Notice is hereby given that a Meeting of
the Woodlands Community Development Area Subcommittee will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Monday, 2
March 2015
7.30pm
Woodlands Primary School
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Woodlands Community Development Area
Subcommittee Agenda
OPEN
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MEMBERSHIP
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Chairperson
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Janelle Ladbrook
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Deputy Chairperson
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Janice McBride
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Members
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Paul Duffy
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Keith McKenzie
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Geoffrey Napper
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Shane Rhodes
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Maree Small
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IN ATTENDANCE
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Area Engineer
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Irwin Harvey
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Committee Advisor
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Debbie Webster
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Terms of
Reference for CDAs
This CDA is a subcommittee of Southland
District Council and has delegated responsibility. The CDA members are elected
to represent and advocate for their community.
It can make decisions on:
·
Managing local halls and cemeteries
·
Managing reserves, plantings, drainage,
footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and
slipways, litter control
It can make recommendations to Council on:
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Priorities for services and development within
the community
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Local rates
·
Spending outside the approved annual budget
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Woodlands Community Development Area Subcommittee
02 March 2015
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TABLE OF
CONTENTS
ITEM PAGE
Procedural
1 Apologies 5
2 Leave of
absence 5
3 Conflict of
Interest 5
4 Public Forum 5
5 Extraordinary/Urgent
Items 5
6 Confirmation
of Minutes 5
Reports for Resolution
7.1 Woodlands
Community Development Area Subcommittee Global Action List 13
Reports for Recommendation
8.1 Woodlands
Community Development Area Subcommittee Action Sheet 17
8.2 Works
and Finance Report to Woodlands Community Development Area Subcommittee for the
period ended 31 January 2015 19
8.3 Council
Update
Cr Paul Duffy will give an update on
matters that have been addressed at Council; attendance at various meetings and
upcoming events.
At the close of
the agenda no apologies had been received.
2 Leave
of absence
At the close of
the agenda no requests for leave of absence had been received.
3 Conflict
of Interest
Councillors are
reminded of the need to be vigilant to stand aside from decision-making when a
conflict arises between their role as a councillor and any private or other
external interest they might have. It is also considered best practice for
those members in the Executive Team attending the meeting to also signal any
conflicts that they may have with an item before Council.
4 Public Forum
Notification to
speak is required by 5pm at least two days before the meeting. Further
information is available on www.southlanddc.govt.nz
or phoning 0800 732 732.
5 Extraordinary/Urgent
Items
To consider, and if
thought fit, to pass a resolution to permit the Council to consider any further
items which do not appear on the Agenda of this meeting and/or the meeting to
be held with the public excluded.
Such resolution is
required to be made pursuant to Section 46A(7) of the Local Government Official
Information and Meetings Act 1987, and the Chairperson must advise:
(i) The
reason why the item was not on the Agenda, and
(ii) The reason why the
discussion of this item cannot be delayed until a subsequent meeting.
Section 46A(7A) of the Local Government Official Information and Meetings
Act 1987 (as amended) states:
“Where an item
is not on the agenda for a meeting,-
(a) That item
may be discussed at that meeting if-
(i) That item is a minor
matter relating to the general business of the local authority; and
(ii) the presiding member
explains at the beginning of the meeting, at a time when it is open to the
public, that the item will be discussed at the meeting; but
(b) no resolution,
decision or recommendation may be made in respect of that item except to refer
that item to a subsequent meeting of the local authority for further
discussion.”
6 Confirmation
of Minutes
6.1 Meeting
minutes of Woodlands Community Development Area Subcommittee, 15 December 2014
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Woodlands Community Development Area
Subcommittee
OPEN MINUTES
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Minutes of
a meeting of Woodlands Community Development Area Subcommittee held in the
Woodlands Primary School on Monday, 15 December 2014 at 7.30pm.
present
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Chairperson
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Janelle Ladbrook
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Deputy Chairperson
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Janice McBride
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Members
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Paul Duffy
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Keith McKenzie
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Geoffrey Napper
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Shane Rhodes
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Maree Small
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IN ATTENDANCE
Area Engineer Irwin Harvey, Community
Development Planner Juanita Thornton and Committee Advisor Debbie Webster.
1 Apologies
Ann apology for
absence was received from Cr Keast and for lateness G Napper and K McKenzie.
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Moved J McBride, seconded P Duffy
and resolved that the apologies be
accepted.
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2 Leave
of absence
No requests for
leave of absence had been received.
3 Conflict
of Interest
There were no
conflicts of interest noted and declared.
4 Public
Forum
There was no Public Forum.
5 Extraordinary/Urgent
Items
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Moved S Rhodes, seconded J McBride
and resolved that subject to Section
46a of the Local Government Official Information and Meetings Act 1987, the
following items be considered as a matter of urgent business:
·
Conditional and Remedial Action Report
Woodlands War Memorial, Southland. Report by Mr Ian Bowman dated July
2014
·
Specification of Repairs Report Woodlands War
Memorial, Southland. Report by Mr Ian Bowman dated July 2014
It was agreed that these items be
considered in order that any action required could be progressed prior to the
next meeting.
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6 Confirmation
of Minutes
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Moved M Small, seconded S Rhodes
That the
Meeting minutes of Woodlands Community Development Area Subcommittee, 28 July
2014 be confirmed as a true and correct record with the following amendment:
- Page
7 the reference to K Wilson should be K McKenzie.
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Reports for Resolution
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7.1
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Inaugural Minutes Woodlands Community Development Area
Subcommittee 28 July 2014
Record No: R/14/12/18833
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Moved S
Rhodes, seconded J McBride
That the
Meeting minutes of Inaugural Woodlands Community Development Area
Subcommittee, 28 July 2014 be confirmed as a true and correct record with the
following amendment:
·
Page 15 the reference to K Wilson should be K
McKenzie
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Mr K McKenzie joined the meeting at 7.40pm.
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7.2
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Woodlands Community Development Area Subcommittee Global Action
List
Record No: R/14/12/18919
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Cemetery
Board
The
item was to remain on the Action Sheet as the work was on going.
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Recommendation
Moved S Rhodes, seconded J McBride
and
resolved that the Woodlands Community
Development Area Subcommittee:
a) Receive
the report titled “Woodlands Community Development Area Subcommittee
Global Action List” dated 15 December
2014.
b) Determine
that this matter or decision be recognised as not significant in terms of
Section 76 of the Local Government Act 2002.
c) Determine
that it has complied with the decision making provisions of the Local
Government Act 2002 to the extent necessary in relation to this decision; and
in accordance with Section 79 of the Act determines that it does not require
further information, further assessment of options or further analysis of
costs and benefits or advantages and disadvantages prior to making a decision
on this matter.
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Mr G Napper joined the meeting at 7.45pm.
Reports for Recommendation
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8.1
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Draft Estimates and Local Activity Plan Information for the draft
Long Term Plan (LTP) 2015-2025
Record No: R/14/12/18420
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1 The
purpose of the report was to set estimates for 2015-2025 and propose rates
for the year commencing 1 July 2015. And provide an overview of
the local activities and services for Woodlands for 2015-2025 which are
provided under the governance of the Woodlands Community Development Area
Subcommittee. The report detailed the estimated costs of these
activities over the 10 years as well as the draft rates.
3 The
draft estimates will be incorporated into the Council’s draft Long Term
Plan (LTP) which will be released for consultation in March 2015. Once
the plan is finalised (and subject to any changes resulting from
submissions), the estimates shown for 2015/2016 will be used to set rates for
the year beginning 1 July 2015 (LTP year 1).
4 The
information in the report and its attachments, was sourced from
Activity Management Plans (AMPs) that staff have prepared which contain
more detail about the activities and expenditure requirements.
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Mr Harvey spoke to his report
highlighting the key matters for the Woodlands community over the next ten
years. Discussion was held over the issue of cars not slowing down on
the road particularly around school times when children are coming and
going. It was also identified the shift change times at Blue Sky Meats
also created road danger issues. A suggestion was made to ask the
Police to mount a camera on a pole as a deterrent to speeding
motorists. Another suggestion was to speak with Jane Ballantyne at the
Council in the first instance for ideas on the best way forward with the
issue. It was suggested letters of support from the CDA,
Cr Duffy and the Woodlands School Board of Trustees might also add weight to
finding a solution to the problem.
Following discussion on the septic tank
rate it was agreed the rate should stay as forecasted at $200.00 for 2015/16
and then rise $250.00 per year starting in 2016/17 until the reserve runs
out.
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Moved
G Napper, seconded K McKenzie
and resolved that the Woodlands
Community Development Area Subcommittee:
a) Receives
the report titled “Draft Estimates and Local Activity Plan Information
for the draft Long Term Plan (LTP) 2015-2025” dated 15 December
2014.
b) Determines
that this matter or decision be recognised as not significant in terms of
Section 76 of the Local Government Act 2002.
c) Determines
that it has complied with the decision making provisions of the Local
Government Act 2002 to the extent necessary in relation to this decision; and
in accordance with Section 79 of the Act determines that it does not require
further information, further assessment of options or further analysis of
costs and benefits or advantages and disadvantages prior to making a decision
on this matter.
d) Requests
that the Southland District Council be requested to include a proposal to set
the following rates and charges (including GST) for the year commencing 1
July 2015 based on the approved estimates in (b) above in the draft 2015-2025
Long Term Plan.
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Rate
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Rate GST
inclusive
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Woodlands CDA Rate
Woodlands Septic Tank Rate
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$13,722
$2,300
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e) Identifies
the following priority projects for the local area for inclusion in the
2015-2025 Long Term Plan consultation process (to be agreed at the
meeting).
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8.2
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Works and Finance Report for the period ended 31 October 2014
Record No: R/14/12/18476
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Mr Harvey spoke to the report noting the
wood chipping for the cemetery was on hold until there was better weather
post-Christmas. There was $4,000 allocated in the budget for permanent
seating for the cemetery. It was suggested when designing the seating,
to consider the accessibility of the seat for the elderly and families
utilising it for lunches. An opening would be planned for mid-February
with the Mayor officiating.
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Moved S Rhodes, seconded M Small
and
resolved that the Woodlands Community Development
Area Subcommittee:
a) Receives
the report titled “Works and Finance Report for the period ended 31
October 2014” dated 15 December 2014.
b) Determines
that this matter or decision be recognised as not significant in terms of
Section 76 of the Local Government Act 2002.
c) Determines
that it has complied with the decision making provisions of the Local
Government Act 2002 to the extent necessary in relation to this decision; and
in accordance with Section 79 of the Act determines that it does not require
further information, further assessment of options or further analysis of
costs and benefits or advantages and disadvantages prior to making a decision
on this matter.
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8.3
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Unaudited Annual Accounts report to Woodlands Community
Development Area Subcommittee for the year ended 30 June 2014
Record No: R/14/12/18877
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Mr Harvey spoke to the report, noting
$726 had been added to the Woodlands CDA reserves leaving the total funds
held in reserves at $129,294 as of 30 June 2014.
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Moved G Napper, seconded J McBride
and
resolved that the Woodlands Community
Development Area Subcommittee:
a) Receive
the report titled “Unaudited Annual Accounts report to Woodlands
Community Development Area Subcommittee for the year ended 30 June
2014” dated 15 December 2014.
b) Determine
that this matter or decision be recognised as not significant in terms of
Section 76 of the Local Government Act 2002.
c) Determine
that it has complied with the decision making provisions of the Local
Government Act 2002 to the extent necessary in relation to this decision; and
in accordance with Section 79 of the Act determines that it does not require
further information, further assessment of options or further analysis of
costs and benefits or advantages and disadvantages prior to making a decision
on this matter.
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8.4
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Condition
and Remedial Action Report, Woodlands War Memorial, Southland July 2014
Record No: R/14/9/12970
Specification
of Repairs Report, Woodlands War Memorial, Southland July 2014
Record No: R/14/9/12969
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Mrs Thornton
circulated a copy of the two reports by Ian Bowman. The first report
was on the condition and the remedial action required for the Woodlands War
Memorial. The second report was on how to repair the War
Memorial. It was hoped this work would be completed by ANZAC Day
2015 to be followed by a maintenance plan implemented to be undertaken every
two years.
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Moved S
Rhodes, seconded M Small
and
resolved that the Condition and Remedial Action Report and the Specification
of Repairs Report for the Woodlands War Memorial, Southland July 2014 be
received as information.
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8.5
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Verbal
Council Update - Cr Duffy
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Cr Duffy gave
a verbal update on Council and covered the following:
- District
Plan appeal is over with nine appeals received mostly around bio
diversity.
- Issues
around changes to rules i.e. building distances between houses and
shading.
- Significance
and Engagement Policy adopted - defining significance and impact/effect
of decisions.
- Asset
Management Plans are being reviewed.
- Open
Spaces Policy adopted.
- Tokanui
Skateboard park project budget of $135,000 with $127,000 has been raised
towards the project to date.
- Council
has had a reduction in the government grant for roading was at 54% now
51% the impact of the change will cost Council approximately $800,000
pa.
- Walker
Road culvert happening early 2015. Southroads have had issue with
sourcing the manufacturing of the culverts.
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Moved M
Small, seconded J McBride
and
resolved the Verbal Council Update by Cr Duffy be received as information.
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The meeting was closed at 9pm.
CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Woodlands Community Development Area
Subcommittee HELD ON
DATE:...................................................................
CHAIRPERSON:...................................................
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Woodlands
Community Development Area Subcommittee
02 March 2015
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Woodlands
Community Development Area Subcommittee Global Action List
Record No: R/15/2/3495
Author: Debbie Webster, Committee Advisor
Approved by: Debbie Webster, Committee Advisor
☐
Decision ☐ Recommendation ☒ Information
Purpose
1 To
bring the Woodlands Community Development Area Subcommittee Global Action List
into Info Council.
Background
2 The
Global Action List have been done in Microsoft Access; now with the move to
Info Council the items present on the list now need to be incorporated into
both Info Council Action List and Info Council requests for service list.
3 The
one item of the Cemetery Book remains on the old Global Action List as of 2
March 2015.
1
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Recommendation
That the Woodlands Community Development Area Subcommittee:
a) Receive
the report titled “Woodlands Community Development Area Subcommittee
Global Action List” dated 02 March 2015.
b) Determine
that this matter or decision be recognised as not/as* significant in terms of
Section 76 of the Local Government Act 2002.
c) Determine
that it has complied with the decision making provisions of the Local
Government Act 2002 to the extent necessary in relation to this decision; and
in accordance with Section 79 of the Act determines that it does not require
further information, further assessment of options or further analysis of
costs and benefits or advantages and disadvantages prior to making a decision
on this matter.
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Attachments
a Woodlands
CDA action list View
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Woodlands
Community Development Area Subcommittee
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02 March 2015
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Woodlands
Community Development Area Subcommittee
02 March 2015
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Woodlands
Community Development Area Subcommittee Action Sheet
Record No: R/15/2/3492
Author: Debbie Webster, Committee Advisor
Approved by: Debbie Webster, Committee Advisor
☐
Decision ☐ Recommendation ☒ Information
1 Woodlands
Community Development Area Subcommittee Action Sheet
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Recommendation
That the Woodlands Community Development Area Subcommittee:
a) Receives
the report titled “Woodlands Community Development Area Subcommittee
Action Sheet ” dated 19 February 2015.
b) Determines
that this matter or decision be recognised not as significant in terms of
Section 76 of the Local Government Act 2002.
c) Determines
that it has complied with the decision making provisions of the Local
Government Act 2002 to the extent necessary in relation to this decision; and
in accordance with Section 79 of the Act determines that it does not require further
information, further assessment of options or further analysis of costs and
benefits or advantages and disadvantages prior to making a decision on this
matter.
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Attachments
a Woodlands CDA
Action Sheet 2 March 2015 View
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Woodlands
Community Development Area Subcommittee
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02 March 2015
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Woodlands
Community Development Area Subcommittee
02 March 2015
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Works and Finance Report to Woodlands Community
Development Area Subcommittee for the period ended 31 January 2015
Record No: R/15/2/2797
Author: Irwin Harvey, Area Engineer
Approved by: Ian Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Area
Engineer’s Report
1 The woodchip has been
delivered to the cemetery. The day planned to have a crew in spreading it
turned out to be too wet so this will be rescheduled. The Work Scheme
crew did, however, spend a day there trimming some of the vegetation, weed
cutting and clearing around the new plantings.
2 I will have some seating
options available for viewing at the meeting, hopefully including prices.
This will provide a start point for discussion around purchasing or building of
the seating for the cemetery.
3 I have had the footpath on
Wyeth Road swept clean. The footpath is in reasonably good condition and
does not need replacing at this time. The major damage is at the actual
accessway and this is the property owner’s responsibility to
maintain. This provides an opportunity to look at other options including
moving forward plans for extending the footpath on Woodlands South Road
instead.
Area Engineer’s Finance Report
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Business
Unit
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Category
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Commentary
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29702
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Operating
Costs - Income
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At 5%,
remainder of income is interest on reserves which is added at year end
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29707
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Streetworks
- expenditure
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At 8%, no
maintenance issues for the year to date.
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29771
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Septic tank
cleaning - expenditure
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At 71%, bulk
of cleaning done. Only emergency cleaning if required still to come.
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Financial Considerations
Reserves
4 Please
find the reserves report attached.
Project
List
5 The table below shows
all of the projects that are currently planned for Gorge Road in 2014/2015:
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Activity
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Project
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Type
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Year
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Budget
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Status
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Officer’s Comment
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Cemeteries
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Permanent Seating
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MAINT PLAN
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14/15
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$4,000
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Not Started
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Cemeteries
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Gazebo seating and storage shed
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MAINT PLAN
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14/15
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$8,000
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Not Started
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Roading and Transport
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New Footpath
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LOS
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14/15
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$15,000
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Not Started
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Recommendation
That the Woodlands Community Development Area Subcommittee:
a) Receives
the report titled “Works and Finance Report to Woodlands Community
Development Area Subcommittee for the period ended 31 January 2015”
dated 02 March 2015.
b) Determines
that this matter or decision be recognised as not significant in terms of Section
76 of the Local Government Act 2002.
c) Determines
that it has complied with the decision making provisions of the Local
Government Act 2002 to the extent necessary in relation to this decision; and
in accordance with Section 79 of the Act determines that it does not require
further information, further assessment of options or further analysis of
costs and benefits or advantages and disadvantages prior to making a decision
on this matter.
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Attachments
a Woodlands
Financial Reports, 31 January 2015 View
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Woodlands
Community Development Area Subcommittee
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02 March 2015
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