Agenda of Saddle Hill Community Board - Thursday, 3 August 2023

Notice of Meeting:

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

Date: Thursday 3 August 2023

Time: 1.00 pm

Venue: Council Chamber, Dunedin Public Art Gallery, The Octagon, 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

3 August 2023

ITEM TABLE OF CONTENTS PAGE

1 Tribute 4

2 Public Forum 4

3 Apologies 4

4 Confirmation of Agenda 4

5 Declaration of Interest 5

6 Confirmation of Minutes 9

6.1 Saddle Hill Community Board meeting - 15 June 2023 9

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

7 Community Plan 15

8 Governance Support Officer's Report 16

9 Chairperson's Report 21

10 Councillor's Update 22

11 Items for Consideration by the Chair 23

Saddle Hill Community Board

3 August 2023

Saddle Hill Community Board

MINUTES

Minutes of an ordinary meeting of the Saddle Hill Community Board held in the Brighton Surf Life Saving Club, Brighton Road, Dunedin on Thursday 15 June 2023, commencing at 1.00 pm

PRESENT

Chairperson

Paul Weir

Members

Pim Allen

Cr Kevin Gilbert

Christina McBratney

Keith McFadyen

IN ATTENDANCE

Scott MacLean (Group Manager Parks and Recreation)

Governance Support Officer Lynne Adamson

1 Public Forum

1.1 Brighton Community

Colin Weatherall thanked the Board for their interest and efforts in the current term and specifically the recent response to stormwater flooding.

Mr Weatherall spoke of issues in the Brighton area which included coastal erosion at the Brighton Domain and South Coast.

Mr Weatherall commented on the recent rain events and reverse flooding due to the build up of sand in the drains. He thanked staff and contractors for the prompt reaction to his phone call to report the problem which was responded to within 3-4 days.

Mr Weatherall spoke on the walkway from Waldronville to Kaikorai Estuary and the maintenance required to keep it at an appropriate standard. He would also like contractors to trim the blackberry bushes twice a year.

He commented on the problem with dangerous litter on the roads e.g. things that fall off trailers and advised that he believed Council contractors should be made aware of this and have a requirement to pick it up or remove it off the road. Mr Weatherall also commented that any signage knocked over should be reinstated when a contractor observes it rather than waiting for a call to Council to have it actioned.

Mr Weatherall responded to questions.

2 APOLOGIES

Moved (Paul Weir/Pim Allen):

That the Board:

Accepts the apologies from Scott Weatherall and John Moyle.

Motion carried (SHCB/2023/030)

3 CONFIRMATION OF AGENDA

Moved (Keith McFadyen/Christina McBratney):

That the Board:

Confirms the agenda without addition or alteration.

Motion carried (SHCB/2023/031)

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 (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/2023/032)

5 Confirmation of Minutes

5.1 Saddle Hill Community Board meeting - 11 May 2023

Moved (Paul Weir/Cr Kevin Gilbert):

That the Board:

a) Confirms the public part of the minutes of the Saddle Hill Community Board meeting held on 11 May 2023 as a correct record.

Motion carried (SHCB/2023/033)

Part A Reports

6 Governance Support Officer's Report

A report from Civic informed the Saddle Hill Community Board on activities relevant to the Board’s area which included:

a) Discretionary Fund.

b) Roadworks Schedule

c) Items currently being consulted on

d) Operational Concerns

e) Funding Report Back - Brighton Bowling Club

On behalf of the Brighton Bowling Club, Keith McFadyen provided an update on the funding received from the Board to purchase barefoot bowls. He showed a set of the bowls purchased and advised that six sets had been purchased. These would be promoted in the upcoming season.

Mr McFadyen advised that Tall Poppy Real Estate have provided sponsorship for the club. He spoke of a youth tournament being held later in the year which the Board commented they would like to support by way of holding a BBQ or something similar.

f) Reserve Management Plan – It was agreed that Christina McBratney would be the Board representative to collate and submit on behalf of the Board.

g) Freedom Camping – Scott MacLean provided an update on Freedom Camping for the upcoming FIFA World Cup.

e) Extreme Marquees Quotation – it was agreed that the Board would proceed with the purchase of the option two marquee as quoted.

Moved (Paul Weir/Pim Allen):

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Approves the quotation for $1,595.00 for the purchase of a marquee from Extreme Marquees for option two.

Motion carried (SHCB/2023/034)

7 Board Updates

Board members provided updates on activities of interest including:

a) Keep Dunedin Beautiful – Christina McBratney provided an update on the appointment of a new co-ordinator for Keep Dunedin Beautiful. She commented on Trees for Families and the Keep Dunedin Beautiful Awards and asked for nominations to be sent.

b) Emergency Management – the Chair advised that he would be meeting with the General Manager Community Services and Community Resilience Co-Ordinator in the following week to ascertain requirements for the Board for use and support in civil defence emergencies. The Board would like to meet with a representative from the Otago Regional Council to discuss emergency management.

c) Emergency Management Day – it was noted that John Moyle was leading this project which was expected to be held in Summer with a gold coin donation admission for charity.

Moved (Keith McFadyen/Paul Weir):

That the Board:

a) Notes the Board updates.

Motion carried (SHCB/2023/035)

8 Community Plan
	There was a discussion on the Saddle Hill Community Board Plan 2022-2023.

9 Chairperson's Report

The Chairperson provided an update on matters of interest since the previous meeting which included:

a) Destination Dunedin – Paul Weir advised that he had met with the Manager, Enterprise Dunedin to discuss the economic report relating to Dunedin/Otago coming out of covid, what the changes are heading to the future and generally what was happening.

b) Civic Affairs Committee presentation – Paul Weir and Keith McFadyen presented on topics of interest to the Board including the walkway from Waldronville to Ocean View; drainage, erosion, the need to increase the public toilets at the Brighton Domain and the condition of McMasters Road. They thanked Council for the Delta Drive Basketball Court due to be installed in the 2023-24 financial year and the toilet installation.

Messrs Weir and McFadyen spoke of the Youth Ambassador Awards and commented that the Board felt lucky to have such talented young people in the community.

c) Delta Drive Basketball Court – Mr Weir was due to meet with staff to discuss and consider the placement of the court.

Moved (Paul Weir/Keith McFadyen):

That the Board:

a) Notes the Chairperson’s update.

Motion carried (SHCB/2023/036)

10 Councillor's Update

Councillor Kevin Gilbert provided an update on items of interest as follows:

a) Dunedin City Council Annual Plan hearings and deliberations – Cr Gilbert advised that a report would be presented to the 10 year plan on the Board’s request for a shared pathway from Waldronville to Ocean.

b) Speed limits around the schools

c) Te Puna o Whakaehu opening which would be officially held on Monday 19 June.

d) Extraordinary Council meeting

e) Toss the Boss fundraising – Cr Gilbert had recently participated in the Toss the Boss fundraising event and suggested that it would be a good event for community board chairs to participate in.

f) Creating positive relationship – Cr Gilbert spoke on the advocacy for the community and need for good positive relationships.

Moved (Pim Allen/Christina McBratney):

That the Board:

a) Notes the Councillor’s Update.

Motion carried (SHCB/2023/037)

11 Items for Consideration by the Chair

The meeting concluded at 2.30 pm.

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

CHAIRPERSON

Saddle Hill Community Board

3 August 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) Submission on the Reserves Management Plan

c) Roadworks Schedule

d) Items currently being consulted on

e) Operational Concerns

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

b) Retrospectively approves the submission on the Reserves Management Plan.

Discretionary Fund

2 The Board has been allocated $10,000 in the 2023/24 financial year. No funds have been allocated at this time.

Retrospective Approval

3 The Board needs to retrospectively approve the submission on the Reserves Management Plan.

Roadworks Schedule

4 Information on current notified road closures; the roadworks schedule (a weekly list of programmed works) for Council’s maintained roads and current road conditions and unplanned road closures are available on the DCC website via the following links: https://www.dunedin.govt.nz/news-and-events/public-notices/notified-road-closures;https://www.dunedin.govt.nz/news-and-events/public-notices/roadworks-schedule; and

https://www.dunedin.govt.nz/news-and-events/public-notices/road-conditions-and-closures

Currently Being Consulted on by the Dunedin City Council

5 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:	Sharon Bodeker - Manager Governance

Attachments

	Title	Page
⇩a	Reserves Management Plan submission	19

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 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 provided information on activities in or relevant to the Board’s area.

	Title	Page
A ⇩	Minutes of Saddle Hill Community Board meeting held on 15 June 2023	10