Agenda of Saddle Hill Community Board - Thursday, 8 December 2022

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

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

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	☐	☐	☒