Agenda of Saddle Hill Community Board

Saddle Hill Community Board

18 February 2021

Saddle Hill Community Board

MINUTES

Minutes of an ordinary meeting of the Saddle Hill Community Board held in the Village Green Café, Sunnyvale, Dunedin on Thursday 12 November 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); Andrew Lord (Maintenance Team Leader, Transport Delivery), Tim Please (Roading Engineer, Transport Delivery); Paul Jamieson and Thomas Forde (Fulton Hogan) and Simon Currie (South Roads)

Governance Support Officer Lynne Adamson

1 Public Forum

1.1 Public Forum - Brian Peat

Brian Peat provided an overview on the Silverstream project he was involved with and responded to questions.

2 Apologies

There were no apologies.

3 Confirmation of agenda

Moved (Scott Weatherall/Leanne Stenhouse):

That the Board:

Confirms the agenda without addition or alteration

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.

Scott Weatherall and Leanne Stenhouse declared an interest in Item 7 – Funding application and advised that they would withdraw from this item.

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 - 24 September 2020

Moved (Scott Weatherall/Christina McBratney):

That the Board:

Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 24 September 2020 as a correct record.

Motion carried

Part A Reports

6 Roadside Vegetation

Andrew Lord (Maintenance Team Leader, Transport Delivery), Tim Please (Roading Engineer, Transport Delivery); Paul Jamieson and Thomas Forde (Fulton Hogan) and Simon Currie (South Roads) provided an update on the new maintenance contract.

They responded to questions on concerns raised by the Board.

7 Funding Application
	Scott Weatherall and Leanne Stenhouse withdrew from this item. Paul Weir assumed the Chair. The Board considered a funding application from Christmas on the Domain. They requested $1,000.00 towards the cost of the stage set up and operation of the sound system and traffic management for the annual community Christmas event. The Board were very supportive of the community event and agreed that they would provide annual support, as a community project, funding from the discretionary fund.
	Moved (Paul Weir/Christina McBratney): That the Board: Approves the funding application for $1,000 from Christmas on the Domain towards the cost of the community Christmas event. Motion carried (SHCB/2020/013)
	Moved (Keith McFadyen/John Moyle): That the Board: a) Agrees to support Christmas on the Domain as an annual community event until the end of the triennium. b) Provides $500.00 per annum towards the Christmas on the Domain event until the end of the current triennium, noting that this would not preclude them from applying for additional funding. Motion carried (SHCB/2020/014)

The Chairperson (Scott Weatherall) resumed the Chair.

8 Governance Support Officer's Report
	A report from civic is to inform the Saddle Hill Community Board of activities relevant to the Board’s area which included: · Project Fund – the funds would be updated to include the contribution towards the Kaikorai Estuary car park extension. · Road Naming Register; · Parks and Reserves Updates; · Transportation Updates; · Three Waters Updates; · Funding Application Report Back; · 2021 Meeting Date.
During discussion, Cr Jules Radich left the meeting at 1.47 pm.
	Moved (Scott Weatherall/ John Moyle): That the Board: a) Notes the Governance Support Officer’s Report b) Supports 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. Motion carried (SHCB/2020/015)

9 Board Updates

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

Keep Dunedin Beautiful

Christina McBratney provided an update on Keep Dunedin Beautiful activities. She advised that permission was required prior to painting a mural on the Canberra Place Reserve building.

Coastal Dune Regeneration Programme

The Chair commented that this would be looked at further in the new year.

Waldronville Food Forest

This had not been progressed. The Board discussed funding a site assessment and soil testing if required.

Community Response Plan

Kaikorai Estuary Car Park

The Board requested an update on the project from transportation.

Chain Hills Cycle Tunnel

Christina McBratney provided an update on the Chain Hills Cycle Tunnel.

Brighton Road Laybys

A meeting would be set up in the new year.

Green Island – Waldronville walkway/cycleway

The Board requested an update on progress for a Green Island Waldronville walkway/cycleway and noted that discussion had been ongoing for some time.

Moved (Scott Weatherall/Paul Weir):

That the Board:

a) Notes the Board updates.

Motion carried

10 Chairperson's Report
	The Chairperson (Scott Weatherall) provided an update on items of interest to the Board including: · Freedom Camping preparation meeting with staff and other Community Board Chairs. · Community Board Long Term Plan forum with other Community Board Chairs; Councillors and staff. · Safety Information Evening · Brighton Volunteer Surf Lifeguards · The Chair expressed appreciation to members and their families for their amazing service and contribution to and for our communities. · The Chair thanked staff for their work and support over the year.
Cr Jules Radich returned to the meeting at 2.11 pm.
	Moved (Scott Weatherall/Keith McFadyen): That the Board: a) Notes the Chairperson’s Report. Motion carried

11 Councillor Update

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

· Camping Control Bylaw

· Proposed Trading in Public Places Bylaw

· Keeping of Animals (excluding Dogs) and Birds Bylaw Review

· Traffic and Parking Restriction Changes

· Hapori Maori and Pasifika Communities

· Debt Limit

· Speed Limit Review

Moved (Cr Jules Radich/Leanne Stenhouse):

That the Board:

a) Notes the update from Cr Radich.

Motion carried

12 Items for Consideration by the Chair

· Community Board Conference

· Community Pantries

· Smooth Hill

· Cycleways

The meeting concluded at 2.35 pm.

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

CHAIRPERSON

Saddle Hill Community Board

18 February 2021

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) Retrospective Approval;

c) Meeting Schedule for 2021;

d) Community Board Conference;

e) Community Boards Outstanding Awards Nominations;

f) Parks and Reserves Updates;

g) Transportation Updates;

h) Three Waters Updates;

i) Waste and Environmental Solutions Update;

j) Review of Keeping of Animals (excluding Dogs) and Birds Bylaw;

k) Currently Consulting on.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report

b) Approves retrospectively, the purchase of a hamper for the family of the late Clare Rutter.

c) Adopts the meeting schedule for the 2021 year.

Project Fund

2 There is $6,559.62 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
	Dunedin City Council	Kaikorai Estuary Car Park contribution (committed yet to be paid)	$5,000.00
12 Nov	Christmas on the Domain	Contribution towards to the cost of the community Christmas event	$1,000.00
	Scott Weatherall	Reimbursement for Community Evening	$40.38
December	Fresh Choice Green Island	Hamper for the family of the late Clare Rutter	$75.00
Total			$7,115.38

Retrospective Approval

3 The Board needs to retrospectively approve the provision of a hamper for the family of the late Clare Rutter, a former board member.

Meeting Schedule 2021

4 The Council has adopted the 2021 meeting schedule. Attached are the proposed meeting dates for the Strath Taieri Community Board. The Board may wish to include a date for April to prepare the submission on the 10 year plan.

Community Board Conference

5 The Community Board Conference is being held in Gore on 22-24 April 2021. The Council policy allows for one Board member per Board to be funded by the Council. The Board may wish to consider nominating a Board member to attend the Conference.

Community Board Outstanding Awards Nomination

6 Nominations for the outstanding community board member are being called for, which will be presented to the Community Board Conference. The Community Board Executive Committee is also inviting Community Boards to share good practice examples. Applications close at 5:00pm on Friday 26 March 2021. Please refer to Attachments B and C.

Parks and Reserves Updates

Freedom Camping

7 Portaloos and other amenities have been installed at the unrestricted freedom camping sites at the Ocean View Recreation Reserve; Warrington Domain and Thomas Burns car park. There have been new handheld infringement devices put in place with the ticket designs currently being drafted, once approved and delivered, the training enforcement contractors will be trained in use of the new technology.

Play Spaces Review

8 Draft Play Spaces Plan and Background Report are awaiting feedback from members of the Working Party. When feedback is received the Plan will be amended and presented to Council for approval. Individual projects will then proceed in accordance with the plan.

Beaches and Reserves Bylaw

9 New signage has been installed at Tomahawk Beach and Warrington Beach as planned. Signage for Waikouaiti Beach is currently being drafted by DCC Marketing and Design and will be presented to the Reserves and Beaches Bylaw Working Group for development/approval. Some temporary signage has recently been installed at the Hawksbury Lagoon outflow to advise drivers that beach access in vehicles is prohibited.

Kaikorai Estuary Carpark

10 The upgrade has been completed.

Tunnel Beach Carpark

11 The resource consent has been lodged with an outcome expected in February 2021.

Sports Field Review

12 The data collection and analysis has been completed and a draft strategy and action plan is now in progress.

Walton Park Pump Track Maintenance

13 The resurfacing of the Walton Park Pump Track has been completed.

Food Forest Waldronville

14 No further update available.

Tracks and Trails Review

15 The draft background report has been completed and is with the Project Team members for feedback. The stakeholder consultation document is being drafted and it is anticipated that the stakeholder engagement will occur early 2021 pending outcome of feedback from the Working Party and Marketing and Communications team.

Canberra Place Reserve

16 There has been feedback provided to the community board for any further action with staff providing information regarding the installation of a basketball hoop.

17 here are ongoing discussions with regards to the development of a mountain bike track through the reserve.

Brighton / Ocean View Pony Club Grounds

18 There is no further update available.

Transport Updates

Taieri Mouth Road Laybys

19 Staff are meeting with Fulton Hogan early in February for a site visit and addressing a plan for the closure of the proposed coastal laybys.

Potholes

20 There have been concerns raised about potholes. The Council is working with Fulton Hogan to ensure these get addressed as soon as possible. To assist, please contact the Customer Services Agency on 477-4000 or email on dcc@dcc.govt.nz.

Roadside Vegetation

21 The contractors are working to address the issues of roadside vegetation as quickly as possible. A maintenance plan will then be in place.

Three Waters Update

Brighton/Ocean View Water Course

22 There is no further update available.

Waste and Environmental Solutions

Westwood Sewerage Smells

23 There has been installation of non-return valves on the pipeline and to the service lateral to 570 Brighton Road and an odour control unit at the pump station. In addition, an initiated flushing up stream of the affected area has been undertaken which should eliminate the issue of smells in the area.

Review of Keeping of Animals (excluding Dogs) and Birds Bylaw

24 Customer and Regulatory staff are currently reviewing this bylaw. While the primary focus of the review is to address concerns about roosters, the bylaw also covers birds, bees and other animals (with the exception of dogs which is covered by the Dog Control Bylaw). At this early stage staff are investigating different options and will be in touch with Community Boards soon asking them to circulate a short survey through their networks.

25 Any initial thoughts can be directed to Anne Gray, Policy Analyst, Customer and Regulatory Services on Anne.Gray@dcc.govt.nz please. Formal consultation on options is expected to take place early to mid-2021.

26 Formal consultation on options is expected to take place early to mid-2021.

Currently Being Consulted on by Dunedin City Council

27 DCC is currently consulting on the following which may be of interest to the Board and Board community:

Gambling & TAB Venue Policy Review

https://www.dunedin.govt.nz/council/currently-consulting-on/current- consultations/gambling-and-tab-venue-policy-review

Dangerous and Insanitary Buildings Policy Review

https://www.dunedin.govt.nz/council/currently-consulting-on/current- consultations/dangerous-and-insanitary-buildings-policy-review

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	Meeting Schedule 2021	22

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.

Saddle Hill Community Board

18 February 2021

Chairperson's Report

Department: Civic

EXECUTIVE SUMMARY

Well its coming to the end of an interesting old year and I just wanted to capture a few thoughts before the year was gone and what the Saddle Hill Community Board have been up to in 2020.

Firstly I would like to say a huge Thank you to all staff and Councillors – I know for a lot of the time your role is very challenging role, often a very thankless task and for every one person you make happy and you make one not so happy for almost any decisions made.

We acknowledge that we won’t always be in agreeance with the Council decisions but to have to opportunity for an open discussion has to be a fair compromise – we will continue to positively advocate for our Community Board area, as that is our role.

Just recently I was speaking to a Council Senior Manager and I said to be fair I don’t think the community/rate payers ask too much really when it comes down to it, we/they just want:

· A safe footpath to walk on

· Streetlights that work

· Potholes get filled in in a timely manner

· Vegetation is well maintained

· And sports fields to enjoy

For our Board I think it’s been a steady year, here are a few thoughts:

Smooth Hill

To be fair the most significant and time consuming activity would be the potential development of the City Landfill at Smooth Hill (Big Stone Road), I think it’s fair to say the community are not happy about this, the communication from the Council has been minimal despite a commitment given to our community board that there would be a couple of community meetings offering open and transparent information prior to any Resource Consent Applications being filed. We were absolutely gutted that a Resource Consent was filed with the ORC prior to any open council community led meetings.

As we (the SHCB) had been working with the community that an open process was going to be followed.

At this time, we (the SHCB) were given a very clear mandate from our community to oppose in every possible way this potential application/development.

It’s not about not wanting a tip in our backyard its actually about doing the right thing, there are just so many very genuine community concerns about this proposed site that the community feel that the Council have not acknowledged (these have been shared regularly).

We now await the Otago Regional Council process in which we will be supporting the Community with a number of submissions of opposition to any development of a Landfill at the Smooth Hill site.

Kaikorai Estuary Carpark

This is a super exciting project where we have seen open and positive communication between the Transportation Team and our Board with this project this year – this project is a shared financial expense project that has meant the relatively small and inexpensive project but one that will be of significant community benefit for the coming summer.

Westwood Sewer Smell

This is work in progress, we have been in regular communication with the 3 Waters Team about this and hope that this work will be completed in early 2021 and efforts continue to be managed to minimize any odour over this summer.

Storm Water

We are still awaiting to see any thoughts or ideas in tidying the large open ditch in Ocean View between Creamery Road and the outflow. This work was planned to have been completed in 2020 so we do hope to see some ideas and progress in the early part of 2021.

Flooding Protection

Twice this year our Board were called to assist with flooding to homes near Taylors Creek and Otokia Creek.

Coastal Erosion (along the Southern Coastline)

We are looking forward to hearing from Council staff early in 2021 what the thoughts and assessments are regarding the Southern Coast and protection from and management of Coastal Erosion.

Potholes

It’s fair to say we see our fair share of potholes in our communities, of significance this year are in Martin Road (Fairfield), Brighton Road (Waldronville), Taieri Mouth Road (Brighton). Some have taken some time to get repaired, but we do absolutely appreciate the work that Terry and Andrew do in this space.

Vegetation

I am unsure I can share anything new that staff do not already know about – but to be fair the community have been very let down in this space by contractors – lessons must be learnt and we do not allow the roadside vegetation to get to the growth we have seen this year (and currently are seeing). Jeanine has reassured me all will be sorted by Christmas.

Sports Fields

I think these have been the best we have seen them for quite some time team, you know I’m most happy to suggest they need some work but I think from what I am seeing the regular maintenance work has been caught up so let’s keep up this great work. Thank You.

Walton Park

This space is of real recreational value to our community but also our city. Thanks to the team from Parks for working with us to realise the challenge around the Bike Pump Track and getting that sorted so promptly. The native plantings are looking superb and the tracks are of significant value to the community with great use.

Fairplay Street Playground

This area is looking really great now, we worked with and funded some more mural pieces with the extended Art Class at Fairfield School. The old tennis courts have also been tidied up and with the painted bike track is now getting lots of visitors.

Thank you to the many staff from the various departments for helping us make these projects happen.

Community Workers

Again, this year we as a Board have overseen local’s needing to do a few hours of sentenced Community Work – this normally benefits the community with rubbish pick ups’ and generally aiming to help make our communities look as good as they do.

Supporting a number of families in need over the year

Like many communities we also have had a number of families needing a hand this year, as a Board we have helped a number of families with various things from coordinating food parcels, garden and section clean ups and just even connecting people for additional support and help.

Homeless People

This year we saw several people “illegally camping” for extended periods in our area whether in tents, cars or utes. Staff have been good to work with, but we seem to really need to develop a more holistic process around how we deal with this people.

On a number of occasions, the community were becoming frustrated as they perceived nothing was happening for these people as one in particular stayed at the same spot for over a month.

On each occasion that I found I became directly involved, took the time to go and speak to these people, asked and offered assistance but also clearly indicated they couldn’t stay where there were, they moved along without issue.

Waldronville Recreational Space

It was great to work this year with the Parks Planning Team to carry out some community consultation around how we might work to develop some recreational spaces in Waldronville – this will be exciting to carry this work forwards in 2021.

Freedom Camping

I believe all in all Freedom Camping for our communities was well managed in 2019/2020 summer Thank You, I really like the idea of the DOC/DCC Community Ranger Programme.

We certainly are seeing a lower number of campers this last few months so we will see what happens over the summer.

Taieri Mouth Laybys

We had a workshop with Community Board Members, DCC Transportation, DCC Parks and DOC to drive and visit the many laybys on Taieri Mouth Road – I think we are progressing towards closing a number of these sites as staff are concerned about the safety of many of these (turning on and off Taieri Mouth) being the main safety challenge. We identified three larger laybys that we are hoping to tidy up, grade the driveway, gravel and maintain and also maintain the vegetation at these sites.

There is a real potential if locals feel that the wrong sites are closed, they may work through unofficially reopening these (as we have seen in the past).

A special thanks to Jeanine Benson and Andrew Lord for helping to bring this work along.

On behalf of the Saddle Hill Community Board and the communities we represent THANK YOU,

I look forward to working with you all in 2021.

Scott

Chairperson Saddle Hill Community Board

RECOMMENDATIONS

That the Board:

a) Notes the Chairperson’s Report.

Signatories

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

Attachments

There are no attachments for this report.

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A ⇩	Minutes of Saddle Hill Community Board meeting held on 12 November 2020	10