Agenda of Saddle Hill Community Board

Saddle Hill Community Board

11 May 2023

Saddle Hill Community Board

MINUTES

Minutes of an ordinary meeting of the Saddle Hill Community Board held in the Village Green Cafe, Sunnyvale, Dunedin on Thursday 16 March 2023, commencing at 3.00 pm

PRESENT

Chairperson	Paul Weir
Deputy Chairperson	Scott Weatherall
Members	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

Moved (Paul Weir/Scott Weatherall):

That the Board:

Accepts the apologies from Pim Allen for absence and Christina McBratney for lateness.

Motion carried (SHCB/2023/010)

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/Keith McFadyen):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (SHCB/2023/011)

4 Confirmation of Minutes

4.1 Saddle Hill Community Board meeting - 16 February 2023

Moved (Paul Weir/ John Moyle):

That the Board:

a) Confirms the minutes of the Saddle Hill Community Board meeting held on 16 February 2023 as a correct record.

Motion carried (SHCB/2023/012)

Part A Reports

5 NZ Police Update

Green Island Community Police Constable Mark Tuten provided an update on police issues in the Board area.

Constable Tuten responded to questions.

6 Board Updates

Board members provided updates on activities of interest which included:

· Carbon Zero Workshop - Christina McBratney provided an update on the recent workshop on carbon zero.

· Proposed Civil Defence Day – It was noted that the Emergency Management Advisor had resigned. Ms Neilson advised she would contact the Otago Regional Council regarding the expected start date of her replacement.

Moved (Paul Weir/Scott Weatherall):

That the Board:

a) Notes the Board Updates.

Motion carried (SHCB/2023/013)

Moved (Paul Weir/Cr Kevin Gilbert):

That the Board:

Adjourns the meeting for five minutes.

Motion carried

The meeting adjourned at 3.26 pm and reconvened at 3.29 pm.

7 Youth Ambassador Award Funding Application Presentations

Students were in attendance to speak to their applications for the Youth Ambassador Award funding.

Keira Hughes

Keira spoke to her application for funding support to attend the New Zealand Open Water Championships in Rotorua. She outlined her training regime and explained about the competition and qualifying times involved.

Keira responded to questions and commented on her coaching of younger children.

Louis Stevenson

Louis spoke to his application for support with his musical career and provided information on his musical background playing the violin and achievements to date. Louis explained that the funding would enable him to have three of his original compositions reach a demo standard which would enable him to obtain opportunities at song writing workshops and courses.

Louis responded to questions and commented that he taught younger children violin on a Saturday morning.

Conor Hobbs

Conor outlined his achievements throughout his eight years in cubs and scouts. He commented that he had been fundraising for the past 2-3 years to attend the Scouts World Jamboree event in South Korea and that any funding received would go towards the costs of attending the Jamboree.

In response to questions, Conor advised that he had buddied younger scouts which he would like to continue and teach.

Pipa Mooyman

Pipa spoke of her passion for farming and advised funding would go towards the costs of completing levels three and four of the Primary ITO Agriculture Course. She explained what she had learnt through the completion of levels one and two and spoke of her passion for a career in farming.

Pipa responded to questions and commented on achievements to date both career wise and in sports in which she had reached the black belt level in karate.

Christina McBratney provided an update on discussions held on the applications from Luana Ashton, Jenny Petegem Thach and Jaymee Meffan who were unable to attend the meeting.

8 Community Plan

There was a discussion on the Saddle Hill Community Plan 2023-24.

9 Funding Application
Paul Weir withdrew from this item and Scott Weatherall assumed the Chair.
	The Fairfield School Community Swimming Pool Committee (Fairfield Board of Trustees) had requested $4,000.00 funding assistance towards the replacement of the swimming pool cover.
	Moved (John Moyle/Christina McBratney): That the Board: a) Approves the application from the Fairfield Board of Trustees (Fairfield School Community Swimming Pool Committee) for $3,000.00 funding assistance towards the replacement of the swimming pool cover. Motion lost
	Moved (Keith McFadyen/Scott Weatherall): That the Board: a) Approves the application from the Fairfield Board of Trustees (Fairfield School Community Swimming Pool Committee) for $2,000.00 funding assistance towards the replacement of the swimming pool cover. Motion carried (SHCB/2023/014)

Paul Weir resumed the Chair.

11 Youth Ambassador Award Funding Applications
	There were seven applications received for the Youth Ambassador Award Funding for consideration by the Board. The Board were extremely impressed with the calibre of the applications and agreed that they would increase the pool of funds available to provide additional support.
	Moved (Scott Weatherall/Christina McBratney): That the Board: a) Agrees to increase the Youth Ambassador Award pool by an additional $2,000 to provide $3,000 funding assistance. Motion carried (SHCB/2023/015) with Keith McFadyen recording his abstention.

Moved (Paul Weir/Scott Weatherall): That the Board: Adjourns the meeting for up to 10 minutes. Motion carried The meeting adjourned at 4.22 pm and reconvened at 4.29 pm.
	The Board agreed that due to the calibre of the applications, the achievements and goals of the applicants and their support of the community, they would provide assistance to all the applicants. They discussed the allocation of the funds and agreed that they would provide $1,000 to the first placeholder; $500 to each the second and third placeholders and $250 each to the remaining four placeholders.
	Moved (Scott Weatherall/Christina McBratney): That the Board: b) Approves the allocation of the Youth Ambassador Award with $1,000.00 to the first placeholder; $500 each to the second and third placeholders and $250.00 to each of the remaining four placeholders. Motion carried (SHCB/2023/016) with John Moyle recording his vote against and Keith McFadyen recording his abstention.
	The Board then considered the applications from Conor Hobbs; Jenny Petegem Thach; Keira Hughes; Louis Stevenson; Luana Ashton; Pipa Mooyman and Jaymee Meffan for the Youth Ambassador Award. It was agreed that the voting would be undertaken by private ballot.
	Moved (Paul Weir/Scott Weatherall): That the Board: a) Approves payments of $250.00 each to Louis Stevenson; Jaymee Meffan; Jenny Petegem Thach and Pipa Mooyman from the discretionary fund. b) Approves the payment of $500.00 each to Bridget Hughes on behalf of Keira Hughes and Luana Ashton from the discretionary fund. c) Approves the payment of $1,000.00 payment to Justin Hobbs on behalf of Conor Hobbs from the discretionary fund. Motion carried (SHCB/2023/017)

10 Governance Support Officer's Report
	This report is to inform the Saddle Hill Community Board on activities relevant to the Board’s area.
	The Board expressed their concern with the northern section of the Brighton Domain which had a deep sump hole and temporary fencing and requested a coastal erosion update. The Board requested an update on the resealing budget for Waldronville Streets.
	Moved (Paul Weir/Cr Kevin Gilbert): That the Board: a) Notes the Governance Support Officer’s Report. Motion carried (SHCB/2023/018)

12 Chairperson's Report

The Chairperson provided an update on matters of interest since the previous meeting which included a thank you letter from the Principal of Fairfield School following the installation of a fence over the previously unfenced culvert on Old Brighton Road.

The Board expressed their gratitude for the notification that EAP Counselling Services was available should it be required.

Moved (Paul Weir/Scott Weatherall):

That the Board:

a) Notes the Chairperson’s update.

Motion carried (SHCB/2023/019)

13 Councillor's Update

]Councillor Kevin Gilbert provided an update on items of interested which included the Zero Carbon workshop; FIFA Women’s World Cup; Speed Limit Bylaw and the Dunedin Hospital Campaign.

Moved (Christina McBratney/Scott Weatherall):

That the Board:

a) Notes the Council Activities Update.

Motion carried (SHCB/2023/020)

The meeting closed at 5.10 pm.

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C H A I R P E R S O N

Saddle Hill Community Board

11 May 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) Retrospective Approval

c) Youth Ambassador Award Report Back

d) Roadworks Schedule

e) Items currently being consulted on

f) Operational Concerns

2 There is $2,237.34 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
16/3/2023	Fairfield School Board of Trustees (Swimming Pool Committee)	Swimming Pool Cover	$2,000.00
	Conor Hobbs	Youth Ambassador Award	$1,000.00
	Keira Hughes	Youth Ambassador Award	$500.00
	Luana Ashton	Youth Ambassador Award	$500.00
	Louis Stevenson	Youth Ambassador Award	$250.00
	Jenny Petegem Thach	Youth Ambassador Award	$250.00
	Pipa Mooyman	Youth Ambassador Award	$250.00
	Jaymee Meffan	Youth Ambassador Award	$250.00
	Fresh Choice Green Island	Gift Basket	$100.00
Total spending			$7,762.66
Remaining funding available			$2,237.34

RECOMMENDATIONS

That the Board:

a) Retrospectively approves the expenditure of $100.00 for a gift basket.

b) Notes the Governance Support Officer’s Report.

Retrospective Approval

3 The Board purchased a gift basket for a sick ex community board member. This expenditure now needs to be retrospectively approved.

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

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	Keira Hughes Youth Ambassador Award Report Back	20

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 conflict of interests.

Community Boards

This report provides information on activities in or relevant to the Board’s area.

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