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 |
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Deputy Chairperson |
Scott Weatherall
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Members |
Pim Allen |
Cr Kevin Gilbert |
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Christina McBratney |
Keith McFadyen |
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John Moyle |
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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
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
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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
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Saddle Hill Community Board 8 December 2022 |
Declaration by John Moyle to be made and attested as required by Schedule 7, Clause 14 of the Local Government Act 2002.
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.
An apology has been received from Christina McBratney.
That the Board:
Accepts the apology from Christina McBratney.
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Saddle Hill Community Board 8 December 2022 |
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.
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
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Title |
Page |
⇩a |
SHCB Register of Interest |
6 |
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Saddle Hill Community Board 8 December 2022 |
Saddle Hill Community Board meeting - 2 November 2022
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.
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Attachments
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Title |
Page |
A⇩ |
Minutes of Saddle Hill Community Board meeting held on 2 November 2022 |
10 |
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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) |
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Deputy Chairperson |
Scott Weatherall |
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Members |
Pim Allen |
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Christina McBratney |
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Keith McFadyen |
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Cr Kevin Gilbert |
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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 |
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The agenda for the meeting was noted.
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Part A Reports
3 Welcome by the Chief Executive Officer, Sandy Graham |
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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 |
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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 |
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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. |
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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 |
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The Chief Executive called for nomination for the role of Chairperson and the Deputy Chairperson.
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Moved (Scott Weatherall/Christina McBratney): That the Board:
Appoints Paul Weir as Chairperson.
Motion carried (SHCB/2022/022)
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Deputy Chairperson |
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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 |
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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. |
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Moved (Scott Weatherall/Keith McFadyen): That the Board:
a) Confirms that its next meeting will be held on 8
December 2022 commencing at 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 |
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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. |
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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.
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C H A I R P E R S O N
Saddle Hill Community Board 8 December 2022 |
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.
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.
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Signatories
Author: |
Lynne Adamson - Governance Support Officer |
There are no attachments for this report.
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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.
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 |
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Title |
Page |
⇩a |
Otokia Creek and Marsh Habitat Trust Funding Application |
15 |
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.
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 |
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Title |
Page |
⇩a |
2023 Meeting Schedule |
18 |
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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
That the Board: a) Notes the Board Updates.
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Signatories
Author: |
Lynne Adamson - Governance Support Officer |
There are no attachments for this report.
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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.
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Signatories
Author: |
Lynne Adamson - Governance Support Officer |
Authoriser: |
Sharon Bodeker - Acting Manager Governance |
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Title |
Page |
⇩a |
SHCB Draft Community Plan - December 2022 |
21 |
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
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 |
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Chairperson |
Reimbursement for flowers |
$95.98 |
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Chairperson |
Reimbursement for planting day |
$265.00 |
Total spending |
$1,560.98 |
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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.
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 |
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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
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Fit with purpose of Local Government This decision enables democratic local decision making and action by, and on behalf of communities. |
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Fit with strategic framework
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Māori Impact Statement There are no known impacts for Māori. |
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Sustainability There are no implications. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations There are no financial implications. |
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Significance This decision is considered low significance in terms of the Council’s Significance and Engagement Policy. |
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Engagement – external There has been no external engagement. |
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Engagement - internal Internal engagement has occurred with appropriate staff members. |
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Risks: Legal / Health and Safety etc. There are no risks. |
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Conflict of Interest There are no known conflicts of interest. |
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Community Boards This report provides information on activities in or relevant to the Board’s area.
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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.
That the Board: a) Notes the Chairperson’s update. |
There are no attachments for this report.
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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.
That the Board: a) Notes the Council Activities Update.
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