Notice is hereby given that a Meeting of
the Edendale-Wyndham Community Board will be held on:
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Date:
Time:
Venue:
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Tuesday, 29
September 2015
7.30pm
Pioneer Tavern,
Ferry Road,
Edendale
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Edendale-Wyndham Community Board Agenda
OPEN
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MEMBERSHIP
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Chairperson
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Pam Yorke
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Deputy Chairperson
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Denise Fodie
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Members
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Lindsay Donald
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Dean Rabbidge
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Andrew Roy
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Nathan Stewart
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Councillor Paul Duffy
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IN ATTENDANCE
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Area Engineer
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Moira Tinnock
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Committee Advisor
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Fiona Dunlop
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Terms of Reference for Community
Boards
This Community Board is a statutory body
with delegated responsibility from Southland District Council. The board
members are elected to represent their community and advocate on behalf of
their community.
It can make decisions on:
·
Tenders for leases of land and buildings within
its area up to $10,000. For tenders above that value, the board can make a
recommendation to either the Group Manager Services and Assets or
Council’s Activities Performance Audit Committee.
·
Managing local halls and cemeteries
·
Managing reserves, plantings, drainage,
footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and
slipways, litter control
·
Stewart Island – governance of the Stewart
Island Electrical Supply Authority
·
Te Anau – management of the Te Anau Airport
Manapouri
It can make recommendations to Council on:
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Estimates, traffic management, roading,
recreation, elderly persons’ housing, noxious plants control, pest
destruction control, temporary road closures, local civil defence, local
welfare, waste management, economic development, resource consent applications
which are referred to the board for feedback, toilets and local assets.
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Edendale-Wyndham Community Board
29 September
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
7.1 Edendale-Wyndham
Community Board Action Sheet 15
7.2 Community
Governance Report 17
7.3 Alfresco
Dining 41
7.4 Works
and Finance Report to Edendale-Wyndham Community Board for the period ended 31
July 2015 59
7.5 Unaudited
Annual Accounts Report to Edendale-Wyndham Community Board for the year ended 30
June 2015 67
7.6 Unaudited
Annual Accounts Report to Waihopai Toetoes Ward Committee for the year ended 30
June 2015 81
7.7 Wyndham
District Community Pool Inc. 87
Committee Reports
8.1 Hall
8.2 Resource Management
8.3 Factory Liaison
8.4 Civil Defence
8.5 Reporting to the Ensign,
Edendale Informer and Wyndham Messenger
Councillor's Report
FUTURE MEETING DATES
Tuesday 24 November 2015 - Memorial Hall, Balaclava
Road, Wyndham
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
Committee Members
are reminded of the need to be vigilant to stand aside from decision-making
when a conflict arises between their role as a member and any private or other
external interest they might have.
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 committee
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 Edendale-Wyndham
Community Board, 28 July 2015
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Edendale-Wyndham Community Board
OPEN MINUTES
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Minutes of
a meeting of Edendale-Wyndham Community Board held in the Memorial Hall,
Wyndham on Tuesday, 28 July 2015 at 7.30pm.
present
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Chairperson
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Pam Yorke
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Deputy Chairperson
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Denise Fodie
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Members
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Lindsay Donald
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Cr Paul Duffy
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Dean Rabbidge
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Andrew Roy
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Nathan Stewart
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IN ATTENDANCE
Area Engineer Moira Tinnock, Community Development
Planner Juanita Thornton for Venture Southland, Committee Advisor Maree Fyffe,
Chief Executive Steve Ruru and
Chief Financial Officer Anne Robson.
1 Apologies
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1.1
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An apology
for lateness was received from Member Rabbidge.
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Resolution
Moved Member
Roy, seconded Member Stewart
and
resolved that the Edendale-Wyndham Community Board accept the apology for
lateness.
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2 Leave
of absence
At the close of
the agenda no requests for leave of absence had been received.
3 Conflict
of Interest
The following Members declared a conflict of interest:
·
Member Roy declared an interest due to his
involvement on the Edendale School Board of Trustees.
·
Member Stewart declared a conflict of
interest. His wife Carlyn was the Secretary of the Wyndham District
Community Pool Incorporated.
The
Chair also reminded Members if they wished to record the meeting proceedings,
they needed to advise the Chair before the meeting commenced.
Member
Donald indicated he would possibly record some parts of the meeting.
The
Chair enquired if there was any particular reason why he wished to do so?
Reminding him they could not be used for any purpose. Member Donald did
not indicate a reason. The Chair asked if the remaining Members had a
problem with this. Cr Duffy remarked he was not sure why Member Donald
would want to tape them.
4 Public
Forum
There was no Public
Forum.
5 Extraordinary/Urgent
Items
There were no
Extraordinary/Urgent items.
6 Confirmation
of Minutes
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Resolution
Moved Deputy
Chairperson Fodie, seconded Member Donald
Confirms the minutes of
Edendale-Wyndham Community Board, held on
26 May 2015 subject to the following amendments:
·
Page 11 - 7.3 agreed to add the word hourly to the
resolution e) so it reads “Sets the hourly rates for contract
15/22 at $18 standard and $20 extra”.
·
Page 13 - Civil Defence 8.0 - agreed to add the word area
in the first sentence after Queenstown (simulated on an earthquake event
in the Queenstown area).
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Reports
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7.1
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Edendale-Wyndham Community Board Action Sheet
Record No: R/15/7/12552
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Area Engineer Moira Tinnock spoke to
the first item relating to the Wyndham Wildlife Refuge. She and Mr
McNaught had met with Mr David Moate of
Environment Southland to discuss the Cracked Willow Project that was outlined
on pages 17-19. M Tinnock advised Mr Moate had been granted permission
to proceed with the project.
M Tinnock advised there was no other
long term plan for the Wildlife Refuge.
This prompted the Chair to remind the Board it needed to discuss what it
should do future wise with the refuge.
It was agreed that the Chair, Cr
Duffy and the Area Engineer should arrange a catch up with Mr Leach to get
some future direction. Community Development Planner Juanita Thornton
advised she could probably help with any funding needs when it came time.
The Chair asked that an item be added
to the Action Sheet for Mr McNaught of the Property Department regarding the
Leases of the Reserves. She had received several enquiries.
The items relating to the feasibility
of subdividing sections on Baltic Street and requests regarding the reserve
area on Raglan Street be removed from the
Action Sheet.
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Resolution
Moved Member Roy, seconded Cr Duffy
and
resolved that the Edendale-Wyndham Community
Board:
a) Receives
the report titled “Edendale-Wyndham Community Board Action Sheet”
dated 28 July 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.
d) Asked
that the Property Manager, Mr McNaught provide a report to the
Edendale-Wyndham Community Board updating it on the Leases to the Reserves.
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7.2
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Works and
Finance Report to Edendale-Wyndham Community Board for the period ended 30
June 2015
Record No: R/15/7/11812
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Mrs Tinnock spoke to her report,
advising the Edendale Promotions had asked for permission to place a new oblong
table in the Rotunda area at its cost.
Member
Donald declared his interest on the Edendale Promotions Committee.
Edendale Promotions had also asked if
it could construct and erect a new noticeboard in the Rotunda area, advising
it was happy to take on this project and fund it themselves. It
acknowledged there was one already in the township that might still be used.
The Edendale-Wyndham Community Board
acknowledged to Mrs Tinnock that they were more than happy for the Edendale
Promotions Committee undertaking this project for the community.
Financials were next and the Chair
asked if there were any comments on the overspends? The only question
to arise was what effect that had on the financials for next year. Mrs
Tinnock advised the overspends would be taken from the reserves, but remarked
that it was important to get better at the long term planning.
The Board discussed what approach
should be made towards the Edendale Cemetery hedge that had been partly burnt
by fire. Members were asked whether it should be replanted or whether
to erect a fence. The Board asked the Area Engineer to obtain some
costs for the next meeting.
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Resolution
Moved Deputy Chairperson Fodie,
seconded Member Roy
and
resolved that the Edendale-Wyndham Community
Board:
a) Receives
the report titled “Works and Finance Report to Edendale-Wyndham
Community Board for the period ended 30 June 2015” dated 28 July 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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The following reports were brought
forward in the agenda at the request of the Chair.
Member Fodie declared a conflict of
interest due to her involvement with the
Edendale Rugby Club.
Committee Reports
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8.1
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Hall
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Community
Development Planner Juanita Thornton reported she was chasing the
Architect on a daily basis for pricing. J Thornton explained there were
some funding rounds that she would apply to, such as the Lotteries in
February 2016.
Member Fodie advised there
were some maintenance issues at the rugby club due to flooding and it was in
the process of informing its insurer.
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Member
Rabbidge entered the meeting at 7.59pm.
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8.2
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Resource
Management
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There was nothing to report.
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8.3
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Factory
Liaison
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A meeting had
been held in which Fonterra gave an update on the upgrade of the
Factory. It also discussed the role of the Factory Liaison meetings and
whether these were worth having. It was agreed these meetings were
advantageous to the community.
Cr Duffy
added that part of its compliance and conditions of its consent, it needed to
hold these meetings.
The meeting
also included discussions on compliance with Environment Southland.
It was also due to advertise the boilers usage.
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8.4
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Civil
Defence
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There was nothing to report.
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8.5
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Reporting
to the Ensign/Informer/Messenger
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There was nothing further to
report.
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Councillors Report
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9.0
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Cr Duffy reported on the following matters that had
been addressed at Council’s last meeting, including attendance at
various meetings and upcoming events:
·
The Long Term Plan had been adopted, rates were set to increase
by 2.91%.
·
Council had agreed that as part of setting the
rates limit for the 10 years of the plan at Local Government Cost Index plus
2%.
·
Council had received an unmodified audit
report at its meeting on
24 June 2015.
·
On Monday, 3 August 2015 Council would be hearing submissions
on the
Dog Control Bylaw and Policy. Around 200 submissions had been
received. Cr Duffy added that dogs created a lot of interest in the
community. Unfortunately Cr Duffy would not be attending this meeting.
·
The next Council meeting was on 5 August 2015.
·
Freedom Camping was going out for Public Consultation, and
submissions closing on 8 September 2015.
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Chairman
Report
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10.0
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The Chair reported on the
following:
·
Had made put forward a submission on the Dog Control Bylaw and
Policy on behalf of the Community Board.
·
A review of the Freedom Camping bylaw had occurred with a
survey being open from 6 June to 6 July. The greatest concern with
freedom camping was of non self-contained camping. The results will be
considered as part of Councils review process of the Freedom Camping
Bylaw. Public consultation would begin after the draft bylaw is adopted
by Council.
·
Attended the Chairs meeting of Community Boards and Community
Development Area Subcommittees. Remarked Council were in the process of
implementing a new strategy of Governance and Planning that was more
community based.
·
The Chair remarked that Edendale and Wyndham had a lot more
going on than other townships.
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The
meeting then resumed to the following report.
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7.3
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Venture Southland Report - Community Pool Rating Request Update
Record No: R/15/7/11719
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1
Mrs Thornton spoke to her report.
2
She explained the purpose of this report was
to provide a summary of the information supplied by both the Wyndham District
Community Pool Incorporated and the Edendale Community Pool Society, as
requested by the Edendale Wyndham Community Board.
3
The report also provided some suggested
options for the Edendale Wyndham Community Board to discuss and consider.
4
The Board remarked that Mrs Thornton had done
very well to provide such a comprehensive report of comparing the two.
5
The report was taken as read.
6
Mrs Thornton advised Wyndham Pool were asked
to provide a business plan, including a description of the facility,
operational information, current financial situation, forecast budgets and
maintenance plans. A full
copy of its business plan was included in her report.
7
8
Edendale Pool was asked to provide information
on how the pool was currently going, how the existing rate had been of
benefit and how a potential rates decrease would affect them.
9
Mrs Thornton advised a comparison of the two
pools was outlined on pages 30 and 31 of the agenda.
10
Mrs Thornton then outlined the possible
options moving forward, and these were:
11
Option 1 - Status Quo: Leave things as they currently were so the existing pool
rate remained allocated to the Edendale Pool. Reconsider reassessing
Wyndham’s request once the Wyndham Pool has been operating for a longer
period of time.
12
Option 2 - Increase the existing rate:
Take the existing boundary and rename it
Edendale-Wyndham Pool Boundary and increase the amount collected eg up to $8
or $10 per dwelling from the current $5. In terms of distributing this
increased pool rate revenue, options include:
·
Edendale Pool continues to receive their
existing $5 per dwelling and Wyndham Pool receives the remaining amount from
whatever is collected.
·
Both pools apply annually for a contribution
from whatever rate which is collected (it could stay at $5 or be
increased). This is what currently happens with the Tuatapere Pool. The
Edendale-Wyndham Community Board considers applications and allocates funds
as it sees fit and on an annual basis. Please note that the
distribution criteria would need to be determined at the outset.
13
Option 3 - Remove the Edendale Pool Rate
and merge into the Local Rate: Instead of a
separate pool rate being collected, it would be added to the
Edendale-Wyndham Community Board rate and a pool business unit be established
(as per the Gorge Road example). In terms of distributing these funds,
options include:
·
The Edendale-Wyndham Community Board allocates
an amount per pool and pays a ‘donation’ annually.
·
Both pools can apply annually for an amount
required and the
Edendale-Wyndham Community Board decide on the distribution of funds.
14
Mrs Thornton advised that after speaking with
Mr Rex Capil, there was a fourth option that the board could also consider
which was identifying each community of interest and establishing area
boundaries.
15
Cr Duffy thought the fourth option would be
difficult to establish.
16
The Board had a long and indepth discussion of
whether to remain with the status quo or making a financial
contribution. There was mixed feelings for remaining with the status
quo and asking the Wyndham District Community Pool
Incorporated to provide further financials for the next two seasons which was
in line with what the Edendale Pool had had to provide before the pool rate
was established.
Member Stewart
reported he had had many Wyndham residents coming to him and remarked they
were quite “ratty” about the situation; and believed something
needed to be done as both pools were used a lot.
Chair Yorke
remarked she too had received many phone calls saying they were happy with
the pool rate as it was and added there would never be a happy medium.
The Board
discussed the fact that the baseline that had been applied to the Edendale
Pool involved a three year window and it debated whether it was fair to apply
the same.
Mrs Thornton
outlined the pool rates around the Southland district.
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Pool Rates
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Uniform Targeted Rate per SUIP of a
Rating Unit 2015/2016 (excl GST)
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Edendale
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$4.37
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Fiordland
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$14.95
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Otautau
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$18.26
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Riverton
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$17.98
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Takitimu
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$19.47
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Tuatapere Ward
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$12.83
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Winton
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$10.00
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Mrs Thornton
reported the Tuatapere Ward collected for three pools, Tuatapere, Blackmount
and Hauroko. Manapouri rated $5,461 (plus GST) as part of its local
rate and Council paid mowing, spraying, insurance rates and the rest sits in
a reserve for capital purchases. (This pool was on Council land and had
nothing to do with
Ministry of Education). Gorge Road CDA gave $2,000 to its pool every
year out of the local rates. The Wallacetown pool received $500 from
both the Community Board and the Ward.
The Chief
Executive spoke briefly highlighting the important question the Board needed
to ask itself was did it want to support the Wyndham District Community Pool
Inc; and not to worry about the how.
The Board took a
vote on what it should do going forward. The Board supported the Wyndham
District Community Pool Incorporated in principle but agreed
that it needed to provide two years of financials and
supporting operational information for the 2016/2017 period.
The vote was won by
majority. Members Rabbidge and Stewart did not take part in voting.
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17 Resolution
18 Moved Deputy Chairperson Fodie, seconded Member Roy
19 and resolved that the Edendale-Wyndham Community Board agreed that
it should provide financial support to the Wyndham District Community Pool
Incorporated but that it needed to provide two years of financials and
supporting operational information for the 2015/2016 period before it would
consider setting a rate to fund this support.
20
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The above decision meant that it
would be the 2017/18 financial year before a rate could be set to fund the
Wyndham pool. The Board were advised that for the 2016 period, it could
choose to make a one-off grant to the Wyndham District Community Pool
Inc. This time next year, the Board would consider the rate and the consultation
process.
Cr Duffy suggested this was a good
idea and he moved in that direction.
It was agreed that letters be drafted
by Mrs Thornton to each pool, acknowledging the work thus far. These
would be forwarded to the Committee Advisor for distribution.
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Resolution
Moved Cr Duffy, seconded Deputy
Chairperson Fodie
and
resolved that the Edendale-Wyndham Community Board will consider a one-off
grant in 2016 to the Wyndham District Community Pool Incorporated depending
on the outcome of its operations and financial report.
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Resolution
Moved Cr Duffy, seconded Deputy Chairperson Fodie
and resolved that the Edendale-Wyndham
Community Board:
a) Receives
the report titled “Venture Southland Report - Community Pool Rating
Request Update” dated 20 July 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.
d) Considers
the options listed in this report and decides on a preferred option moving
forward.
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The meeting closed at 9.03pm
CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON
28 JULY 2015.
DATE:...................................................................
CHAIRPERSON:...................................................
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Edendale-Wyndham
Community Board
29 September
2015
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Edendale-Wyndham
Community Board Action Sheet
Record No: R/15/9/17064
Author: Fiona
Dunlop, Committee Advisor
Approved by: Fiona
Dunlop, Committee Advisor
☐
Decision ☐ Recommendation ☒ Information
Action
Sheet
1 Action
Item list for the Community Board’s information.
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Recommendation
That the Edendale-Wyndham
Community Board:
a) Receives
the report titled “Edendale-Wyndham Community Board Action Sheet”
dated 21 September 2015.
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Attachments
a Action
Sheet Edendale-Wyndham Community Board - 29 September 2015 View
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Edendale-Wyndham
Community Board
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29 September 2015
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Edendale-Wyndham
Community Board Action Sheet - Including Public Excluded
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Author
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Due Date
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Subject
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Notes
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Maree
Fyffe
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11/08/2015
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Edendale-Wyndham
Community Board Action Sheet
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Moira
Tinnock
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11/08/2015
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Works
and Finance Report to Edendale-Wyndham Community Board for the period ended
30 June 2015
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Juanita
Thornton
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11/08/2015
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Venture
Southland Report - Community Pool Rating Request Update
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Kevin
McNaught
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10/02/2015
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Global
Action Sheet - Edendale-Wyndham Community Board
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Refer
Resolution (e) That Mr Kevin McNaught of the Property Department draft a
report on the feasibility of subdividing sections on Baltic Street once
legal and planning issues had been checked.
•K McNaught advised he was working on this - the intention is to deal
with the whole issue when the lease expires at the end of May.
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Kevin
McNaught
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28/07/2015
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Edendale-Wyndham
Community Board Action Sheet
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The
Chair had received several requests regarding the reserve area on Raglin
Street (the area that the Menzies College Rugby club lease) and whether it
could be made available to build and subdivide on and what were the
implications.
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Kevin
McNaught
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28/07/2015
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Edendale-Wyndham
Community Board Action Sheet
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The
first item related to Kevin McNaught who was to prepare a report on the
feasibility of subdividing sections on Baltic Street once legal and
planning issues had been checked.
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Recently Closed Action Items
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Author
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Completion Date
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Subject
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Notes
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Moira
Tinnock
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11/08/2015
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Wyndham
Wildlife Refuge Update
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Action
completed by: Moira Tinnock Presented to the Board 28.7.15 and
agreed. David Moate advised of outcome.
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Edendale-Wyndham
Community Board
29 September
2015
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Community Governance Report
Record No: R/15/8/13836
Author: Rex
Capil, Group Manager, Policy and Community
Approved by: Steve Ruru,
Chief Executive
☐
Decision ☐ Recommendation ☒ Information
Introduction
1 Council
has committed to undertake a Community Governance Review Project to assist in
preparation for the Representation Review scheduled for 2017.
2 Steps
in the process completed to date include:
· Discussion
with Council introducing the project concept - January 2015,
· Discussion
at the Executive Leadership Team Workshop - April 2015,
· Discussion
at the Staff Forum - June 2015,
· Update
of preparation progress to Council Workshop - June 2015.
3 The
next stage of the project is to develop the concept design further, prepare a
consultation document and deliver on an agreed implementation and engagement
approach.
Engagement
Approach and Implementation Timeline
4 An
important process in developing this project is to ensure there is significant
engagement during the project design and development stages.
5 This
will involve ensuring there is the opportunity for public participation
throughout the project development.
6 This
will involve various degrees of engagement across the public participation
spectrum - including but not limited to:
· Inform
- provide the public with balanced information to assist in understanding the
topic, issues and options and opportunities.
· Consult
- obtain public feedback an analysis, alternatives and/or decisions.
· Involve
- work directly with key stakeholders throughout the process to ensure that
public concerns and aspirations are consistently understood and considered.
· Collaborate
- partner with stakeholders to discuss as required the development of the
alternatives and the identification of a preferred solution.
7 A
Staff Project Working Group and an Elected Representative Working Group -
including Councillors, Community Board and CDA representatives are to be
established and will operate for the duration of this project.
8 Stakeholder
engagement is to be undertaken with individual Community Board and CDA
Subcommittees and various other regional and national agencies - with the
intent that this engagement will be completed by July 2016.
9 Community
engagement is to be undertaken with local community organisations and residents
by way of public forums with the intent this engagement will be completed by
July 2016.
10 A
Community Governance Proposal - Final Draft is to be prepared for approval for
consideration as part of informing the Representation Review process by
February 2017.
11 It
is intended a Representation Review is to be undertaken and completed by June
2017.
12 Attached
to this report is the presentation made to the Community Board and CDA Chairs
meeting in July 2015.
|
Recommendation
That the Edendale-Wyndham
Community Board:
a) Receives
the report titled “Community Governance Report” dated 12 August
2015.
|
Attachments
a Community
Governance Slides for Community Board and CDA Meetings View
|
Edendale-Wyndham
Community Board
|
29 September 2015
|
|
Edendale-Wyndham
Community Board
29 September
2015
|
|
Alfresco Dining
Record No: R/15/9/16519
Author: Moira
Tinnock, Area Engineer
Approved by: Ian
Marshall, GM - Services and Assets
☒
Decision ☐ Recommendation ☐ Information
Purpose
1 This
report provides the Edendale-Wyndham Community Board with information regarding
the Alfresco Dining Policy. It also requests a decision from the
Community Board regarding the application or remission of alfresco dining
annual fees.
Executive
Summary
2 On
3 June 2015, Council adopted the Alfresco Dining Policy (attached). The
Policy applies to the whole of the Southland District and provides Community
Boards and Community Development Area Subcommittees with the option to apply
annual fees or remit these fees in their area.
|
Recommendation
That the Edendale-Wyndham
Community Board:
a) Receives
the report titled “Alfresco Dining” dated 15 September 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.
d) Decides
whether annual fees relating to alfresco dining should apply in the
Edendale and Wyndham areas if applicable.
|
Content
Background
3 The
Alfresco Dining Policy was adopted by Council on 3 June 2015. The
Alfresco Dining Policy allows Council to regulate alfresco dining and charge
fees in relation to this activity. These fees are outlined in the
attached policy and in Council’s Schedule of Fees and
Charges.
4 Council
decided to adopt a policy which applies at a district level however, it also
decided to allow Community Boards and Community Development Area Subcommittees
to choose whether to apply or remit annual fees in their areas. Licencing fees
and other conditions of the policy will apply across the district and decisions
relating to the remission of annual fees apply to local areas rather than
individual businesses. This will ensure a more fair and consistent
approach.
Issues
5 In
considering whether to apply annual fees relating to alfresco dining, Community
Boards and Community Development Area Subcommittees should consider the impacts
on economic growth and business sustainability as well as the vibrancy of
townships in the District. Affordability for businesses should also be
considered.
Factors to Consider
Legal
and Statutory Requirements
6 Alfresco
dining is affected by a range of legislation and bylaws including:
· Building
Act (1991) and amendments;
· Food
Hygiene Regulations (1974) and amendments;
· Health
and Safety in Employment Act (1992) and amendments;
· Litter
Act (1979) and amendments;
· Local
Government Act (2002) and amendments;
· Public
Works Act (1981) and amendments;
· Resource
Management Act (1991) and amendments;
· Sale
and Supply of Alcohol Act (2012) and amendments;
· Southland
District Council Roading Bylaw (2015);
· Southland
District Council Trading in Public Places Bylaw (2012).
7 The
Policy uses an approach which encourages compliance through a “three
strike” mechanism, where written warnings are sent out to non-compliant
licence holders. At this stage no bylaw provisions enabling enforcement have
been developed. Should compliance become an issue, this can be revisited at a
later stage.
Community
Views
8 During
the development of this policy, there was targeted consultation with the Te
Anau Community Board. The Policy has also been considered by the
Policy Review Committee on two occasions and the Council.
9 The
fee structure was also included in the Schedule of Fees and Charges which was
the subject of special consultation as part of the Long Term Plan 2015-25
process. During this consultation, no submissions were received regarding
alfresco dining.
10 Community
Boards and Community Development Area Subcommittees in conjunction with Area
Engineers need to identify those who will be affected by the policy so that
they can be informed.
Costs
and Funding
11 Fees
are inclusive of GST and will consist of an administration fee and annual fees
(or part thereof), as set out in the Schedule of Fees and Charges.
12 Annual
fees (per m2) for the first year of a licence are pro rata.
13 Premises
which already hold an alfresco dining licence may be subject to additional
inspections to ensure that they continue to comply with their original licence
conditions.
14 The
costs of the alfresco dining licences have been increased slightly to reflect
more accurately the costs incurred by Council to administer and monitor the
licencing of alfresco type dining. This is minor, and is expected to
bring in revenue of ~$1,440 per annum (based on 12 restaurants currently known
as undertaking alfresco type dining - 10 in Edendale-Wyndham and two in
Winton).
15 The
initial administration fees cover the Area Engineer’s time to check the
premise, as well at the financial costs of invoicing the restaurant. This
fee will be directed to the Area Engineers business unit within Council.
The annual fees will provide local revenue for footpath maintenance etc.
16 The
fees in the Schedule of Fees and Charges (2015-2025) have been set at:
· Administration/Application
fee: $120.00 (one off);
· Occupation
fee calculated on the area used: $20.00 per m2 / per
year.
By comparison some fees from other
cities in New Zealand are:
· Auckland:
$69.00
per m2 / per year;
· Wellington
(CBD): $85.00
per m2 / per year;
· Taupo: $43.35
per m2 / per year;
· Queenstown: $185.00
per m2 / per year (highest fee per m2 in
New
Zealand);
· Gisborne: $0.00
- no fees at all.
Policy
Implications
17 Fees
relating to alfresco dining have already been included in Southland District
Council’s Schedule of Fees and Charges 2015/16.
Analysis
Options Considered
18 The
Edendale-Wyndham Community Board could:
· Option
1: Choose to remit the annual fee component;
· Option
2: Choose to apply the annual fee component.
19 Regardless
of the option chosen by the Community Board, the initial licensing/inspection
fees and other provisions of the Alfresco Dining Policy will be applied
consistently throughout the district.
Analysis of Options
Option
1 - Remit the Annual Fee component
|
Advantages
|
Disadvantages
|
|
· Supports
local businesses by limiting their expenses.
· Encourages
vibrant streetscapes in local townships.
· May
limit costs which could be passed on to local consumers.
|
· Does
not reflect any costs of regulating alfresco dining.
|
Option
2 - Apply the Annual Fee component
|
Advantages
|
Disadvantages
|
|
· Reflect
costs of regulating alfresco dining.
|
· Increases
costs to local businesses which may have a flow on effect for customers or
reduce the viability of such businesses.
|
Assessment of Significance
20 This
issue has not been assessed as significant within the framework of Southland
District Council’s Significance and Engagement Policy. It affects a
limited number of stakeholders throughout the district and the financial
amounts involved are small.
Recommended
Option
21 It
is recommended that Community Boards and Community Development Area
Subcommittees choose the most appropriate fee option for their local area in
consideration of the demand created by alfresco dining activities and the
affordability of fees for local businesses.
Next
Steps
22 Once
a decision has been made regarding whether or not annual fees will be remitted,
affected parties need to be notified. This can be done via a letter
advising businesses of the new policy, how it will be implemented and what
costs they will become liable for.
23 Any
businesses which will need to be inspected and licenced shall be approached by
the appropriate Area Engineer. Licences will be issued by Area Engineers and
registered against the premises.
Attachments
a Alfresco
Dining Policy View
b Alfresco
Dining Process View
c Application
for Alfresco Dining Licence View
d Alfresco
Dining Licence View
|
Edendale-Wyndham
Community Board
|
29 September 2015
|
SOUTHLAND DISTRICT COUNCIL
ALFRESCO DINING POLICY
This
policy applies to:
DOCUMENT
CONTROL
|
Policy
owner:
Manager - Operations and Community
Services
|
TRIM
reference number:
r/14/12/18441
|
Effective
date:
1 July 2015
|
|
Approved
by:
Council
|
Date
approved:
3 June 2015
|
Next
review date:
3 June 2017
|
CONTENTS
1. PURPOSE.. 1
2. DEFINITIONS
AND ABBREVIATIONS.. 1
3. POLICY
DETAILS.. 1
3.1 Background. 1
3.2 Regulations. 2
3.3 Licensing
and Applications. 2
3.4 Operational
Details. 3
3.5 Fees………….. 4
3.6 Enforcement 4
3.7 Revocation
of Licence. 4
3.8 Transitional
Procedures. 4
4. ROLES
AND RESPONSIBILITIES.. 4
5. REVISION
RECORD.. 5
|
Edendale-Wyndham
Community Board
|
29 September 2015
|
ALFRESCO
DINING POLICY
1. PURPOSE
Alfresco
dining in public spaces brings vibrancy to towns within the District,
suggesting street life and energetic towns. Outdoor seating areas for
food service provide a space for social interaction and the opportunity to rest
and observe street activity. They also increase the sense of safety and
security in the streets, due to increased occupancy.
These
areas also provide restaurant and café owners with the opportunity of
extending business and promoting patronage with a more visible presence,
promoting economic development in our townships.
The
Alfresco Dining Policy (the Policy) has been developed to regulate the use of
street dining furniture so as to keep our streets clean, safe and not hindering
pedestrian flow while encouraging our towns to be dynamic.
For
regulations regarding sandwich boards, please see the District Plan.
2. DEFINITIONS AND ABBREVIATIONS
|
Term
|
Meaning
|
|
Alfresco Dining
|
The serving and eating of food in a public space, namely
footpaths, in open air or under a tent, marquee or other temporary shelter.
|
3. POLICY DETAILS
3.1 Background
Principles by which
decisions regarding the Policy are made are:
· Licensing activities on footpaths should be reflective
of Council’s vision and mission.
· Pedestrian priority should be enhanced to facilitate
efficient and safe walking routes in our townships and encourage people to walk
as their primary mode of transport through townships.
· Streetscapes of our townships should be vibrant, safe
and attractive, and when setting any rebate, Council will consider how a
proposed activity might positively contribute to achieving this principle.
· Our townships should provide opportunities for
pedestrians to participate in the public environment through leisure, retail,
recreation and entertainment activities.
· Businesses and groups that use footpaths should do so
in a fair and balanced way, that does not impair safe and efficient pedestrian
movement. Footpaths shall be managed in accordance with:
o Relevant Council guidelines and the District Plan.
o NZ standard 4121:2001 Design of Access and Mobility
- Buildings and Associated Facilities (NZS4121) for accessible journeys and
design elements.
o Relevant legislation and standards for health and
safety and advertising.
3.2 Regulations
To
be able to have street furniture for use in alfresco dining, restaurateurs must
hold a current licence for alfresco dining, obtained from Council.
A minimum of 1.5 metres of
footpath will be available for pedestrian use at all times.
Umbrellas shall be confined to
the area and not encroach onto the pedestrian way, and shall be at a height
that is safe for pedestrians.
Alfresco dining and associated
street furniture must be confined to the area of footpath directly outside the
premises. Any other locations will be determined through the relevant
Area Engineer on advice from the Community Board or Community Development Area
Subcommittee.
This policy will apply to each
town across the District unless a Community Board or Community Development Area
Subcommittee has advised Council that they do not wish to charge fees in their
area. In this case, the policy will still apply; however, the fees will
be remitted.
3.3 Licensing and
Applications
An initial application to have
alfresco dining is to be made in writing and approval will be granted following
an inspection of the premise by an Area Engineer.
All applications must contain:
· A
map of the location of any street plantings/trees and Council-owned street
furniture.
· A
sketch showing the location of any proposed chairs, umbrellas, outdoor heating
devices and any other furniture that will be used in this activity.
· Proposed
hours of operation.
· Letters
of support from the adjoining (on either side of the location and the same side
of the street) business owners or lessees will be obtained.
Council staff can request other nearby business/lessees’ opinions if
the alfresco dining furniture is likely to have an effect on them.
· Proof
of building consent (if applicable).
· Proof
of valid Alcohol Premise Licence (if applicable).
· Proof
of public liability (refer to Section 3.4).
Any building as defined in
Section Three of the Building Act (1991) that is required for this activity
shall require a building consent unless it is exempted by the
Third Schedule of the Building Act (1991).
If the restaurateur holds an
Alcohol Premise Licence, they must show that they intend to either obtain a new
Alcohol Premise Licence for this area, or how they will not serve alcohol in
that area.
Once granted, licences will be
placed on property files as an advice for all Council staff dealing with the
property.
Individual
licences shall be issued by the local Area Engineer in consultation with the
Property Department and relevant elected body, and shall be valid for a maximum
period of three years, before renewal is necessary.
3.4 Operational Details
Licensees will hold public
liability for a minimum of $1,000,000 and shall take full responsibility for
indemnifying Council against any claims, demands, or actions made upon Council
arising out of licensees’ operations.
Licensees will be responsible for
keeping their licence areas clean and tidy. All stained or damaged
pavement surfacing must be cleaned or replaced promptly by licensees at no cost
to Council.
Licensees must control all litter
arising from their activities and shall not use Council provided street litter
bins for this purpose.
Licensees are not able to assign
or sublet the licensed area without the approval of Council.
Licensees will comply with all statutory requirements,
Acts, Regulations, Bylaws, Ordinances, Rules and lawful directions of Council,
including but not limited to, the following:
· Building
Act (1991) and amendments;
· Food
Hygiene Regulations (1974) and amendments;
· Health
and Safety in Employment Act (1992) and amendments;
· Litter
Act (1979) and amendments;
· Local
Government Act (2002) and Amendments;
· Public
Works Act (1981) and amendments;
· Resource
Management Act (1991) and amendments;
· Sale
and Supply of Alcohol Act (2012) and amendments;
· Southland
District Council Roading Bylaw;
· Southland
District Council Trading in Public Places Bylaw (2012).
Where the applicant for a licence
to occupy a public place is the holder of an On Licence, then the
occupation of the public place may not commence until such time as the
applicant has sought and obtained an Alcohol Premise Licence before the sale
and consumption of liquor can occur in the alfresco dining specified area.
3.5 Fees
Fees are to be set by Council
(inclusive of GST) and will consist of an administration fee and annual fees
(or part thereof), as set out in the Schedule of Fees and Charges. Annual
fees for the first year of a licence are pro rata.
The Community Board or Community
Development Area Subcommittee for each area will decide whether or not annual
fees in relation to this activity shall be remitted. In the case of
remission, other regulatory aspects of this policy still apply.
3.6 Enforcement
If a licence holder does not comply with the conditions of
this policy, the Council will, on the first occasion:
· Provide
information to ensure all parties know what is required.
· Verbally
notify the business, individual or group of the issue and provide a warning to
the business, individual or group of the issue and provide a warning of the
consequences of future violation of the policy.
For a second violation of the
policy, the Council will provide a written second warning to the business,
group or individual identifying the issue(s), required remedy and timeframe,
and consequences of future violation of the policy.
For a third violation of the
policy, the Council will take appropriate action, selecting from such options
as revocation of the licence.
3.7 Revocation of
Licence
The Area Engineer may revoke an Alfresco Dining Licence if significant
breaches of the policy are unable to be resolved by other means (such as verbal
or written warnings).
3.8 Transitional
Procedures
This policy will take effect from
1 July 2015. Current licence holders will not be required to re-apply for
licences, but will be required to pay their annual fees from this date. Any
restaurants currently operating alfresco dining without a licence will be
required to apply for a licence and pay the licence application fee.
4. ROLES AND RESPONSIBILITIES
|
Party/Parties
|
Roles and Responsibilities
|
|
Area Engineer
|
Receive, process and finalise licence applications (in consideration of any advice from the relevant
Community Board/Community Development Area Subcommittee) including the
inspection of the location during application.
Enforce the policy, including revoking the licence if
necessary.
|
|
Environmental Health
|
To report any offences of the policy to the Area Engineer,
if seen during regular restaurant inspections.
|
|
Property Department
|
Invoice for fees and require that fees be paid to Council.
|
|
Community
Board/Community Development Area Subcommittee
|
Give advice to the Area Engineer as required.
Decide whether the policy is to apply in their local area.
|
5. REVISION RECORD
|
Date
|
Version
|
Revision Description
|
|
24/7/03
|
r/09/9/13466
|
This policy supersedes the Alfresco Type Dining on Public
Land Policy (2003)
|
|
Edendale-Wyndham
Community Board
|
29 September 2015
|
Alfresco Type
Dining Licence Process
|
Edendale-Wyndham
Community Board
|
29 September 2015
|
|
|
TRIM Reference:
Container:
|
Contact Area Engineers for enquiries:
0800 732 732
www.southlanddc.govt.nz
|
|
|
|
|
|
This application allows
a decision to be made regarding the allocation of an Alfresco Dining
Licence. As part of the application, an Area Engineer will be required
to assess the site and plans.
An Alfresco Dining
Licence is valid for three years, when a renewal of the licence is necessary.
|
|
APPLICANT DETAILS
|
|
Name of business
|
|
|
Applicant(s)
|
First Names:
|
Surname:
|
|
|
|
|
|
Full Address:
|
Physical:
|
|
|
|
|
|
|
|
Postal (if different)
|
|
|
|
|
|
|
Phone:
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Home:
|
Mobile:
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RESTAURANT OPERATION
|
|
Q1:
|
Do you have an Alcohol Premises Licence?
|
YES
(please provide evidence)
|
NO
|
|
Q2:
|
What are your hours of operation?
|
|
|
|
Mon
|
|
Tues
|
|
Wed
|
|
Thurs
|
|
Fri
|
|
Sat
|
|
Sun
|
|
|
Q3:
|
What is the area (m2) of the Alfresco Dining space you wish
to use?
|
|
PAYMENT DETAILS
|
|
The restaurant using
the area described in this application is required to be registered as using
Alfresco Dining with the Southland District Council
The application
fees must be paid within SEVEN DAYS after this date:
/ /
|
TOTAL FEE PAYABLE:
$
|
|
NOTE: Please check Council’s Schedule of Fees and
Charges for the set Alfresco Dining Fees.
|
|
|
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|
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|
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Applicant
|
|
I understand the
purpose and requirement of this application and believe that the contents are
true and correct to the best of my knowledge.
|
|
SIGNED:
|
|
|
Date
|
|
|
|
|
Applicant
|
|
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TO INCLUDE IN THE APPLICATION
|
|
Each application should
incorporate:
· Map of location of street plantings/trees and
Council-owned furniture, property boundary showing entrance, and which
indicates the location of proposed chairs, umbrellas, outdoor heating devices
and any other furniture to be used in this activity (see next page).
· Letters of support from the adjoining (on either side
of the location and the same side of the street) business owners or lessees.
· Proof of building consent [unless exempted by
Schedule 3 of the Building Act (1991)].
· Proof of public liability for a minimum of $1,000,000
(please see below for details).
· Any applicable Alcohol Premises Licence held and its
licensed area definition plan (please see note below).
|
|
ALCOHOL LICENCES
|
|
When alcohol licences
are issued there is a licensed premises definition plan that is date stamped
and referred to in the licence. This shows the area that is covered by
the alcohol licence.
If you hold an alcohol
licence (ie On Licence) you will also need to update the area to which the
alcohol licence relates. Once the alfresco licence has been granted,
you can then submit a variation application, including a new licensed premises
definition plan, to the Southland District Licensing Committee. For
more information about this process please contact Council’s
Environmental Health Officers.
Consumption of alcohol
must not commence outdoors unless the area is covered by the alcohol licence
and the alfresco dining licence is granted.
|
|
|
|
STANDARD CRITERIA
|
|
Licensees must hold public liability for a minimum of $1,000,000 and
shall take full responsibility for indemnifying Council against any claims,
demands, or actions made upon Council arising out of licensees’
operations
Licensees will be
responsible for keeping their licenses areas clean and tidy. All stained or
damaged pavement surfacing must be cleaned or replaced promptly by licensees
at no cost to Council.
Licensees must control
all litter arising from their activities within a 15 metre radius of their
licensed area and shall not use Council provided street litter bins for this
purpose.
Licensees are not able
to be assigned or sublet the licensed area without the approval of Council.
Licensees will comply
with all statutory requirements, Acts, Regulations, Bylaws, Ordinances, Rules
and lawful directions of Council, including but not limited to, the
following:
· Building Act (1991) and Amendments.
· Food Hygiene Regulations (1974) and Amendments.
· Health and Safety in Employment Act (1992) and
Amendments.
· Litter Act (1979) and Amendments.
· Local Government Act (2002) and Amendments.
· Public Works Act (1981) and Amendments.
· Resource Management Act (1991) and Amendments.
· Sale and Supply of Alcohol Act (2012) and Amendments.
|
|
PROPOSED LOCATION (MAP/SKETCH)
|
|
Map should include
location of street plantings/trees and Council-owned furniture, property
boundary showing entrance, and indicates the location of proposed chairs,
umbrellas, outdoor heating devices and any other furniture used in this
activity.
|
|
|
|
Edendale-Wyndham
Community Board
|
29 September 2015
|
ALFRESCO DINING LICENCE
Licence is hereby granted to [insert
restaurant name here] to occupy [insert
area in metres here] of street frontage or road reserve adjacent to the
business premises known as [insert restaurant
name here] at [insert address here]
for the purposes of providing an alfresco dining facility in accordance with
the site plan attached to this licence. This licence is subject to the
standard and specific operating listed conditions.
This licence shall remain in force to 30 June _____ [insert
year 3 years from application].
An annual licence fee is required to be paid to Southland District Council,
pursuant to Council’s Alfresco Dining Policy, unless the licence is
otherwise revoked.
Dated at _____________ [place],
_____________ Date.
Standard Conditions
Licensees will hold public liability for a minimum of
$1,000,000 and shall take full responsibility for indemnifying Council against
any claims, demands, or actions made upon Council arising out of
licensees’ operations.
Licensees will be responsible for keeping their licence
areas clean and tidy. All stained or damaged pavement surfacing must be
cleaned or replaced promptly by licensees at no cost to Council.
Licensees must control all litter arising from their
activities and shall not use Council provided street litter bins for this
purpose.
Licensees are not able to assign or sublet the licensed area
without the approval of Council.
Licensees will comply with all
statutory requirements, Acts, Regulations, Bylaws, Ordinances, Rules and lawful
directions of Council, including but not limited to, the following:
· Building
Act (1991) and amendments;
· Food
Hygiene Regulations (1974) and amendments;
· Health
and Safety in Employment Act (1992) and amendments;
· Litter
Act (1979) and amendments;
· Local
Government Act (2002) and Amendments;
· Public
Works Act (1981) and amendments;
· Resource
Management Act (1991) and amendments;
· Sale
and Supply of Alcohol Act (2012) and amendments;
· Southland
District Council Trading in Public Places Bylaw (2012).
Where the applicant for a licence to occupy a public place
is the holder of an On Licence, then the occupation of the public place
may not commence until such time as the applicant has sought and obtained an
Alcohol Premise Licence before the sale and consumption of liquor can occur in
the alfresco dining specified area.
Specific Conditions
[Insert specific licence
conditions here].
|
Edendale-Wyndham
Community Board
29 September
2015
|
|
Works and Finance Report to Edendale-Wyndham Community
Board for the period ended 31 July 2015
Record No: R/15/9/16099
Author: Moira Tinnock, Area Engineer
Approved by: Ian Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Area
Engineer’s Report
Edendale Cemetery
1 Quotes obtained to construct and erect approximately 41m of new fencing.
a) 4 ft netting fence (sheep
netting) $1.3K
b) Post and rail (3x rails
high) $2.7K
c) Post and rail, quarter
round (smooth) $3.7K
2 This
does not include the cost of removing the damaged hedge.
3 Recommendations
from IFS to have the following work undertaken:
· Tag redwoods with blaze tape so that these can be found easier over
the next two years.
· Early spring – 2nd spot spray redwoods and blanket
spray gorse with knapsack. Brew for broom is the lightest chemical we can use
or else will damage the redwoods. Redwoods would be covered with a
container to prevent damage.
Work recently completed
4 A
new ramp has been constructed at the entrance of the Wyndham Four Square.
Wyndham Stormwater
5 
Recent investigations discovered a broken pipe connecting to the
main outlet of the Wyndham stormwater system. This section has been replaced by
15m of PVC pipe. The costs for this work undertaken will not appear until
the end of Septembers financial reporting.
Area
Engineer’s Financial Report
6 The
following table summarises the key reasons for significant budget variances, as
per the financial tables on the following pages:
|
Business Unit
|
Tracking
|
Comments
|
|
All
|
All on track
|
Limited actual expenditure YTD.
|
|
Camping Ground-Wyndham
|
On Track
|
Wyndham camping ground has had a few faults with the lights. 2%
expenditure to date.
|
Project
List
7 The
table below shows all of the projects that were planned for Edendale and
Wyndham in 2015/2016. Items in Bold and Italics are carried
over from previous financial years.
|
Activity
|
Project Name
|
Type
|
Year
|
AP Budget
|
Status
|
Officer’s Comment
|
|
Community Centres
|
Edendale Community Centre upgrade
|
LOS
|
15/16
|
$500,000
|
Deferred
|
Still in the planning stage.
|
Financial
Considerations
Development and Financial
Contributions
8 The
table below outlines the balance of Development and Financial Contributions for
your community to 30 June 2015 plus any amounts invoiced for this financial
year to date. Spending of these funds is considered by Council staff when
projects are in the planning stage. Once identified as a potential
funding source for a project, confirmation from the Group Manager - Services
and Assets is sought before undertaking the project to ensure that the relevant
policy and legislative requirements are met.
|
Edendale
Reserves Contributions
|
$12,369
|
|
Wyndham
Reserves Contributions
|
$2,982
|
9 The
Edendale Reserves contributions have been tagged for the development of the new
Recreation Park between Ferry Road and Morton Street, along with funds from the
Te Tipua Ward.
|
Recommendation
That the Edendale-Wyndham Community Board:
a) Receives
the report titled “Works and Finance Report to Edendale-Wyndham
Community Board for the period ended 31 July 2015” dated 29 September 2015.
|
Attachments
a Edendale-Wyndham, 31
July 2015, Financial reports View
|
Edendale-Wyndham
Community Board
|
29 September 2015
|
|
Edendale-Wyndham
Community Board
29 September
2015
|
|
Unaudited Annual Accounts Report to Edendale-Wyndham
Community Board for the year ended 30 June 2015
Record No: R/15/8/13831
Author: Moira
Tinnock, Area Engineer
Approved by: Ian
Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Summary of
Reserve Movement
1 As
illustrated on the attached business unit and reserve reports:
|
Business Units
|
Actual Transfer to/(from) Reserve
|
Budgeted Transfer to/(from) Reserve
|
|
23200 - Administration
|
($649)
|
-
|
|
23202 - Operating
|
$1,141
|
$1,817
|
|
23207 - Street Works
|
($21,586)
|
($24,762)
|
|
23213 - Stormwater
|
$6,863
|
-
|
|
23228 - Beautification
|
($3,793)
|
-
|
|
23232 – Recreation Reserve
|
($11,217)
|
-
|
|
23246 – Playground
|
($5,993)
|
-
|
|
23325 – Cemetery Edendale
|
($5,429)
|
-
|
|
23348 – Pool Edendale
|
$509
|
-
|
|
29901 – Library Wyndham
|
$1,288
|
($2,100)
|
|
29925 – Cemetery Wyndham
|
($11,558)
|
-
|
|
29949 – Camping Ground Wyndham
|
$1,464
|
-
|
|
29982 – Museum Wyndham
|
$135
|
-
|
|
Local Net Transfer to/(from) Reserves
|
($48,825)
|
($25,045)
|
|
23350 – Hall Edendale
|
$11,276
|
($204,681)
|
|
29950 - Hall Wyndham
|
$2,248
|
$1,449
|
2 As
at 30 June 2015 the total funds held in reserves is $731,767.
Significant
Budget Variances
3 Key
reasons for the most significant budget variances are detailed below:
Operating Costs
4 The
main costs relate to removing tree in Redan Street, felling gums in Wilton
Street and removing a tree and fence by Wyndham Primary school, as well as
putting up Anzac Flags.
Streetworks
5 Income
was budgeted from Burt Munro to pay for street sweeping; the income was not
received this year as the bill was paid direct by the contractors. The
maintenance general budget (that was street sweeping) was spent on demolishing
an old water tank and two footpath renewals (Ferry Road in Edendale and Scutari
Street in Wyndham).
6 Refuse
collection had a significant increase in contract price, budgets for 2015/2016
have been amended to reflect the current contract price.
Beautification
7 The
mowing contract exceeded the planned budget as a result of an additional 1.5%
increase in the contract price.
8 Removing
the poplars at Alma/Memorial and stump grinding work also exceeded budget.
Recreation Reserve
9 Major
work undertaken this year included cutting, trimming and removing part of the
hedge at the reserve, and has been funded from the general reserve.
Playground
10 As
a result of little or no maintenance over previous years, Edendale playground
required new bark to be laid, play equipment to be waterblasted and/or sprayed,
a new swing seat installed and removal of trees.
Edendale Cemetery
11 The
Edendale Cemetery tree felling and replanting project has occurred over the
last two years. Income for the two years was $50,949 and expenditure $38,299,
leaving a surplus to contribute to the cemetery reserve. This was created last
year to track the costs/surplus separately for the cemetery. Landscaping work
undertaken includes, extra soil and gravel, general tidy of cemetery plantation
area after felling of trees, tree root raking and burning of stumps.
Wyndham Cemetery
12 A
new beam was installed at the cemetery and funded from the general reserve.
Project
List
|
Activity
|
Project Name
|
Financial Year
|
AP Budget
|
Actual cost
14/15
|
Status
|
Officer’s
Comment
|
|
Community Centres
|
Edendale Community Centre upgrade
|
12/13
|
$883,518
|
-
|
Deferred
|
Still under consideration by Community Board.
|
|
Roading & Transport
|
Footpath upgrade
|
12/13
|
$10,821
|
$12,547
|
Complete
|
Ferry Road AC footpath completed just before Christmas.
|
|
Roading & Transport
|
Footpath upgrade
|
13/14
|
$11,048
|
$14,869
|
Complete
|
Ferry Road AC footpath completed just before Christmas.
|
|
Roading & Transport
|
Footpath upgrade
|
14/15
|
$15,000
|
$15,629
|
Complete
|
Scutari Street in Wyndham completed April 15
|
|
Sewerage
|
Sewerage Treatment Plant
|
09/10
|
$484,643
|
$177,127
|
In Progress
Construction
|
Work continues into 2015/16
|
Financial
Considerations
13 Please
note these financial results are subject to review by Audit NZ in September,
and therefore may change.
Reserves
14 Interest
has been allocated to the reserve accounts calculated on the average balance of
the reserves for the year at an interest rate of 4.09%. This interest is
now included within the business units and the financial report.
Development and Financial
Contributions
15 The
total balance of Development and Financial contributions for Edendale and
Wyndham to 30 June 2015 are in the table below. Spending of these funds is
considered by Council staff when projects are in the planning stage. Once
identified as a potential funding source for a project, confirmation from the
Group Manager - Services and Assets is sought before undertaking the project to
ensure that the relevant policy and legislative requirements are met.
|
Edendale Parks
|
$12,369
|
|
Wyndham Parks
|
$2,982
|
Edendale-Wyndham
Schedule of Reserve Balance
|
 Recommendation
That the Edendale-Wyndham
Community Board:
a) Receives
the report titled “Unaudited Annual Accounts Report to Edendale-Wyndham
Community Board for the year ended 30 June 2015” dated 21 September
2015.
|
Attachments
a Edendale-Wyndham
Annual Report Figures 30 June 2015 View
|
Edendale-Wyndham
Community Board
|
29 September 2015
|
|
Edendale-Wyndham
Community Board
29 September
2015
|
|
Unaudited Annual Accounts Report to Waihopai Toetoes
Ward Committee for the year ended 30 June 2015
Record No: R/15/8/15099
Author: Moira
Tinnock, Area Engineer
Approved by: Anne Robson,
Chief Financial Officer
☐
Decision ☐ Recommendation ☒ Information
Summary of
Reserve Movement
1 As
illustrated on the attached business unit and reserve reports:
|
Business Units
|
Actual Transfer to/(from) Reserve
|
Budgeted Transfer to/(from) Reserve
|
|
28500 - Administration
|
$27
|
-
|
|
28502 - Operating
|
$5,463
|
($59,298)
|
|
28532 - Recreation Reserve
|
$6,188
|
-
|
|
Curio Bay Reserve
|
($67,400)
|
-
|
|
Waitane Glencoe Reserve
|
$34
|
-
|
|
Local Net Transfer to/(from) Reserves
|
($55,688)
|
$8,234
|
2 As
at 30 June 2015 the total funds held in reserves is $267,634.
Operating Costs Budget Variance
3 Donations were received to fund the Wyndham Memorial, Pine
Bush shelter and panels, Glenham tunnel board walking and panels at Fortrose.
4 Expenditure relates to work on the Pine Bush project, the
Wyndham, Woodlands and Oteramika Memorials and a grant towards the Tokanui
Skate Park.
5 The
budget for the work on memorials is currently underspent with work continuing
on each memorial throughout the ward.
Schedule
of Reserve Breakdown
|
Wards
|
30/6/2014
|
Transfer To/
(From)
|
30/06/2015
|
Comment
|
|
Te Tipua
|
$76,750
|
($3,000)
|
$73,750
|
Edendale Hall Meeting and Brydone Hall
|
|
Toetoes
|
$123,211
|
($67,600)
|
$55,611
|
Curio Bay Reserve, Pine Bush and Wyndham Memorial and Tokanui Skate
Park
|
|
Waihopai
|
$122,526
|
($11,218)
|
$111,308
|
Woodlands and Oteramika Memorial
|
|
Waihopai
Toetoes
|
-
|
$26,096
|
$26,096
|
Surplus from this year’s
budget and interest.
|
|
Total
|
$322,487
|
($55,722)
|
$266,765
|
|
6 Please
note that the ward reserves were consolidated as a result of the representation
review on 1 July 2014.
Financial
Considerations
7 Please
note these financial results are subject to review by Audit New Zealand in
September, and therefore may change.
Reserves
8 Interest
has been allocated to the reserve accounts, calculated on the average balance
of the reserves for the year, at an interest rate of 4.09%. This interest
is now included within the business units and found in the financial report.
Waihopai Toetoes Ward
Schedule of Reserve Balance
|
Recommendation
That the Edendale-Wyndham
Community Board:
a) Receives
the report titled “Unaudited Annual Accounts Report to Waihopai Toetoes
Ward Committee for the year ended 30 June 2015” dated
22 September 2015.
|
Attachments
a Waihopai
Toetoes Ward Annual Report Figures 30 June 2015 View
|
Edendale-Wyndham
Community Board
|
29 September 2015
|
|
Edendale-Wyndham
Community Board
29 September
2015
|
|
Wyndham District Community Pool Inc.
Record No: R/15/9/17054
Author: Fiona
Dunlop, Committee Advisor
Approved by: Fiona
Dunlop, Committee Advisor
☐
Decision ☐ Recommendation ☒ Information
Wyndham
District Community Pool Inc Letter
1 Attached
is a letter from the Wyndham District Community Pool Inc. dated 3 September for
the Board’s information.
|
Recommendation
That the Edendale-Wyndham
Community Board:
a) Receives
the report titled “Wyndham District Community Pool Inc.” dated 21
September 2015.
b) Note
the letter dated 3 September 2015 from the Wyndham District Community Pool
Inc.
|
Attachments
a Response
to Letter to Wyndham District Community Pool Incorporated - Wyndham Districts
Community Pool - Pool Rating Process
|
Edendale-Wyndham
Community Board
|
29 September 2015
|
