbridge (Group Manager Property)

Governance Support Officer Lynne Adamson

1 Public Forum

As this was the Board’s inaugural meeting, there was no public forum..

2 Apologies

An apology was received from the Chief Executive Officer Dr Bidrose as she was unable to be in attendance.

3 Confirmation of agenda

The agenda was noted.

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.

Reports

5 Welcome by the Chief Executive Officer, GENERAL MANAGER CITY SERVICES

The General Manager City Services (Sandy Graham) welcomed all to the meeting and provided an introduction to the formal swearing in of members.

6 Declarations by Members
	Members made and attested their declarations as required by Schedule 7, Clause 14 of the Local Government Act 2002 which were witnessed by the General Manager, City Services (Sandy Graham).

Part A Reports

7 Voting Procedure for Appointment of Chairperson and Deputy Chairperson

A report from Civic advised that voting for appointments such as the Board Chairperson and Deputy Chairperson was to be carried out in accordance with Schedule 7, Clauses 25(2), (3) and (4) of the Local Government Act 2002 Amendment Act 2004.

Moved (Scott Weatherall/Paul Weir):

That the Board:

a) Adopts STV (System A) as the voting method for the appointment of Chairperson and Deputy Chairperson.

Motion carried (SHCB/2019/043)

8 Election of Chairperson and Deputy Chairperson
	a) Chairperson
	Moved (Christina McBratney/Cr Jules Radich): That the Board: a) Appoints Scott Weatherall as Chairperson. Motion carried (SHCB/2019/044)
	The Chairperson assumed the Chair. b) Deputy Chairperson
	Moved (Leanne Stenhouse/Christina McBratney): That the Board: b) Appoints Paul Weir as the Deputy Chairperson Motion carried (SHCB/2019/045)

9 Acknowledgement of Retiring Members

The Board acknowledged the services given by Peter Gouverneur for his term in office.

Moved (Scott Weatherall/Paul Weir):

That the Board:

a) Records its sincere thanks to Peter Gouverneur for the loyal and conscientious service given to the Dunedin community as a member of the Saddle Hill Community Board for the 3 year period 2016 to 2019.

b) Extends its sincere appreciation for the services rendered and every good wish for the future.

Motion carried (SHCB/2019/046)

10 Local Government Legislation - Briefing for the Inaugural Council Meeting

A report from Civic provided a general explanation of the following legislation as required by clause 21 of Schedule 7 of the Local Government Act 2002:

a) The Local Government Official Information and Meetings Act 1987;

b) The Local Authorities (Members' Interests) Act 1968;

c) Sections 99, 105 and 105A of the Crimes Act 1961;

d) The Secret Commissions Act 1910; and

e) The Financial Markets Conduct Act 2013.

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

a) Notes the advice regarding key legislation that applies to members of Council, its Committees and Community Boards.

Motion carried (SHCB/2019/047)

11 Meeting Schedule

A report from Civic requested the Board give consideration to the date of the next Saddle Hill Community Board meeting.

Following discussion, it was proposed that the meeting be held in the Edinburgh Room, Municipal Chambers on Tuesday 26 November 2019 commencing at 5.00 pm.

The report noted that a meeting schedule for 2020 would be brought to the meeting being held on 28 November 2019 for the Board’s confirmation.

Moved (Scott Weatherall/Paul Weir):

That the Board:

a) Confirms that its next meeting would be held in the Edinburgh Room, Municipal Chambers on Tuesday 26 November 2019 commencing at 5.00 pm.

b) Notes that the meeting schedule for 2020 would be considered by the Board at the meeting of 28 November 2019.

Motion carried (SHCB/2019/048)

12 Reimbursement

A report from Civic noted that at the Saddle Hill Community Board meeting held on Thursday 15 August 2019, the Board approved a payment of up to $80.00 to enable Fairfield School to purchase paint from Mitre 10 to continue the mural painting project at Fairplay Street Reserve. The actual cost of the paint was $422.96 and was funded by former board member Peter Gouverneur.

The Board gave consideration to the reimbursement of the full cost of the paint to Mr Gouverneur.

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

a) Approves reimbursement of $422.96 to Peter Gouverneur from the discretionary fund.

Motion carried (SHCB/2019/049)

The meeting concluded at 1.20 pm

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

CHAIRPERSON

Saddle Hill Community Board

28 November 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’s area including:

a) Discretionary Fund

b) Community Board Executive Committee Nomination

c) Community Hall Management

d) Saddle Hill Quarry

e) Smooth Hill

f) Meeting Schedule 2020

g) Remuneration

h) Board Appointments

i) Oar Radio

j) Greater Green Island Community Network Charitable Trust

k) Correspondence

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Approves the payment of $90.00 for the purchase of flowers for a bereaved family.

c) Considers nominating a representative to the Community Board Executive Committee.

d) Appoints a representative to the Keep Dunedin Beautiful Committee

e) Notes the Saddle Hill Community Board remuneration for 2019/20 year.

f) Either:

Adopts the meeting schedule for 2020 - or

Agrees that the first meeting for 2020 will be held on Thursday 23 January 2020 at which time, the remaining meetings will be adopted.

g) Considers continuing with the OAR radio programme.

h) Approves the payment of $25.00 for membership of the Greater Green Island Community Network Charitable Trust

Discretionary Fund

2 $5,549.04 remains in the discretionary fund for the 2019/20 year. The following funds have been allocated in the current financial year:

Meeting Date	Recipient	Amount
15/8/2019	Bike School, mapping of tracks for Fairplay Street Playground	$1,656.00
	Brighton/Ocean View Halls Committee – grants for chairs	$2,000.00
	Taieri Bloke Shed – Lilliput Library for Westwood	$100.00
	Fairfield School – purchase from Carters of plywood for Fairplay Street playground mural	$182.00
7/11/2019	Fairfield School – Reimbursement to member for paint purchase from Mitre 10 for Fairplay Street playground mural	$422.96
26/11/2019	Greenhouse Florist – flower purchase	$90.00
	Total	$4,450.96

Community Board Executive Committee (CBEC) Nominations

3 Nominations for representatives and deputies on the CBEC are now due and must be received by LGNZ by 5.00pm on Friday, 6 December 2019. Attached is a copy of the Memorandum from LGNZ and the nomination form (Attachments A and B).

Community Hall Management

4 The Dunedin City Council owns a number of Community Halls throughout the outlying areas of the Dunedin City. The Halls are managed by Hall Committees on an informal basis with the general understanding that Council maintains the outside of the Halls, looks after the structure of the building and compliance matters. Hall Committees look after the inside, manage the day to day running of the hall and organises the hire of the hall for the community.

5 A Community Hall Management Agreement has recently been drafted and is attached for reference. The Agreement has been sent to all the Hall Committees for feedback. Staff are currently working with the Hall Committees, responding to questions and will attend any Community Hall meeting, where necessary, to further discuss and go through the agreement. A copy of the Community Hall Management Agreement is attached for the Board’s information (Attachment C).

Saddle Hill Quarry

6 The following update has been provided on the Saddle Hill Quarry for the Board’s information:

7 The upper Saddle Hill quarry is subject to an enforcement order issued by the Environment Court which protects the skyline/ridgeline of Saddle Hill. Quarrying is only occurring on the base of the quarry which is visually screened by the protected higher land on the perimeter.

Smooth Hill

8 The following update has been provided on Smooth Hill for the Board’s information:

9 The proposed Smooth Hill Landfill site was selected as a preferred site in 1993 after an evaluation of 32 possible locations. The site was first designated for ‘landfilling and associated refuse processing operations and activities’ under the District Plan in 1995. The actual use of this site is dependent upon Resource Consents for discharges to land, air, and water from the Otago Regional Council.

10 The site is currently in the final stages of detailed geotechnical, ecological, and hydrological site investigations. The results of those investigations will be used to inform the Assessment of Environmental Effects for the Resource Consent application process early in 2020. The consent application process is expected to take approximately 24 months and community engagement will occur during this time.

11 If the Resource Consent application process is successful, construction of a modern Class 1 waste disposal facility will take approximately 2 years before the site can begin to accept waste.

Meeting Schedule 2020

12 The Council will not be considering the meeting schedule for 2020 until its meeting being held on 10 December 2019. A tentative schedule has been attached (Attachment D) for your consideration and adoption. Please note that you may leave consideration of the meeting schedule for the next meeting however, the Board will need to adopt the date and time of this meeting.

13 It is recommended that the Board holds its first meeting for 2020 on Thursday 23 January at a time and venue to be determined by the Board.

Remuneration

14 The Remuneration Authority has set the remuneration for Community Boards for the 2019/20 year. The Saddle Hill Community Board remuneration is set as follows:

Saddle Hill Community Board Remuneration 2019/20

Chairperson

$16,458.00

Member

$8,229.00

Board Appointments

15 The Board needs to give consideration to the appointment of a member to the Keep Dunedin Beautiful Committee.

OAR Radio

16 At the August meeting, it was agreed that participation in the OAR Radio programme would be put on hold until following the election. The Board now needs to give consideration as to whether they wish to continue with this radio programme.

Greater Green Island Community Network

17 Greater Green Island Community Network have invoiced the Board (Attachment E) for their annual membership. The Board needs to approve the payment if they wish to continue membership.

Correspondence

18 Jordan Summers – 2019 Youth Ambassador Award recipient has provided a report back on activities undertaken since being awarded the funding. This is attached (Attachment F) for your information.

Signatories

Author:	Lynne Adamson - Governance Support Officer
Authoriser:	Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
⇩a	CBEC - call for nomination	37
⇩b	CBEC - nomination form Zone representative	41
⇩c	Final draft Hall Management Agreement 25 Oct 2019	42
⇩d	Draft 2020 Meeting Schedule	62
⇩e	Greater Green Island Annual Subscription Invoice	63
⇩f	Jordan Summers Report Back	64

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	☐	☐	☒