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: Thursday 6 August 2020

Time: 1.00 pm

Venue: Sunnyvale Sports Complex, Sunnyvale, Dunedin

Sandy Graham

Acting 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-Zafar, 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

6 August 2020

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 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 - 18 June 2020 9

Reports

6 Civil Defence 15

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

7 Governance Support Officer's Report 16

8 Board Updates 21

9 Smooth Hill 22

10 Chairperson's Report 24

11 Councillor Update 25

12 Items for Consideration by the Chair

Any items for consideration by the Chair.

Saddle Hill Community Board

6 August 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 18 June 2020, 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

David Bainbridge-Zafar, Group Manager Property Services

Governance Support Officer Lynne Adamson

1 Public Forum

There was no Public Forum.

2 Apologies

There was an apology from Keith McFadyen for lateness.

Moved (Scott Weatherall/Paul Weir):

That the Board:

Accepts the apology for lateness from Keith McFadyen.

Motion carried (SHCB/2020/001)

3 Confirmation of agenda

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

Confirms the agenda with the following alteration:

- That Item 6 – Introduction of the Group Manager Transport be withdrawn.

Motion carried (SHCB/2020/022)

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/2020/023)

5 Confirmation of Minutes

5.1 Saddle Hill Community Board meeting - 12 March 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 12 March 2020 as a correct record.

Motion carried (SHCB/2020/024)

Part A Reports

7 Youth Ambassador Award Funding Applications

There were two applicants for the Youth Ambassador Award. The panel comprising of Leanne Stenhouse and Cr Jules Radich assessed the applicants and recommended Keira Wallace be approved as the successful applicant.

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

a) Awards the Youth Ambassador Scholarship to Keira Wallace.

b) Approves the payment of $500.00 to Keira Wallace.

Motion carried (SHCB/2020/025)

8 Governance Support Officer's Report
	A report from Civic provided information on 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
During discussion Keith McFadyen entered the meeting at 1.10 pm.
	Moved (Scott Weatherall/Leanne Stenhouse): 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. .Motion carried (SHCB/2020/026)

9 Board Updates

Board members provided updates on activities undertaken on behalf of the Board or items of interest which included:

- Keep Dunedin Beautiful – Christina McBratney advised that the Keep New Zealand Beautiful Awards were open until 5 August 2020. She commented on plastic free July and spoke of minor beautification projects.

- Coastal Dune Regeneration Programme – it was noted that the Coastal Specialist would attend a meeting prior to the end of the year to provide an update.

- Community Response Plan – the document had been completed and would be distributed to the community.

- Kaikorai Estuary car park

- Chain Hills Cycle Tunnel

- Food Forest, Waldronville

Moved (Scott Weatherall/Christina McBratney):

That the Board:

a) Notes the Board updates.

Motion carried (SHCB/2020/027)

10 Chairperson's Report

The Chairperson provided an update on matters of interest including:

- CEO resignation – The Chair advised that Dr Sue Bidrose had tendered her resignation, effective Friday 17 July 2020. He acknowledged the work she had undertaken and conveyed thanks on behalf of the Board for all her support. Mr Weatherall commented that he, as Chair, appreciated how supportive she has been.

- Fairplay Street Mural

- Parks and Recreation and Transport drive around – the Chair provided an update on the recent drive around with staff and acknowledged his appreciation.

- Community Clean Ups – the Chair advised of some clean up jobs undertaken for local residents.

- Liam Kernaghan, National MP Taieri Electorate – the Chair had met with Mr Kernaghan to discuss items of interest.

- Westwood Sewer – ongoing challenge with the offensive odour from the sewer. The residents are appreciative of the help from Council staff.

- Rural Roads, McMaster, Creamery and Green Island Bush Road – there were issues with the grading following heavy rainfall. The Chair acknowledged the work undertaken by SouthRoads.

- Big Stone Road – the Chair spoke of issues with many animal carcases that had been dumped on the side of the road. He acknowledged the quick and efficient work by SouthRoads to remove them.

- Scroggs Hill Road –the frustration of residents with the speed issues on Scroggs Hill Road was discussed. The Chair noted that there would need to be a recommendation from staff about the best mechanism to use to slow speed in the area e.g. speed bumps. Mr McFadyen advised that he would speak to residents and report back to the Board.

Moved (Scott Weatherall/Keith McFadyen):

That the Board:

a) Notes the Chairperson’s Report.

Motion carried (SHCB/2020/028)

11 Councillor Update

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

- Coastal Plan

- NZTA consultation was now open on the future of the One Way System.

- George Street proposals

- Cycle Trails

- Infometrics

- Dunedin Rail

Moved (Cr Jules Radich/John Moyle):

That the Board:

a) Notes the update from Cr Radich.

Motion carried (SHCB/2020/029)

12 Items for Consideration by the Chair
	It was noted that the next meeting would be held in the Sunnyvale Clubrooms. Mr Moyle would arrange the booking.

The meeting concluded at 1.57 pm.

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

CHAIRPERSON

Saddle Hill Community Board

6 August 2020

Part A Reports

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) Transportation Updates

c) Parks and Reserves Updates

d) Three Waters Updates

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

Project Fund

2 As advised at the 18 June 2020 Saddle Hill Community Board meeting, 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.

3 As this is the start of the financial year, the Board has $13,675.00 in their discretionary fund.

TRANSPORTATION UPDATES

Speed Limit Bylaw

4 Transportation have provided the following update in relation to the Speed Limit Bylaw which is currently out for consultation:

5 The DCC is proposing to set new safe speed limits for some roads. The speed a vehicle is traveling determines both the likelihood of a crash occurring and the severity of the outcome. The current speed limits on many Dunedin local roads are not suitable for the existing conditions. If approved, the new speed limits would come into force on 1 November 2020.

6 The proposed amendment 11 of the Speed Limits Bylaw sets out new speed limits for the following areas:

Proposed areas	Current speed km/h	Proposed speed km/h
Central city roads: CBD Dunedin and Green Island.	50	30
Peninsula town centre roads: Broad Bay, Company Bay, The Cove, Harwood, MacAndrew Bay and Portobello.	50	40
High risk rural roads: Allanton, Blackhead, Brighton, Fairfield, Green Island, Halfway Bush, Highcliff, Mount Cargill, North Taieri, Ocean View, Otago Peninsula, Saddle Hill, Tomahawk, Waldronville and Westwood.	70, 80 & 100	60
Scroggs Hill Road	100	80

7 We want your input before deciding whether to amend the speed limits in the bylaw. The statement of proposal, Speed Limits Bylaw Amendment 11, maps and more information is available at www.dunedin.govt.nz/consultation. We also want your ideas on other areas or roads in Dunedin you think should have a lower speed limit.

8 You can give us feedback online at www.dunedin.govt.nz/consultation, or write to us at Speed Limits Bylaw, Dunedin City Council, PO Box 5045, Moray Place, Dunedin 9058. Feedback needs to be received by 4pm on Thursday, 20 August 2020.

Kaikorai Estuary Car Park

9 Following a request from the Parks and Reserves department, Transportation are preparing draft carpark design work.

Brighton Road Laybys

10 Transportation staff have completed a safety audit of the laybys. It is expected that the number will be reduced. The next step is for staff from Parks and Recreation and Transport to meet with the Board to determine which laybys remain open and which are shut. It is anticipated this will occur within the next two to three weeks.

PARKS AND RECREATION UPDATES

Camping Control Bylaw

11 At the Council meeting on 30 June 2020, the draft Camping Control Bylaw 2015 and Statement of Proposal for public consultation was approved. The draft bylaw will open for consultation on 3 August 2020 and close on 31 August 2020.

Braids Hill Reserve

12 Following the onsite meeting with staff, and Community Board meetings, the vegetation has been cut back from the footpath.

Travis Memorial Steps

13 The beach access at the Travis Memorial carpark was damaged as a result of bad weather. The steps have been repaired and relocated to a more appropriate site.

Play Spaces – Canberra Reserve

14 Staff have advised that the desktop research into trends and benchmarking and site audits looking at provision, condition and functionality have been carried out, and stake holder discussions (i.e. with children and with disability groups) are complete. The community survey is now online and is open until Friday 21^st August 2020.

15 Staff have advised that the Canberra Reserve will be included in the feedback from the play space strategic plan.

16 The survey is available for comment on the following link: https://www.dunedin.govt.nz/do-it-online/have-your-say/play-space-survey

17 All analysis and feedback will gathered and developed into a Play Spaces Strategic Plan that will inform development of our playgrounds for the next 10 years.

THREE WATERS

Ocean View Flooding

18 Council continue to work with Fluent Solutions, the engineering consultancy engage for the project to investigate options for alleviating flooding related issues along Brighton Road and several private properties. Finding an effective solution has been challenging due to the lack of grade to promote gravity flow, a discharge that is restricted by the beach sand levels and tides, and several properties that are lower than road level. Staff continue to work through the options and it is anticipated that they will be presented in an options report, which is targeted to be complete in approximately 8 weeks.

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

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.

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 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.

Saddle Hill Community Board

6 August 2020

Smooth Hill

Department: Civic

EXECUTIVE SUMMARY

1 The Group Manager Waste and Environmental Solutions (Chris Henderson) has provided an update on Smooth Hill and the Resource Consent process in response to a query from the Board.

2 Council will consider the Detailed Business Case for a waste disposal facility on 5 August, and this will be followed by further detailed consideration of the Business Case on 25 August. Details of the resource consent process and associated community engagement will not be finalised until after the meeting on 5 August, and there is a possibility that this work may not be confirmed until after the meeting on 25 August.

3 Details of the RMA Resource Consent process can be found on the Ministry for the Environment website at:

4 https://www.mfe.govt.nz/rma/rma-processes-and-how-get-involved/getting-involved-resource-consent-process

5 In summary, the process can be broken into three main stages (not including any appeal to the Environment Court that may be made following the regional council’s decision):

6 Stage One: The applicant prepares their application.

7 Stage Two: The ORC considers the application:

· Application checked for completeness and whether any further information required.

· The applicant then submits their application to council and the application is checked for completeness.

· If the application is deemed to be incomplete, the council can reject the application and return it to the applicant.

· If the application is complete it will be accepted for processing, although the council may still ask the applicant to provide additional information.

8 Council determines whether the public or affected parties must be notified:

· The council considers the scale and significance of any adverse environmental effects associated with the proposed activity. It decides whether the application should be notified to the general public (publicly notified), notified only to affected parties (limited notified) or non-notified.

· If the application is publicly notified, anybody can make a submission on the proposal. Notice of the application will be posted in a newspaper and any parties the council decides are affected persons will be served notice individually. The council may also decide that a site notice must be erected and may put a notice on its website.

· Alternatively, the council might decide ‘limited notification’ of the application is appropriate, in which case only those persons it considers to be affected are notified.

9 A hearing may be held:

· If the application is notified and you or any other submitters wish to be heard, the council will hold a hearing to give both submitters and the applicant a chance to explain their views about the application.

· A pre-hearing meeting may be held to clarify or resolve issues before a formal hearing. Such meetings can help save time at the hearing itself, or even avoid the need for a hearing altogether if all the issues of concern to submitters can be resolved.

· As well as arranging a pre-hearing meeting, the council can also refer the applicant and some or all of the submitters to mediation. Mediation can help clarify issues, resolve conflicts and reach agreement without needing to go to a hearing.

10 Stage Three: The Decision

· The council then makes a decision as to whether to grant or refuse consent. For public and limited notified applications, the relevant submissions will be considered as part of the decision-making process.

· If you made a submission on the application the council will inform you of its decision. If the application is granted, it will likely be subject to conditions. If you don‘t like the decision or the conditions, you can appeal to the Environment Court. This must be done within 15 working days of receiving notice of the council’s decision. (Get professional advice if you’re thinking about appealing the decision. A lawyer, planning consultant or someone with similar professional expertise should be able to tell you if you are likely to be successful. Appeals are often complex and expensive and need to be well thought out. Getting professional advice early on can save you significant time and costs later.)

Signatories

Author:

Lynne Adamson - Governance Support Officer

Attachments

There are no attachments for this report.

	Title	Page
⇩a	Saddle Hill Community Board Register of Interest	7

	Title	Page
A ⇩	Minutes of Saddle Hill Community Board meeting held on 18 June 2020	10