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 |
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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 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
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Saddle Hill Community Board 16 March 2023 |
At the close of the agenda no requests for public forum had been received.
An apology has been received from Pim Allen.
That the Board:
Accepts the apology from Pim Allen.
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Saddle Hill Community Board 16 March 2023 |
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 16 March 2023 |
Saddle Hill Community Board meeting - 16 February 2023
That the Board: a) Confirms the minutes of the Saddle Hill Community Board meeting held on 16 February 2023 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 16 February 2023 |
10 |
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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 |
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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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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.
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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.
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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 |
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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 |
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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 |
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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.
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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 |
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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 |
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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 |
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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. |
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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 |
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An amended schedule of meetings for 2023 was presented. |
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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.
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Moved (Christina McBratney/ Pim Allen): That the Board:
Approves the amended meeting schedule for 2023. Motion carried (SHCB/2023/007) |
10 Community Plan |
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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 |
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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.
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Moved (Paul Weir/John Moyle): That the Board:
Notes the Chairperson’s update. Motion carried (SHCB/2023/008) |
12 Councillor's Update |
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Councillor Kevin Gilbert provided an update on items of interest which included an update on the glyphosate usage. |
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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
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CHAIRPERSON
Saddle Hill Community Board 16 March 2023 |
Green Island Community Police Constable Mark Tuten will attend the meeting and provide an update on police issues in the Board area.
Attachments
There are no attachments for this report.
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Saddle Hill Community Board 16 March 2023 |
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 16 March 2023 |
Youth Ambassador Award Funding Application Presentations
Students who applied for the Youth Ambassador Award Funding will be in attendance to speak to their applications.
There are some students that may not be able to attend due to prior commitments. Board representatives will provide any updates on behalf of those students during consideration of the applications later in the meeting.
The students will present as they arrive at the meeting.
Attachments
There are no attachments for this report.
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Saddle Hill Community Board 16 March 2023 |
Community Plan
Department: Civic
EXECUTIVE SUMMARY
1 Discussion on the Saddle Hill Community Board Community Plan 2022-2023.
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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 16 March 2023 |
Funding Application
Department: Civic
EXECUTIVE SUMMARY
1 There is one funding applications for consideration by the Board.
2 Fairfield School Community Swimming Pool Committee (Fairfield Board of Trustees) have requested $4,000.00 funding assistance towards the replacement of the swimming pool cover.
3 There is $7,239.02 remaining in the project fund.
That the Board: a) Considers the funding application from Fairfield School Community Swimming Pool for $4,000.00 funding assistance. |
Signatories
Author: |
Lynne Adamson - Governance Support Officer |
Authoriser: |
Sharon Bodeker, Manager Governance |
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Title |
Page |
⇩a |
Funding Application |
20 |
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
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 |
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Chairperson |
Reimbursement for flowers |
$95.98 |
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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 |
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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 |
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Title |
Page |
⇩a |
Fairfield School Board of Trustees Report Back |
27 |
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 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.
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.
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Signatories
Author: |
Lynne Adamson - Governance Support Officer |
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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 |
Saddle Hill Community Board 16 March 2023 |
Chairperson's Report
Department: Civic
EXECUTIVE SUMMARY
1 The Chairperson provided an update on matters of interest since the previous meeting:
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 16 March 2023 |
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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