Agenda of Saddle Hill Community Board - Thursday, 16 March 2023

Notice of Meeting:

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

Date: Thursday 16 March 2023

Time: 3.00 pm

Venue: Village Green Cafe, Sunnyvale, 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

16 March 2023

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

2 Apologies 4

3 Declaration of Interest 5

4 Confirmation of Minutes 9

4.1 Saddle Hill Community Board meeting - 16 February 2023 9

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

5 NZ Police Update 15

6 Board Updates 16

7 Youth Ambassador Award Funding Application Presentations 17

8 Community Plan 18

9 Funding Application 19

10 Governance Support Officer's Report 24

11 Youth Ambassador Award Funding Applications 29

12 Chairperson's Report 56

13 Councillor's Update 57

Saddle Hill Community Board

16 March 2023

Saddle Hill Community Board

MINUTES

Minutes of an ordinary meeting of the Saddle Hill Community Board held in the Council Chamber, Dunedin Public Art Gallery, The Octagon, Dunedin on Thursday 16 February 2023, commencing at 1.09 pm

PRESENT

Chairperson	Paul Weir
Deputy Chairperson	Scott Weatherall
Members	Pim Allen	Cr Kevin Gilbert
	Christina McBratney	Keith McFadyen
	John Moyle

IN ATTENDANCE

Anna Nilsen (Group Manager Property Services)

Governance Support Officer Lynne Adamson

1 Public Forum

There was no Public Forum.

2 Apologies

There was an apology for lateness from Scott Weatherall.

Moved (Paul Weir/ Christina McBratney):

That the Board:

Accepts the apology from Scott Weatherall for lateness.

Motion carried (SHCB/2023/001)

3 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 (Paul Weir Christina McBratney):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (SHCB/2023/002)

Scott Weatherall entered the meeting at 1.11 pm and left at 1.14 pm.

4 Confirmation of Minutes

4.1 Saddle Hill Community Board meeting - 8 December 2022

Moved (Paul Weir Keith McFadyen):

That the Board:

Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 08 December 2022 as a correct record.

Motion carried (SHCB/2023/003)

Part A Reports

5 Otago Regional Council - School Bus Update

Julian Phillips and Sumit Saini (Otago Regional Council) provided an update on school bus issues in the Board area which included an acute shortage of drivers and spoke of the time frames for new bus shelters particularly in Green Island.

Messrs Phillips and Saini responded to questions.

6 Board Updates
	Board members provided updates on activities of interest which included: - Keep Dunedin Beautiful – Christina McBratney commented that a start date was yet to be determined. - Proposed Civil Defence Day – John Moyle advised he had contacted and would meet with Civil Defence staff to discuss the proposed Civil Defence day. Paul Weir advised that he had also been contacted by staff who would like to meet with the Board. - Funding Application criteria update – Pim Allen spoke to the proposed funding application criteria and form. It was agreed that the form would be revisited before finalisation and that the Board would investigate further ways to promote the funding grants. - Youth Ambassador Award – Christina McBratney spoke to the Youth Ambassador Award information and advised that the pool would be $1,000.00 for the year.
Pim Allen left the meeting at 2.05 pm.
	Moved (Paul Weir/Keith McFadyen): That the Board: a) Notes the Board Updates. b) Agrees to look at ways to promote the funding grants. Motion carried (SHCB/2023/004)

7 Funding Applications

There was one funding application for consideration by the Board.

The application from the Otokia Creek and Marsh Habitat Trust had requested funding assistance towards the purchase of a watering system and construction of a community rest area. The application had been deferred from the last meeting

Moved (Keith McFadyen/Paul Weir):

That the Board:

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

Motion carried (SHCB/2023/005)

8 Governance Support Officer's Report

A report from Civic provided an update on activities relevant to the Board’s area which included:

a) Discretionary Fund

b) Community Boards’ Executive Committee – The Board agreed to support Cheryl Neill, Otago Peninsula Community Board as their preferred representative for the Community Board Executive Committee (CBEC) Zone 6 Representative.

c) Civic Affairs Committee presentation – It was noted that the Saddle Hill Community Board would present to the Civic Affairs Committee on 16 May 2023 and 26 October 2023.

Moved (Keith McFadyen/Pim Allen):

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Endorses Cheryl Neill as the Community Board Rep for the CBEC Zone 6 Representative.

Motion carried (SHCB/2023/006)

9 Meeting Schedule
	An amended schedule of meetings for 2023 was presented.
	It was agreed that all meetings would commence at 1.00 pm with the exception of the March meeting which would commence at 3.00 pm to enable applicants for the Youth Ambassador Award to present to the Board.
	Moved (Christina McBratney/ Pim Allen): That the Board: Approves the amended meeting schedule for 2023. Motion carried (SHCB/2023/007)

10 Community Plan
	The Saddle Hill Community Board Community Plan 2022-2023 was discussed with suggestions presented for updating and endorsement at the March 2023 Board meeting.

11 Chairperson's Report
	The Chairperson provided an update on matters of interest since the previous meeting including: - Brighton Gala Day - Kaikorai Estuary Car Park Extension - Safety Fence built on Old Brighton Road
During discussion Scott Weatherall returned to the meeting at 2.25 pm and provided an update on the Brighton Gala Day. Scott Weatherall left the meeting at 2.27 pm.
	Moved (Paul Weir/John Moyle): That the Board: Notes the Chairperson’s update. Motion carried (SHCB/2023/008)

12 Councillor's Update

Councillor Kevin Gilbert provided an update on items of interest which included an update on the glyphosate usage.

Moved (Keith McFadyen John Moyle):

That the Board:

Notes the Council Activities Update.

Motion carried (SHCB/2023/009)

The meeting concluded at 2.34 pm

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

CHAIRPERSON

Saddle Hill Community Board

16 March 2023

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) Report Back

c) Roadworks Schedule

d) Items currently being consulted on

e) Operational concerns

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

Discretionary Fund

2 There is $7,239.02 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
8/12/2022	SHCB	Purchase of toys for Brighton Toy Box	$200.00
16/2/2023	Ōtokia Creek and Marsh Habitat Trust	Watering system and seat	$1,000.00
Total spending			$2,760.98
Remaining funding available			$7,239.02

Report Back

3 The Fairfield School Board of Trustees have provided the attached report back on funding approved at the 31 March 2022 Board meeting towards the installation of a bike track at the school (attachment A).

Roadworks Schedule

4 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.

5 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

6 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 appointed to the Board.

Signatories

Author:	Lynne Adamson - Governance Support Officer
Authoriser:	Anna Nilsen - Group Manager, Property Services

Attachments

	Title	Page
⇩a	Fairfield School Board of Trustees Report Back	27

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

16 March 2023

Youth Ambassador Award Funding Applications

Department: Civic

EXECUTIVE SUMMARY

1 There have been seven applications received for the Youth Ambassador Award Funding for consideration by the Board.

2 These are from Connor Hobbs; Jenny Petegem Thach; Keira Hughes; Louis Stevenson; Luana Ashton; Pipa Mooyman and Jaymee Meffan.

RECOMMENDATIONS

That the Board:

a) Considers the applications for the Youth Ambassador Award from Connor Hobbs; Jenny Petegem Thach; Keira Hughes; Louis Stevenson; Luana Ashton, Pipa Mooyman and Jaymee Meffan.

Signatories

Author:

Lynne Adamson - Governance Support Officer

Attachments

	Title	Page
⇩a	Connor Hobbs Application	30
⇩b	Jenny Petegem Thach Application	33
⇩c	Keira Hughs Application	44
⇩d	Louis Stevenson Application	48
⇩e	Laura Ashton Application	50
⇩f	Pipa Mooyman Application	52
⇩g	Jaymee Meffan Application	54

	Title	Page
A ⇩	Minutes of Saddle Hill Community Board meeting held on 16 February 2023	10