Notice of Meeting:

I hereby give notice that an ordinary meeting of the Saddle Hill Community Board will be held on:

 

Date:                                                    Thursday 8 December 2022

Time:                                                   1.00 pm

Venue:                                                Village Green Café, Sunnyvale Sports Complex, Dunedin

 

Sandy Graham

Chief Executive Officer

 

Saddle Hill Community Board

PUBLIC AGENDA

 

MEMBERSHIP

 

Chairperson

Paul Weir

 

Deputy Chairperson

Scott Weatherall

 

 

Members

Pim Allen

Cr Kevin Gilbert

 

Christina McBratney

Keith McFadyen

 

John Moyle

 

 

Senior Officer                                               Anna Nilsen, 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

8 December 2022

 

 

ITEM TABLE OF CONTENTS                                                                                                                                         PAGE

 

1             Community Board Membership Declaration                                                                                                 4

2             Public Forum                                                                                                                                                              4

2.1       Public Forum - Otokia Creek and Marsh Habitat Trust Funding Application                         4

2.2       Public Forum – Beachlands                                                                                                                     4

3             Apologies                                                                                                                                                                    4

4             Declaration of Interest                                                                                                                                           5

5             Confirmation of Minutes                                                                                                                                       9

5.1       Saddle Hill Community Board meeting - 2 November 2022                                                        9

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

6             Board Representation and Other Responsibilities                                                                                    13

7             Funding Applications                                                                                                                                            14

8             Meeting Schedule                                                                                                                                                 17

9             Board Updates                                                                                                                                                        19

10           Community Plan                                                                                                                                                    20

11           Governance Support Officer's Report                                                                                                            36

12           Chairperson's Report                                                                                                                                           51

13           Councillor's Update                                                                                                                                              52

 


Saddle Hill Community Board

8 December 2022

 

1          Opening

Declaration by John Moyle to be made and attested as required by Schedule 7, Clause 14 of the Local Government Act 2002.

2          Public Forum

2.1       Public Forum - Otokia Creek and Marsh Habitat Trust Funding Application

Viktoria Kahui wishes to address the meeting concerning the funding application from the Ōtokia Creek and Marsh Habitat Trust.

             2.2       Public Forum – Beachlands Speedway Club

Matthew Stewart wishes to address the meeting to provide information on the Beachlands Speedway Club.

3          Apologies

An apology has been received from Christina McBratney.

 

That the Board:

 

Accepts the apology from Christina McBratney.


Saddle Hill Community Board

8 December 2022

 

Declaration of Interest

 

 

 

EXECUTIVE SUMMARY

1.         Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected representative and any private or other external interest they might have.

 

2.         Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.

 

 

RECOMMENDATIONS

That the Board:

a)     Notes/Amends if necessary the Elected Members' Interest Register attached as Attachment A; and

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

 

 

Attachments

 

Title

Page

a

SHCB Register of Interest

6

 

 


Saddle Hill Community Board

8 December 2022

 



 


Saddle Hill Community Board

8 December 2022

 

Confirmation of Minutes

Saddle Hill Community Board meeting - 2 November 2022

 

 

 

RECOMMENDATIONS

That the Board:

Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 02 November 2022 as a correct record.

 

 

 

Attachments

 

Title

Page

A

Minutes of Saddle Hill Community Board meeting  held on 2 November 2022

10

 

 


Saddle Hill Community Board

8 December 2022

 

 

 

Saddle Hill Community Board

MINUTES

 

Minutes of the Inaugural meeting of the Saddle Hill Community Board held, in the Clifford Skeggs Gallery, Municipal Chambers, The Octagon, Dunedin on Wednesday 02 November 2022, commencing at 1.30 pm

 

PRESENT

 

Chairperson

Paul Weir (via audio visual link)

Deputy Chairperson

Scott Weatherall

 

Members

Pim Allen

 

 

Christina McBratney

 

 

Keith McFadyen

 

 

Cr Kevin Gilbert

 

 

 

IN ATTENDANCE

Sandy Graham (Chief Executive Officer) and Anna Nilsen (Group Manager, Property Services)

 

Governance Support Officer                  Wendy Collard

 

 

 

 

1          Apologies

             Moved (Scott Weatherall/Paul Weir):

             That the Board:

 

            Accepts the apologies from John Moyle.

 

             Motion carried (SHCB/2022/020)

 

2          Confirmation of agenda

 

The agenda for the meeting was noted.

 

 

 

 

Part A Reports

3          Welcome by the Chief Executive Officer, Sandy Graham

 

The Chief Executive Officer (Sandy Graham) welcomed all to the meeting and provided an introduction to the formal swearing of members.

 

4          Declarations by Members

 

Members made and attested their declarations as required by Schedule 7, Clause 14 of the Local Government Act 2002.

 

5          Voting Procedure for Appointment of Chairperson and Deputy Chairperson

 

A report from Civic advised that voting for appointments such as Board Chairperson and Deputy Chairperson of a Community Board was to be carried out in accordance with Schedule 7, Clauses 25(2) and (3) of the Local Government Act 2002 Amendment 2004.

 

Moved (Scott Weatherall/Keith McFadyen):

That the Board:

 

Adopts (System B), First Past the Post, as the voting method for the appointment of Chairperson and Deputy Chairperson.

Motion carried (SHCB/2022/021)

 

6          Election of Chairperson and Deputy Chairperson

 

The Chief Executive called for nomination for the role of Chairperson and the Deputy Chairperson.

 

 

Moved (Scott Weatherall/Christina McBratney):

That the Board:

 

Appoints Paul Weir as Chairperson.

 

Motion carried (SHCB/2022/022)

 

 

Deputy Chairperson

 

Moved (Keith McFadyen/Christina McBratney):

That the Board:

 

Appoints Scott Weatherall as Deputy Chairperson

 

Motion carried (SHCB/2022/023)

 

The Deputy Chairperson assumed the chair.

 

7          Meeting Schedule

 

A report from Civic requested that the Board give consideration to the date of the next Saddle Hill Community Board meeting.  It was proposed for Thursday 1 December 2022 commencing at 1.00 pm at a venue to be confirmed.

 

Moved (Scott Weatherall/Keith McFadyen):

That the Board:

 

a)     Confirms that its next meeting will be held on 8 December 2022 commencing at
1.00 pm.

b)     Notes that the meeting schedule for 2023 will be considered by the Board at the meeting of 8 December 2022.

Motion carried (SHCB/2022/024)

 

8          Local Government Legislation - Briefing for the Inaugural Community Board Meeting

 

A report from  Civic provided a general explanation of the following legislation as required by clause 21 of Schedule 7 of the Local Government Act 2002:

a)         The Local Government Official Information and Meetings Act 1987;

b)        The Local Authorities (Members' Interests) Act 1968;

c)         Sections 99, 105 and 105A of the Crimes Act 1961;

d)        The Secret Commissions Act 1910; and

e)        The Financial Markets Conduct Act 2013.

 

Moved (Scott Weatherall/Pim Allen):

That the Board:

 

Notes the advice regarding key legislation that applies to members of Council, its Committees and Community Boards.

Motion carried (SHCB/2022/025)

 

The meeting concluded at 1.45 pm.

 

 

 

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

C H A I R P E R S O N


Saddle Hill Community Board

8 December 2022

 

Part A Reports

 

Board Representation and Other Responsibilities

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

Appointment of Board members to various representative roles and other responsibilities, such as:

 

Ø Keep Dunedin Beautiful Committee

Ø Emergency management

 

The Chairperson will speak to his allocation of roles and responsibilities at the meeting. 

 

RECOMMENDATIONS

That the Board:

a)     Endorses the Board Member’s responsibilities and roles as allocated by the Chairperson

b)     Appoints Board Member representatives to the various roles and other responsibilities.

 

 

 

Signatories

Author:

Lynne Adamson - Governance Support Officer

Attachments

There are no attachments for this report.

 


Saddle Hill Community Board

8 December 2022

 

 

Funding Applications

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

1          There is one funding applications for consideration by the Board. 

2          Otokia Creek and Marsh Habitat Trust have requested $1,000.00 funding assistance towards the purchase a watering system.

3          There is $8,439.02 remaining in the project fund.

 

RECOMMENDATIONS

That the Board:

a)     Considers the funding application from Otokia Creek and Marsh Habitat Trust for $1,000.00 funding assistance.

 

 

Signatories

Author:

Lynne Adamson - Governance Support Officer

Authoriser:

 Sharon Bodekder – Manager Governance

Attachments

 

Title

Page

a

Otokia Creek and Marsh Habitat Trust Funding Application

15

 

 


Saddle Hill Community Board

8 December 2022

 



Saddle Hill Community Board

8 December 2022

 

 

Meeting Schedule

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

1          A schedule of meetings for 2023 is attached for your consideration.  As this is an administrative report, no summary of considerations is required.

RECOMMENDATIONS

That the Board:

a)     Approves the Board meetings will commence as 1.00 pm at venues to be confirmed.

b)     Approves the meeting schedule for 2023. 

 

 

Signatories

Author:

Lynne Adamson - Governance Support Officer

Authoriser:

Sharon Bodeker - Manager Governance

Attachments

 

Title

Page

a

2023 Meeting Schedule

18

 

 


Saddle Hill Community Board

8 December 2022

 



Saddle Hill Community Board

8 December 2022

 

 

Board Updates

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

1          Board members will provide updates on activities of interest including:

-           Keep Dunedin Beautiful

-           Proposed Civil Defence Day

 

 

RECOMMENDATIONS

That the Board:

a)     Notes the Board Updates.

 

 

 

Signatories

Author:

Lynne Adamson - Governance Support Officer

Attachments

There are no attachments for this report.

 


Saddle Hill Community Board

8 December 2022

 

 

Community Plan

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

1          The Saddle Hill Community Board Community Plan 2022-2023 is attached for discussion and updating as required.

 

 

 

 

Signatories

Author:

Lynne Adamson - Governance Support Officer

Authoriser:

Sharon Bodeker - Acting Manager Governance

Attachments

 

Title

Page

a

SHCB Draft Community Plan - December 2022

21

 


Saddle Hill Community Board

8 December 2022

 
















Saddle Hill Community Board

8 December 2022

 

 

Governance Support Officer's Report

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

1          This report is to inform the Saddle Hill Community Board on activities relevant to the Board’s area including:

a)         Discretionary Fund

b)        Retrospective Approval

c)         Youth Ambassador Award

d)        Correspondence

e)        Dust Suppression

f)         Community Board Executive Committee Nominations

g)         OAR Radio ‘Round the Boards’ segment

h)        Coastal Erosion

i)          Roadworks Schedule

j)          Items currently being consulted on

RECOMMENDATIONS

That the Board:

a)    Notes the Governance Support Officer’s Report.

b)    Retrospectively approves the expenditure of $265.00 costs for the provision of food following the planting day held at the Ocean View Reserve.

 


 

Discretionary Fund

2          There is $8,439.02 remaining in the Discretionary Fund.  The spending to date is as follows:

Meeting Date

Recipient

Purpose

Amount

22/8/2022

Brighton Bowling Club

Purchase of Barefoot Bowls

$1,200.00

 

Chairperson

Reimbursement for flowers

$95.98

 

Chairperson

Reimbursement for planting day

$265.00

Total spending

$1,560.98

Remaining Spending available

$8,439.02

 

Retrospective Approval

 

3          At the Saddle Hill Community Board meeting on 11 August 2022, the Board approved expenditure of up to $250.00 for the provision of a BBQ to be held on the planting day at the Ocean View Reserve. 

4          BBQ food was not able to be provided and Mr Weatherall purchased alternative food to thank all the supporters.  Retrospective approval for the cost of $265.00 is being sought because the total cost exceeded the approved amount.

Youth Ambassador Award

5          In the past, the Board has awarded a Youth Ambassador Award to support high achievers in either sport, academic or cultural areas, between the ages of 13 and 25, and who live in the Saddle Hill Community Board area. 

6          The Board may like to consider providing this award again in this financial year which would require setting the dates and the panel for consideration of the applications.  A copy of the previous poster and application form are attached for your information and review.  (Attachments A and B).

Correspondence

 

6          Report backs are attached from the Ōtokia Trust and the Brighton/Ocean View Community Halls Society on funding received in the last financial for your information. (Attachments C and D).

 

Dust Suppression Treatment

7          The Transport Team are recommending to Council transition to a new dust suppression product.  The DCC have in the past used recycled motor oil to supress dust on rural roads and has transitioned to a more environmentally friendly product “bio-oil” at an increased price.

8          The Board are invited to provide feedback on the options (for consideration by Council in January 2023) to the Governance Support Officer by Wednesday 14 December 2022.

9          The Council is being presented with three options:

a)         Applicants fund 100% of bio-oil or Otta Sealing dust suppression.

b)        Applicants fund 50% of bio-oil or Otta Seal dust suppression, with the DCC funding the remaining 50% (recommended).

c)         Maintain status quo with the DCC funding circa $440,000/year for dust suppression.

10           The table below indicates the number of dust suppression sites in Community Board areas:

Area

Number of Dust Suppression Sites

Sum of Area of Dust Suppression m2

Mosgiel-Taieri

54

27,522

Otago Peninsula

1

400

Saddle Hill

32

20,786

(Green Island)

1

400

Strath Taieri

33

15,432

Waikouaiti Coast

36

23,910

West Harbour

4

2,135

 

Community Board Executive Committee Nominations

11        The Community Boards Executive Committee (CBEC) represents all the community boards in New Zealand.  It’s an advisory committee to Local Government New Zealand's National Council that advocates for community boards and promotes best practice.  CBEC meets three times a year in Wellington.

12        Nominations for CBEC are now open and close on Tuesday 6 December.  (Note:  The Dunedin City Council has been given an extension to 12 December 2022).  Nominations should be on the attached form and returned to Local Government New Zealand (LGNZ). Attachment E

13        CBEC has one member from each geographical zone.  If there is more than one nomination from each zone, elections will be held.  Voting papers will be distributed before Christmas, to be considered at the first community board meeting of the year and returned to LGNZ.  Votes should be with LGNZ by 28 February 2023.

 

OAR Radio ‘Round the Boards’ Segment

14        Refer to Attachment F relating the OAR FM’s ‘Round the Boards’ Segment.

Coastal Erosion

15        Staff are part way through a coastal hazard screening project, working jointly with the Otago Regional Council.  Outputs from this work will indicate the next priority areas to focus on for Coastal Hazard Management.  The work is expected to be completed by March 2023.

16        A new Coastal Specialist (Raphael Krier-Mariani) started employment at the Dunedin City Council in mid-November.  He will be commencing work on the coastal hazard screening project over the next few weeks.

Roadworks Schedule

17        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

18        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.

·                 

Currently Being Consulted on by the Dunedin City Council

19        Information on current consultations being undertaken by the Dunedin City Council is available on the following link on the website:

https://www.dunedin.govt.nz/council/currently-consulting-on

Operational Concerns

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:

Anna Nilsen - Group Manager, Property Services

Attachments

 

Title

Page

a

Youth Ambassador Award Application

41

b

2019 Youth Ambassador Award Poster

42

c

Otokia Trust Report Back

43

d

Brighton Ocean View Community Halls Society Report Back

46

e

CBEC Nomination Form

47

f

OAR Radio Round the Boards Segment

49

 

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 Māori.

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 known conflicts of interest.

Community Boards

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

 

 


Saddle Hill Community Board

8 December 2022

 



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Saddle Hill Community Board

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Saddle Hill Community Board

8 December 2022

 

 

Chairperson's Report

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

1          The Chairperson provided an update on matters of interest since the previous meeting including:

-      Food Stalls

-      Toybox at Brighton Beach

-      Brighton Gala Day 

2          As this is an administrative report only, the Summary of Considerations is not required.

 

RECOMMENDATIONS

That the Board:

a)     Notes the Chairperson’s update.

 

 

Attachments

There are no attachments for this report.

 


Saddle Hill Community Board

8 December 2022

 

 

Councillor's Update

Department: Civic

 

 

 

 

EXECUTIVE SUMMARY

1          Councillor Kevin Gilbert will provide an update on items of interest.

 

RECOMMENDATIONS

That the Board:

a)     Notes the Council Activities Update.

 

 

 

Attachments

There are no attachments for this report.