Agenda of Saddle Hill Community Board - Thursday, 12 September 2024

Saddle Hill Community Board

12 September 2024

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 20 June 2024, commencing at 1:00 p.m.

PRESENT

Chairperson	Paul Weir
Deputy Chairperson	Scott Weatherall
Members	Pim Allen	Cr Kevin Gilbert
	John Moyle

Governance Support Officer Lynne Adamson

1 Public Forum

Fairfield Community Pool Funding Application – Dean Gordon

Mr Gordon spoke in support of the application from the Fairfield Community Pool Committee for funding towards the replacement of the community pool roof. He advised that the roof was fit for purpose but due to a change in the regulations, it was no longer compliant.

Mr Gordon thanked the Board for the work they undertake for the community and responded to questions.

Ōtokia Creek and Marsh Habitat Trust Funding Application – Viktoria Kahui

Ms Kahui spoke to the funding application from the Ōtokia Creek and Marsh Habitat Trust. She provided an update on work undertaken by the Trust and advised that they had planted over 14,000 natives to date.

Ms Kahui commented that they would like to have a relationship with Big Rock Primary School and establish an outdoor environmental planting day with students. They asked for support, in principle, from the Board to establish the relationship with Big Rock Primary School.

Ms Kahui advised that they had good support from volunteers but needed more administration support and would apply to the Council’s 9 year plan for administration support for volunteer coordinating.

Ms Kahui responded to questions.

2 Apologies

There were apologies from Keith McFadyen and Christina McBratney.

Moved (Paul Weir/Pim Allen):

That the Board:

Accepts the apologies from Keith McFadyen and Christina McBratney.

Motion carried (SHCB/2024/019)

3 Confirmation of agenda

Moved (Paul Weir/Scott Weatherall):

That the Board:

Confirms the agenda with the following alteration – that the presentation from Conor Hobbs be taken at 2.00 pm, noting that other items may be moved to accommodate this.

Motion carried (SHCB/2024/020)

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/Cr Kevin Gilbert):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (SHCB/2024/021)

5 Confirmation of Minutes

5.1 Saddle Hill Community Board meeting - 11 April 2024

Moved (Paul Weir/Scott Weatherall):

That the Board:

a) Confirms the minutes of the Saddle Hill Community Board meeting held on 11 April 2024 as a correct record.

Motion carried (SHCB/2024/022)

Part A Reports

6 Governance Support Officer's Report
	A report from Civic provided an update on activities relevant to the Board area which included: · Project Fund · Retrospective Approval for the printing of the Get Ready flyers. · New Zealand Community Boards’ Conference Attendance. Paul Weir advised that he would be interested in attending the conference.
	Moved (Cr Kevin Gilbert/Scott Weatherall): That the Board: a) Approves Paul Weir as the Community Board representative to be considered for attendance of the 2024 New Zealand Community Boards’ Conference. b) Agrees that should Mr Weir be unsuccessful in selection for the Community Board Conference, the Board would support payment of the costs up to $2,000.00 for his attendance noting this would be ratified at the next meeting. Motion carried (SHCB/2024/023)
	Moved (Paul Weir/Scott Weatherall): That the Board: a) Notes the Governance Support Officer’s Report. b) Approves the retrospective payment of $431.18 to Speedprint for printing the Get Ready flyers. Motion carried (SHCB/2024/024)

7 Funding Applications
	There were three funding applications for consideration by the Board. The Fairfield Community Pool Committee requested $4,000.00 towards their community pool roof upgrade. The Ōtokia Creek and Marsh Habitat Trust requested $1,000.00 for plant protectors to be used on the Community Planning Day. Big Rock Primary School requested $1,200.00 towards an outdoor music system. There was $4,961.01 remaining in the project fund following the retrospective approval of the payment to Speed Print.
	Fairfield Community Pool Paul Weir withdrew from this item and vacated the Chair. The Deputy Chairperson, Scott Weatherall assumed the Chair. The Board considered the application from the Fairfield Board of Trustees on behalf of the Fairfield Community Pool Committee for $4,000.00 towards their community pool roof upgrade.
	Moved (John Moyle/Cr Kevin Gilbert): That the Board: a) Approves the funding application from the Fairfield Board of Trustees on behalf of the Fairfield Community Pool Committee for $3,500.00 towards the community pool roof replacement. Motion carried (SHCB/2024/025)
	Paul Weir resumed the Chair.
	Ōtokia Creek and Marsh Habitat Trust The Board considered the application from the Ōtokia Creek and Marsh Habitat Trust for the purchase of plant protectors to be used on the Community Planting Day.
	Moved (Paul Weir/Cr Kevin Gilbert): That the Board: b) Approves the funding application for $1,000.00 from the Ōtokia Creek and Marsh Habitat Trust. Motion carried (SHCB/2024/026)
	Big Rock School Scott Weatherall withdrew from this item. The Board considered the funding application from Big Rock School towards the purchase of an outdoor music system.
	Moved (John Moyle/Cr Kevin Gilbert): That the Board: c) Approves the funding application from Big Rock School and allocates $460.00 from the project fund towards the purchase of an outdoor music system. Motion carried (SHCB/2024/027)

8 Community Plan
	The Board discussed the Community Plan and agreed that the plan would be circulated for updating and publishing to the website.

9 Board Updates

Board members provided updates on activities of interest which included:

· Proposed Civil Defence Day – Paul Weir advised he would help John Moyle with the planning of the proposed Civil Defence Day which would be held later in the year.

· Brighton Toy Box – the toy box would be moved for the winter.

· Bench installation at the sea end of the Ōtokia path – Paul Weir advised that there had been an email request from a walking group for a seat to be installed at the sea end of the Ōtokia path. He had spoken to the Parks and Recreation team who would relocate the spare picnic table from Ocean View to the agreed site.

· Civil Defence – Fairfield Evening. Paul Weir and Scott Weatherall provided an update on the meeting which was held on Thursday 23 May 2024 and commented that there had been more than 30 attendees. There had been 12-15 people agree to be part of the Community Response Group.

· Civil Defence Training – the Board noted that they had not received training this triennium and requested an update on anything scheduled.

· Bus Shelter – the Board noted that the Otago Regional Council had advised that a temporary bus shelter would be placed at the intersection of Chain Hills Road and Morris Road. They would like an update on placement of the shelter.

Moved (Paul Weir/Cr Kevin Gilbert):

That the Board:

a) Notes the Board updates.

Motion carried (SHCB/2024/028)

12 Councillor's Update

Councillor Kevin Gilbert provided an update on items of interest chich included:

· Dunedin City Council Annual Plan

· Coastal Erosion

· Health Minister Dr Shane Reti visit to Dunedin and the Dunedin Hospital rebuild site.

· Shared pathway between Waldronville and Ocean View. A report was due to be presented to Council in October 2024 which would provide an update on the shared pathway.

· Cr Gilbert advised he was accompanying two members of the Dunedin Youth Council to attend the Festival for the Future and meet with some Ministers.

· Sportsfield Review

· ANZAC Day parade

Moved (Paul Weir/Pim Allen):

That the Board:

a) Notes the Councillor’s update.

Motion carried (SHCB/2024/029)

11 Chairperson's Report

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

· Waldronville Speed

· Sea Lion Trust – Paul Weir advised that the Trust sought community input to name the new sea lion pup.

Moved (Paul Weir/Cr Kevin Gilbert):

That the Board:

a) Notes the report from Chairperson’s Report.

Motion carried (SHCB/2024/030)

13 Items for Consideration by the Chair
	There were no items identified for consideration by the Chair.

1A Conor Hobbs

Conor Hobbs, recipient of the 2022-23 Youth Ambassador Award funding provided a presentation and spoke of his attendance and participation at the Scout Jamboree in South Korea.

He thanked the Board for the opportunity to attend the jamboree and commented on things he learnt, friendships he made and the overall benefits and skills he gained.

Scott Weatherall left the meeting at 2.28 pm.

10 Youth Ambassador Award

The Board had requested that the Youth Ambassador Award be revisited at this meeting.

Moved (Pim Allen/Paul Weir):

That the Board:

a) Lay the Youth Ambassador Award report on the table.

Motion carried (SHCB/2024/031)

The meeting concluded at 2.34 pm

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

CHAIRPERSON

Saddle Hill Community Board

12 September 2024

Governance Support Officer's Report

Department: Civic

EXECUTIVE SUMMARY

1 This report is to inform the Saddle Hill Community Board of activities relevant to the Board area including:

· Project Fund

· Waste Minimisation Management Plan

· Waldronville Footpaths

· What DCC is Currently Consulting On

· Roadworks Schedule

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

RECOMMENDATIONS

That the Board:

a) Notes the Governance Support Officer’s Report.

Project Fund

3 The Board has been allocated $10,000 in the 2024/25 financial year. No funds have been allocated at this time.

Waste Minimisation Management Plan – Community based Resource Recovery

4 The Council has committed to support the development, implementation, and operation of community-based and run resource recovery centres in Ōtepoti Dunedin. This is described in the Zero Carbon Plan and the draft Waste Management and Minimisation Plan (out for public consultation in 2025).

5 The Waste Planning Advisor, Waste and Environmental Solutions (Tess Trotter) is investigating a hub and spoke model of community resource recovery. In a hub-and-spoke model, the hub signifies a central or lead organisation/location that serves as the coordinating entity. The spokes, on the other hand, represent partner organisations that are linked to the hub and possibility to each other. Part of this work is engaging with community groups working in waste minimisation, place-based community organisations and others.

6 The purpose of community-based resource recovery is to:

· Divert useable and valuable resources from landfill

· Move towards a circular economy

· Provide for and amplify the social, economic and environmental benefits to community-run initiatives

· Increase localisation of waste and resource circularity, ensuring benefits align with the communities undertaking mahi

7 Staff would like the Board to consider providing a representative who is able to provide connections to community groups and to assist with community contacts for a more in-depth discussion about local community aspirations, assets and challenges specifically related to community-based resource recovery if desired.

Waldronville Footpaths

8 Staff have responded with the following update on footpaths in Waldronville:

9 ‘Some footpath renewals were completed in Dakota Place/Canberra Place in 2023. There is nothing programmed for Waldronville for the current 2024/25 financial year.

10 There will be some footpath renewals programmed for 2025/26 in Waldronville however it is important to note that due to the limited budget, 2025/26 is well oversubscribed and the renewals may be deferred for a year. At present Friendship Drive and surrounds and parts of Valiant/Viscount/Vulcan/Delta and Brighton Roads are candidates for the renewal programme. A validation run will be undertaken during spring and summer to identify which sites will be done.’

What DCC is Currently Consulting On

11 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

12 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

13 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

14 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

Author:	Lynne Adamson - Governance Support Officer
Authoriser:	Anna Nilsen - Group Manager, Property Services

Attachments

There are no attachments for this report.

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 financial 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 conflicts of interest.

Community Boards

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

	Title	Page
⇩a	SHCB Interest Register	6

	Title	Page
A ⇩	Minutes of Saddle Hill Community Board meeting held on 20 June 2024	10

	Title	Page
⇩a	Youth Ambassador Award Application Form	19
⇩b	Youth Ambassador Award Poster	21