Agenda of Saddle Hill Community Board - Thursday, 13 February 2025

Saddle Hill Community Board

13 February 2025

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 14 November 2024, commencing at 1:02 p.m.

PRESENT

Chairperson	Paul Weir
Deputy Chairperson	Scott Weatherall
Members	Dr Pim Allen	Cr Kevin Gilbert
	Christina McBratney

IN ATTENDANCE

Sandy Graham (Chief Executive Officer) and Anna Nilsen (Group Manager Property Services).

Governance Support Officer Lynne Adamson

1 Public Forum

1.1 Public Forum - Road Naming

Heather and Jeff McKenzie sought support for the naming of a new private access road at their Green Island Bush Road subdivision and their preference for the road to be named McKenzie Drive.

Mr and Mrs McKenzie responded to questions and explained their family history with the area.

1.2 Public Forum - Brighton Pump Track

Shane Turner and Ben McKenzie spoke to their PowerPoint presentation on the proposed Brighton Pump Track.

In response to a question on cost, Messrs Turner and McKenzie advised that they were budgeting approximately $200,000 for the build. It would be an asphalt pump track which would cater for all ages and weather conditions. The pump track would have a 33 year life span and most likely be fenced to prevent unwanted vehicles e.g motorbikes access.

1.3 Public Forum - Greater Green Island

Ben McKenzie, Community Worker, Greater Green Island provided an update on the activities of the Greater Green Island Community Network.

Mr McKenzie spoke of the importance of community consultation and apologised with the lateness of the survey being undertaken due to covid times. He commented on the need for community preparedness for civil defence emergencies and acknowledged the work of the Saddle Hill Community Board during such events.

Mr McKenzie advised that the youth project had secured funding for an additional three years. He discussed the proposed Brighton Pump Track and ideas for the way forward with community consultation and to gather funding.

Mr McKenzie responded to questions and commented on building relationships with the local schools and spoke of delivery of a transition programme they delivered to year 8 students at Abbotsford, Green Island and Concord Schools noting that the programme would be introduced to Big Rock and Fairfield schools in 2025.

Mr McKenzie offered support for the proposed Civil Defence event the Board was due to hold in February 2025 and requested information to include in the Greater Green Island newsletter – the Informer for December.

Moved (Paul Weir/Christina McBratney):

That the Board:

Extends the public forum beyond 30 minutes.

Motion carried (SHCB/2024/041)

1.4 Ian Taylor, ongoing maintenance of Friendship Drive

Mr Taylor advised that they had built their house in 2003. He spoke of the watercourse which ran from Blackhead Road to Friendship Drive and the issues with flooding during heavy rain events.

Mr Taylor requested that a representative from the Council visited the property to see his concerns.

The Chief Executive Officer (Sandy Graham) advised that she had witnessed the problem and would follow up with staff and ensure an onsite meeting was undertaken.

2 Apologies

Moved (Paul Weir/Scott Weatherall):

That the Board:

Accepts the apologies from Keith McFadyen and John Moyle for absence and Cr Kevin Gilbert for early departure.

Motion carried (SHCB/2024/042)

3 Confirmation of agenda

Moved ( Christina McBratney/Scott Weatherall):

That the Board:

Confirms the agenda noting that the Chief Executive Officer was in attendance and would provide an update at the appropriate time.

Motion carried (SHCB/2024/043)

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/Scott Weatherall):

That the Board:

a) Notes the Elected Members' Interest Register; and

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

Motion carried (SHCB/2024/044)

5 Confirmation of Minutes

5.1 Saddle Hill Community Board meeting - 12 September 2024

Moved (Christina McBratney/Scott Weatherall):

That the Board:

a) Confirms the minutes of the Saddle Hill Community Board meeting held on 12 September 2024 as a correct record.

Motion carried (SHCB/2024/045)

Part A Reports

6 Naming of one private way

Cr Kevin Gilbert withdrew from this item.

A report from Transport sought support from the Saddle Hill Community Board on the proposed naming of a private right of way in Green Island.

The proposed new road names (for the private way) as proposed by the developer were ‘McKenzie Drive’ as the preferred name, and ‘Bluestone Ridge’ as the alternate name for the subdivision located at 150 Green Island Bush Road, Green Island.

The report noted that ‘McKenzie Drive’ did not comply with the Road Naming Policy however it was the developer’s preferred option and could still be supported by the Board. The alternate option, ‘Bluestone Ridge’ was compliant with the Road Naming Policy and was supported by staff, however it was not the developers preferred option.

Moved (Paul Weir/Scott Weatherall):

That the Board:

a) Supports the naming of the private way located at 150 Green Island Bush Road as ‘McKenzie Drive’.

Motion carried (SHCB/2024/046)

7 Meeting Schedule 2025

A report from Civic provided the schedule of meetings for 2025 for the Board’s consideration.

Moved (Paul Weir/Dr Pim Allen):

That the Board:

a) Approves the meeting schedule for 2025.

Motion carried (SHCB/2024/047)

8 Board Updates

Board members provided updates which included:

· Keep Dunedin Beautiful (KDB)– Christine McBratney advised that she had been appointed as the Deputy Chairperson for Keep Dunedin Beautiful. She commented that KDB would like to have a stall at the Brighton Gala Day and advised that one of their upcoming projects was the refresh of the mural by the Waldronville Gardens with a Give a little page to fund this being launched.

· Proposed Civil Defence Day – Paul Weir advised that the proposed Civil Defence Day had been rescheduled for February 2025. Following discussion, it was agreed to hold the day on 16 February 2025.

The Chief Executive Officer (Sandy Graham) provided an update on a recent meeting held with Civil Defence and commented that they had had discussed community resilience and that a meeting be held with the Chairperson and Deputy Chair of the Community Boards on this topic. She commented that this may feed into how the Board undertook their Civil Defence Day.

· Recent Flooding Event – Ms Graham advised that she had requested staff review the culvert and the section of road that had collapsed in the recent flooding event. She commented that it was false economy to replace like with like and she wanted the best option sourced. Ms Graham also reiterated her commitment to Mr Taylor to have his issue addressed.

Ms Graham formally thanked the Board for their work during the October floods. She commented on the management of the lead up to the flooding, communication with the public and handling of the event.

· Brighton Toilets – It was noted that the toilets in Brighton were not on the current schedule for replacement or installation of additional ones.

· Old Brighton Road – The Board suggested that staff contact the property owner to unblock their drains which would help the water flow.

· Smooth Hill – The Chief Executive Officer (Sandy Graham) provided an update noting that the Chairperson was able to attend the Council meetings where Smooth Hill was being discussed..

· Dunedin Tunnels Trails update – It was noted that Council was working with the Tunnels Trust to get as far through the first section from Gladstone Road through Chain Hills near the active railway line as possible within this financial year.

· Sports facilities – It was noted that a review on Council’s sports facilities was underway.

· Coastal erosion – In response to a question on whether the Board would receive an update on coastal erosion by the end of 2024, it was noted that a report was planned to be presented to Council in December. The Board queried the content of the report and if coastline in their area had been included. This would be reported back.

Moved (Paul Weir/Christina McBratney):

That the Board:

a) Notes the Board updates.

Motion carried (SHCB/2024/048)

9 Governance Support Officer's Report

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

a) Project Fund balance

b) Water Services Survey (1 – 29 November 2024)

c) Bylaw Reviews

d) DCC currently consulting on

e) Roadworks Schedule

f) Dunedin City Council updates

Moved (Paul Weir/Cr Kevin Gilbert):

That the Board:

a) Notes the Governance Support Officer’s Report.

Motion carried (SHCB/2024/049)

10 Youth Ambassador Award

There was an indepth discussion on the revision of the Youth Ambassador Award which covered how applicants were rated, whether the fund should have categories and whether an encouragement award should be introduced for those with promise.

Ms Graham commented on the allocation of the discretionary fund and that all Boards were independent in how they allocated the fund and reviewed the criteria of the fund at the start of the triennium.

It was proposed that the fund be divided into three categories; sport, academic and arts awards with a winner and a runner up for each and that an encouragement award be introduced. It was agreed it would be presented to the next meeting for approval.

Moved (Paul Weir/Christina McBratney):

That the Board:

a) Agrees that an updated proposal for criteria and allocation of the Youth Ambassador Award be presented to the February 2025 Board meeting.

Motion carried (SHCB/2024/050)

13 Councillor's Update

Cr Kevin Gilbert thanked the Board for all their work over the recent flood event. He spoke of the Council decision to retain Aurora and the community engagement input received.

Cr Gilbert commented on the workshops that had been held to inform Crs into the nine year plan discussions. A meeting/workshop held with the Community Board Chairs had gone well with the Boards well represented.

Cr Gilbert spoke of the Wellington trip with Cliff the ambulance for the Save our Southern Hospital campaign, the support they had received and the delivery of a petition of more than 34,000 signatures. Ms Graham advised that a delegation of Mayors also held discussions with Ministers.

Cr Gilbert provided an update on the Local Government New Zealand conference.

Moved ( Paul Weir/Cr Kevin Gilbert):

That the Board:

a) Notes the Councillor’s update.

Motion carried (SHCB/2024/051)

Cr Kevin Gilbert left the meeting at 2.40 pm.

11 Community Plan

There was a discussion on the Saddle Hill Community Board Community Plan and it was agreed that it would be updated to reflect current priorities and achievements. Dr Allen offered to work on the plan and circulate to members for their consideration and presentation to the next meeting.

Moved (Paul Weir/Christina McBratney):

That the Board:

a) Agrees to update the Saddle Hill Community Board Community Plan.

Motion carried (SHCB/2024/052)

12 Chairperson's Report

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

· Recent flooding event

· Brighton Gala Day – the Board agreed to attend the event in the same capacity as last year.

Mr Weir thanked Ms Graham for her attendance and valuable input at the meeting.

Moved (Paul Weir/Scott Weatherall):

That the Board:

a) Notes the report from Chairperson’s Report.

Motion carried (SHCB/2024/053)

14 Items for Consideration by the Chair

Scott Weatherall requested an update on Smooth Hill and on coastal erosion in particular, to the Saddle Hill Community Board area.

Christina McBratney requested an update on supply of sunshades at playgrounds.

The meeting closed at 2.43 pm

CHAIRPERSON

Saddle Hill Community Board

13 February 2025

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

· Draft 9 year plan 2025-34

· Draft Reserve Management Plan – General Policies 2024

· Playgrounds

· Coastal Erosion

· Currently consulting on

· 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 Officer’s Report.

Project Fund

The balance remaining in the Project Fund for allocation for the current financial year is $10,000.

Draft 9 year plan 2025-34

3 Draft operating budgets for the 9 year plan 2025-2034 were presented to Council on 28-30 January 2025, in preparation for the public consultation.2024.

4 Public consultation for the 9 Year Plan 2025-2034 will commence on 31 March with the submission period closing on 30 April 2025. Public hearings will be held 6-9 May 2025, with Council deliberations on the 9 Year Plan 2025-2034 to be held on 26-29 May 2025.

Draft Reserves Management Plan – General Policies 2024.

5 Parks and Recreation are seeking feedback on the draft Reserves Management Plan – General Policies 2024. The draft Plan has been developed with input from the community and key stakeholders and is proposed to replace the Reserves Management Plan – General Policies 2005.

6 The Policies which are outlined in the draft are designed to guide the sustainable management of parks and reserves, enabling a variety of activities, protecting wildlife, and ensuring these spaces can be enjoyed by the community for generations to come.

7 The public consultation period is now open and submissions can be made until 5.00 pm on Monday, 31 March 2025 and feedback can be provided as below:

· online at https://www.dunedin.govt.nz/do-it-online/have-your-say/draft-reserve-management-plan-general-policies-feedback

· Email to: parksconsulting@dcc.govt.nz

· In person: Deliver to a DCC service centre or library.

· Drop-in sessions: Find the locations and times on DCC’s website.

· In writing to:

Parks and Recreation Services

Dunedin City Council

PO Box 5045

Dunedin 9054

Attention: S Hogg

Playgrounds

8 In response to a query on the provision of sun shades at playgrounds, Parks and Recreation have advised that as they upgrade playgrounds, they are looking for opportunities to provide shade options and improve inclusivity. In the upgrade options, consideration is given to natural shade options such as planting trees and installation of shade structures. While the preference is for natural shade, staff recognise it may take a few years to provide benefits.

9 This provision of shade within playgrounds will offer options for users but will not cover entire playgrounds. In the Saddle Hill area, both the Delta Drive Playground in Waldronville and the Fairfield Recreation Reserve have recently been upgraded and are strategically planted to provide further shade options for uses. For Ocean View and Brighton Domain playgrounds, staff will investigate shade options with any future playground upgrades.

Coastal Erosion Update

10 A report will be presented to a future Council meeting which identifies coastal hazards for the whole coastline including the south coast. Further work needs to be done to investigate the hazards in each area and develop a plan based on the findings of this work. The work will be dependent on decisions from Council.

What DCC is Currently Consulting On

11 For information on what the DCC is currently 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 14 November 2024	10

	Title	Page
⇩a	Youth Ambassador Award Discussion paper	19
⇩b	Youth Ambassador Award Application Form	20
⇩c	Youth Ambassador Award Poster	22

	Title	Page
⇩a	Hazards and Prepardness Community Expo	24

	Title	Page
⇩a	Proposed Saddle Hill Community Board Plan	31