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Athol Community Development Area Subcommittee

UNCONFIRMED

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Athol Community Development Area Subcommittee held in the Athol Hall on Monday, 23 November 2015 at 5.30pm.

 

present

 

Chairperson

Steve Wilkins

 

Deputy Chairperson

Ian Ussher

 

Members

Nigel Black

 

 

John Peterson

 

 

 

Councillor

Esmay Raynes

 

John Douglas

 

 

IN ATTENDANCE

 

Area Officer

Rose Knowles

 

Area Engineer

Group Manager

Policy and

Community

Community Development

Financial Accountant

Bruce Miller

Rex Capil

 

 

 

 

Shelley Dela Llana

 

 


Athol Community Development Area Subcommittee

23 November 2015

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1          Apologies

 

An apology for non-attendance was received from Member Herbert.

 

Moved Member Raynes, seconded Councillor Douglas

and resolved that the Athol Community Development Area Subcommittee accepts the apology of Member Herbert.

 

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 were no persons seeking speaking rights in Public Forum.

 

5          Extraordinary/Urgent Items

           

            Moved Chairman Wilkins, seconded Member Black

 

            and resolved that the Athol Community Development Area Subcommittee consider the following item as a matter of urgent business in order that a decision can be made before the next ordinary meeting, subject to Section 46A of the Local Government Official Information and Meetings Act 1987.

 

·         Athol Hall Committee resignation

                  

6          Confirmation of Minutes

Resolution

Moved Chairman Wilkins, seconded Member Black

That the minutes of Athol Community Development Area Subcommittee held on 8 June 2015 be confirmed.

 

 

Reports

 

 

7.1

Athol CDA Action Sheet 23 November 2015

Record No:         R/15/11/20515

The Action Sheet was circulated for Members Information.

Issues arising included the following:

·       The Area Engineer has requested 2 quotes for the accessway to the Green      Waste Site.

·       Safety kid plugs to be purchased for the Athol Hall.

 

 

 

Resolution

Moved Member Black, seconded Councillor Douglas

That the Athol Community Development Area Subcommittee:

a)    Receives the report titled “Athol CDA Action Sheet 23 November 2015” dated 11 November 2015.

 

b)    Notes the responses from staff on the action sheet.

 

 

7.2

Works and Finance Report to Athol Community Development Area Subcommittee for the period ended 30 September 2015

Record No:         R/15/11/20116

The Works and Finance Report for the period ending 30 September 2015, was tabled.

Issues reported to the subcommittee included;

·         Consultation with the electrician regarding the Bakelite fittings has resulted in leaving the current wiring as is and to investigate other means of safety protection.

 

·         Quotes received for the painting of the windows, fascia and eaves project at the Athol Hall.

 

The subcommittee agreed to accept the quote from Graeme Howie and for the project to be completed over the summer.

The subcommittee requested that the Area Engineer organise the mowing contractor to mow around the Athol tennis courts and Member Raynes will provide a plan of the daffodil plots to be added to the no spray areas.

 

 

 

Resolution

Moved Member Black, seconded Member Ussher

That the Athol Community Development Area Subcommittee:

a)    Receives the report titled “Works and Finance Report to Athol Community Development Area Subcommittee for the period ended 30 September 2015” dated 9 November 2015.

 

b)    Recommends that the Area Engineer accept the quote from Graeme Howie for the painting of the Athol Hall, such work to be completed over the summer.

 

c)    Requests the Area Engineer to add the mowing of the Athol tennis courts to the mowing contract.

 

 

 

 

 

 

7.3

Unaudited Annual Accounts Report to Athol Community Development Area Subcommittee for the year ended 30 June 2015

Record No:         R/15/8/15113

The Unaudited Annual Accounts Report for the year ended 30 June 2015, was tabled.

The Area Engineer reported that the total funds held in reserves is $36,036.

The significant budget variances discussed were the minimal maintenance required on the playground, and the purchase of a new gas oven for the hall.

 

 

 

Resolution

Moved Member Peterson, seconded Chairman Wilkins

That the Athol Community Development Area Subcommittee:

a)         Receives the report titled “Unaudited Annual Accounts Report to Athol Community Development Area Subcommittee for the year ended 30 June 2015” 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.

 

 

7.4

Community Governance Report

Record No:         R/15/10/18864

Community Governance Report

Record No:         R/15/10/18865

Report by Mr R Capil, (Group Manager), advising Council has committed to undertake a Community Governance Review Project to assist in preparation for the Representation Review scheduled for 2017, was tabled.

 

Mr Capil outlined the steps in the process completed to date and advised 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.

 

Mr Capil commented that an important process in developing this project is to ensure

that there is significant engagement during the project design and development stages

which will involve ensuring there is the opportunity for public participation throughout the project development.

 

The subcommittee was advised a Staff Project Working Group and an Elected Representative Working Group - including Councillors, Community Board and CDA representatives will be  established and will operate for the duration of this project.

 

 

 Furthermore 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 be completed by July 2016.

 

It was noted Community engagement is to be undertaken with local community

organisations and residents by way of public forums with the intent that this engagement will be completed by July 2016.

 

Mr Capil advised 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 and it is intended a Representation Review is to be undertaken and

completed by June 2017.

 

In his report Mr Capil included a Paper entitled “Community Governance and Planning”, which covered the following;

 

•          Context

•          Community Governance

•          Civic Leadership

•          Alignment to Community Planning

•          Our Partners-Linking communities with partnering agencies

•          Community Planning

•          Framework – A wider perspective

•          Purpose and Goal

•          Next steps for consideration

•          Process to Success – A path to the future

 

In summarising the paper, Mr Capil informed that the objective is to outline the

engagement process to develop the best approach going forward in relation to future representation in particular the lead up to the 2017 Representation Review so as to ensure Council understands the needs of the community.

 

 

 

Resolution

Moved Member Black, seconded Member Ussher

That the Athol Community Development Area Subcommittee:

a)         Receives the report titled “Community Governance Report” dated 22 October 2015.

 

7.5

Annual Plan 2016/2017 - Draft Estimates Report

Record No:         R/15/10/19164

Tabled before the subcommittee was a report which provided an overview of the forecasted services for the Athol Community Development Area Subcommittee in 2016/2017.

          Staff advised that;

1.0     Council has streamlined its 2016/2017 Annual Plan process and as a result the                    subcommittee is only required to review your estimates for significant changes. 
                   In addition, consideration should be given to funding any significant changes               from reserves where appropriate.

3        2.0     The draft estimates will be incorporated into the Council’s Draft Annual Plan           which will be released for consultation in February 2016.  Once the plan is           finalised (and subject to any changes resulting from submissions), the estimates           shown for 2016/2017 will be used to set rates for the year beginning 1 July           2016.

 

The subcommittee noted the local rate for 2016/17 is proposed for a 4.39% increase.

 

Issues of note that were drawn to the attention of the subcommittee were the key variances from what was originally included in year two of the Long Term Plan are the increase in the contract price for mowing and an increase in the operating costs for hall.

 

The subcommittee discussed a Railway Project to be created at the old loading bank beside the cycleway with expenditure for the project from reserves.

The Area Engineer will investigate obtaining a truck from the former Ohai Railway Board.

 

 

 

Resolution

Moved Member Black, seconded Member Ussher

That the Athol Community Development Area Subcommittee:

a)         Receives the report titled “Annual Plan 2016/2017 - Draft Estimates Report” dated 12 November 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)         Approves variations in the Athol Community Development Area Subcommittee estimates from year two of the Long Term Plan as outlined in the report tabled.

e)         Adopts the Estimates for the year commencing 1 July 2016 for inclusion in the Council’s Draft Annual Plan, subject to the inclusion of the Athol Railway Project for $25,000, with the expenditure from reserves.

f)          Requests the levy of the following rates and charges (including GST) for the year commencing 1 July 2016 based on the approved estimates in (e) above.

Rate Description                                                     Rate (GST Incl)

Athol CDA Rate                                                           $5,159

Athol Hall Rate                                                             $7,489

h)         Identifies the key highlight for 2016/2017 as follows;

 

·         Athol Railway Project

 

    

8.0       Updates

 

8.1       Chairperson’s Report

 

The Chairperson, Steve Wilkins, reported on matters with which he has been involved    since the subcommittee’s last meeting which included;

 

·         Athol Snow party

·         Fireworks Display

·         Athol Toilets

 

8.2       Hall Report

 

            Member Raynes advised the subcommittee that the Hall Committee are struggling for members and that they will be resigning from the AGM in February 2016.    

 

 

8.3       Councillor’s Report

 

            Councillor Douglas reported on matters from the District Council table. These included;

                  

·         Organisation review meeting

·         Southland Regional Strategy meeting 

·         Serpentine Quarry Resource Consent meeting

·         Quotable values

·         Cycle trail update

·         Down River Dash Bike Race

 

 

9.0       Consideration of Urgent Item

 

9.1       Athol Hall – Resignation of Hall Committee

 

            Communication from Sheril Jones, (Secretary, Athol Hall Committee), advising that the Athol Hall Committee will be resigning their positions at the conclusion of the next AGM in 2016, was tabled.

 

            The subcommittee noted that no date has been set for the AGM in 2016 and that the committee will seek advice from the Council’s Property Department on how to finalise and conclude all administration.

 

            The subcommittee advised that the CDA need to be involved in this process with the Council’s Property Department.

 

Resolution

Moved Member Black, seconded Member Ussher

That the Athol Community Development Area Subcommittee:

a)         Receives the Communication from the Athol Hall Committee

b)         Requests that the Council’s Property Department include the Athol CDA subcommittee in the process of implementing the winding up of the Athol Hall Committee.

 

 

           

 

 

 The meeting concluded at

7.30pm                                               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Athol Community Development Area Subcommittee HELD ON 23 NOVEMBER 2015

 

 

 

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

 

 

 

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