Agenda of Strath Taieri Community Board - Thursday, 14 September 2023

Strath Taieri Community Board

14 September 2023

ITEM TABLE OF CONTENTS PAGE

1 Public Forum 4

1.1 Clan MacKenzie Society of NZ Inc 4

1.2 Shelia Ramsay 4

2 Apologies 4

3 Confirmation of Agenda 4

4 Declaration of Interest 5

5 Confirmation of Minutes 9

5.1 Strath Taieri Community Board meeting - 3 August 2023 9

Part A Reports (Strath Taieri Community Board has power to decide these matters)

6 Otago Regional Council Update 17

7 Project Fund 18

8 DCC Reserve Management Plans 22

9 Governance Support Officers Report 23

10 Community Plan 29

11 Board Updates and Report Backs 41

12 Chairperson's Report 42

13 Councillor's Update 43

14 Items for Consideration by the Chair 44

Strath Taieri Community Board

14 September 2023

Strath Taieri Community Board

MINUTES

Minutes of an ordinary meeting of the Strath Taieri Community Board held in the Strath Taieri Community Centre, Middlemarch on Thursday 03 August 2023, commencing at 2.00 pm

PRESENT

Chairperson	Barry Williams
Deputy Chairperson	Anna Wilson
Members	David Frew	Tony Markham
	Robin Thomas

IN ATTENDANCE

Mike Perkins (City Development Engineer), Hayley Browne (Customer Services Manager), Michelle Mifflin (Manager Engineering, Otago Regional Council), Jean-Luc Payan (Manger Natural Hazards, Otago Regional Council) and Simon Robinson (Natural Hazards, Otago Regional Council)

Governance Support Officer Sharon Bodeker

1 tribute

The Chairperson acknowledged the passing of Brian Miller, Mosgiel-Taieri Community Board Member.

2 Public Forum

There was no Public Forum.

3 APOLOGIES

Moved (David Frew/Tony Markham):

That the Board:

Accepts the apologies from Terina Geddes and Cr Bill Acklin.

Motion carried (STCB/2023/046)

4 CONFIRMATION OF AGENDA

Moved (Anna Wilson/David Frew):

That the Board:

Confirms the agenda, noting item 8 will be taken before item 7 due to staff availability.

Motion carried (STCB/2023/047)

5 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 (Anna Wilson/Robin Thomas):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (STCB/2023/048)

6 Confirmation of Minutes

6.1 Strath Taieri Community Board meeting - 22 June 2023

Moved (Anna Wilson/David Frew):

That the Board:

Confirms the minutes of the Strath Taieri Community Board meeting held on 22 June 2023 as a correct record.

Motion carried (STCB/2023/049)

Part A Reports

8 Customer Services

The Customer Services Manager (Hayley Browne) provided an update on services provided by Customer Services and noted that 60 dog registrations had been processed at Middlemarch.

The Board provided feedback which included increased times and more notice of when staff would be in Middlemarch to process payments. They also commented that they would be happy to promote these sessions via the Board’s Facebook page.

Moved (Tony Markham/David Frew):

That the Board:

Notes the Customer Services Update.

Motion carried (STCB/2023/050)

7 Otago Regional Council Update

A report from the Otago Regional Council (ORC) on Middlemarch River Management was tabled which included river management inspections, river management works programme and catchment investigations.

The Manager Engineering, Otago Regional Council (ORC) (Michelle Mifflin), Manager Natural Hazards, ORC (Jean-Luc Payan) and Natural Hazards, ORC (Simon Robinson) spoke to the report and responded to questions including on gravel extraction and management, and willow plantings.

Ms Mifflin thanked Shelia Ramsay for providing photographs highlighting river issues to the ORC, and encouraged residents to do the same.

Moved (David Frew/Robin Thomas):

That the Board:

Notes the update from the Otago Regional Council.

Motion carried (STCB/2023/051)

9 Project Fund
	At its meeting held on 10 May 2023, the Board agreed to lay on the table the funding application from Andrea Bosshard on behalf of the Harakeke Weavers Learners Group for consideration at the August 2023 meeting: Moved (Robin Thomas/Terina Geddes): That the Board: a) *Lays* the application from Andrea Bosshard on behalf of the Harakeke Weaving Learners Group on the table until the Board meeting being held on 3 August 2023. *Motion carried (STCB/2023/032)* $10,000.00 remains in the fund to be allocated.
	Moved (Barry Williams/Robin Thomas): That the Board: Uplifts the funding application from Andrea Bosshard on behalf of the Harakeke Weaving Learners Group. Motion carried (STCB/2023/052)
	The Board gave consideration to the funding application from Andrea Bosshard on behalf of the Harakeke Weaving Learners Group for $2,500.00 towards harakeke weaving classes.
	Moved (Robin Thomas/Tony Markham): That the Board: Approves $2,500.00 towards the funding application from Andrea Bosshard on behalf of the Harakeke Weaving Learners Group, subject to: confirmation in writing that the remaining funds had been secured from other sources, by 30 November 2023. Motion lost by show of hands
	Moved (Anna Wilson/David Frew): That the Board: Approves $1,000.00 towards the funding application from Andrea Bosshard on behalf of the Harakeke Weaving Learners Group, subject to: confirmation in writing that the remaining funds had been secured from other sources, by 30 November 2023. Motion carried (STCB/2023/053)

10 Community Plan

There was discussion on the Strath Taieri Community Board Community Plan 2024-34. A number of ideas were presented for inclusion in the plan, in relation to new projects that the Board would like to see included in the DCC’s next 10 year plan. The Plan is to be updated with the suggestions made.

Moved (Tony Markham/Anna Wilson):

That the Board:

Agrees to amend the Strath Taieri Community Board Community Plan 2024-34 as discussed.

Motion carried (STCB/2023/054)

11 Governance Support Officers Report

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

· Project Fund

· Dog Registration

· Roadworks Schedule

· Dunedin City Council Updates

Moved (Anna Wilson/Robin Thomas):

That the Board:

Notes the Governance Support Officers Report.

Motion carried (STCB/2023/055)

12 Board Updates and Report Backs

Board members provided updates and report backs on portfolios and activities which included:

Township beautification

Anna Wilson provided an update on a number of initiatives for the Middlemarch area. These included new seating at the ANZAC memorial and Robertson Park, picnic tables, and the possibility of getting planter boxes.

Climate Change

Tony Markham commented that Dunedin has recorded its hottest June and July since records started. He noted the importance of Climate Change being incorporated into the Board’s Community Plan.

Water management (including flooding)

Tony Markham and David Frew thanked the Otago Regional Council for attending Board meetings to provide regular updates.

Infrastructure, roads and spraying

Barry Williams provided an update and requested that the spraying maintenance schedule be presented to the next Board meeting.

Community information and publicity

Robin Thomas provided an update on the activity on the Board’s Facebook page, and noted that the page has 406 regular followers.

Moved (Anna Wilson/Robin Thomas):

That the Board:

a) Notes the updates.

Motion carried (STCB/2023/056)

13 Chairperson's Report
	The Chairperson provided an update on matters of interest which included: · Winter Road Conditions - closed roads due to snow. It was noted that there was concern regarding the consistency of signage at each end of State Highway 87. · Dust Suppression – it was noted that letters had been sent to residents that have had dust suppression work undertaken in prior years.
	Moved (Barry Williams/David Frew): That the Board: a) Notes the Chairperson’s report. Motion carried (STCB/2023/057)
	There was a discussion on a request received for Anna Wilson to be the Board’s representative on the working party of the Otago Central Rail Trust.
	Moved (David Frew/Tony Markham): That the Board: Appoints Anna Wilson to the working party of the Otago Central Rail Trust, for its feasibility project. Motion carried (STCB/2023/058)

14 Councillor's Update

Councillor Bill Acklin was an apology for this meeting.

15 Items for Consideration by the Chair

The following were noted as items for consideration by the Chair:

· March Creek

· Otago Central Rail Trust feedback

· Sutton Bridge

The meeting concluded at 4.38 pm

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

CHAIRPERSON

Strath Taieri Community Board

14 September 2023

Governance Support Officers Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Strath Taieri Community Board of activities relevant to the Board area including:

· Project Fund

· Transport – Vegetation Maintenance Schedule (Strath Taieri)

· Inwards Correspondence

· Sutton Bridge materials

· Draft Speed Management Plan

· Roadworks Schedule

· Dunedin City Council Updates

2 As this is an administrative report, there are no options or summary of considerations.

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officers Report.

b) Completes a stocktake of the left-over salvaged materials from the old Sutton suspension bridge.

Project Fund

3 The balance remaining in the Project Fund for allocation for the current financial year is $9,000.00. The following funds have been allocated in the 2023/24 financial year.

Meeting Date	Recipient	Amount
3 August 2023	Harakeke Weaving Learners Group	1,000.00
Total		$1,000.00

4 Note is made that approval of this funding application is subject to receiving confirmation in writing that the remaining funds for this project have been secured from other sources, by 30 November 2023.

Strath Taieri Vegetation Programme 2023/2024

5 A copy of the Transport team’s vegetation maintenance schedule 2023/2024 for the Strath Taieri is attached for the Board’s information (Attachment A). It outlines the timeframe for mowing, routine roadside weed spraying, noxious weed control and general maintenance.

6 Please note that the maintenance schedule is indicative only, as the programme is dependent on weather conditions, particularly for spraying activities.

Inwards Correspondence

7 An email from the Strath Taieri School PTA has been received (Attachment B).

8 A project completion form has been received from the Hindon Community Centre Inc (Attachment C)

Sutton Bridge – salvaged bridge materials

9 In 2019 /20, DCC discussed with the Strath Taieri Community Board the approach to be used to deal with salvaged materials from the old Sutton suspension bridge.

10 Some material was given to the Strath Taieri Historical Society for its “Platypus” project, and this was stored on Mr Bales Elliot’s property. The remaining salvaged material that could be reused for future projects is being stored by the Board Chair until a decision about reuse has been made.

11 Apart from the old stonework, which remains the property of the DCC, the Board was given responsibility for the left-over materials (all timber) and its reuse for community projects.

12 The Board should now consider how the materials may be used in the future. Considerations may include:

· How decisions for use are to be made, e.g., at a Board meeting,

· Establishing a process for approving / declining requests from community members/groups for materials to be used on projects that will benefit the wider community,

· Identifying Community Board projects e.g., township beautification,

· The sale of materials for fundraising purposes.

13 As a first step, it is recommended that a stock take is undertaken to identify what materials are available for reuse in the community, and then a process for distributing considered.

Draft Speed Management Plan

14 All Road Controlling Authorities in New Zealand are required to develop a speed management plan in accordance with the Setting of Speed Limits Rule 2022. As a Road Controlling Authority, Council has developed a draft Speed Management Plan that is proposing revised speed limits for many areas within the Dunedin City area. It is inviting submissions on the draft plan from 1 September to 21 September 2023.

15 As the consultation period closes on 21 September, there is limited time for the Board to prepare a submission and have it approved before being submitted. It is suggested that should you wish to submit, you will need to prepare your submission, and then retrospectively approve it at the next Community Board meeting on 2 November 2023.

What DCC is Currently Consulting On

16 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

17 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

18 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

19 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

Authoriser:

Sharon Bodeker - Manager Governance

Attachments

	Title	Page
⇩a	Strath Taieri Vegetation Programme	26
⇩b	Email from Strath Taieri School PTA	27
⇩c	Hindon Community Centre Inc Project Completion Form	28

Chairperson	Barry Williams
Deputy Chairperson	Anna Wilson
Members	Cr Bill Acklin	David Frew
	Terina Geddes	Tony Markham
	Robin Thomas

	Title	Page
A ⇩	Minutes of Strath Taieri Community Board meeting held on 3 August 2023	10