Agenda of Mosgiel-Taieri Community Board

Mosgiel-Taieri Community Board

5 February 2020

Mosgiel-Taieri Community Board

MINUTES

Minutes of an ordinary meeting of the Mosgiel-Taieri Community Board held in the Keith Willis Lounge, Coronation Hall, 97 Gordon Road, Mosgiel on Thursday 28 November 2019, commencing at 2.00 pm

PRESENT

Chairperson	Joy Davis
Deputy Chairperson	Dean McAlwee
Members	Phillipa Bain	Martin Dillon
	Cr Carmen Houlahan	Brian Peat

IN ATTENDANCE

Robert West (Group Manager, Parks and Recreation)

Governance Support Officer Wendy Collard

1 Public Forum

There was no Public Forum.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Joy Davis/Martin Dillon):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (MTCB/2019/078)

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.

Councillor Houlahan provided an update to her interest register.

Moved (Joy Davis/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/2019/079)

5 Confirmation of Minutes

5.1 Mosgiel-Taieri Community Board meeting - 7 November 2019

Moved (Phillipa Bain/Dean McAlwee):

That the Board:

Confirms the minutes of the Mosgiel-Taieri Community Board meeting held on 07 November 2019 with the amendment as agreed.

Motion carried (MTCB/2019/080)

Part A Reports

6 Naming of a new road off Dundee Road, Mosgiel

A report from Transport sought support from the Mosgiel-Taieri Community Board on the proposed naming of a new road off Dundee Road, Mosgiel, as part of the Highland Park Subdivision.

The report noted that the new road name proposed by the developer is ‘Silverdale Place’, and it complied with the DCC Road Naming Policy.

Moved (Joy Davis/Phillipa Bain):

That the Board:

a) Supports naming of a new road off Dundee Road, Mosgiel, within the Highland Park Subdivision as ‘Silverdale Place’.

Motion carried (MTCB/2019/081)

7 Naming of a new road off Holyhead Street, Outram

This report seeks support from the Mosgiel-Taieri Community Board on the proposed naming of a new road off Holyhead Street, Outram, as part of the Balmoral development by Balmoral Developments (Outram) Ltd.

The new road names proposed by the developer are ‘Frank Ferguson Place’ or ‘Franks Place’, and they both comply with the DCC Road Naming Policy.

Moved (Martin Dillon/Dean McAlwee):

That the Board:

a) Did not support the naming of a new road off Holyhead Street, Outram, within the Balmoral development as ‘Frank Ferguson Place’ or ‘Franks Place’.

b) Suggested to Council that ‘Ferguson Place’ be considered as an alternative .

Motion carried (MTCB/2019/082) with Phillipa Bain recording her vote against

8 Mosgiel-Taieri Community Board Action List Report

A report from Civic provided an update to the Mosgiel-Taieri Community Board on its Action List:

· Memorial Park Playground. Robert West provided an update on the playground maintenance work programme and the Play Spaces Strategy. It was agreed that a list would be provided which showed the priority rating for playgrounds within the Board’s area.

· East Taieri Dog Park. Mr West advised that the work would be undertaken once ground conditions had improved.

· Cemetery Road. The Board expressed concern that the extension of concrete sleepers from the bridge to East Taieri School would not be undertaken until 2021. They requested that consideration of a temporary solution be given as the school children use this route to get to and from school as there is no defined footpath area.

Moved (Dean McAlwee/Phillipa Bain):

That the Board:

a) Amends the Action List as discussed

Motion carried (MTCB/2019/083)

9 Governance Support Officer's Report
	A report from Civic provided an update on of activities relevant to the Board’s area which included: a) Project Fund b) Community Board Executive Committee. c) Community Hall Management d) Meeting Schedule 2020. Following discussion, it was agreed that the Board would hold its meetings on a Wednesday commencing at 5.00 pm. e) Saddle Hill Quarry f) Remuneration g) Round the Board - OAR FM programme. Following discussion, the Board requested statistical information on listener base in the Mosgiel Taieri area such as number of listeners. h) Keep Dunedin Beautiful i) Correspondence
	Moved (Martin Dillon/Dean McAlwee): That the Board: a) Appoints a Phillipa Bain to the Keep Dunedin Beautiful Committee Motion carried (MTCB/2019/084)
	Moved (Dean McAlwee/Phillipa Bain): That the Board: a) Agrees the first meeting for 2020 will be held on 5 February at 5.00 pm in the Downes Room, Mosgiel Library. b) Agrees that the Board meeting would be held on a Wednesday commencing at 5.00 pm. c) Agrees that the Board would not being nominating a Board member to the Community Board Executive Committee. Motion carried (MTCB/2019/085)
	Following discussion on the “Round the Boards” – OAR FM programme, the Board requested further information on the radio audience statistics in the Board’s area. It was agreed that the item would lay on the table until the Board’s next meeting.
	Moved (Phillipa Bain/Dean McAlwee): That the Board: a) Notes the Governance Support Officer’s Report b) Notes the Mosgiel-Taieri Community Board remuneration for 2019/20 year. c) Lays consideration of the proposed OAR FM programme for Community Boards on the table. Motion carried (MTCB/2019/086)

10 Chairperson's Report

A report from the Chairperson provided an update on matters of interest since the previous meeting which included:

Hawk and Hurl Event – this was being held on Saturday, 15 February 2020 from 10.00 am to 3.00 pm at the Outram Reserve.

Safe Accessways.

Aurora Energy - “Your Network Your Say” community drop-in session held in Mosgiel on Tuesday, 26 November 2019.

Moved (Joy Davis/Phillipa Bain):

That the Board:

a) Notes the Chairperson’s update

Motion carried (MTCB/2019/087)

11 Council Activities
	Councillor Carmen Houlahan will provide an update on matters of interest to the Board which included Councillor induction. Following discussion, it was agreed that a bus tour of the Board’s area would be undertaken in February 2020.
	Moved (Joy Davis/Dean McAlwee): That the Board: a) Notes the Council Activities Update. Motion carried (MTCB/2019/088)

12 Items for consideration by the Chair

Brian Peat requested the following items be considered:

a) Cycle Trail to Mosgiel

b) Traffic flows along Gordon Road

c) Silverstream Stream Track maintenance

d) Welcome Mosgiel signage

The meeting concluded at 3.37 pm.

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

CHAIRPERSON

Mosgiel-Taieri Community Board

5 February 2020

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) Playground Upgrade Information

c) Freedom Camping

d) Reserves and Beaches Bylaw

e) Parks and Reserves Updates

f) Proposed Mosgiel Pool

g) Transport Updates

h) Round the Board - OAR FM programme

i) Correspondence

j) Aurora Energy Submission

k) Council Consultations

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

b) Considers the proposed OAR FM programme for Community Boards

c) Considers voting for the Community Boards’ Executive Committee’s Zone 6 Representative

d) Considers submitting to Aurora Energy

Project Fund

2 $6,300.00 remains in the Project Fund in the 2019/2020 year. The following funds have been allocated in the current financial year. The Project Fund criteria is attached for the Board’s information (Attachment A).

Meeting Date	Amount	Recipient
14 August 2019	2,000.00	Plants for the Planter boxes
14 August 2019	500.00	Berwick Outdoor Experience Course Sponsorship by the Board
14 August 2019	1,200.00	Taieri Historical Society
Total	$3,700.00

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 $850,000 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. Attached is a list of Condition 4 playground equipment and soft fall that will be upgraded in the Mosgiel-Taieri Community Board area in the next 6 months. This is a spend of $319,684 (Attachment B). Some of the work in your area may already have been completed or underway. 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).

5 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

6 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 C), 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 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

7 Joint DoC/DCC are now patrolling beaches and reserves across the city. Information regarding vehicles has been updated for 2019-2020 season (Attachment D) 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.

Proposed Mosgiel Pool Site

8 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.

9 Geotechnical testing will be undertaken in the next few weeks on a proposed site for the new Mosgiel Pool.

10 The Dunedin City Council is carrying out tests on the site next to the current pool at the western end of Memorial Park. The Group Manager Parks and Recreation advised that it is expected that testing will confirm the western site is suitable for the new pool and would provide further information on underground infrastructure and the flood bank.

11 The soil will be tested utilising cones pushed 1 metre and 15 metres deep into the ground, and machine boreholes 10 metres into the soil. The test holes will be in about 20 locations in the carpark, Sportsfields, and flood bank next to the current pool.

12 The start date for testing will begin on Tuesday 18 February and be completed by Friday 21 February 2020. Disruption will be minimised during this time with holes drilled backfilled, capped and returned to an even surface. It is anticipated that a report on the testing would be received a month after completion of the testing.

Action Updates

Parks and Reserves

13 East Taieri Dog Park – the Contractor is still waiting for ground conditions to improve before carrying out the work.

14 Outram Glen – Staff continue to work with the Otago Regional Council (ORC) and the Department of Conservation (DoC) on this project. Engineers are currently working on earthworks drawings (Attachment E) so that aspect of the project can be priced. Once costings are known, a conversation with DoC, ORC and DCC will need to occur to determine how costs would be allocated. Please note the Board may wish to consider putting this project into its Community/Long Term Plan as Parks have no budget allocation for this project at this time.

15 Silverstream Track – Staff are currently working with contractors to resolve the trip hazard of tree roots on the track alongside the Silverstream.

Transport

16 The Tunnels Trail – Staff have advised that the Tunnels Trails has been designated as a major project and is being supported by the Programme Management Office (PM). The allocated budget is $11.95 million. A Project Manager has been appointed and a project brief has been completed that will be presented to the PM’s Project Change Control Group within the next month or two. Following that, the next step will be to appoint consultants to develop a concept design and a single stage business case for the project.

17 Safe Accessways – The aim of the project is to alleviate safety issues and barriers to active transport for both parents and students. Please find below the next steps:

· Dunedin City Council to provide an update to the next Board meeting.

· Installation of footpath decals at Silverstream School to encourage walking to and from school www.odt.co.nz/news/dunedin/trial-decals-encourage-walking-school

· Infrastructure trials (e.g. crossing facilities, intersection improvements) will be implemented April 2020 and September/October 2020.

· Dunedin City Council Cycle skills training for Elmgrove and Silverstream Schools.

18 Please note that if Board or members of the Public wish to advise the Dunedin City Council of any issues or concerns, they should contact the Customer Service Agency on 03 477 4000 or email dcc@dcc.govt.nz For non-urgent matter, please contact Council via the online “Fix it Form” https://www.dunedin.govt.nz/do-it-online/report/fix-it-form

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

Round the Boards – OAR FM programme

20 OAR FM have extended an invitation to the Board to take part in the “Round the Boards” feature segment. A number of the Community Boards took part in this programme last triennium. It is now proposed to hold the feature on Tuesdays at 8.40 am.

21 This is a 10 to 15 minute weekly segment which provides each participating Board with the opportunity to promote events, issues and people. The segment is hosted by Mr Harford, with Boards sending a representative for an on-air chat on their allocated day.

22 At its meeting held on 28 November 2019, the Board requested further information to enable it to make a more informed decision (Attachment F)

Correspondence

23 Memorandum and voting paper for the Elections of the Community Boards’ Executive Committee’s (CBEC) Zone 6 representative (Attachment G).

“Your Say, Your Network Consultation” Aurora Energy

24 Over the past few months Aurora Energy has been consulting with the community, businesses and other key stakeholders on its “Your Say, Your Network Consultation Document.

25 The Board is asked to give consideration to the attached submission (Attachment H) prepared by Brian Miller.

Council Consultations

26 Any consultations that the Dunedin City Council are consulting on can be found on the Dunedin City Council website via this link https://www.dunedin.govt.nz/council/currently-consulting-on

Signatories

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

Attachments

	Title	Page
⇩a	Project Fund Criteria	25
⇩b	Playgrounds Update	26
⇩c	Freedom Camping Montly Report - December 2019	27
⇩d	Driving on Beaches 2019 Flyer	33
⇩e	Outram Glen	35
⇩f	OAR FM Listernership Information	37
⇩g	Memorandum and Voting paper for Community Board Executive Committee Zone 6 representative	39
⇩h	Draft submission to Aurora Energy	42

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.

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 Board except to provide information on activities in or relevant to the Board’s area.

Mosgiel-Taieri Community Board

5 February 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