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Wallacetown Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Wallacetown Community Board held in the Wallacetown Community Centre, Dunlop Street, Wallacetown on Thursday, 17 September 2015 at 7.34pm.

 

present

 

Chairperson

Shaun Holland

 

Deputy Chairperson

Frank Shearing

 

Members

Trina Eade

 

 

Peter Laurie

 

 

Gavin Macpherson

 

 

George Watkinson

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

 

 


Wallacetown Community Board

17 September 2015

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1          Apologies

 

Apologies were received from Board member Rae Wilson.

 

Resolution

Moved Deputy Chairperson Shearing, seconded Member Laurie and resolved:

That the Wallacetown Community Board accept the apology.

 

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

The Chair advised that he had received communication from the consultant working on the re-consenting for the Alliance Lorneville Plant on recreation effects and that he wished to meet with the Board.

The Chair also advised that the item wasn’t on the agenda as it had not been brought to his attention prior to the agenda being compiled and that discussion cannot wait until the November 2015 meeting as it would have been too late for the re-consenting process.

 

Resolution

Moved Member Eade, seconded Member Watkinson and resolved:

That the Wallacetown Community Board:

(a)     Consider the item “Alliance Lorneville Plant Re-consenting Consultation on Recreation Effects” at the meeting as discussion cannot wait until the November 2015 meeting as it would have been too late for the re-consenting process.

 

 

Alliance Lorneville Plant Re-consenting Consultation on Recreation Effects

 

The Chair advised that he had been contacted by the contractor working for the Alliance Lorneville Plant on the re-consenting project and that he wants to meet with the Board for a discussion on the matter.

The Board agreed that they would meet at 6pm on Thursday 24 September 2015 to discuss the matter further.

 


 

 

6          Confirmation of Minutes

 

Resolution

Moved Cr Macpherson, seconded Member Laurie  and resolved:

That the minutes of the Wallacetown Community Board, held on 16 July 2015 be confirmed as a true and correct record of that meeting.

 

Reports for Resolution

 

7.1

Wallacetown Community Centre - Lease Rent Review

Record No:         R/15/8/13369

 

The purpose of the report was to review the rent for the Wallacetown Community Centre Society Incorporated’s lease of Council land at 51 Dunlop Street, Wallacetown. 

The Board noted that the lease states that the annual rental payable must be reviewed every five years form the date of commencement of the lease.  The review was due on 1 July 2015.

Upon discussion the Board realised that this matter had been considered by the Board at their meeting on 11 June 2015.  The Board did not approve the recommendations in the report.

 

 

7.2

Works and Finance Report to Wallacetown Community Board for the period ended 31 July 2015

Record No:         R/15/8/14949

 

The Area Engineers report advised that winter maintenance is being completed by both the gardening and tree contractor.

 

It also advised that contractor Tyrone Lake has commenced the new fence line at Ailsa Street on 7 September 2015 with a final position approximately 15m east of the existing fence line and fenced three metres wide to accommodate a new Leylandii hedge row.  The Board noted that Plants Direct nurserymen are booked into complete the planting of the hedge row.

 

The Board noted that the report advised that the Area Engineer had met the adjoining landowner twice over the lease arrangement and his only concern is no dogs with stock and dosing requirements.  It was noted that after a discussion with the Chairman and the Area Engineer, it was agreed to amend the lease to state all dogs be prohibited.  The Board noted that they had approved a land grazing lease for 2 Ailsa Street at the 16 July 2015 Board meeting.  Arrangements are to be made to get the neighbour to sign the lease with the alteration regarding dogs.

 

Water and Waste Services Engineer’s Report

 

There has been no unplanned expenditure exceeding the $5,000 threshold for the year to date.

 

 

Development and Financial Contributions

 

The Board noted that the Development and Financial Contributions for the Wallacetown community to date is $9,210 for sewerage contributions.  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

 

The Board noted that the Reserves Report was appended to the Area Engineers report.

 

Project List

 

The table below indicates the project that is currently planned for Wallacetown in 2015/2016 financial year:

 

Activity

Project Name

Type

Year

Budget

Status

Officer’s Comment

Stormwater

Outfall Improvement - West and South

LOS

2015/

2016

$60,000

 

 

Resolution

 

Moved Deputy Chairperson Shearing, seconded Member Watkinson and resolved recommendation a and a new b.

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

b)         Amend the grazing lease for 2 Ailsa Street (Cemetery land) to include no dogs while it is being grazed in its present state.

 

Reports

 

8.1

Unaudited Annual Accounts Report to Wallacetown Community Board for the year ended 30 June 2015

Record No:         R/15/8/13828

 

The report advised on the unaudited accounts for Wallacetown for the year ended 30 June 2015.

 

 

 

 

 

 

 

The Board noted that the table below advises on the summary of reserves movements and the amounts held and noted that as at 30 June 2015, the total funds held in reserves are $296,302.

 

Business Units

Actual Transfer to/(from) Reserve

Budgeted Transfer to/(from) Reserve

29100 - Administration

($1,116)

-

29102 - Operating

$11,708

$5,748

29107 - Street Works

($9,437)

-

29113 - Stormwater

$7,720

-

29125 - Cemetery

($103,315)

$1,510

29128 - Beautification

$2,357

-

29132 - Ellerslie Square

$298

-

29146 - Playground Ailsa Street

$244

-

Local Net Transfer to/(from) Reserves

($91,541)

$7,258

 

The report also advised that the key reasons for the most significant budget variances which are detailed below:

·               The cost in general project is mainly due to the opening of the public toilets in the weekend.

·               Increase in contract prices for street litter bins have significantly exceeded the budget.  Some minor kerb and footpaths work was undertaken this year at a cost of $8,435.

·               No costs have been charged by Environment Southland for monitoring this year.  The surplus funds have been transferred to the separate stormwater reserve.

·               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.

 

The table below advises of the project that the Community Board decided not to commit CAPEX to.

 

Activity

Project Name

Financial Year

AP Budget

Actual cost

14/15

Status

Officer’s Comment

Roading and Transport

Footpath Upgrade

14/15

$58,471

-

Deleted

Community Board have decided to not commit capital expenditure to this project

 

The Board also noted that these financial results are subject to review by Audit NZ in September 2015 and may change.

 

The Board also noted that 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%.

 

Also noted by the Board was the total balance of Development and Financial contributions for the Wallacetown community to 30 June 2015.  It is $9,210 for Sewerage.  Spending of these funds will be 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.

 

 

Resolution

Moved Member Laurie, seconded Cr Macpherson and resolved:

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.

 

 

Areas of Responsibility

 

Frank Shearing had taken some photos of the drain outfall opposite the Wallacetown Hotel that he is concerned with.  These will be forwarded to officers for them to look at.

 

Various trees in the town are in a need of trimming.  Some of them are on private property and others on Council land.

 

 

Councillor’s Report

 

Councillor Macpherson advised the Board that Southland District Council had recently signed off the process for the 2016/2017 Annual Plan.  A meeting of the Activities Performance Audit Committee had recently approved the Pavement Rehabilitation programme, the Information Management Strategy and the District Council Annual Survey results.  Councillor Macpherson also advised that Council had heard oral submissions on the Draft Alcohol Fee Setting Bylaw.  

 

 

Future Meeting Date

 

The Board noted the next meeting of the Board is to be held on Thursday 26 November 2015.

 

 

The meeting concluded at 8.50pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Wallacetown Community Board HELD ON THURSDAY 17 SEPTEMBER 2015.

 

 

DATE:...................................................................

 

 

CHAIRPERSON:...................................................