Notice of Meeting:
I hereby give notice that an ordinary meeting of the Strath Taieri Community Board will be held on:
Date: Thursday 24 March 2022
Time: 5.00 pm
Venue: Via Audio Visual Link
Sandy Graham
Chief Executive Officer
Strath Taieri Community Board
PUBLIC AGENDA
MEMBERSHIP
Chairperson |
Barry Williams |
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Deputy Chairperson |
Mark O'Neill |
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Members |
Blair Dale |
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David Frew |
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Cr Mike Lord |
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Leeann McLew |
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Robin Thomas |
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Senior Officer Mike Perkins, Acting 3 Waters Group Manager
Governance Support Officer Jenny Lapham
Jenny Lapham
Governance Support Officer
Telephone: 03 477 4000
jenny.lapham@dcc.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
Strath Taieri Community Board 24 March 2022 |
ITEM TABLE OF CONTENTS PAGE
1 Public Forum 4
1.1 Public Forum - Update on Community Garden 4
1.2 Public Forum - Update on Community Garden 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 February 2022 9
Part A Reports (Strath Taieri Community Board has power to decide these matters)
6 Middlemarch Flooding Mitigation 15
7 Scattered Seeds Digital Archive Community Project 16
8 Housing Action Plan 17
9 Governance Support Officers Report 19
10 Chairperson's Report 23
11 Council Activities 24
12 Notification of Items for Consideration by the Chairperson 25
Strath Taieri Community Board 24 March 2022 |
1.1 Public Forum - Update on Community Garden
Cynthia Flanagan will be in attendance to discuss the Community Garden and Station Masters House and Railway precinct.
1.2 Public Forum - Update on Community Garden
Andrea Bosshard will be in attendance to discuss public buildings in the Community and Middlemarch Landfill.
At the close of the agenda no apologies had been received.
Note: Any additions must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.
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Strath Taieri Community Board 24 March 2022 |
EXECUTIVE SUMMARY
1. Members are reminded of the need to stand aside from decision-making when a conflict arises between their role as an elected representative and any private or other external interest they might have.
2. Elected members are reminded to update their register of interests as soon as practicable, including amending the register at this meeting if necessary.
That the Board: a) Notes/Amends if necessary the Elected Members' Interest Register attached as Attachment A; and b) Confirms/Amends the proposed management plan for Elected Members' Interests. |
Attachments
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Title |
Page |
⇩a |
Register of Interest |
7 |
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Strath Taieri Community Board 24 March 2022 |
Strath Taieri Community Board meeting - 3 February 2022
That the Board: a) Confirms the minutes of the Strath Taieri Community Board meeting held on 03 February 2022 as a correct record.
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Attachments
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Title |
Page |
A⇩ |
Minutes of Strath Taieri Community Board meeting held on 3 February 2022 |
10 |
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Strath Taieri Community Board 24 March 2022 |
Strath Taieri Community Board
MINUTES
Minutes of an ordinary meeting of the Strath Taieri Community Board held on 3 February 2022 commencing at 5.00 pm via Audio Visual link
PRESENT
Chairperson |
Barry Williams |
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Deputy Chairperson |
Mark O'Neill |
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Members |
David Frew |
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Leeann McLew |
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Cr Mike Lord |
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Robin Thomas |
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IN ATTENDANCE |
Jeanine Benson, Group Manager Transport; Paul Henderson (Building Solutions Manager) and Peter Brookland (Compliance Officer) |
Governance Support Officer Jennifer Lapham
1 Public Forum
There was no Public Forum.
2 Apologies |
There were no apologies.
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3 Confirmation of agenda |
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Moved (Cr Mike Lord/Robin Thomas): That the Board:
Confirms the agenda without addition or alteration
Motion carried
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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.
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Moved (Cr Mike Lord/Ms Leeann McLew): That the Board:
a) Notes the Elected Members' Interest Register; and b) Confirms the proposed management plan for Elected Members' Interests. Motion carried
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5 Confirmation of Minutes
5.1 Strath Taieri Community Board meeting - 11 November 2021 |
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Moved (Robin Thomas/Leeann McLew): That the Board:
a) Confirms the minutes, as amended, of the Strath Taieri Community Board meeting held on 11 November 2021 as a correct record. Motion carried
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Part A Reports
6 Earth Quake-Prone Buildings |
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Paul Henderson (Building Solutions Manager) and Peter Brookland (Compliance Officer) attended via zoom and provided an update on the consultation regarding Earthquake prone buildings in the Strath Taieri area.
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Moved (Cr Mike Lord/Leeann McLew): That the Board:
Adjourn the meeting.
Motion carried
The meeting adjourned at 5.10 pm – 5.15 pm. |
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Moved (Robin Thomas/Leeann McLew): That the Board:
Notes the report.
Motion carried
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7 Transportation Update |
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The Group Manager Transport, Jeanine Benson provided an update on Roading and Transportation matters.
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Moved (Cr Mike Lord/Robin Thomas): That the Board:
Notes the report.
Motion carried
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8 Governance Support Officers Report |
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In a report from Civic an update was provided on activities relevant to the Board area. |
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That the Board:
a) Notes the Governance Support Officers Report. Motion carried
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9 Chairperson's Report |
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The Chairperson provided an update on matters of interest including:
· Taieri Gorge Railway and in particular weed control on the line · Gorse control on roadsides · Ngapuna Road – flooding debris remains in the culverts · Follow up on the consent for gravel extract · Otago Regional Council to report back on flooding and in particular March Creek and the bridge. Agree to contact the ORC and follow up. · Concerned about footpath quality on State Highway 87 · Dust suppression on Prendergast Road, 7,6 and 90 and Gladbrook Road by the bridge, follow up to see if qualify for Dust suppression treatment. · Rules around the Vaccine mandate in the Community Halls.
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Moved (Robin Thomas/Mark O'Neill): That the Board:
Notes the report.
Motion carried
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10 Council Activities |
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Councillor Mike Lord provided an update on the Council Annual Plan meeting and other matters of interest including the recent Council meeting to discuss the 2022/2023 draft Annual plan.
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Moved (Cr Mike Lord/Chair Barry Williams): That the Board:
Notes the report.
Motion carried
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11 Notification of Items for Consideration by the Chairperson |
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Robin Thomas requested an update on the ownership of the Station Masters House
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The meeting concluded at 5.50 pm.
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C H A I R P E R S O N
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Strath Taieri Community Board 24 March 2022 |
Middlemarch Flooding Mitigation
Michelle Mifflin, Manager Engineering (Otago Regional Council) and Jean-Luc Payan. Natural Hazards Manager (Otago Regional Council) will be in attendance to provide and update on flood mitigation.
Attachments
There are no attachments for this report.
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Strath Taieri Community Board 24 March 2022 |
Scattered Seeds Digital Archive Community Project
The Digital Outreach Coordinators (Kay Mercer and Jill Bowie) will be in attendance to introduce the Scattered Seeds Digital Archive Community Project to the Board.
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Strath Taieri Community Board 24 March 2022 |
Gill Brown, Housing Action Plan Advisor, will be in attendance to provide an overview of the Housing Action Plan.
Attachments
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Title |
Page |
⇩a |
Overview |
18 |
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Strath Taieri Community Board 24 March 2022 |
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
· Dunedin Railways Ltd Property
· Draft 2022- 2023 Annual Plan
· Vegetation Maintenance
· Currently Being Consulted on by Dunedin City Council
That the Board: a) Notes the Governance Support Officers Report.
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Project Fund
2 The Board $7,500 left to allocate in the current financial year. Members are reminded that the fund must be spent prior to 30 June.
Meeting Date |
Amount |
Recipient |
11 November 2021 |
$2,500.00 |
Middlemarch Swimming Club |
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Total |
$2,500.00 |
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3 Dunedin City Holdings Ltd have advised that after discussions with DCC they have agreed to defer any requests to lease Dunedin Railway Properties at this time, as those assets (and all Dunedin Railway’s assets) are in hibernation pending future decisions from the Council.
4 Dunedin Railways and DCHL Management are working to confirm the ownership status of the Station Master’s house at 2 Snow Avenue, Middlemarch. In practice Dunedin Railways have assumed responsibility for the building for some years. However, the house does not appear to be listed on the schedule of buildings that transferred ownership from NZ Railways to Dunedin City Council the 1990’s. It is possible that it was transferred into DRL Ownership by another means and management are looking to follow up some other lines of enquiry.
5 Dunedin Railways is storing a range of assets while the company is in hibernation, pending decisions from Council about the company’s long-term future. This included some rolling stock being stored at Middlemarch and other locations on the Taieri Gorge Line, particularly now that Dunedin Railways’ lease of workshop premises in Dunedin has been terminated.
Draft 2022/23 Annual Plan
6 The draft 2022/23 Annual Plan (“the draft Plan”) is an update of year two of the 10 year plan 2021-31. This year, the draft Plan proposes no significant changes to the 10 year plan, and there are no engagement topics requiring specific feedback. Because there are no significant changes, Council has no legal requirement to consult on the draft Plan, and as such, a consultation document will not be prepared.
7 Council has however decided that an engagement process will still be undertaken. With the uncertainty of COVID in the community and taking into consideration the challenges for staff in the planning of face-to-face engagement events, a different approach to engagement will be taken.
8 Engagement will focus on providing updates to the community on how Council is tracking against key 10 year plan 2021-31 projects, and for the community to provide feedback to Council more generally. A mixed method approach to engagement that utilises both online digital content as well as print-based engagement practices will be undertaken.
9 In planning the engagement approach, staff have taken into consideration community diversity, youth and Māori and Pāsifika. Staff have also considered accessibility of both print media and online social media platforms. Taking this all into account, the proposed tools for community engagement will include:
a) Creating digital content and producing a series of short videos to tell the story of key decisions and progress on current projects
b) Proactive use of social media platforms to share digital content
c) Proactive media releases
d) Advertising in print media
e) DCC Website including updating DCC’s ‘The Future of Us’ webpage
10 We appreciate that our Community Boards can effectively reach their local communities through their networks. As content is developed, the information will be sent through to all Community Boards, for sharing with your communities.
11 The community will be able to provide feedback through online processes, social media, in writing, and via emails. The feedback period will run from 31 March to 22 April 2022. Hearings will be held where the community can speak directly to Council via zoom, scheduled to start on 2 May 2022. All feedback will be collated, analysed, and reported back to Council for its consideration at the deliberations meeting scheduled to begin on 23 May 2022.
12 Community Boards are invited to provide feedback to Council and present their views at the hearing.
· Vegetation Maintenance
13 We acknowledge that vegetation control currently isn’t meeting our expectations. We have been working extensively with Fulton Hogan and Whitestone Contractors. As a result, Whitestone have made a number of changes to their operation. We will continue to monitor the effectiveness of these changes and we hope for an improvement of our level of service. If we don’t, we will instigate more change until our expectations are met.
· Currently Being Consulted on by Dunedin City Council
14 There are no current consultations
ACTIONS/UPDATES
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 Member appointed to the Board.
Signatories
Author: |
Jenny Lapham - Governance Support Officer |
Authoriser: |
Clare Sullivan - Manager Governance |
There are no attachments
for this report.
SUMMARY OF CONSIDERATIONS
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Fit with purpose of Local Government This decision enables democratic local decision making and action by, and on behalf of communities.
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Fit with strategic framework
There is no contribution to the Strategic Framework. |
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Māori Impact Statement There are no known impacts for |
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Sustainability There are no implications for sustainability. |
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LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. |
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Financial considerations There are no implications. |
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Significance This decision is considered low significance in terms of the Council’s Significance and Engagement Policy. |
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Engagement – external There has been no external engagement. |
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Engagement - internal Internal engagement has occurred with appropriate staff members. |
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Risks: Legal / Health and Safety etc. There are no risks. |
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Conflict of Interest There is no known conflict of interest. |
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Community Boards The report provides information on activities in or relevant to the Board area. |
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Strath Taieri Community Board 24 March 2022 |
The Chairperson will provide an update matters of interest including:
· Grasscutting
· Foulden Maar
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Strath Taieri Community Board 24 March 2022 |
Cr Mike Lord will provide an update on matters of interest.