Agenda of Saddle Hill Community Board

Saddle Hill Community Board

12 November 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 24 September 2020, commencing at 1.02 pm

Chairperson	Scott Weatherall
Deputy Chairperson	Paul Weir
Members	Christina McBratney	John Moyle
	Cr Jules Radich	Leanne Stenhouse

IN ATTENDANCE

David Bainbridge-Zafar (Group Manager Property)

Governance Support Officer Lynne Adamson

1 Public Forum

1.1 Public Forum – Otokia Creek and Marsh Habitat Trust

Simon Laing, Viktoria Kahui and Andy Hutcheon spoke in support of the late funding application from the Otokia Creek and Marsh Habitat Trust. They spoke in support of the funding application being considered and commented on the background of the trust and their application to purchase native plants for replanting along the creek and marsh.

1.2 Public Forum – Various Items

Brian Cashmere spoke of various concerns which included the Jeffcoates Road Bridge, Canberra Place Reserve, Friendship Drive intersection with Brighton Road; the tracks around the Beachlands Speedway and the Green Island Memorial Gardens.

Mr Cashmere commented that the lighting and visibility of the Jeffcoates Road Bridge was a safety issue at night and requested that this be assessed. Mr Cashmere spoke of the positive response and usage of the tracks which had been formed around the Beachlands Speedway, however lack of signage made it easy to get lost.

Mr Cashmere advised that the corner of Friendship Drive and Brighton Road needed to be repaired. Currently vehicles had to navigate out into Brighton Road when turning into Friendship Drive. With the speedway season about to begin, Mr Cashmere was concerned with the safety issues of the intersection.

2 Apologies

Moved (Scott Weatherall/ Paul Weir):

That the Board:

Accepts the apology from Keith McFadyen.

Motion carried

3 Confirmation of agenda

Moved (Scott Weatherall/Paul Weir):

That the Board:

Confirms the agenda with the following addition and alteration:

That the late funding application from Otokia Creek and Marsh Habitat Trust be accepted due to the timing of the plant sale.

That Item 7 – Smooth Hill be taken after Item 12 due to a prior commitment for the staff member concerned.

Motion carried

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/Leanne Stenhouse):

That the Board:

a) Notes the Elected Members' Interest Register and

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

Motion carried

5 Confirmation of Minutes

5.1 Saddle Hill Community Board meeting - 6 August 2020

Moved (Scott Weatherall/Paul Weir):

That the Board:

Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 06 August 2020 as a correct record.

Motion carried

Reports

6 Greater Green Island Update

The Board noted the written update provided by Larna McCarthy on Greater Green Island.

8 Funding Application
	The Board considered funding applications from Positive Planting and the Ōtokia Creek and Marsh Habitat Trust. Positive Planting requested $500.00 towards the cost of purchasing native trees, bushes and shrubs to improve and enhance the safety of whenua and wildlife at the Brighton Domain.
	Moved (John Moyle/Paul Weir): That the Board: a) Approves the funding application for $500.00 from Positive Planting towards the cost of planting at the Brighton Domain. b) Notes that the application would be subject to approval on the proposed plant list and the signing of a volunteer agreement. Motion carried (SHCB/2020/010)
	The Ōtokia Creek and Marsh Habitat Trust requested $500.00 towards the purchase of native plants from a one day sale at the Yellow Eyed Penguin Trust for replanting along the creek and Marsh.
	Moved (Leanne Stenhouse/John Moyle): That the Board: a) Approves the funding application for $500.00 from Ōtokia Creek and Marsh Habitat Trust towards the purchase of native plants from the Yellow Eyed Penguin Trust for replanting along the Ōtokia Creek and Marsh. Motion carried (SHCB/2020/011)

9 Governance Support Officer's Report
	A report from Civic provided updates of activities relevant to the Board’s area which included: a) Project Fund b) Speed Limit Bylaw Submission c) Play Space Strategic Plan Survey d) Transportation Updates – the Board requested updates on: Seaview Road/Scroggs Hill Road intersection Brighton Road (Westwood to Ocean View) – a safety assessment for pedestrians, cyclists and horse riders. Scroggs Hill Road safety – strategies to manage the safety of Scroggs Hill Road. e) Parks and Reserves Updates Laybys workshop – Paul Weir provided an update on the laybys workshop which involved a drive around with Board members and transport and parks and reserves staff from Council and a Department of Conservation staff member. Sports Fields Submission – John Moyle acknowledged the assistance provided by Members which he would incorporate in the Board submission on the Sports Field survey. This would be ratified at the next Board meeting. f) Scroggs Hill Road Subdivision
	There was a discussion on the quotation received for work to be undertaken at the Kaikorai Estuary Car Park. The Board were in agreement that they would contribute $5,000 from the discretionary fund to support the project.
	Moved (Scott Weatherall/Cr Jules Radich): That the Board: a) Notes the Governance Support Officer’s Report b) Ratifies the Board’s submission on the Speed Limit Bylaw. c) Ratifies the Board’s submission on the Play Space Strategic Plan Survey. d) Approves the payment of $5,000 from the discretionary fund towards the cost of upgrading the Kaikorai Estuary car park. Motion carried (SHCB/2020/012)

10 Board Updates

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

- Keep Dunedin Beautiful

- Coastal Dune Regeneration Programme

- Waldronville Food Forest

- Community Response Plan

- Kaikorai Estuary Car Park

- Chain Hills Cycle Tunnel

- Brighton Road Laybys

- Green Island – Waldronville walkway/cycleway

Moved (Leanne Stenhouse/Cr Jules Radich):

That the Board:

a) Notes the Board updates.

Motion carried

11 Chairperson's Report

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

Smooth Hill – Mr Weatherall acknowledged the work from the community in respect to preparation of submissions to the Otago Regional Council (ORC) for the RMA consent and tabled an email from the Otago Regional Council on the consent.

Canberra Place Reserve – Mr Weatherall provided an update on the feedback received from the Waldronville community on suggestions for the Canberra Place Recreational Reserve and noted that there had been 34 responses received.

Community Meetings – Mr Weatherall provided an overview of the community meetings, advocacy and support provided to local organisations and residents.

Moved (Scott Weatherall/Christina McBratney):

That the Board:

a) Notes the Chairperson’s Report.

Motion carried

12 Councillor Update

Councillor Jules Radich provided an update on items of interest from Council and the wider Dunedin area.

Moved (Cr Jules Radich/Paul Weir):

That the Board:

a) Notes the Councillor update.

Motion carried

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

Adjourns the meeting.

Motion carried

The meeting adjourned at 1.52 pm and reconvened at 2.20 pm

7 Smooth Hill

Chris Henderson, Group Manager Waste And Environmental Solutions provided an update and responded to questions on the Smooth Hill consent process.

Mr Henderson also responded to general questions on waste and environmental solutions.

13 Items for Consideration by the Chair

The following items were identified:

- Beachlands Speedway – the Board would like signage to be provided for the newly formed tracks around the speedway as this posed a safety issue for those not familiar with the area.

- Jeffcoates Road Bridge – the Board would like staff to assess the night lighting of the bridge following complaints from the community on the safety issues with lack of lighting.

- Friendship Drive/Brighton Road intersection – the Board would like staff to assess the condition of the road turning from Brighton Road into Friendship Drive. They have been alerted that traffic needs to pull out widely to navigate the turn due to the condition of the seal. There is concern with safety issues especially with the increase in traffic due to the new speedway season starting.

It was agreed that the November Community Board meeting would be held at Sunnyvale.

The meeting concluded at 2.34 pm.

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

CHAIRPERSON

Saddle Hill Community Board

12 November 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) Road Naming Register;

c) Parks and Reserves Updates;

d) Transportation Updates;

e) Three Waters Updates;

f) Funding Application Report Back;

g) 2021 Meeting Date.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

b) Decides on whether to support the name of Donald Buchan being added to the Road Naming Register.

c) Approves Thursday 11 February 2020 as the first meeting date for the Saddle Hill Community Board for 2021.

Project Fund

2 There is $12,675.00 remaining in the Discretionary Fund following the funding grants approved at the last meeting.

Meeting Date	Recipient	Purpose	Amount
24 Sept	Positive Planting	Planting at Brighton Domain	$500.00
	Otokia Creek and Marsh Habitat Trust	Native planting along the creek and marsh	$500.00
Total			$1,000.00

Road Naming Register

3 The Road Naming Register is a list of potential names that people can use to choose the naming of a new road in their area.

4 Staff have advised there has been a request for the inclusion of ‘Donald Buchan” into the Road Naming Register. The family of the late Donald Buchan have advised that he was a stalwart person of the Fairfield community for over 50 years. His achievements included being a very active member of the Presbyterian church, providing considerable help with the building of the Fairfield Hall; involved in the Fairfield School and centennial committees; President of the Fairfield Bowling Club along with other community achievements.

5 Staff are seeking any comments or support from the Board on the inclusion of the name Donald Buchan to the Road Naming Register.

Parks and Reserves Updates

Freedom Camping

6 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

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

Tunnel Beach Carpark

8 The preliminary design will be completed by the end of November. Drawings will then be issued to affected residents prior to submitting a resource consent at the end of the month. It is hoped that the affected residents will provide approval prior to submitting the resource consent.

Sports Field Review

9 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.

Walton Park Pump Track Maintenance

10 The resurfacing work is scheduled to be completed between 17 and 24 November 2020.

Canberra Place Reserve

11 The results of the community survey have been analysed by staff, a copy of the report is attached (Attachment A) for your information and consideration.

Transport Updates

Friendship Drive/Brighton Road Intersection

12 The contractor has been on site and provided the following feedback. The road condition is fair to average and rides well. It is in fairly good condition with no pot holes and the edge break to Friendship Drive is in good condition. There is no further action required.

Three Waters Update

Brighton/Ocean View Water Course

13 Staff have advised that they are currently reviewing the draft options report which has been received from the consultant. It is expected that finalising the way forward may take some time as the area presents several constraints that cannot be altered. These constraints are showing to limit the options that are available and limit the effectiveness of the options.

Report Back

14 The report back from Christmas on the Domain is attached (Attachment B) for your information.

2021 Meeting Schedule

15 The Council will not be considering the meeting schedule for 2021 until the meeting being held on 24 November 2020. The date for the first meeting of the Saddle Hill Community Board is scheduled for Thursday 11 February 2021 at a venue to be determined by the Board. The schedule for the remainder of the meetings for 2021 will be presented at that meeting.

Council 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	Canberra Reserve Consultation Results	30
⇩b	Christmas on the Domain Report Back	37

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

This report provides information on activities in or relevant to the Boards’ area.

	Title	Page
⇩a	Christmas on the Domain Cover Letter	19
⇩b	Christmas on the Domain Funding Application	20
⇩c	Christmas on the Domain invoice	22
⇩d	Christmas on the Domain Fulton Hogan Quotation	23

	Title	Page
A ⇩	Minutes of Saddle Hill Community Board meeting held on 24 September 2020	10