Agenda of Saddle Hill Community Board

Saddle Hill Community Board

23 January 2020

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 Tuesday 26 November 2019, commencing at 5.00 pm

PRESENT

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

IN ATTENDANCE

David Bainbridge (Group Manager Property Services)

Governance Support Officer Lynne Adamson

1 Public Forum

1.1 Public Forum - Fairfield Fitness Group Funding Application

Christine McDonnell, Fairfield Fitness Group addressed the meeting in support of the funding application from the Fairfield Fitness Group Funding Application.

Ms McDonnell commented on the classes currently held and advised that she hoped to include a step class soon. The funding was requested to go towards the purchase of a headset/microphone for use in the classes.

1.2 Public Forum - Fairfield School Funding Application

Greg Lee (Principal) and Jane Wilden addressed the meeting in support of the Fairfield School funding application for funding to enable children to attend horse riding at Riding for the Disabled. They commented that the programme had been piloted this term and the positive impact it had on the children who had participated.

They confirmed that the cost was $10 per student per session and it was hoped that eight children would be able to attend each term.

The Board provided advice on different sources of funding avenues available.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Scott Weatherall/Paul Weir):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (SHCB/2019/050)

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/2019/051)

5 Confirmation of Minutes

5.1 Saddle Hill Community Board meeting - 7 November 2019

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

Confirms the minutes of the Saddle Hill Community Board meeting held on 07 November 2019 as a correct record.

Motion carried (SHCB/2019/052)

Part A Reports

6 Saddle Hill Community Board Action List

A report from Civic appended the Transportation and Parks and Recreation Action lists which provided an update on matters raised by the Board.

The following matters were discussed:

a) Catalina Lane, Waldronville – Residents have raised safety concerns with the lack of lighting on the corner of the new subdivision Catalina Lane and Brighton Road, Waldronville. The Board would like the installation of a light at this intersection prioritised for safety reasons.

b) Saddle Hill Road – The Board would like an onsite meeting to explain and show the safety issues with the increase in traffic on the road.

c) Scroggs Hill Road – The Board are concerned with the speed of traffic on Scroggs Hill Road. They would like consideration of white lines being painted down the middle of the road as a mitigation method.

d) Scroggs Hill Road/Seaview Tce – A local resident has raised concerns with cars crashing into his property especially in winter months if the corner is taken too quickly. The Board would like staff to contact Mr McFadyen to discuss these concerns and possible remedies.

e) Road Sealing outside Brighton Shop – the road had been patch repaired in front of the Brighton shop. The seal lifted and had been walked into the shop, damaging the floor. The contractor and Council committed to rectify the issue however it still has not been done.

f) Blackhead Road – the guard rail on Blackhead Road by the quarry which was damaged due to a car accident some time ago still needs replaced. The Board would like an update on the replacement date.

g) Main Road, Fairfield – there are safety issues with low visibility at the pedestrian crossing. The Board would like to meet with staff on site to address concerns.

h) Viscount Road, Waldronville – the Board acknowledges the work order has been issued but would like an indication of the timeframe.

i) Brighton Domain - the Board acknowledges the work order has been issued but would like an indication of the timeframe.

j) Public Toilet, Brighton Surf Club Reserve – the Board would like the roof to be cleaned.

k) Kaikorai Estuary – The Chair would like to have a conversation with staff on the suggestion to extend the car park

l) Canberra Place Reserve – the Board would like a conversation with staff to confirm what activity could be undertaken at the reserve

Moved (Scott Weatherall/Cr Jules Radich):

That the Board:

a) Amends the Action Lists.

Motion carried (SHCB/2019/053)

7 Funding Applications
	There were three funding applications received for consideration by the Board. The Fairfield Group Fitness requested $1,026.50 or part thereof for the purchase of a headset microphone for instruction group fitness sessions. Fairfield School requested $2,800.00 towards the cost to fund a group of eight students to attend weekly sessions at Riding for the Disabled. Christmas on the Domain requested $750.00 towards their annual community event.
	The application from Fairfield Group Fitness was discussed and it was agreed that whilst they were supportive of the group, the application did not meet the criteria for approval as it could be a paid fitness activity. The Chair advised he would contact the applicant and suggest that she may like to raise her price per session to $5.00 to help raise the funds needed.
	Moved (John Moyle/Christina McBratney): That the Board: a) Declines the funding application from the Fairfield Group Fitness Motion carried (SHCB/2019/054)
	Paul Weir advised that he was the parent of the school his children were not involved in the programme of which the school had requested support. The Board considered the application from Fairfield School and discussed concern that only a small number of children would benefit from the programme and that it was not funded by the Ministry of Education however they would provide some funding support to enable the school to source other avenues.
	Moved (Paul Weir/Leanne Stenhouse): That the Board: a) Approves the funding application from the Fairfield School and grants $500.00 towards the cost of funding children to attend sessions at Riding for the Disabled Motion carried (SHCB/2019/055) on a show of hands
	The Chairperson left the Chair and Mr Paul Weir assumed the Chair for consideration of the following funding application.
	Mr Weatherall and Ms Stenhouse declared an interest in the funding application from Christmas in the Park. They sat back and did not participate in consideration of the application. The Board considered the funding application from Christmas on the Domain. They spoke of the support and popularity of the event and the benefit to the community and agreed they fully supported the event.
	Moved (John Moyle/ Keith McFadyen): That the Board: a) Approves the funding application for $500.00 from Christmas on the Domain. Motion carried (SHCB/2019/056)

8 Governance Support Officer's Report
	A report from Civic provided an update on activities relevant to the Board’s area which included: a) Discretionary Fund b) Community Board Executive Committee Nomination – the Board agreed that they would not put a nomination forward but supported the Waikouaiti Coast Community Board nomination of Mandy Mayhem-Bullock. c) Community Hall Management – the Group Manager Property (David Bainbridge) provided an update on community halls. d) Saddle Hill Quarry – the Board requested a copy of any snapshot topography surveys undertaken which would enable comparisons of point a to point b at any one time. The would like to know if the consent was being upheld. e) Smooth Hill f) Meeting Schedule 2020 – The formal meeting schedule would be adopted at the December Council meeting. The Board agreed that they would hold their meetings at 1.00 pm on a Thursday afternoon and rotate the schedule between the community and town. The community meetings pattern would be Brighton, Waldronville, Ocean View and Fairfield. g) Remuneration h) Board Appointments – Christina McBratney was appointed to Keep Dunedin Beautiful. i) Oar Radio – the Board agreed that they did not wish to continue their subscription. j) Greater Green Island Community Network Charitable Trust -the Board agreed they would continue with their membership. k) Correspondence – Jordan Summers provided a report back on the Youth Ambassador Award
	Moved (Scott Weatherall/ Keith McFadyen): That the Board: a) Notes the Governance Support Officer’s Report. b) Adopts the meeting schedule for 2020. Motion carried (SHCB/2019/057)
	Moved (Scott Weatherall/Leanne Stenhouse): That the Board: c) Approves the payment of $90.00 for the purchase of flowers for a bereaved family. Motion carried (SHCB/2019/058)
	Moved (Member Christina McBratney/Chairperson Scott Weatherall): That the Board: d) Appoints Christina McBratney as the Saddle Hill Community Board Keep Dunedin Beautiful representative. Motion carried (SHCB/2019/059)
	Moved (Chairperson Scott Weatherall/Leanne Stenhouse): That the Board: e) Approves the payment of $25.00 for membership of the Greater Green Island Community Network Charitable Trust. Motion carried (SHCB/2019/060)

9 Board Updates

Board members provided the following updates on activities undertaken on behalf of the Board.

Youth Ambassador Award – this would be included in the agenda for the next meeting

Sand Dune Regeneration Programme – The Chair discussed the sand dune regeneration programme. He advised that the marim grass needed removal and the pikau plant which helps regenerates the sand dune would need planting at the appropriate time. The Board would put on a BBQ in support of the volunteers helping with the replanting programme.

Community Response Plan – the Board was still waiting on the Saddle Hill/Chain Hills and Fairfield response plan.

Kaikorai Estuary Car Park– this would be added as a permanent item to Board updates.

Moved (Chairperson Scott Weatherall/Paul Weir):

That the Board:

a) Notes the Board Updates.

Motion carried (SHCB/2019/061)

10 Chairperson's Report
	The Chairperson (Scott Weatherall) provided an update on the following matters of interest: · Beach Access Project – Beach Mat – there was a discussion on funding avenues to approach for support with the purchase of a beach mat which would provide wheelchair access to the beach and care and storage of the mat. It was agreed that the Green Island Lions Club would be approached to gauge their interest in the project. · Taieri Mouth Road Laybys – Any work on the laybys had been cancelled at present. · Freedom Camping · Roadside Rubbish · Annual Plan – it was agreed that the Board would gather a submission via email discussions. · Community Plan – A meeting on the community plan would be held prior to a Board meeting. · Brighton Gala Day – the gala day would be held on 26 January. The Board agreed that they would like to have a stall as in past years. Leanne Stenhouse and Paul Weir agreed to lead the project. Paul Allen (Civil Defence) had expressed interest in participating with the Board and would be contacted. · School Students – the Board would extend an invitation to local schools to invite senior students to present ideas and suggestions for their community. Big Rock and Fairfield schools would be contacted when a meeting was being held in their area. · Community Board Induction Day – The Chair, Leanne Stenhouse and Paul Weir would attend the Community Board Induction Day to be held on 9 December 2019. · Lilliput Library – Leanne Stenhouse advised that the Lilliput library had been installed in Westwood. The resident who provided the location for the Lilliput Library had purchased paint which Ms Stenhouse had reimbursed and sought approval for her reimbursement.
	Moved (Chairperson Scott Weatherall/Deputy Chairperson Paul Weir): That the Board: a) Approve reimbursement of $48.74 to Ms Stenhouse for the purchase of paint for the Lilliput Library. Motion carried (SHCB/2019/062)

11 Councillor Update

Councillor Jules Radich provided an update on Council which included the Councillor induction programme and specifically on the landfill and site visit to Smooth Hill.

12 Items for Consideration by the Chair

Annual Plan submission/Community Plan – it was agreed that the Board would hold a workshop one hour before the next meeting to discuss the community plan.

The Chair thanked everyone for their work and wished them and their families well for the Christmas and holiday season.

The meeting concluded at 6.40 pm

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

CHAIRPERSON

Saddle Hill Community Board

23 January 2020

Community Board - Community Plans

Department: Civic

EXECUTIVE SUMMARY

1 A Community Board workshop was held on 19 December 2019, to consider how Community Boards could develop community plans for each of the Community Board areas, and how those plans may contribute to the DCC’s next 10 year plan.

2 As discussed, Council staff have developed a draft template for use by each Community Board, and this template is at Attachment A. A copy of the current Community Plan is attached for your information at Attachment B.

3 As this is an administrative report, there are no options, or summary of considerations.

RECOMMENDATIONS

That the Board:

a) Notes the process for the development of Community Board Community Plans.

DISCUSSION

4 Representatives from all Community Boards attended a workshop with DCC staff on 19 December 2019 to discuss how Community Boards might progress the priorities that they have identified for their Board area into the DCC’s 10 year plan. A process for developing those priorities and then feeding them back to the DCC was discussed.

5 This would be done through the development of a community plan for each board, and DCC staff would prepare a new template plan for each board to complete. The template has been developed, and some information has been put into the template for each community board’s consideration. The use of a template would ensure a consistent approach across all Boards, in planning for their areas.

6 The template Community Plan provides key information about community boards generally, and more specific information about your community board area.

7 Sections 3 of the template plan focuses on detailing those items that the Board considers are new priorities and current priorities it may have for its area and would like to see included in the DCC’s next 10 year plan. Boards are asked to provide details of each item, what the estimated cost may be to complete (where known), when the Board would like to see it scheduled in the 10 year period (2021-31), the justification for including it in the priorities, and the order of importance of those priorities. Examples of these are provided in the template plan.

8 Section 4 of the template plan sets out those items that your Board would like to deliver to your community. These are items that would not require support or funding from the DCC, over and above your current community board funding.

9 It is proposed that section 3 and 4 of your plan become standing items on agendas so that at each meeting there is the opportunity for discussion and further development of the plan, adding to or amending the plan as agreed.

10 Community Board priorities will be a workstream in the 10 year plan process. More details will be provided on how Community Boards may pre-engage in advance of the Councillors receiving their draft 10 year plan budgets.

NEXT STEPS

11 Each Community Board will develop its Community Plan.

Signatories

Author:

Sharon Bodeker - Team Leader Civic

Attachments

	Title	Page
⇨a	Draft Annual Plan Template (Under Separate Cover 1)
⇨b	Saddle Hill Community Board Long Term Plan (Under Separate Cover 1)

Saddle Hill Community Board

23 January 2020

Board Updates

Department: Civic

EXECUTIVE SUMMARY

1 Board members will provide updates on any activities undertaken on behalf of the Board including:

- Keep Dunedin Beautiful

- Coastal Dune Regeneration Programme

- Community Response Plan

- Kaikorai Estuary Car Park

RECOMMENDATIONS

That the Board:

a) Notes the Board updates.

Signatories

Author:

Lynne Adamson - Governance Support Officer

Attachments

There are no attachments for this report.

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) Project Fund

b) Playground Upgrade Information

c) Freedom Camping

d) Reserves and Beaches Bylaw

e) Parks and Reserves Action Updates

f) Transport Action Updates

g) DCC Annual Plan Submission

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

Project Fund

2 $4,500.30 remains in the Project Fund in the 2019/2020 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
28/11/2019	Fairfield School – funding for children to attend Riding for the Disabled	$500.00
	Christmas on the Domain	$500.00
	Lilliput Library Paint	$48.74
Total		$5,499.70

Playground Upgrade Information

3 Parks and Recreation are commencing with the next phase of its two year $1.6m capital programme to upgrade playground equipment and playground soft fall across the city. Work was recently completed on upgrading all Condition 5 (Condition 1 = best condition and Condition 5 = worst condition) playground equipment and soft fall in the past 6 months, and work will now commence on Condition 4 equipment. The bulk of the condition 4 upgrades will be soft fall rather than equipment. This represents a total spend of $850k on playgrounds across the city; and will be completed by 30 June 2020.

4 Work is prioritised according to the playground audit condition assessment that was completed in September 2018; and is focused on equipment and soft fall that is in a very poor condition.

5 Whilst there is no work currently schedule to be undertaken in the Saddle Hill Community Board area, in the future, should work be undertaken in your area, notices informing the community will be placed on site just prior to the work commencing informing them what is being done and when. This information will also be posted onto the DCC website, and the department will do its best to inform Community Boards regarding each site as work gets underway (this will allow you to put information onto your social media).

6 There is a list of work which has been undertaken at playgrounds in the Board area attached for your information (Attachment A).

7 Parks and Recreation are continuing work on a Play Spaces Plan, and when completed, this will inform Parks levels of service for playgrounds and skateparks in the future. This project is being led by Parks and Recreation Senior Planner Claire Swift, and we expect it will be completed by mid-2020. If Boards wish to contact Claire, please feel free to do so. Her email is claire.swift@dcc.govt.nz.

Freedom Camping

8 Parks and Reserves will be circulating monthly reports on Freedom Camping again this season. These reports give an overview of volume of freedom campers, infringements, and complaints. Much of the data is broken down by sites across the city. Attached is the December 2019 report (Attachment B), which shows that overall volumes are 12% higher compared with December 2018, but that infringement volumes have dropped. This is likely due to better compliance due to increased ranger presence, increased security, and more information available to freedom campers about the Dunedin Freedom Camping Bylaw. A report will be going to Council on 31 January regarding a review of the Bylaw. There will be public consultation on changes to the bylaw in the first half of 2020, and Parks will be able to update Community Boards on this at the next round of community Board meetings.

Reserves and Beaches Bylaw

9 Joint DoC/DCC are now patrolling beaches and reserves across the city. Information regarding vehicles has been updated for 2019-2020 season (Attachment C) which the Rangers are using to discuss with visitors to the city’s beaches and reserves. Members of the public wanting to make a complaint to the DCC about vehicles on beaches or reserves can go to the DCC website, which provides information on how to do this and what information we require to be able to follow up on complaints https://www.dunedin.govt.nz/community-facilities/parks-and-reserves/driving-on-the-beach . A group of Council staff (Parks, Marketing and Community Development) and the Community Boards’ representative Alasdair Morrison are prioritising improvements on beaches where we receive a high number of complaints – Tomahawk, Long Beach, Warrington, etc and will be focusing on improved signage, improved information/education to community, and in some instances improved car parking and installation of barriers to reduce vehicle access to beaches and reserves.

10 Parks will continue to notify the Community Board regarding work planned or about to take place on beaches and reserves in the Board’s area. This will be a long term programme of work as we work through all beaches and reserves in coming years.

Action Updates

Parks and Reserves

11 Viscount Road, Waldronville – the gravel path work has been completed.

12 Brighton Domain – the asphalt path has been completed

13 Public Toilet at Brighton Surf Club Reserve, roof clean – the staff member responsible for this work is on annual leave. An update will be provided as soon as possible.

14 There is a drive around planned with Parks and Reserves staff which will include visits to the Kaikorai Estuary and Canberra Place Reserve.

Transport

15 Queen Street, Brighton footpath installation and Brighton Road, Westwood to Ocean View safe walkway – would the staff please prioritise the projects

16 Saddle Hill Road safety issues – staff will discuss this with the Chair.

17 Scroggs Hill Road speed assessment – this is work in progress as staff are waiting for resource consent confirmation/design.

18 Scroggs Hill Road/Seaview Road intersection safety issues – A site inspection has been carried out and discussed with the resident. Staff are investigating options in the future when funding is available. This will also be included with the transportation assessment for the new sub-division.

19 Taieri Mouth Road slip – the work on the slip has been completed apart from the planting of the slip face which will be completed by May 2020.

20 Brighton Road (Ocean View to Brighton) resealing of sections of the road – small areas have been completed. Big Rock and the shop area are in the design process and work is programmed for March 2020.

21 Main Road, Fairfield pedestrian crossing visibility – the road safety team have assessed the crossing and visibility meets standards. The safety improvements at school crossings are included with the Schools Speed Management Project.

22 Catalina Lane, Waldronville – staff will follow up on this with transport planning.

23 Brighton Road – road seal outside the Brighton Shop – Downer have contacted the shop owner and will continue to monitor the area.

24 Blackhead Road walking path – staff are waiting for a resident to agree to the land purchase agreement and are awaiting funding for the project.

25 Please note that Board or members of the Public wishing to advise the Dunedin City Council of any operational issues or concerns e.g. potholes, burst pipes, vegetation growth etc are reminded to ring the DCC Customer Service Agency on 03 477 4000 or email dcc@dcc.govt.nz For non-urgent matters contact council via the online “Fix it form”: https://www.dunedin.govt.nz/do-it-online/report/fix-it-form

26 The Board Member should contact either the Governance Support Officer or the Senior Staff Member appointed to the Board, if the issues or concerns are not dealt with in a timely manner.

DCC Annual Plan Submission

27 The Chairperson will be presenting the Saddle Hill Community Board Annual Plan submission to the Council meeting on Thursday 30 January 2020. A copy of the submission is attached for your information and consideration (Attachment D).

Signatories

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

Attachments

	Title	Page
⇩a	SHCB Playgrounds	29
⇩b	Freedom Camping Monthly Report - December 2019	30
⇩c	Driving on Beaches 2019 Flyer	36
⇩d	Draft SHCB Annual Plan Submission	38

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	☐	☐	☒