Notice of Meeting: I hereby give notice that an ordinary meeting of the Strath Taieri Community Board will be held on:
Date: Thursday 19 August 2021 Time: 2.00 pm Venue: Strath Taieri Community Centre, Middlemarch
Sandy Graham Chief Executive Officer
Strath Taieri Community Board PUBLIC AGENDA
MEMBERSHIP
Chairperson Barry Williams Deputy Chairperson Mark O'Neill Members Blair Dale David Frew Ms Leeann McLew Robin Thomas Cr Mike Lord
Senior Officer Tom Dyer, Group Manager 3 Waters
Governance Support Officer Clare Sullivan
Jenny Lapham Governance Support Officer
Telephone: 03 477 4000 [email protected] www.dunedin.govt.nz
Note: Reports and recommendations contained in this agenda are not to be considered as Council policy until adopted.
STRATH TAIERI COMMUNITY BOARD 19 August 2021
Agenda Strath Taieri Community Board - 19 August 2021 Page 2 of 31
STRATH TAIERI COMMUNITY BOARD
19 August 2021
ITEM TABLE OF CONTENTS PAGE
1 Public Forum 4 1.1 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 - 24 June 2021 9 PART A REPORTS (Strath Taieri Community Board has power to decide these matters) 6 State Highway 87 Update 14 7 Middlemarch Flooding 17 8 Governance Support Officers Report 20 9 Chairperson's Report 29 10 Council Activities 30 11 Notification of Items for Consideration by the Chairperson 31
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STRATH TAIERI COMMUNITY BOARD
19 August 2021
1 PUBLIC FORUM
1.1 Public Forum - Update on Community Garden
Cynthia Flanagan will be in attendance to provide an update on the Community Garden.
2 APOLOGIES
At the close of the agenda no apologies had been received.
3 CONFIRMATION OF AGENDA
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 19 August 2021
Item 4 Item DECLARATION OF INTEREST
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.
RECOMMENDATIONS
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
Title Page ⇩A Elected Members' Register of Interest 7
Declaration of Interest Page 5 of 31
STRATH TAIERI COMMUNITY BOARD 19 August 2021
Item 4 Item
Attachment A Attachment
Declaration of Interest Page 7 of 31
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Item 4 Item
Attachment A Attachment
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STRATH TAIERI COMMUNITY BOARD 19 August 2021
CONFIRMATION OF MINUTES 5.1 Item
STRATH TAIERI COMMUNITY BOARD MEETING - 24 JUNE 2021
RECOMMENDATIONS
That the Board: a) Confirms the minutes of the Strath Taieri Community Board meeting held on 24 June 2021 as a correct record.
Attachments
Title Page A⇩ Minutes of Strath Taieri Community Board meeting held on 24 June 2021 10
Strath Taieri Community Board meeting - 24 June 2021 Page 9 of 31
STRATH TAIERI COMMUNITY BOARD 19 August 2021
Item 5.1 Item
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 24 June 2021, commencing at 2.00 pm
PRESENT
Chairperson Barry Williams A Attachment Deputy Chairperson Mark O'Neill Members Blair Dale David Frew Robin Thomas
IN ATTENDANCE Jeanine Benson (Group Manager Transport)
Governance Support Officer Jennifer Lapham
1 PUBLIC FORUM
1.1 Public Forum - Leaning Lodge Trust
John Cocks spoke to the Board regarding the rebuild of the Leaning Lodge hut in the Rock and Pillar Range. He advised that they were seeking the Boards support and help with the provision of 4 wheel drive vehicles and other equipment to assist getting people and construction material to the hut during construction.
1.2 Public Forum - Mike Garetty
Mike Garetty spoke to the Board regarding public access to rivers.
1.3 Public Forum - Update on Community Garden
Cynthia Flanagan thanked the Board for the funding they received. She advised that the tunnel house had been ordered and they were preparing the ground to install it when it arrives.
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STRATH TAIERI COMMUNITY BOARD 19 August 2021
5.1 Item
2 APOLOGIES
Apologies were received from Leeann McLew and Cr Mike Lord.
Moved (David Frew/Mark O'Neill): That the Board:
Accepts the apologies from Leeann McLew and Cr Mike Lord.
Motion carried
Attachment A Attachment
3 CONFIRMATION OF AGENDA
Moved (Robin Thomas/David Frew):
That the Board:
Confirms the agenda without addition or alteration
Motion carried
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.
Mark O’Neill advised that he now leases the Hyde Recreation Reserve.
Robin Thomas and Jock Frew advised that they were trustees of the Strath Taieri Connect Charitable Trust.
Moved (Robin Thomas/Blair Dale): That the Board:
a) Amends the Elected Members' Interest Register; and
b) Amends the proposed management plan for Elected Members' Interests.
Motion carried
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STRATH TAIERI COMMUNITY BOARD 19 August 2021
5 CONFIRMATION OF MINUTES Item 5.1 Item
5.1 STRATH TAIERI COMMUNITY BOARD MEETING - 15 APRIL 2021
Moved (Mark O'Neill/Robin Thomas): That the Board:
Confirms the minutes of the Strath Taieri Community Board meeting held on 15 April 2021 as a correct record.
Motion carried
PART A REPORTS Attachment A Attachment 6 REPORT BACK ON COMMUNITY BOARD CONFERENCE
Robin Thomas provided a verbal on the Community Board Conference which was held 22 – 24 April in Gore. He advised that there were representatives from all over New Zealand and a number of very good speakers. He recommended that other Board members attend the conference if they get the opportunity.
Moved (David Frew/Blair Dale): That the Board:
Note the report on the Community Board Conference.
Motion carried
7 GOVERNANCE SUPPORT OFFICERS REPORT
In a report the Governance Support Officer provided update on matters of interest including:
• Project Fund
• Future of Dunedin Railways Limited
• Hyde Hall Recreation Reserve
• Currently Being Consulted on by Dunedin City Council
Moved (David Frew/Mark O'Neill): That the Board:
Notes the Governance Support Officers Report.
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STRATH TAIERI COMMUNITY BOARD 19 August 2021
Motion carried 5.1 Item
8 CHAIRPERSON'S REPORT
The Chairperson provided an update on matters of interest including: • Roading – Concern the roads have not been repaired since the flooding. • March Creek/Flooding – Otago Regional Council are investigating the option to do something with the railway bridge to try and ease the water flow. It was noted that the Otago Regional Council were holding a “drop in session” at the conclusion of the meeting to seek community input into options to resolve the flooding issues. • Bloke Shed – Robin Thomas advised that funding of $40,000 had been received from MPI to improve the health and wellbeing of the community. The Strath Taieri Connect Charitable Trust ahs been set up to progress this work and will have a part time permanent employee.
• Leaning Lodge Trust – it was agreed to support the project. A Attachment
9 NOTIFICATION OF ITEMS FOR CONSIDERATION BY THE CHAIRPERSON
• Request to have Flooding as a standard item on the agenda. • Extend an invitation to Waka Kotahi NZ Transport Agency to attend the next meeting to discuss road closures.
The meeting concluded at 3.10 pm.
...... C H A I R P E R S O N
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STRATH TAIERI COMMUNITY BOARD 19 August 2021
Item 6 Item PART A REPORTS
STATE HIGHWAY 87 UPDATE
Letitia McRodden (Customer and Stakeholder Manager) Downers, Craig Reed (Contract Manager – Coastal Otago NOC) Downers, Kimberley Buckley (Contract Manager – Sealing) Downers and Chris Harris (Network Manager) from Waka Kotahi NZ Transport Agency will be in attendance.
Downer have a key maintenance site on SH87 this is planned for work in the 2021/22 renewals season and are seeking the Board’s feedback on how best to engage with the Community.
Chris Harris will also be available to respond to the Boards other matters relating to SH87
Attachments
Title Page ⇩A Forward Work Plan for SH 87 15
State Highway 87 Update Page 14 of 31
STRATH TAIERI COMMUNITY BOARD 19 August 2021
Item 6 Item
Attachment A Attachment
State Highway 87 Update Page 15 of 31
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Item 6 Item
Attachment A Attachment
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Item 7 Item MIDDLEMARCH FLOODING
For Discussion. Attached is a letter from Steve Goodlass regarding the issue.
Attachments
Title Page ⇩A Middlemarch Flooding - Steve Goodlass 18
Middlemarch Flooding Page 17 of 31
STRATH TAIERI COMMUNITY BOARD 19 August 2021
Item 7 Item
Attachment A Attachment
Middlemarch Flooding Page 18 of 31
STRATH TAIERI COMMUNITY BOARD 19 August 2021
Item 7 Item
Attachment A Attachment
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STRATH TAIERI COMMUNITY BOARD 19 August 2021
8 Item
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
• Representation Review
• Remuneration Authority 2021 Determination
• Process for written reports and board updates
• Kerbside Collection and Resource Recovery
• Currently Being Consulted on by Dunedin City Council
• Correspondence
• Response to Submission on 10 year plan 2021-31
RECOMMENDATIONS
That the Board: a) Notes the Governance Support Officers Report.
Project Fund
2 The Board has been allocated $10,000 for the 2021/22 financial year.
Representation Review
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STRATH TAIERI COMMUNITY BOARD 19 August 2021
3 The Independent Review Panel presented its report to Council on Tuesday, 10 August 2021. 8 Item Council adopted the Panel’s recommendations. The proposal is for no change to the current representation arrangements.
4 Public notice was given of the Initial Proposal on 14 August 2021 and submissions close Saturday 18 September 2021.
5 The Board will need to decide whether it wishes to make a submission and decide what its submission will include. Council will then decide on the final proposal in October 2021. The agenda and minutes from the Council meeting held on Tuesday, 10 August 2021 meeting can be found via the following links:
Council Agenda from the meeting held Tuesday, 10 August: https://infocouncil.dunedin.govt.nz/Open/2021/08/CNL_20210810_AGN_1746_AT.PDF
Council Minutes from the meeting held Tuesday, 10 August 2021: https://infocouncil.dunedin.govt.nz/Open/2021/08/CNL_20210810_MIN_1746.PDF
Remuneration Authority 2021 Determination
6 The Remuneration Authority has the responsibility for setting remuneration for local government elected members including community boards. The Authority has recently made its most recent determination and the effect for the Strath Taieri Community Board is as follows: Chair: $220 increase per year ($14,889), Member: $111 increase per year (7,445). This will be backdated to 1 July 2021. 1
Process for written reports and board updates
7 The Chief Executive is responsible for preparing an agenda for each meeting. Written reports from staff providing advice are required when the board is required to make a decision. This is the same process for Council and Committee. These can include decisions on funding applications, recommendations on road naming, making submissions on the 10 year plan or representation review and adopting or amending the board’s community plan. 8 Standing Orders allow for the Chairperson to put a report on the board agenda. 9 Board updates from various projects or groups that board members are appointed to, for example Keep Dunedin Beautiful, Business Associations, and community groups do not require a board decision and are for the purposes of updating the rest of the board and members of the public who attend the meetings. These are dealt with as a verbal update, not a written report. If a report is received from an outside agency on a matter e.g. an update from the regional council or waka Kotahi NZTA, these will be attached as part of the Governance Support Officer’s report in the same way as inwards correspondence is handled.
Kerbside Collection and Resource Recovery
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STRATH TAIERI COMMUNITY BOARD 19 August 2021
10 Following Council adoption of the ‘four bins plus one’ kerbside services option as part of the 8 Item 2021-31 10 Year Plan a request for Registrations of Interest was released to the market at the end of June. 11 The registration period for suppliers interested in providing the new service closed at the end of July, and these registrations will be evaluated during August. Suppliers who are then selected for the next stage of the procurement process will be asked to submit formal proposals by December 2020. 12 As part of the formal proposal the potential suppliers will be required to develop refuse and recycling solutions suitable non-standard collections such as multi-unit developments, private lanes, difficult to access streets, and rural properties. 13 These proposals will be evaluated and the selection of a preferred supplier is expected to occur in February 2022, with the new services scheduled to begin on 1 July 2023.
Currently Being Consulted On’ by Dunedin City Council
Representation Review.
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 [email protected]. 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
Attachments
Title Page ⇩A Response to Submission to 10 year plan 24
Governance Support Officers Report Page 22 of 31
STRATH TAIERI COMMUNITY BOARD 19 August 2021
8 Item
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 ☐ ☐ ☒
There is no contribution to the Strategic Framework. Māori Impact Statement There are no known impacts for Māori. Sustainability There are no implications for sustainability. LTP/Annual Plan / Financial Strategy /Infrastructure Strategy There are no implications. Financial considerations There are no 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 is no known conflict of interest. Community Boards The report provides information on activities in or relevant to the Board area.
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Item 8 Item
Attachment A Attachment
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Item 8 Item
Attachment A Attachment
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Item 8 Item
Attachment A Attachment
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Item 8 Item
Attachment A Attachment
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Item 8 Item
Attachment A Attachment
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Item 9 Item CHAIRPERSON'S REPORT
The Chairperson will provide an update matters of interest including:
• Roading Issues
• Parking
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COUNCIL ACTIVITIES 10 Item
Cr Mike Lord will provide an update on matters of interest.
Council Activities Page 30 of 31
STRATH TAIERI COMMUNITY BOARD 19 August 2021
Item 11 Item NOTIFICATION OF ITEMS FOR CONSIDERATION BY THE CHAIRPERSON
Notification of Items for Consideration by the Chairperson Page 31 of 31