Agenda of Mosgiel-Taieri Community Board - Wednesday, 29 March 2023

Notice of Meeting:

I hereby give notice that an ordinary meeting of the Mosgiel-Taieri Community Board will be held on:

Date: Wednesday 29 March 2023

Time: 6.00 pm

Venue: Downes Room, Mosgiel Service Centre, Hartstonge Avenue, Mosgiel

Sandy Graham

Chief Executive Officer

Mosgiel-Taieri Community Board

PUBLIC AGENDA

MEMBERSHIP

Chairperson	Andrew Simms
Deputy Chairperson	Dean McAlwee
Members	Kathryn Anderson
	Regan Horrell
	Brian Miller
	Brian Peat
	Cr Cherry Lucas

Senior Officer Scott MacLean, Group Manager Parks and Recreation

Governance Support Officer Jennifer Lapham

Jennifer Lapham

Governance Support Officer

Telephone: 03 477 4000

governance.support@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.

Mosgiel-Taieri Community Board

29 March 2023

Mosgiel-Taieri Community Board

MINUTES

Minutes of an ordinary meeting of the Mosgiel-Taieri Community Board held in the Downes Room, Mosgiel Service Centre, Hartstonge Avenue, Mosgiel on Wednesday 22 February 2023, commencing at 6.00 pm

PRESENT

Chairperson	Andrew Simms
Deputy Chairperson	Dean McAlwee
Members	Kathryn Anderson
	Regan Horrell
	Brian Miller
	Brian Peat
	Cr Cherry Lucas

IN ATTENDANCE

Scott MacLean (Group Manager Parks and Recreation).

Governance Support Officer Jennifer Lapham

1 Opening

The Chairperson acknowledged the recent passing of former Councillor and Community Board member, Maurice Prendergast. Mr Miller commented on Mr Prendergast’s interest in Council and Community Board affairs and spoke on his political career. Those present stood as a mark of respect.

2 Public Forum

2.1 Public Forum - Andrew Matheson

Andrew Matheson – Head Boy, Taieri College and Keshia Hollands, Caitlin Stewart and Emily Evans spoke to the Board on engaging youth in the Taieri area. Mr Matheson commented on ways to get more youth, with negative behaviour, involved in the community.

2.2 Public Forum - Taieri Network Group

Ms Kristy Compton, Ms Teresa Christie and Mr Paul Coffey provided an update on activities of the Taieri Network. An overview was provided of the group and the activities that had been undertaken. Ms Christie spoke on upcoming activities and engagement with the local community.

3 Apologies

There were no apologies.

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 (Andrew Simms/Regan Horrell):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (MTCB/2023/001)

5 Confirmation of Minutes

5.1 Mosgiel-Taieri Community Board meeting - 30 November 2022

Moved (Andrew Simms/Cr Cherry Lucas):

That the Board:

a) Confirms the minutes of the Mosgiel-Taieri Community Board meeting held on 30 November 2022 as a correct record.

Division

The Board voted by division

For: Kathryn Anderson, Regan Horrell, Cherry Lucas, Dean McAlwee and Andrew Simms (5).

Against: Brian Miller and Brian Peat (2).

The division was declared CARRIED by 5 votes to 2

MTCB/2023/002)

Part A Reports

6 Update on Road Works at East Taieri

Letitia McRodden, Customer and Stakeholder Manager (Downer), Rowan Tumai, Contract Manager (Downer) and Jennifer MacLean, Maintenance Contract Manager (Waka Kotahi) provided an update to the road works at East Taieri.

Ms McRodden responded to questions regarding the work including why there was no work at the weekend and into the evening. She also explained that temporary traffic lights would have been difficult to co-ordinate and would have created more congestion.

7 Naming of one legal road and one private way

In a report from Transport support was sought from the Mosgiel-Taieri Community Board on the proposed naming of a private way and a legal road in the Mosgiel-Taieri area.

Moved (Andrew Simms/Dean McAlwee):

That the Board:

a) Supports naming of a new legal road off Dukes Road North, as ‘Enterprise Place’.

b) Supports naming of a new private way off Gladstone Road North, as ‘Magnolia Lane’.

Motion carried (MTCB/2023/003)

8 Social Media Policy

The Chairperson circulated the draft Social Media Policy for discussion. During the discussion it was agreed that the statement “any other material we deem to be inappropriate” would be removed.

Moved (Andrew Simms/Dean McAlwee):

That the Board:

Adopts the Social Media Policy with the following amendment. .

“for consistency of messaging, administrative access to the Board’s Social Media accounts will be restricted to the Boards appointed Social Media co-ordinator, currently Mr Regan Horrell and the Chairperson of the Board.”

Motion carried (MTCB/2023/004)

9 Community Engagement Plan
	The Chairperson circulated the Draft Community Engagement Plan for discussion. Discussion took place on some of the comments on the Mosgiel Notice Board page. It was also suggested that the Board start an Instagram account.
	Moved (Andrew Simms/Kathryn Anderson): That the Board: Adopts the Community Engagement Plan
	An Amendment was Moved (Brian Miller/Brian Peat): That the Board: Only comment and post on the Mosgiel Taieri Community Board Facebook page. The amendment was put and lost with Brian Miller and Brian Peat recording their votes in support.
	Following further discussion the substantive motion was put. Motion carried (MTCB/2023/005)

10 Governance Support Officer's Report
	In a report from Civic an update was provided on activities relevant to the Board’s area including: a) Project Fund b) Hatch Cover Failure – Gordon Road c) Civic Affairs Committee d) Naming of New Pool - Te Puna o Whakaehu e) Keep Dunedin Beautiful Committee Representative f) Zone 6 Community Board Executive Committee Representative
	The Group Manager Parks and Recreation responded to questions on the matters raised in the Governance Support Officers Report. Mr Horrell withdrew from discussion on the representative for the Zone 6 Community Board Executive Committee.
	Moved (Andrew Simms/Cr Cherry Lucas): That the Board: a) Notes the Governance Support Officer’s Report. b) Votes for Regan Horrell for the Zone Community Boards’ Executive Committee’s Representative. Motion carried (MTCB/2023/006)

11 Board Updates

· Taieri Network

Kathryn Anderson advised that she had attended two meetings and a Youth Hui. She advised that she had a copy of the Taieri Network vision document for circulation to Board members.

· Coronation Hall Trust

Dean McAlwee advised that the replacement of the seating was commencing in the Auditorium and that the stage is being re-coated.

· Aquatic Centre Project Group

Brian Miller advised that everything was on track for the opening of the pool, the date is yet to be decided.

· Mosgiel and Taieri Emergency Group

The Chairperson advised the he had attended a meeting and there was some confusion regarding roles and who was responsible Civil Defence in the area.

· Outram Emergency Group

Dean McAlwee advised that the official establishment of the group was progressing.

· Social Media and Media Platform

Regan Horrell commented that his role was to co-ordinate information and all members should contribute.

· Community Engagement

Comment was made that as not everyone was able to access digital information it would be appropriate to create posters, and advertise in newspapers etc.

· Community Events

Kathryn Anderson provided an update on Party in the Park and advised that the Board had received 37 responses to the survey

· Taieri Trails Group

The Chairperson advised that he had attended two meetings. The Taieri Historical Society was hoping that the grounds can be linked into the trail and the proposed upgrade for the Outram Glen.

Moved (Andrew Simms/Kathryn Anderson):

That the Board:

Notes the Board updates.

Motion carried (MTCB/2023/007)

12 Chairperson's Report

The Chairperson provided an update on matters of interest since the previous meeting including naming of the new pool, road works at East Taieri and the Community Response Group.

Moved (Andrew Simms/Cr Cherry Lucas):

That the Board:

Notes the Chairperson’s update.

Motion carried (MTCB/2023/008)

13 Councillor's Update

Councillor Cherry Lucas commented on the Council Annual Plan meetings in particular the Outram Glen, Mosgiel Playground and the operational funding for running Te Puna o Whakaehu.

Moved (Andrew Simms/Regan Horrell):

That the Board:

Notes the Council Activities Update.

Motion carried (MTCB/2023/009)

The meeting concluded at 8.20 pm .

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

CHAIRPERSON

Mosgiel-Taieri Community Board

29 March 2023

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Mosgiel-Taieri Community Board on activities relevant to the Board’s area including:

a) Project Fund

b) Kerbside recycling and rubbish collection services

c) Annual Plan Engagement Update

d) Civic Affairs Committee Presentation

e) Roadworks Schedule

f) Dunedin City Council Updates

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

Project Fund

2 The Board has $7,760 available for the remainder of the 2022/23 financial year. To date $2,240 has been spent as follows:

Meeting Date	Amount	Recipient
3 August 2022	$2,000.00	StarJam Charitable Trust
November 2023	$240.00	OAR
Total	$2,240.00

Kerbside recycling and rubbish collection services letter to new rural customers.

3 The DCC will be sending letters to owners of some 200 properties in Berwick, Woodside, Henley and Pukehiki that they will begin receiving kerbside recycling and rubbish collection services from 1 July 2023.

4 Owners of around 20 properties very close to the new route will also be sent letters letting them know they can opt-in to the service, leaving their bins at a designated collection spot on the new route.

5 The letters provide information about why they will receive the service, what bins they will receive and when, and rating information. The letter also says the collection service will be improved city-wide from 1 July 2024 when the DCC replaces plastic pre-paid bags with red-lidded rubbish bins and adds kitchen/garden waste bins.

Civic Affairs Committee

6 The Civic Affairs Committee is a new committee established this triennium, and its membership comprises all Councillors and the Mayor. Cr Bill Acklin is the Chair of the Committee. At the start of each Committee meeting, Board Chairs (or their delegate) will be invited to present on matters that the Boards would like to raise with the Committee. Each Board will have the opportunity to present on two occasions throughout the year.

7 The Mosgiel Taieri Community Board is invited to present to the Committee meeting being held on 16 May 2023 and members should consider what issues you would like to highlight.

Draft Annual Plan 2023/24

8 The draft 2023/24 Annual Plan (“the draft Plan”) is an update of year three of the 10 year plan 2021-31. The draft Plan proposes no significant changes to the 10 year plan, and there are no engagement topics requiring specific feedback. Because there are no significant changes, Council has no legal requirement to consult on the draft Plan, and as such, a consultation document will not be prepared.

9 Although there are no engagement topics requiring specific feedback, an engagement process will still be undertaken this year, and it will follow the engagement approach that was used for the 2022/23 Annual Plan.

10 Engagement will focus on providing updates to the community on how Council is tracking against key 10 year plan 2021-31 projects, and for the community to provide feedback to Council more generally. A mixed method approach to engagement that utilises both online digital content as well as print-based engagement practices will be undertaken.

11 In planning the engagement approach, staff have taken into consideration community diversity, youth, and Māori and Pāsifika. Staff have also considered accessibility of both print media and online social media platforms. Taking this all into account, the tools for community engagement will include:

a) Creating digital content and producing a series of short videos to tell the story of key decisions and progress on current projects

b) Proactive use of social media platforms to share digital content

c) Proactive media releases

d) Advertising in print media

e) DCC Website including updating DCC’s ‘The Future of Us’ webpage

12 We appreciate that our Community Boards can effectively reach their local communities through their networks. As content is developed, the information will be sent through to all Community Boards, for sharing with your communities.

13 The community will be able to provide feedback through online processes, social media, in writing, and via emails. The feedback period will run from 31 March to 21 April 2023. Hearings are scheduled to start on 1 May 2023. All feedback will be collated, analysed, and reported back to Council for its consideration at the deliberations meeting scheduled to begin on 22 May 2023.

14 Community Boards are invited to provide feedback to Council and present their views at the hearing.

Currently Being Consulted on by Dunedin City Council

14 For the most up to date information on what DCC is consulting on, please visit https://www.dunedin.govt.nz/council/currently-consulting-on

Roadworks Schedule

15 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.

Dunedin City Council Updates

16 Board or members of the public wishing to advise Council of any operational issues or concerns, e.g. potholes, vegetation, burst pipes are reminded to contact the Dunedin City Council Customer Services Agency on 03 477 4000 or email dcc@dcc.govt.nz. For any non-urgent matter please contact council via the online “Fix it form” https://www.dunedin.govt.nz/do-it-online/report/fix-it-form

17 If issues and concerns are not dealt with in a timely manner, Board Members should contact the Governance Support Officer, or the Senior Staff Member appointed to the Board.

Signatories

Author:	Jenny Lapham - Governance Support Officer
Authoriser:	Scott MacLean - Group Manager Parks and Recreation

Attachments

There are no attachments for this report.

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 Maori.

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.

	Title	Page
⇩a	Register of Interest	7

	Title	Page
A ⇩	Minutes of Mosgiel-Taieri Community Board meeting held on 22 February 2023	12

	Title	Page
⇩a	Application for Funding from Silverstream (South) Primary School.	19

	Title	Page
⇩a	Community Plan 2023/24	24

	Title	Page
⇩a	2016 Funding Guidelines	40