Agenda of Mosgiel-Taieri Community Board

Mosgiel-Taieri Community Board

30 September 2020

Mosgiel-Taieri Community Board

MINUTES

Minutes of an ordinary meeting of the Mosgiel-Taieri Community Board held in the Downes Room, Mosgiel Service Centre, Hartstonge Avenue, Mosgiel on Wednesday 12 August 2020, commencing at 5.00 pm

PRESENT

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

IN ATTENDANCE

Jeanine Benson (Group Manager, Transport), Tom Dyer (Group Manager, 3 Waters), Chris Jones (Contracts Delivery Manager, 3 Waters) and Dr Andrea Farminer (Heritage Advisor)

Governance Support Officer Wendy Collard

1 Public Forum

1.1 Public Forum - Malcolm Anderson and Central Otago Tourism

Malcolm Anderson was unable to attend the meeting

1.2 Otago Neighbourhood Support

Joy Davis withdrew from this item and Dean McAlwee assumed the Chair.

Jacqui Hyde from Otago Neighbourhood Support spoke in support of their funding application and responded to questions.

1.3 Policing Matters

Sergeant Boyd Smart, New Zealand Police provided an update on policing matters within the Board’s area and responded to questions.

Joy Davis resumed the Chair.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Brian Peat/Brian Miller):

That the Board:

Confirms the agenda with the following addition:

That an item on a Workshop be added as Item 9a.

Motion carried (MTCB/2020/035)

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.

Brian Peat provided an update to his register of interest.

Moved (Joy Davis/Dean McAlwee):

That the Board:

a) Amends the Elected Members' Interest Register; and

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

Motion carried (MTCB/2020/036)

5 Confirmation of Minutes

5.1 Mosgiel-Taieri Community Board meeting - 24 June 2020

Moved (Brian Miller/Brian Peat):

That the Board:

Confirms the minutes of the Mosgiel-Taieri Community Board meeting held on 24 June 2020 as a correct record.

Motion carried (MTCB/2020/037)

Part A Reports

6 Dunedin Heritage Fund and Biodiversity Grants

The Heritage Advisor (Dr Andrea Farminer) provided an update on the Dunedin Heritage Fund and Biodiversity Grants and responded to questions.

7 Reid Avenue and Carlyle Road Pump Stations

The Group Manager, 3 Waters (Tom Dyer) and the Contracts Delivery Manager (Chris Jones) provided an update on the Reid Avenue and Carlyle Road Pump Stations and responded to questions.

8 Discretionary Fund Allocation and Funding Applications
	A report from Civic requested that the Board gives consideration to the allocation of its discretionary fund. It noted that annually the Mosgiel-Taieri Community Board allocated funds across two categories – Board initiated projects and community grants. The Board has been allocated $10,000 in the 2020/2021 year. It also noted a carry forward of unspent 2019/2020 from the Mosgiel-Taieri Community Board’s Discretionary Fund was $5,875.27. It also provided copies of the funding applications which have been received for the Board’s consideration. Following discussion, it was agreed that the Board would promote the grants funding from their Discretionary Fund via social media and in The Star newspaper.
	Moved (Dean McAlwee/Martin Dillon): That the Board: a) Approves that the Mosgiel-Taieri Community Board Discretionary Fund be allocated; 70% for Board Initiated Projects and 30% for Community Grants. Motion carried (MTCB/2020/038)
	Moved (Martin Dillon/Phillipa Bain): That the Board: Approves the funding application from the Mosgiel Taieri Community Patrol and grants $799.80 towards the purchase of waterproof safety over pants. Motion carried (MTCB/2020/039)
	Joy Davis declared an interest in the Otago Neighbourhood Support funding application and withdrew from the item. Dean McAlwee assumed the Chair.
	Moved (Dean McAlwee/Brian Miller): That the Board: a) Lays the funding application from the Otago Neighbourhood Support on the table and requests further financial information. Motion carried (MTCB/2020/040)

Joy Davis resumed the Chair.

9 Governance Support Officer's Report
	A report from Civic provided an update on activities relevant to the Board’s area which included: a) Project Fund b) Freedom Camping c) Mosgiel Pool Development d) Mosgiel Memorial Park Playground e) Outram Glen Amenity Project f) Velodrome g) Hagart-Alexander Drive parking h) Proposed Factory/Wingatui Roads Roundabout i) DCC Proposed Speed Limit Bylaw – Amendment 11 j) Mosgiel Bookbus Stops k) Hawk and Hurl, Outram l) Meeting Venue m) Inward correspondence n) Outward correspondence
	Moved (Brian Miller/Dean McAlwee): That the Board: a) Agrees to submit to the DCC Proposed Speed Limit Bylaw- Amendment 11; and b) Authorises Brian Miller to finalise the Board’s submission following feedback from the other Board Members. Motion carried (MTCB/2020/041)
	Moved (Dean McAlwee/Phillipa Bain): That the Board: a) Agrees not to provide feedback on the Wingatui/Factory Roads roundabout. Motion carried (MTCB/2020/042)
	Moved (Dean McAlwee/Phillipa Bain): That the Board: a) Supports the Outram Hawk and Hurl Event. Motion carried (MTCB/2020/043)
	Moved (Joy Davis/Dean McAlwee): That the Board: a) Notes the Governance Support Officer’s Report Motion carried (MTCB/2020/044)
	Moved (Martin Dillon/Phillipa Bain): That the Board: a) Agrees that the Board’s 18 November 2020 meeting will be held in the Mosgiel Coronation Hall. Motion carried (MTCB/2020/045)

9a Proposed Workshop

There was a discussion on the format of a Board workshop.

Moved (Brian Peat/Brian Miller):

That the Board:

a) Agrees to hold a workshop with the date to be advised.

Motion carried (MTCB/2020/046)

10 Board Updates
	Board members provided updates on the following: 1 Keep Dunedin Beautiful (KDB) Phillipa Bain (Board representative) advised that “Trees for Families” was being held on Sunday 6 September 2020. 2 Friends of the Mosgiel Memorial Gardens Phillipa Bain provided an update which included a proposed mailout/letter-drop to residents to establish interest in formation of the “Friends of the Mosgiel Memorial Gardens”.
	Moved (Member Martin Dillon/Deputy Chairperson Dean McAlwee): That the Board: a) Approves funding of up to $300.00 to cover advertising costs towards the Friends of the Mosgiel Memorial Garden establishment. Motion carried (MTCB/2020/047)
	3 Mosgiel Coronation Hall Dean McAlwee (Board Representative) provided an update which included the loss of revenue that they had due to COVID-19. 4 Mosgiel Business Association (MBA) Joy Davis and Councillor Carmen Houlahan (Board Representative) provided an update on the visits that they had undertaken to local retail businesses. Councillor Houlahan advised that she had contacted Judd de la Roche (Committee Member of MBA) to discuss the MBA holding a ‘Meet and Greet the Mosgiel-Taieri Community Board” evening. 5 Mosgiel Aquatic Project Team Brian Miller (Board Representative) provided an update which included the timeline for the tender processes. 6 Mosgiel and Taieri Emergency Group. Joy Davis advised that the next meeting was being held on 16 August 2020. 7 Outram Emergency Group. Dean McAlwee advised that he had no update. 8 Silverstream Plantings Brian Peat spoke to his report. 9 Social Media Brian Peat spoke to his report and advised that he would like Board Members to provide updates/items to publish to the Board’s Facebook page. 10 Dunedin Tunnel’s Trust The Group Manager, Transport (Jeanine Benson) provided an update. 11 Community Engagement Dean McAlwee provided an update on the community engagement that had been undertaken by Board Members.
	Moved (Joy Davis/Dean McAlwee): That the Board: a) Notes the Board Updates Motion carried (MTCB/2020/048)

11 Chairperson's Report

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

· Mosgiel Memorial Gardens Playground Upgrade;

· Community Assessment Group meeting; and

· Council Meeting

Moved (Joy Davis/Cr Carmen Houlahan):

That the Board:

a) Notes the Chairperson’s update

Motion carried (MTCB/2020/049)

12 Council Activities

Councillor Carmen Houlahan provided an update on matters of interest:

· 3 Waters Reform;

· Central City Plan Review process;

· COVID-19; and

· Coastal Plan

Moved (Cr Carmen Houlahan/Phillipa Bain):

That the Board:

a) Notes the Council Activities Update.

Motion carried (MTCB/2020/050)

13 Items for consideration by the Chair

Phillipa Bain requested an update be provided regarding the possibility of CCTV cameras in the playground of the Mosgiel Memorial Gardens.

Brian Miller requested an update on the relocation of the permanent residents at the Mosgiel Caravan Park.

Dean McAlwee requested an update on the Stormwater Management Plan for Outram.

Brian Miller requested an update on the Centre and Carncross Streets extension across the Silverstream to the North Taieri Industrial zone.

Brian Miller requested an update on the drainage plan proposed for the roundabout to be constructed at the intersection of Wingatui and Factory Roads.

The meeting concluded at 7.55 pm.

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

CHAIRPERSON

Mosgiel-Taieri Community Board

30 September 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) Freedom Camping

c) Beaches and Reserves Bylaw

d) Play Spaces Review

e) Tracks and Trails Review

f) Sportsfield Review

g) Mosgiel Pool

h) Mosgiel Memorial Park Playground

i) Mosgiel Memorial Park CCTV

j) Peter Johnstone Park

k) Silverstream Planting

l) Roadworks Schedule

m) Speed Limits Bylaw Review – Amendment 11

n) Mosgiel-Taieri Safer School Streets

o) Wingatui and Factory Roads Roundabout

p) Workshop

q) Agendas

r) Inward correspondence

s) Outward correspondence

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

b) Ratifies retrospectively the Mosgiel-Taieri Community Board’s submission to the Dunedin City Council’s Speed Limit Bylaw Review – Amendment 11

c) Authorises Brian Miller to speak on behalf of the Mosgiel-Taieri Community Board at hearing the Dunedin City Council’s Speed Limit Bylaw Review – Amendment 11

Project Fund

2 There is a balance of $14,775.47 remaining in the Project Fund for the current financial year. The following funds have been allocated in the 2020/21 financial year.

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
5 February 2020	239.98	Otago Access Radio – “Round the Boards programme”.
5 February 2020	30.00	Otago Community Broadcasters membership
5 February 2020	50.00	Petrol Vouchers as a thank you to Saddle Hill Foundation Trust for the use of their van for Board drive around.
5 February 2020	74.75	Positive Signs for their work on the brochure
18 March 2020	30.00	West of the Taieri newsletter – Board Article
12 August 2020	799.80	Mosgiel Taieri Community Patrol
12 August 2020	300.00	Towards advertising costs for Friends of the Mosgiel Memorial Garden establishment.
Total	$5,224.53

3 At the last Board meeting the Board resolved:

Moved (Dean McAlwee/Brian Miller

That the Board:

a) Lays the funding application from the Otago Neighbourhood Support on the table and requests further financial information.

Motion carried (MTCB/2020/040)

4 Please note that Otago Neighbourhood Support have withdrawn their funding request. (Attachment A).

Freedom Camping

5 Submissions on the proposed amendment to the Camping Control Bylaw have been received. The Regulatory Subcommittee meeting is being held on 1 October 2020 to consider the submissions and make a recommendation to Council.

6 DoC and the DCC are in the recruitment process for Community Rangers who will work from November 2020 – April 2021 . The Community Rangers will provide freedom campers with Bylaw information. Three rangers will be employed and will patrol camping hotspots daily over the summer months.

Beaches and Reserves Bylaw

7 Permits will be issued this summer to people who require vehicle access to beaches.

8 Community Rangers will patrol a number of DCC and DoC managed beaches from November 2020 – April 2021. There will be some flexibility in which beaches are patrolled and how often; staff will adjust patrols as necessary.

9 New signage will be installed at Tomahawk Beach and Warrington Domain. There are signage planes being developed for Long Beach and Waikouaiti Beach.

Play Spaces Review

10 Consultation with the community and stakeholder engagement has been completed. This information will be used to develop the strategic plan, which is hoped will be considered by Council by the end of the year.

Tracks and Trails Review

11 The audit has been completed and the information will be used to develop the strategic plan.

Sportsfield Review

12 Interviews with sports codes and facility operators have been completed. An analysis of the Sportsfield booking data along with national and international sports trends have been completed. An audit of the booking data is scheduled over the summer period.

13 Interviews and workshops with community and target groups is near completion. A Community feedback survey is currently underway, closes on 30 September 2020.

Proposed Mosgiel Pool

14 The second stage of the tender process was released on 22 July 2020 with a closing date of 23 October 2020. This is a closed process with a designated evaluation team comprising of DCC staff (with a range of relevant disciplines) and representation from the Taieri Community Facilities Trust.

15 The Traffic Impact Assessment has started with the intent that this will inform discussions with NZTA as to the scope and funding of any required highway upgrades.

16 Several residents of the Mosgiel Caravan Park have relocated to other sites.

Mosgiel Memorial Park Playground

17 Please note that staff worked with the disabled community with the assistance of CCS to determine the best location for the accessible Liberty Swing which was the basis for the design.

18 The final design for the playground, which included the total footprint of the facility, was presented to the Board meeting held on 24 June 2020.

Mosgiel Memorial Park CCTV

19 CCTV cameras are going to be placed on the central poles in the playground and on the exterior of the Gymnasium. Staff are currently working through the tender process.

20 It is anticipated that the cameras will be installed within the next few months however, this will be dependent on the availability of equipment.

Peter Johnstone Park Trees

21 Parks do not currently have any physical works planned for the trees. Staff are considering options to provide for walking/cycling access to the new Mosgiel Pool which includes looking at suitable locations for shared paths. These trees will be considered as part of that piece of work.

Silverstream Plantings

22 The Silverstream walkway planting project is located on reserve land and is further controlled by the Otago Regional Council through the Flood Protection Management Bylaw 2012. The flood banks between Wingatui Road and Gordon Road where the planting is proposed is listed as a defence against water and excavation sensitive area. The main restriction is tree planting. The planting plan will need to be approved by Otago Regional Council by way of a Bylaw Approval Application Form with supporting drawings. At the start of the project it was proposed to engage a landscape architect to provide a planting plan that met the conditions required by Otago Regional Council and could be implemented in a number of stages. The cost of the landscape architecture services will be covered by Parks and Recreation Services.

23 The original proposal from the Community Board was to include a number of existing trees supplied by a local provider. Ideally the planting design should be done first and then the plants purchased based on the plant schedule. While there are some places where trees may be planted, the vast majority of the site will need to be low groundcover planting that will not impede or redirect flood water. The landscape architect has met with an engineer on site from Otago Regional Council and walked the length of the flood bank to discuss suitable plantings. Where possible, trees have been included in the planting plan that will not affect flood protection such as at the car park area.

24 The project has a number of other benefits including the chance to work with Enviroschools and the Taieri College as an educational opportunity. The landscape architect has met with the DCC Volunteer Facilitator, DCC Enviroschools Facilitator, teachers from Taieri College and students to discuss the project. The students will have an opportunity to design a portion of the planting plan. The other benefit is that volunteers can carry out the planting based on the approved planting plan. The planting plan can be broken into portions that can be planted in a day. Plants can be ordered in advance for particular planting days and a range of volunteer groups can use the site for their volunteer activities. As well as planting the volunteers can return for weeding and maintenance activities.

25 The planting plan is complete and is being finalised before being sent to Otago Regional Council for approval. The current planting season is nearly over and it may be autumn before planting can begin. By autumn the planting plan will be approved, the students will have had input into the design, the planting areas prepared, the plants ordered, volunteer groups organised for the planting days. The project may take a number of years to complete.

Roadworks Schedule

26 Information on current notified road closures and the roadworks schedule (a weekly list of programmed works) for Council’s maintained roads is available on the DCC website via these links https://www.dunedin.govt.nz/news-and-events/public-notices/roadworks-schedule and https://www.dunedin.govt.nz/news-and-events/public-notices/notified-road-closures.

Dunedin City Council Speed Limit Bylaw – Amendment 11

27 The Board’s submission to the Dunedin City Council’s Speed Limit Bylaw – Amendment 11 is attached for the Board’s ratification (Attachment B)

Mosgiel-Taieri Safer School Streets Project Update

28 The Dunedin City Council along with Mosgiel and Outram Schools and the Board are jointly progressing the Mosgiel-Taieri Safer School Streets project. The aim is to alleviate safety issues and barriers to active transport that students and parents experience when travelling to and from school.

29 The project received funding from the Waka Kotahi NZ Transport Agency’s Innovating Streets for People pilot fund to implement trial crossing points and intersection improvements near schools. Work is scheduled to be implemented end of September/beginning of October. Feedback on trials and whether people would support further changes is being received until 2 November 2020.

30 A copy of the media release is attached for the Board’s information. (Attachment C)

Wingatui Road and Factory Road roundabout.

31 The consultation has been completed, including additional discussion regarding planning and structure plan.

32 The construction is planned to proceed and staff are currently getting the intersection work priced for construction. Construction is intended to be commenced following the completion of the current kerb and channel and footpath work.

33 Attached is the services plan, which includes the new mudtanks, for the Board’s information. (Attachment D).

Workshop

34 At the last Board meeting, the Board resolved to hold a workshop. To progress the workshop and to ensure that the most appropriate facilitator is approached, the Board needs to give consideration to the item/s that it wishes to cover and/or purpose of the workshop.

Agenda

35 For discussion, what is appropriate for inclusion in the Community Board agenda.

Inward Correspondence

36 An email has been received from Kevin Dale regarding walkways and the Mosgiel bus route (Attachment E).

Outward Correspondence

37 Letter to Margaret Scott in response to her letter (Attachment F).

38 Email to the Otago Regional Council in response to Mr Dale’s email (Attachment G.)

Dunedin City Council Updates

39 Board or members of the public wishing to advise Council of any operational issues or concerns, e.g. potholes, vegetation, burst pipes are reminded to contact the Dunedin City Council Customer Services Agency on 03 477 4000 or email dcc@dcc.govt.nz. For any non-urgent matter please contact council via the online “Fix it form” https://www.dunedin.govt.nz/do-it-online/report/fix-it-form

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

Signatories

Author:	Wendy Collard - Governance Support Officer
Authoriser:	Clare Sullivan - Team Leader Civic

Attachments

	Title	Page
⇩a	Letter from Otago Neighbourhood Support	26
⇩b	MTCB's submission to the DCC Speed Limit Bylaw - Amendment 11	28
⇩c	Mosgiel Taieri Safer Schools Street Project Media Release	30
⇩d	Wingatui Road and Factory Road Roundabout Services Plan	33
⇩e	Email from K Dale	35
⇩f	Letter to Margaret Scott	37
⇩g	Email to the Otago Regional Council	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	☐	☐	☒