Notice is hereby given that a Meeting of
the Wallacetown Community Board will be held on:
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Date:
Time:
Venue:
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Thursday, 17
September 2015
7.30pm
Wallacetown Community Centre,
Dunlop Street,
Wallacetown
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Wallacetown Community Board Agenda
OPEN
REPLACEMENT AGENDA
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MEMBERSHIP
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Chairperson
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Shaun Holland
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Deputy Chairperson
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Frank Shearing
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Members
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Trina Eade
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Peter Laurie
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Gavin Macpherson
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George Watkinson
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Rae Wilson
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IN ATTENDANCE
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Committee Advisor
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Fiona Dunlop
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Area Engineer
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Josh Webb
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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:
·
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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Wallacetown Community Board
17 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 for Resolution
7.1 Wallacetown
Community Centre - Lease Rent Review 11
7.2 Works
and Finance Report to Wallacetown Community Board for the period ended 31 July
2015 15
Reports
8.1 Unaudited
Annual Accounts Report to Wallacetown Community Board for the year ended 30
June 2015 21
areas of responsibility
Councillor's Report
NOTE: -
FUTURE MEETING DATES
Thursday 26
November 2015 – 6.30pm (Rae Wilson)
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 Wallacetown Community Board, 16 July 2015
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Wallacetown Community Board
OPEN MINUTES
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Minutes of
a meeting of Wallacetown Community Board held in the Wallacetown Community
Centre, Dunlop Street, Wallacetown on Thursday, 16 July 2015 at 7.35pm.
present
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Chairperson
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Shaun Holland
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Members
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Peter Laurie
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George Watkinson
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Rae Wilson
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Cr Gavin Macpherson
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IN ATTENDANCE
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Committee Advisor
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Fiona Dunlop
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Area Engineer
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Josh Webb
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1 Apologies
There were
apologies from Trina Eade and Frank Shearing.
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Moved Chairperson Holland, seconded Member Wilson and resolved
that the Wallacetown Community Board accept the apologies.
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2 Leave
of absence
There were no
requests for leave of absence.
3 Conflict
of Interest
There were no conflicts of interest declared.
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 Member
Wilson, seconded Member Laurie and resolved:
That the minutes
of Wallacetown Community Board, held on 11 June 2015 be confirmed as a true
and correct record of that meeting.
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Reports for Resolution
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7.1
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Works and Finance Report to Wallacetown Community Board for the
period ended 31 May 2015
Record No: R/15/6/11008
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Area
Engineer Josh Webb was in attendance for this item.
Mr
Webb advised that winter maintenance is being completed by both the gardening
and tree contractor.
He
also advised that himself and representatives from the Board had met on site
of the new land acquisition, Ailsa Street. This was to confirm the
location of the new fencing and western shelterbelt locations. Following
the site visit it was agreed that the inside fence line will be position
approximately 15m east of the existing fence line and fenced three metres
wide to accommodate a new Leylandii hedge row. A Plants Direct
nurseryman was present and the above is his recommendation with 1.5m spacing
of plants for the total 280m corridor. The price to spray, supply and
plant was $1,488 plus GST.
Mr
Webb advised that he has met on site with the Board Chair who recommended
fencer Tyrone Lake. Mr Lake is about to start the 560m of fence as well
as two new gates to the north end of the site. The fence will be
constructed with netting.
Water and Waste Services Engineer’s Report
There
has been no unplanned expenditure exceeding the $5,000 threshold for the year
to date.
Financial Considerations
The
Board noted that it is the now the 2015/2016 financial year. The management
report summarising 2014/2015 expenditure yet to be finalised.
Development
and Financial Contributions
The
Board noted that the table below outlines the balances of Development and
Financial Contributions for the Wallacetown community to date. They
were advised that the 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.
Reserves
Contributions (Parks)
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$6,456
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Sewerage
Contributions
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$9,110
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Wallacetown
Ward - Parks Contributions
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$21,808
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Reserves
The
Board noted that the Reserves report was appended to the Area Engineers
report.
Project List
The
Community Board noted the table below which indicated the project that was
planned for Wallacetown in the 2014/2015 financial year and then not carried
out.
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Activity
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Project Name
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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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Roading and Transport
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Footpath Upgrade
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LOS
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2014/
2015
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$58,471
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Deleted
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Community Board has
decided to not commit capital expenditure to this project.
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Various
Works Programmes - Wallacetown
As
previously reported there have been on-site meeting with Community Board
members, there were a number of works identified around Wallacetown.
These can be classified within four categories: cyclic, minor, roading
and capital.
It
was noted that capital items will stay on a rolling programme and be done as
residual local funds enable the works to be completed.
State
Highway 99 - Footpath $13,410.00
• Lift
old path and prepare base for new path and box - 144 m²
• Pour
new path - 144 m²
• Reinstate
new path
Dalry
Street - Concrete Traffic Islands $1,320.00
• Remove
chip seal and concrete islands - two each
Dunlop
Street - AC Next to Shop $3,960.00
• Uplift
and remove existing footpath, prepare ready for new
asphalt surfacing - 48 m²
• 30
mm depth asphalt surfacing to footpath area - 48 m²
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Resolution
Moved Chairperson Holland, seconded Cr Macpherson
and resolved:
That the Wallacetown
Community Board:
a) Receives
the report titled “Works and Finance Report to Wallacetown Community
Board for the period ended 31 May 2015” dated 16 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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Areas of responsibility
George Watkinson advised that he is aware
of a drain that is causing flooding and that further investigation is required
to ascertain where the problem is. Mr Watkinson also advised that he is
extremely pleased with the condition of the gravel roads in the Wallacetown
Community Board area.
Rae Wilson asked about the light at the
pedestrian crossing that had previously been discussed by the Board. The
Area Engineer advised that the cost of installation was prohibitive for one
light and was not proceeded with.
Councillor's Report
Councillor Macpherson updated the Community
Board on various matters. He advised that the Policy Review Committee had
recently met and considered a report from Venture Southland and a Community
Grants and Donations policy.
Public Excluded
Exclusion of the Public: Local Government Official Information and
Meetings Act 1987
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Resolution
Moved Chairperson Holland, seconded Member Watkinson
and resolved:
That the public be excluded from the following part(s) of the
proceedings of this meeting.
C10.1 Grazing of Land at 2 Ailsa Street, Wallacetown
The
general subject of each matter to be considered while the public is excluded,
the reason for passing this resolution in relation to each matter, and the
specific grounds under section 48(1) of the Local Government Official
Information and Meetings Act 1987 for the passing of this resolution are as
follows:
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General subject of each
matter to be considered
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Reason for passing this
resolution in relation to each matter
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Ground(s) under section
48(1) for the passing of this resolution
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Grazing of Land at 2
Ailsa Street, Wallacetown
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s7(2)(a) - The
withholding of the information is necessary to protect the privacy of natural
persons, including that of a deceased person.
s7(2)(i) - The
withholding of the information is necessary to enable the local authority to
carry on, without prejudice or disadvantage, negotiations (including
commercial and industrial negotiations).
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That the public conduct
of the whole or the relevant part of the proceedings of the meeting would be
likely to result in the disclosure of information for which good reason for
withholding exists.
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That the Area
Engineer and Committee Advisor be permitted to remain
at this meeting, after the public has been excluded, because of their knowledge
of the item C10.1 Grazing of Land at 2 Ailsa
Street, Wallacetown.
This knowledge, which will be of assistance in relation to the matters to be
discussed, is relevant to those matters because of their knowledge on the
issues discussed and meeting procedure.
The public were excluded at 8.14pm.
Resolutions in relation to the confidential
items are recorded in the confidential section of these minutes and are not
publicly available unless released here.
The meeting concluded at 8.25pm. CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Wallacetown Community Board HELD ON THURSDAY 16 JULY 2015.
DATE:...................................................................
CHAIRPERSON:...................................................
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Wallacetown
Community Board
17 September
2015
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Wallacetown
Community Centre - Lease Rent Review
Record No: R/15/8/13369
Author: Virginia
Dillon, Property Officer / Statutory Officer / Electoral Officer
Approved by: Ian
Marshall, GM - Services and Assets
☒
Decision ☐ Recommendation ☐ Information
Purpose
1 The
purpose of the report is to undertake a rent review of the Wallacetown
Community Centre Society Incorporated’s lease of Council land at 51
Dunlop Street, Wallacetown.
Executive
Summary
2 The
Wallacetown Community Centre Society has a lease over Council land at 51 Dunlop
Street, Wallacetown.
3 The
Wallacetown Community Centre is located on the site.
4 The
lease states that the annual rental payable must be reviewed every five years
form the date of commencement of the lease.
5 The
review was due on 1 July 2015.
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Recommendation
That the Wallacetown
Community Board:
a) Receives
the report titled “Wallacetown Community Centre - Lease Rent
Review” dated 9 August 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) Determines
that the rental for Wallacetown Community Centre Society Incorporated’s
lease of Council land at 51 Dunlop Street, Wallacetown described as part
Section 7 , Block XI, Town of Wallacetown be set at $1 per annum plus GST for
the five year term commencing 1 July 2015.
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Content
Background
6 The
Wallacetown Community Centre Society Incorporated lease land from Council
located at 51 Dunlop Street, Wallacetown.
7 The
land is described as part Section 7, Block XI, Town of Wallacetown, contains
4,641 m2 and is classified as a Local Purpose (Community Centre)
Reserve by virtue of New Zealand Gazette 1996, page 1763.
8 The
Society owns the community centre building.
9 The
Society currently pays an annual rental of $1 plus GST together with service of
two full sewerage charges.
10 No
other District Council rates are levied on the property.
11 There
are no Environment Southland rates levied against the property.
Issues
12 A
decision is necessary at this time as the rent review was due on 1 July this
year.
Factors to Consider
Legal
and Statutory Requirements
13 The
rent review is being undertaken in accordance with the lease.
14 The
annual rent amount is to be set by the Board.
Community
Views
15 The
views of the Board are deemed to represent those of the community.
16 The
views of the Society have not been gauged as the current rent is minimal and it
is recommended that there be no change.
Costs
and Funding
17 There
is no cost to the Board in undertaking the review.
Policy
Implications
18 None
identified.
Analysis
Options Considered
19 The
three options available are:
(a) Leave
the rent as is (status quo);
(b) Decrease
the rent;
(c) Increase
the rent.
Analysis of Options
Option
1 - Status quo
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Advantages
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Disadvantages
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· No
costs to the Community Board in having the Community Centre on the site.
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· None
identified.
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Option
2 – Decrease the rent
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Advantages
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Disadvantages
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· $1
is a minimal rental and is advantageous to the Society.
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· None
identified.
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Option
3 – Increase the rent
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Advantages
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Disadvantages
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· None
identified.
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· The
centre is a community facility and to increase the rental may impact on the
cost to users.
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Assessment of Significance
20 If
the rent remains at $1 per annum it is not considered a significant decision in
terms of Council’s Significance and Engagement policy.
Recommended Option
21 The
Officer recommends the adoption of Option 1 - status quo.
Next Steps
22 The
Society will be advised of the Board’s decision and the Council databases
will be updated.
Attachments
There are no attachments for
this report.
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Wallacetown
Community Board
17 September
2015
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Works and Finance Report to Wallacetown Community
Board for the period ended 31 July 2015
Record No: R/15/8/14949
Author: Josh Webb, Area Engineer
Approved by: Ian Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Area Engineer’s
Report
1 Winter
maintenance is being completed by both the gardening and tree contractor.
2 Tyrone
Lake has commenced the new fence line on 7 September with a final position
approximately 15 m east of the existing fence line and fenced three metres
wide to accommodate a new Leylandii hedge row. Plants Direct nurserymen
are booked into complete his recommendation with 1.5 m spacing of plants for
the total 280 m corridor.
3 I
have met the adjoining landowner twice over the lease arrangement and his only
concern is no dogs with stock and dosing requirements. After discussion
with the Chairman it was agreed to amend the lease to state all dogs
prohibited. Arrangements will be made to get the neighbour to now sign.
Water and Waste
Services Engineer’s Report
4 The
monthly operations reports from Downer are provided to the Board secretary as
they are published. They include data on Downer’s district-wide
operations activities which are presented on a town-by-town basis. The
latest report will be included as part of this report.
5 For
the year to date there has been no unplanned expenditure exceeding the
$5,000 threshold.
Financial
Considerations
Development and Financial Contributions
6 The
Development and Financial Contributions for your community to date is $9,210 in
Sewerage Contributions. 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.
Reserves
7 Please
find the Reserves Report attached.
Project List
8 The
table below shows all of the projects that are currently planned for
Wallacetown in 2015/2016:
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Activity
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Project Name
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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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Stormwater
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Outfall Improvement - West and South
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LOS
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2015/
2016
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$60,000
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Recommendation
That the Wallacetown
Community Board:
a) Receives
the report titled “Works and Finance Report to Wallacetown Community
Board for the period ended 31 July 2015” dated 17 September 2015.
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Attachments
a Wallacetown, 31 July
2015, Financial reports View
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Wallacetown
Community Board
|
17 September 2015
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Wallacetown
Community Board
17 September
2015
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Unaudited
Annual Accounts Report to Wallacetown Community Board for the year ended 30
June 2015
Record No: R/15/8/13828
Author: Josh
Webb, 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:
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Business Units
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Actual Transfer to/(from) Reserve
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Budgeted Transfer to/(from) Reserve
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29100 - Administration
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($1,116)
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-
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29102 - Operating
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$11,708
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$5,748
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29107 - Street Works
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($9,437)
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-
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29113 - Stormwater
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$7,720
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-
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29125 - Cemetery
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($103,315)
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$1,510
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29128 - Beautification
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$2,357
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-
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29132 - Ellerslie Square
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$298
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-
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29146 - Playground Ailsa Street
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$244
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-
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Local Net Transfer to/(from) Reserves
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($91,541)
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$7,258
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2 As
at 30 June 2015, the total funds held in reserves are $296,302.
Significant
Budget Variances
3 Key
reasons for the most significant budget variances are detailed below:
Operating
4 The
cost in general project is mainly due to the opening of toilets in the weekend.
Street Works
5 Increase
in contract prices for street litter bins have significantly exceeded the
budget.
6 Some
minor kerb and footpaths work was undertaken this year at a cost of $8,435.
Stormwater
7 No
costs have been charged by Environment Southland for monitoring this
year. The surplus funds have been transferred to the separate
stormwater reserve.
Cemetery
8 New
land was purchased this year for $134,782. This was funded from
development contributions, the Robert Powell reserve and the balance from the
general reserve.
Project
List
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Activity
|
Project Name
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Financial Year
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AP Budget
|
Actual cost
14/15
|
Status
|
Officer’s Comment
|
|
Roading and Transport
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Footpath Upgrade
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14/15
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$58,471
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-
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Deleted
|
Community Board have decided to not commit capital expenditure to
this project
|
Schedule
of Loan Balances
Financial
Considerations
9 Please
note these financial results are subject to review by Audit NZ in September,
and therefore may change.
Reserves
Interest has been allocated to the reserve accounts.
Interest is calculated on the average balance of the reserves for the year at
an interest rate of 4.09%.
Development and Financial Contributions
10 The
total balance of Development and Financial contributions for your community to
30 June 2015 is $9,210 for Sewerage. 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.
Wallacetown
Schedule of Reserve Balance
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Recommendation
That the Wallacetown
Community Board:
a) Receives
the report titled “Unaudited Annual Accounts Report to Wallacetown
Community Board for the year ended 30 June 2015” dated 20 August 2015.
|
Attachments
a Wallacetown
Annual Report Figures 30 June 2015 View
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Wallacetown
Community Board
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17 September 2015
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