Agenda of Strath Taieri Community Board - Thursday, 2 November 2023

Strath Taieri Community Board

2 November 2023

Strath Taieri Community Board

MINUTES

Minutes of an ordinary meeting of the Strath Taieri Community Board held in the Hyde Community Hall, Hyde on Thursday 14 September 2023, commencing at 2.00 pm

PRESENT

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

IN ATTENDANCE

Sandy Graham (Chief Executive Officer), Mike Perkins (City Development Engineer) and Leanne Mash (Communications and City Marketing Manager)

Governance Support Officer Sharon Bodeker

Cr Bill Acklin advised that he would be chairing the meeting.

1 Public Forum

1.1 Clan MacKenzie Society of NZ Inc

Ian and Linda MacKenzie spoke in support of the Clan MacKenzie Society of NZ Inc funding application for the St Andrews Day Highlands gathering. Mrs MacKenzie advised that it was a free community event which would include an inter-school highland challenge.

1.2 Shelia Ramsay

Shelia Ramsay spoke about the Middlemarch Transfer Station. Ms Ramsay commented that previously community groups were able to dispose of waste free of charge however since the end of July there had been a charge. She asked the Board to investigate this and to see if the no charge for community groups could be reinstated.

Ms Ramsay also spoke on the importance of a local emergency management plan in ensuring a sustainable and resilient community during an emergency event. She noted that the Middlemarch area can be totally isolated in an event.

1.3 Shane Loader

Shane Loader addressed the Board on Destination Middlemarch. Mr Loader commented on the important role that the Board and in particular the Chair played in the community, in respect of attracting visitors to Middlemarch.

Moved (Cr Bill Acklin/Robin Thomas):

That the Board

Extends public forum to allow all speakers to be heard.

Motion carried

1.4 Andrea Bosshard

Andrea Bosshard addressed the Board on community wellbeing, the need to have a sense of belonging, and the importance of creating a cohesive and supportive community. The community needs leaders with qualities including listening with respect and being humble.

1.5 Bevan Dowling

Bevan Dowling addressed the Board about the Hyde area. Mr Dowling felt that the Hyde community has been left alone to run its own affairs, including the cemetery and the community hall. Consultation on Hyde matters would be appreciated.

2 APOLOGIES

There were no apologies.

3 CONFIRMATION OF AGENDA

Moved (Cr Bill Acklin/ Anna Wilson):

That the Board:

Confirms the agenda with the following addition or alteration:

That the Code of Conduct Matter in the Chairperson’s report be taken before Item 6.

Motion carried (STCB/2023/059)

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 (Cr Bill Acklin/Anna Wilson):

That the Board:

a) Notes the Elected Members' Interest Register attached as Attachment A; and

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

Motion carried (STCB/2023/060)

5 Confirmation of Minutes

5.1 Strath Taieri Community Board meeting - 3 August 2023

Moved (Barry Williams/Anna Wilson):

That the Board:

a) Confirms the minutes of the Strath Taieri Community Board meeting held on 03 August 2023 as a correct record.

Motion carried (STCB/2023/061)

Part A Reports

12 Chairperson's Report

Code of Conduct Matter

Barry Williams read a statement apologising to the community and the Strath Taieri Community Board members for his recent actions.

Anna Wilson read a statement on behalf of the Board expressing its disappointment, and the impact that Mr William’s actions had on them.

Moved (Robin Thomas/Tony Markham):

That the Board:

a) Notes the apology from the Chair of the Strath Taieri Community Board, Barry Williams.

b) Notes that the statement made by the Deputy Chair, Anna Wilson, represented the view of each of the Board Members.

Motion carried (STCB/2023/062)

6 Otago Regional Council Update

A report from the Otago Regional Council (ORC) on river management activities in the Middlemarch area and preliminary programmed works for the 2023/24 financial year was tabled. It discussed river management inspections, river management works programme and catchment investigations.

Megan Rowland (River Operations), Ann Conroy (Natural Hazards) and Kirsten Tebbutt (Engineering) spoke to the report and responded to questions.

Following questions, it was agreed that an update on the works at Sutton Creek would be provided to the Board at a future meeting.

Moved (Barry Williams/Tony Markham):

That the Board:

a) Notes the update from the Otago Regional Council.

Motion carried (STCB/2023/063)

7 Project Fund

A report from Civic provided a funding application from the Clan MacKenzie Society of NZ Inc towards the cost of St Andrews Day Highland gathering.

It noted that 9,000.00 remained in the fund to be allocated.

Moved (Chairperson Barry Williams/Robin Thomas):

That the Board:

a) Approves $1,500.00 towards the funding the application from the Clan MacKenzie Society of NZ Inc towards the cost of the St Andrews Day Highland gathering.

Motion carried (STCB/2023/064)

8 DCC Reserve Management Plans

A discussion was held on the analysis prepared by Robin Thomas, of each of the reserve areas in the Strath Taieri area identified by the DCC, that may be included in the DCC’s proposed Reserve Management Plans – General Policies.

Discussion identified that Maeburn Road, Hindon Cemetery, Robertson Park, Middlemarch Cemetery, Middlemarch War Memorial, Middlemarch Museum, Hyde Cemetery, and Hyde Recreation Reserve could appropriately be included in the General Policies. Questions arose over the appropriateness of Middlemarch Railway Beautification – leased area, and Foulden Maar being included.

Moved (Member Robin Thomas/Deputy Chairperson Anna Wilson):

That the Board:

a) Notes that the discussion will inform a future submission to the Dunedin City Council on its Reserve Management Plan – General Policies.

Motion carried (STCB/2023/065)

9 Governance Support Officers Report

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

· Project Fund

· Transport – Vegetation Maintenance Schedule (Strath Taieri)

· Inwards Correspondence

· Sutton Bridge materials – It was agreed that a stocktake would be undertaken by the Board prior to the next meeting and would be included for discussion at the 2 November 2023 meeting.

· Draft Speed Management Plan – Following discussion on the draft Speed Management Plan, it was agreed that Anna Wilson would prepare a submission on behalf of the Board.

· Roadworks Schedule

· Dunedin City Council Updates

Moved (Anna Wilson/Robin Thomas):

That the Board:

a) Notes the Governance Support Officers Report.

b) Agrees that the Anna Wilson would prepare a submission on the draft Speed Management Plan and that the submission would be ratified at the 2 November 2023 meeting.

Motion carried (STCB/2023/066)

10 Community Plan

The Strath Taieri Community Board Community Plan 2024-34 was attached for discussion and updating as required (Attachment A).

Items from members of the community for the Hyde area would be emailed to Robin Thomas for future inclusion.

11 Board Updates and Report Backs

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

Township beautification

Anna Wilson and Terina Geddes provided an update including advising that the nominations for the Keep Dunedin Beautiful awards were now open and would close in early October. They commented that work was being undertaken to produce a one page information sheet for rural communities to complete, to assist with planning for any future adverse events.

Otago Central Rail Trust

Terina Geddes provided an update on the meeting which included a report on the options for Dunedin Railways being presented to Council at its September 2023 meeting.

Climate Change

Tony Markham commented on the importance of emergency management and the necessity for communities to be prepared in the event of one.

Water management (including flooding)

Tony Markham and David Frew commented that the community was making good progress with the ORC, and they noted the importance of a co-ordination between the ORC and DCC.

Infrastructure, roads and spraying

Barry Williams commented that roads in the area had shingle placed on them along with being graded. He also commented that spraying had been undertaken, which was early enough to help avoid a fire risk.

Community information and publicity

Robin Thomas provided an update on the Community Board’s Facebook activity which included interest in the draft Speed Management Plan.

Moved (Anna Wilson/David Frew):

That the Board:

a) Notes the updates.

Motion carried (STCB/2023/067)

12 Chairperson's Report

The Chairperson provided an update on matters of interest which included:

· Board support for Council retaining train services through the Taieri Gorge

· Loss of carparks

· Rabbit issues

Moved (Cr Bill Acklin/ David Frew):

That the Board:

a) Notes the Chairperson’s report.

Motion carried (STCB/2023/068)

13 Councillor's Update

Councillor Bill Acklin provided an update on the preparation work being undertaken for the 10 year plan.

Moved (Barry Williams/David Frew):

That the Board:

a) Notes the Council Activities Update.

Motion carried (STCB/2023/069)

14 Items for Consideration by the Chair

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

· Materials from the Sutton bridge

· Recycling facilities in Hindon, Hyde and Lee Stream

· Kerbside collection in Hyde township

The meeting concluded at 3.43 pm.

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

CHAIRPERSON

Strath Taieri Community Board

2 November 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

· Sutton Bridge materials

· First meeting date for 2024

· Draft Speed Management Plan Submission

· Recycling facilities and Transfer Station

· Review of Dog Control Bylaw and Dog Control Policy

· Future Development Strategy (Community Board briefings)

· 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) Considers how the materials from the Sutton Bridge would be utilised.

c) Confirms that its next meeting will be held on Thursday, 8 February 2024.

d) Notes that the meeting schedule for the rest of 2024 will be considered by the Board at its meeting of 8 February 2024.

e) Ratifies the submission to the DCC draft Speed Management Plan

f) Considers the request from Sheila Ramsay

Project Fund

3 The balance remaining in the Project Fund for allocation for the current financial year is $7,500.00. 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
14 September 2023	Clan MacKenzie Society of NZ Inc	$1,500.00
Total		$2,500.00

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

Sutton Bridge – salvaged bridge materials

5 At the Board’s September meeting, it was agreed that a stocktake would be undertaken, and how materials may be used in the future would be included for discussion at this meeting.

6 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.

Meeting date for February 2024

7 The Board is requested to consider the date of the next Strath Taieri Community Board meeting, which is proposed for Thursday, 8 February 2024 at 2.00 pm. A meeting schedule for 2024 will be brought to the first meeting in 2024 for the Board’s confirmation.

Draft Speed Management Plan

8 At the Board’s September meeting, a submission was prepared and submitted on the DCC’s draft Speed Management Plan. This submission needs to be formally ratified (Attachment A).

Review of Dog Control Bylaw and Dog Control Policy

9 Staff have commenced a review of the Dog Control Bylaw and Dog Control Policy . Staff are keen to hear what the community thinks about dog control in Dunedin. There will be opportunities for feedback, including at hearings, over the next year. The Board will be asked to circulate information through its local networks at various stages.

Future Development Strategy

10 The City Development team will provide a briefing to the Board’s Senior Officer (Mike Perkins) on the Future Development Strategy process to share at the November meeting. The Future Development Strategy will be notified in January 2024.

Recycling Facilities

11 At the last meeting, the Board asked about recycling facilities in the Strath Taieri area. Lee Stream has a recycling facility, and Hindon has been included for further investigation. There are currently no plans to provide recycling facilities at Hyde.

Correspondence

12 A request from Sheila Ramsay to support the adoption of a Strath Taieri tartan has been received (Attachment B).

What DCC is Currently Consulting On

13 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

14 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

15 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

16 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	Submission to DCC's draft Speed Management Plan	33
⇩b	Email from Sheila Ramsay	35

	Title	Page
A ⇩	Minutes of Strath Taieri Community Board meeting held on 14 September 2023	10