Agenda of Saddle Hill Community Board

Saddle Hill Community Board

18 June 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 Thursday 12 March 2020, commencing at 1.00 pm

PRESENT

Chairperson	Scott Weatherall
Deputy Chairperson	Paul Weir
Members	Keith McFadyen	Cr Jules Radich
	Leanne Stenhouse

IN ATTENDANCE

David Bainbridge-Zafar (Group Manager Property); Chris Henderson (Group Manager Waste and Environmental Solutions)

Governance Support Officer Lynne Adamson

1 Public Forum

1.1 Public Forum - Southern Food Forest

Jay Hutchings and Susanne Hutchings spoke on their proposal for a Southern Food Forest.

Mr Hutchings commented that the concept was around sustainability and food forests being provided for in an area in the community. They were looking at using reserve or parks land, layering mulch and planting fruit trees and grapes or berries. The proposal could originate in Waldronville, be community driven and, if successful, could be replicated in other suburbs in the Board area.

Ms Hutchings advised that she was both a bee keeper and a nurse. She commented on issues with the health of bees and the necessity to help them. She spoke of the importance of pollinators and how people need bees. The benefit of planting fruit trees and edible shrubs would not only help the community by the provision of fresh food but would feed the pollinators as well. Ms Hutchings commented that as a nurse, she works in the community with the elderly, and has noticed that they struggle to be able to afford fresh fruit and vegetables which was showing in their health. To have a community garden available would benefit bees, birds and the community especially children and the elderly. In closing, Ms Hutchings advised that she had a community pantry outside her property which was widely used.

The Board agreed they were supportive of the idea but noted that following discussions in the past, the upkeep and lack of a community leader provided a stumbling block to the idea being progressed. Mr Hutchings advised that he would be the community leader for Waldronville.

There was a discussion on suitable areas in Waldronville and it was suggested that Delta Drive, Viscount Road and Canberra Lane reserves could be suitable and should be assessed.

2 Apologies

Moved (Scott Weatherall/Paul Weir):

That the Board:

Accepts the apologies from John Moyle and Christina McBratney.

Motion carried (SHCB/2020/012)

3 Confirmation of agenda

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (SHCB/2020/013)

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/Paul Weir):

That the Board:

a) Notes the Elected Members' Interest Register; and

b) Confirms the proposed management plan for Elected Members' Interests.

Motion carried (SHCB/2020/014)

5 Confirmation of Minutes

5.1 Saddle Hill Community Board meeting - 23 January 2020

Moved (Scott Weatherall/Cr Jules Radich):

That the Board:

Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 23 January 2020 as a correct record.

Motion carried (SHCB/2020/015)

Part A Reports

6 Introduction - Group Manager Transport

Jeanine Benson, Group Manager Transport was unable to attend the meeting.

7 Waste Futures Project and Proposed Smooth Hill Landfill

A report from Waste and Environmental Solutions provided an update on activities relevant to the Waste Futures Project and proposed the Smooth Hill Landfill.

The Group Manager Waste and Environmental Solutions (Chris Henderson) spoke to the report and responded to questions.

In response to a request from the Board on community engagement to ensure community was raised with respect to the landfill, Mr Henderson agreed that a meeting would be undertaken prior to consultation.

Mr Henderson advised that some staff and a representative from the Mosgiel Taieri Community Board and Paul Weir (on behalf of the Saddle Hill Community Board) were due to visit the Kate Valley Landfill which was newest landfill in the South Island. Smooth Hill would be based on the Kate Valley operation.

Moved (Paul Weir/Keith McFadyen):

That the Board:

a) Notes the Waste Futures Project and Proposed Smooth Hill Landfill report

Motion carried (SHCB/2020/016)

8 Governance Support Officer's Report

A report from Civic provided information on activities relevant to the Board’s area including:

a) Project Fund – it was noted that the Youth Ambassador Award funding would be allocated at the next meeting.

b) Parks and Reserves Updates

· Barneys Island, Brighton – the Board discussed concerns that had been raised at the August 2019 meeting with respect to the work undertaken by contractors on Barneys Island. Contractors had felled dead trees but had not removed the wood thereby blocking the routes penguins used when coming onshore to nest. The Board requested an update on their earlier request to identify methods to clear the wood and waste and make the island more accessible for penguins once more.

· Freedom Camping

· Brighton – Taieri Mouth Laybys – the Board requested an update on the assessment and responsibility of the laybys on Brighton Road between Brighton and Taieri Mouth.

c) Transport Updates

· Waldronville Roundabout – the Board want to advocate for a roundabout to be installed at the junction of Delta Drive, Lancaster Lane and Vulcan Road and requested advice on how to progress this.

· Speed Review – the Board noted that speed reviews had been undertaken in the community which provided data and they requested that this be acted upon before a new review be undertaken.

· Ocean View Drainage – the Board requested an update on the cleaning out of the ditch in Ocean View which floods when there is heavy rain.

d) Consultations – The Board agreed they would hold a workshop to work on submissions for both the Dunedin City Council and Otago Regional Council annual plans. The submissions would be ratified at the next Board meeting.

Moved (Scott Weatherall/Keith McFadyen):

That the Board:

a) Notes the Governance Support Officer’s Report

b) Agrees to submit to the Dunedin City Council and Otago Regional Council Annual Plans.

Motion carried (SHCB/2020/017)

9 Board Updates

Board members provided updates on any activities undertaken on behalf of the Board or items of interest including:

- Keep Dunedin Beautiful – Christina McBratney was absent from the meeting but emailed an update which included:

· Keep Dunedin Beautiful – nominations for the Keep NZ Beautiful Awards were now open.

· Chain Hills Tunnel project

· Neighbours Day, Waldronville – scheduled to be held on Wednesday 27 March 2020 at the Island Park Golf Club from 5.00 pm – 7.00 pm unless gatherings such as this are no longer permitted due to the Corona Virus.

- Coastal Dune Regeneration Programme – the seedlings planted at Milburn wer growing well at Milburn.

- Community Response Plan – Members were encouraged to participate in the tabletop exercise scheduled for 6 April 2020.

- Kaikorai Estuary Car Park – the Chair would discuss the car park proposal with the Group Manager Parks and Recreation as the onsite visit was postponed.

- Chain Hills Cycle Tunnel – It was noted that the Trust wanted to progress the tunnel with Dean McAlwee from the Mosgiel Taieri Community Board driving the project.

- Community Plan – the Board agreed to hold a workshop to progress the Community Plan and upcoming submissions.

- Civil Defence Evening – Keith McFadyen provided an update on the civil defence evening held earlier in the week. He advised that the roles in terms of the Board and community interest groups had been discussed. The Board requested an update on the incident management booklet due to be completed for the community.

Moved (Scott Weatherall/Keith McFadyen):

That the Board:

a) Notes the Board updates.

Motion carried (SHCB/2020/018)

10 Chairperson's Report

The Chairperson (Scott Weatherall) provided an update on items of interest to the Board which included:

- Parks and Reserves drive around – this has been rescheduled and will now take place on Tuesday 16 June 2020. It would include a discussions on the possible redesignation of the reserve in Waldronville; community garden and food forest noting that the Community would need to take ownership of the project and the car park at the Estuary.

- ANZAC day service – the Chair provided an update on the services planned for Brighton and Green Island.

- Chairs meeting – The Chair provided an update on the recent chairs meeting which is held with community board chairs, senior staff and the elected members appointed to Boards.

- Community Service

- Big Rock School – The school has expressed concern with safety issues due to the busy road and have requested that the Board advocate for safety improvements outside Big Rock School. The Chair advised that due to new signage being installed around schools, there may be signs that are redesignated to other schools including Big Rock.

- Speed Review – it was agreed that Brighton Road, Waldronville should be included in the speed review.

- Fairfield School Murals – the murals were painted and ready to be installed however the school was having difficulty sourcing anti-graffiti paint. The Board agreed that they would provide the anti-graffiti paint.

Moved (Scott Weatherall/Cr Jules Radich):

That the Board:

a) Notes the Chairperson’s Report.

b) Approves up to $30.00 to be paid out of the project fund for the purchase of anti-graffiti paint for the Fairfield School murals .

Motion carried (SHCB/2020/019)

11 Councillor Update

Councillor Jules Radich provided an update on items of interest which included:

- Annual Plan

- Mosgiel Pool – noting the preferred site for the proposed new pool

- Council meetings

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

a) Notes the update from Cr Radich.

Motion carried (SHCB/2020/020)

12 Items for Consideration by the Chair

The next meeting would be held at the Island Park Golf Clubrooms in Waldronville.

The Youth Ambassador Award would be considered at the meeting.

The Chair requested that staff attend the meeting.30 April – Waldronville – Island Park

The meeting concluded at 2.31 pm.

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

CHAIRPERSON

Saddle Hill Community Board

18 June 2020

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) DCC Annual Plan Submission

c) ORC Annual Plan Submission

d) Saddle Hill Community Board Long Term Plan Update

e) Updates

f) Youth Ambassador Award

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

b) Ratifies the submission to the Dunedin City Council retrospectively.

c) Ratifies the submission to the Otago Regional Council retrospectively.

d) Approves the Long Term Plan Update June 2020.

e) Decides on the recipient of the Youth Ambassador Award.

Project Fund

2 $4,093.19 remains in the Project Fund in the 2019/2020 year.

3 At the Council Annual Plan Deliberation meeting held on 27 May 2020, Council approved the carry forward of unspent 2019/2020 Community Board discretionary funds into the 2020/2021 financial year as a one-off consideration due to the recent Covid-19 events.

4 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
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	$76.09
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	$46.03
	Greater Green Island Annual Website Subscription	$25.00
23/1/2020	Big Rock School – Funding towards purchase of a van	$500.00
12/3/2020	Anti Graffiti Paint for Mural at Fairplay Street Playground	$80.73
Total		$5,906.81

ANNUAL PLAN SUBMISSIONS

5 At the 12 March 2020 Community Board meeting, the Board agreed to submit to the Dunedin City Council and Otago Regional Council Annual Plans. The Board needs to retrospectively ratify the submissions (Attachment A and B).

UPDATES

6 Please note that due to the COVID-19 lockdown, there may be some items that have been unable to be progressed as work was reprioritised to meet urgent needs and to comply with the lockdown requirements.

Freedom Camping

7 The City’s freedom camping sites were recently re-opened under Covid Level 2 restrictions, and there appear to be slightly higher numbers of Freedom Campers in the city than usual as we head into winter. This is possibly due to a number of overseas tourists that remained in NZ during Covid Level 4 and 3 lockdown.

8 The Freedom Camping security contract ended (as per schedule) on 31 May 2020 for the year, and so please contact Customer Services Agency if there are issues relating to Freedom Camping in the coming months. A draft Camping Control Bylaw 2015 and Statement of proposal outlining a Special Consultative Procedure will go to Council on 30 June 2020, which if approved, will allow for the draft Bylaw to go out for public consultation in the near future.

9 The Freedom Camping Monthly report for February 2020 and March 2020 are provided for your information. (see Attachments C and D).

Roadside Vegetation Contract

10 The contract for roadside vegetation changed during Covid Level 3 lockdown on 1 May. This was part of a planned change as part of the new Road Maintenance Contract. The roadside vegetation component of this contract is being delivered by Whitestone Contracting who are subcontracted to Fulton Hogan. This contract is being managed by the Transportation department.

Ocean View Ditch

11 The work on the Ocean View ditch was unable to be progressed over the past couple of months due to urgent work required on two new sites that flooded as a result of the 18 April 2020 rain event and resource availability. This remains on the work list.

Coastal Erosion Update

12 The Dunedin City Council and Otago Regional Council recognise that there are coastal hazards which could affect people, properties and infrastructure in the Dunedin District. These risks are likely to increase with sea level rise and further development. While it is likely that some areas face greater exposure to coastal hazards than others, at present there is not enough information to assess and robustly prioritise the coastal hazard risks within the Dunedin District.

13 Together, the DCC and ORC are looking to improve the level of coastal hazard information in the Dunedin District to help direct and prioritise future assessments and shoreline management planning. Our objective is to better understand the likelihood and consequence of different coastal hazards (erosion, inundation and groundwater rise) around the district so that both DCC and ORC can begin to fill key knowledge gaps, prioritise detailed assessments where necessary and generally support the functions of local government.

14 The initial coastal hazard screening work will begin over the coming months and will help to identify areas that require more detailed monitoring, assessments and management planning in the future.

Speed Review

15 A consultation on the proposed speed limit changes will be undertaken in the next few months. There will be several roads in the Board area which are affected by the review and the Board will be invited to provide feedback.

Transport Updates

16 Viscount Road/Brighton Road Intersection Waldronville – This is within the existing 60km speedlimit through Waldronville which is considered the safe and appropriate speed. A review was undertaken on the intersection to ensure it met the guidelines and it was confirmed it does. The latest crash was investigated by the Police and no additional issues were raised however the intersection is continuing to be monitored.

17 Brighton Road, Westwood to Ocean View – the request for the shoulder to be widened is being reviewed and concept designs will be prepared during 2020/21. The Board will be kept up to date with the progress.

18 Scroggs Hill Road and Seaview Road, Brighton – Due to the recent pandemic, the planned traffic monitoring camera is yet to be set up. This is expected to happen within the next two months.

19 Martin Road, Fairfield – It was requested that the section of Martin Road from the Main Road to Fairplay Street be resurfaced however this is not currently on the resurfacing list in the immediate term and is set to occur in 2023/2024. Staff are aware of the issues in this section and advised that there was a blowout repaired a while ago and another currently open. There is a footpath repair set for 2021/2022 which was deferred from 2020/21.

20 Roadside Vegetation – Transport took over the vegetation contract from Parks on 1 May 2020 and are looking at issues now. Swikar and White Stone Roading are looking at areas including Brighton Road from Taylors Creek to Big Rock, Bennett Road to Brighton Road walkway and Seaview Road to Brighton Road walkway on Monday and it is hopeful that they will be programmed and completed soon.

21 Potholes – Potholes identified at Scroggs Hill Road, Brighton Road and Taieri Mouth Road have been repaired.

Sewerage Smell, Brighton Road, Westwood

22 A water connection has been connected to the pump station upstream of Westwood (Brighton #4) and have initiated flushing 2 times a week in an effort to try and get product moving more frequently. There is CCTV placed in the pipeline which has not highlighted any discernible anomalies that would identify the problem. Staff are in the process of initiating a thorough investigation of the pump station with the view to affect major modifications in an effort to resolve this issue. It is envisioned this work will be one of the first pieces of work to start upon the return to work post Covid 19. A thorough investigation of the pipeline and the pump station and design work to address the problem needs to be undertaken and then put out to tender to have the works performed. Exact time frames are unable to be provided at the moment but this is of high priority and will be one of the first jobs to be looked at upon return to work.

LONG TERM COMMUNITY PLAN

23 A copy of the updated LongTerm Plan is attached for your consideration and approval (Attachment E).

Board members (or members of the public) wishing to advise Council of any operational issues or concerns, e.g. potholes, burst pipes, overgrown vegetation etc are reminded to ring the DCC Customer Services Agency on 03 477-4000, or email on 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

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

Signatories

Author:	Lynne Adamson - Governance Support Officer
Authoriser:	Clare Sullivan - Team Leader Civic

Attachments

	Title	Page
⇩a	DCC Submission	2
⇩b	ORC Annual Plan Submission	2
⇩c	Freedom Camping Monthly Report February 2020	2
⇩d	Freedom Camping Monthly Report March 2020	2
⇩e	Long Term Plan updated June 2020	2

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	☐	☐	☒