Agenda of Mosgiel-Taieri Community Board

Mosgiel-Taieri Community Board

18 November 2020

Mosgiel-Taieri Community Board

MINUTES

Minutes of an ordinary meeting of the Mosgiel-Taieri Community Board held in the Mosgiel Coronation Hall, 99 Gordon Road, 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

18 November 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 30 September 2020, commencing at 5.00 pm

PRESENT

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

IN ATTENDANCE

Jeanine Benson (Group Manager, Transport), John Brenkley (Planning and Partnerships Manager, Recreation Planning and Facilities) and Simone Handwerk (Senior Transport Planner)

Governance Support Officer Wendy Collard

1 Public Forum

1.1 Public Forum – Michael Reece

Michael Reece tabled and spoke to information on the Silver Springs Boulevard Reserve. Mr Reece requested the Board’s support to set up a group of local residents to assist Council in the development and maintenance of the Silver Springs Boulevard.

Mr Reece responded to questions.

1.2 Public Forum – Mosgiel Taieri Community Patrol

On behalf of the Mosgiel-Taieri Community Patrol, Dave Mitchell thanked and provided an update on the funding that they had received from the Board.

The Board thanked the Mosgiel Taieri Community Patrol for all the fantastic work that they did for the Community.

2 Apologies

Moved (Joy Davis/Phillipa Bain):

That the Board:

Accepts the apology from Cr Carmen Houlahan.

Motion carried (MTCB/2020/035)

3 Confirmation of agenda

Moved (Joy Davis/Phillipa Bain):

That the Board:

Confirms the agenda without addition or alteration

Motion carried (MTCB/2020/036)

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 (Joy Davis/Phillipa Bain):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (MTCB/2020/037)

5 Confirmation of Minutes

5.1 MOSGIEL-TAIERI COMMUNITY BOARD MEETING - 12 AUGUST 2020

Following discussion, the Chairperson advised that she would seek advice regarding a proposed amendment.

Part A Reports

6 Smooth Hill
	The Group Manager Waste and Environmental Solutions (Chris Henderson) provided an update on the Smooth Hill process and responded to questions.

7 GOVERNANCE SUPPORT OFFICER'S REPORT
	A report from Civic informed the Board of activities relevant to the Board’s area which included: a) Mosgiel-Taieri Safer School Streets – The Senior Transport Planner (Simone Handwerk) provided an update and responded to questions. The Group Manager Transport (Jeanine Benson) advised that the Associate Minister of Transport, Julie Anne Genter would be in Dunedin to visit this project and others within the city. b) Silverstream Planting - The Planning and Partnerships Manager, Recreation Planning and Facilities (John Brenkley) provided an update and responded to questions. Joy Davis withdrew from the discussion on the Project Fund and Dean McAlwee assumed the Chair. c) Project Fund – There was discussion on the letter received from the Otago Neighbourhood Support during which Mr Miller objected to words used during the debate. d) Peter Johnstone Park – the Board requested that staff send a response advising them of the outcome of their request. e) Speed Limits Bylaw Review – Amendment 11 – There was discussion on the Board’s submission. f) Workshop – Following discussion, the Chairperson requested that the Board send their suggestions for topics to staff. g) Inward correspondence. The Board requested that the Team Leader Public Transport, Otago Regional Council (Julian Phillips) be invited to the next meeting to provide an update.
	Moved (Dean McAlwee/Martin Dillon): That the Board: a) Notes the Governance Support Officer’s Report Motion carried (MTCB/2020/038)
	Moved (Brian Miller/Brian Peat): That the Board: b) Ratifies retrospectively the Mosgiel-Taieri Community Board’s submission to the Dunedin City Council’s Speed Limit Bylaw Review – Amendment 11 Motion carried (MTCB/2020/039) with Martin Dillon recording his vote against
	Moved (Dean McAlwee/Brian Peat): That the Board: 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 Motion carried (MTCB/2020/040)

8 BOARD UPDATES

Board members provided updates on activities which included:

Keep Dunedin Beautiful (KDB)

Phillipa Bain (Board representative) provided an update on the Trees for Families Day.

Friends of the Mosgiel Memorial Gardens

Phillipa Bain provided a verbal update on progress on the Friends of the Mosgiel Memorial Gardens.

Mosgiel Coronation Hall

There was no update provided.

Mosgiel Business Association

Joy Davis (Board Representative) provided an update.

Mosgiel Aquatic Project Team

Brian Miller (Board Representative) provided an update on the tender process.

Mosgiel and Taieri Emergency Group.

Joy Davis advised that an equipment check had been carried out and the contact list would be updated at the next meeting.

Outram Emergency Group.

Dean McAlwee provided an update

Silverstream Plantings

Brian Peat spoke to his report and responded to questions.

Social Media

Brian Peat spoke to his report which included the Facebook Posts posted since the last meeting.

Dunedin Tunnel’s Trust

The Group Manager, Transport (Jeanine Benson) provided an update.

Community Engagement

Dean McAlwee provided a verbal update on community engagement undertaken by Board Members since the last meeting.

Moved (Martin Dillon/Dean McAlwee):

That the Board:

a) Notes the Board Updates

Motion carried (MTCB/2020/041)

9 CHAIRPERSON'S REPORT

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

Gladfield Road Bridge – There was discussion on the inclusion of the repair to this bridge in the Board’s Community Plan.

Moved (Joy Davis/Phillipa Bain):

That the Board:

a) Notes the Chairperson’s update

Motion carried (MTCB/2020/042)

10 COMMUNITY PLAN
	Following discussion, it was agreed that the following two items be included in the Board’s Community Plan: · Gladfield Road Bridge; and · Silver Springs Boulevard Reserve
	Moved (Dean McAlwee/Martin Dillon): That the Board: Agrees that the repair of the Gladfield Road Bridge be included in the Board’s Community Plan Motion carried (MTCB/2020/043)
	Moved (Brian Miller/Dean McAlwee): That the Board: Agrees that improvements to the Silver Springs Boulevard Reserve be included in the Board’s Community Plan Motion carried (MTCB/2020/044)

11 ITEMS FOR CONSIDERATION BY THE CHAIR

Mr Miller requested that a representative from Otago Regional Council be invited to the meeting to provide an update on the Regional Plan: Water for Otago.

Mr Peat requested that a list of Resource Consents in the Board area be provided.

Mr Peat requested a regular update on leases and licences being renewed within the Board’s area.

The meeting concluded at 7.22 pm.

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

CHAIRPERSON

Mosgiel-Taieri Community Board

18 November 2020

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Mosgiel-Taieri Community Board on a number of activities relevant to the Board’s area including:

a) Project Fund

b) Freedom Camping

c) Play Spaces Review

d) Sportsfield Review

e) Mosgiel Memorial Park CCTV

f) Mosgiel-Taieri Safer Schools Street Project

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

Project Fund

2 Following the return of the $2,500.00 from the Outram Charitable Trust, there balance remaining in the Project Fund for allocation for the current financial year is $17,275.47. The following funds have been allocated in the 2020/21 financial year.

Meeting Date	Recipient	Amount
12 August 2020	Mosgiel Taieri Community Patrol	799.80
12 August 2020	Towards advertising costs for Friends of the Mosgiel Memorial Garden establishment.	300.00
Total		$1,099.80

Freedom Camping

3 All of the measures that have been used in previous years to manage freedom camping are being implemented again this year. Portaloos and other amenities are to be installed at the 3 unrestricted freedom camping sites before Labour Weekend. Three Community Rangers have been hired for the Freedom Camping season and are currently familiarising themselves with the sites and information they need to pass on to visitors. The security company will have improved handheld technology to streamline the ticketing process when they are doing overnight patrols.

Play Spaces Review

4 The analysis of submissions is complete and the draft strategy and action plan is in progress.

Tracks and Trails Review

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

Sportsfield Review

6 The data collection phase is near completion and the interviews and community survey have been completed. A workshop is scheduled to be held with Sport Otago and the sports codes to prioritise recommendations from the findings. The analysis is underway, and the draft strategy and action plan in progress.

Mosgiel-Taieri Safer Schools Street Project

7 Trial infrastructure was implemented at the beginning of October and the public were asked to provide feedback by 2 November 2020.

8 280 submissions were received and although the feedback is still being analysed, some frequently asked questions were identified and answers provided: www.dunedin.govt.nz/services/roads-and-footpaths/projects/safer-school-streets/mosgiel-taieri-safer-school-streets

9 The working group made up of DCC, community board and school representatives has been working on this project together for the past 18 months and will be meeting shortly to discuss feedback, site observations and other information sources to define next steps in the project.

Mosgiel Memorial Park CCTV

10 The infrastructure for internet connections and actioning works is currently being completed.

Meeting Schedule 2021

11 The Council will not be considering the meeting schedule for 2021 until its meeting being held on 24 November 2020. Therefore, it is proposed to have the Board’s first meeting on 17 February 2021. At this meeting a full meeting schedule will be available for the Board’s consideration.

Community Board Conference

12 The Community Board conference is scheduled for April next year, and nominations for the outstanding community board member are being called for. The Community Board Executive Committee is also inviting Community Boards to share good practice examples. Refer to Attachment (A) and (B).

13 Dunedin City Council is currently consulting on the following which may be of interest to the Board and the community:

14 DCC Legal High Retail Location Policy – submissions close on 11 December 2020 https://www.dunedin.govt.nz/council/currently-consulting-on/current-consultations/legal-high-retail-location-policy-review-2020

15 General Policies Management Plan Review Stage 1 – submissions close on 8 December 2020 https://www.dunedin.govt.nz/council/currently-consulting-on/current-consultations/general-policies-management-plan-review-stage-1

Kerbside Recycling

16 A summary of kerbside recycling education in Dunedin is attached for the Board’s information only (Attachment C).

Otago Regional Council

17 Subject to availability, a representative from the Otago Regional Council will be in attendance at the Board’s next meeting to provide an update on the Regional: Water Plan.

Inward Correspondence

18 A letter from Susan Broad has been received regarding Formby Street, Outram. (Attachment D)

19 A Funding Project Completion form has been received from Elmgrove School. (Attachment E)

20 A Funding Project Completion form has been received from Mosgiel-Taieri Community Patrol (Attachment F).

Outward Correspondence

21 Letter to Bruce Abbott in response to his letter (Attachment G).

22 Friends of the Memorial Gardens Flyer is attached for the Board’s information (Attachment H).

Roadworks Schedule

23 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 Updates

24 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

25 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	Community Board Snapshot	32
⇩b	Community Board Outstanding Awrds Nomination	33
⇩c	Summary of kerbside recycling education	34
⇩d	Letter from Susan Broad	35
⇩e	Elmgrove School Project Completion Form	37
⇩f	Mosgiel-Taieri Community Patrol Project Completion Form	38
⇩g	Letter to Mr Abbott	40
⇩h	Friends of Memorial Gardens Flyer	41

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	☐	☐	☒