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Waikaia Community Development Area Subcommittee

UNCONFIRMED

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Waikaia Community Development Area Subcommittee held in the Waikaia Community Centre on Wednesday, 18 November 2015 at 6pm.

 

present

 

Chairperson

Ray Dickson

 

Deputy Chairperson

Andrew Dickson

 

Members

John Cresswell

 

 

Barry Lawrence

 

 

Mark Shirley

 

 

Shirley Walker

 

 

 

 

 

 

 

Councillor

Brian Dillon

 

 

IN ATTENDANCE

 

Area Officer

Rose Knowles

 

Area Engineer

Group Manager

Policy and

Community

Community Development Planner Venture Southland

Bruce Miller

Rex Capil

 

 

Julie Russell

 

 

PUBLIC GALLERY   Mairi Dickson


Waikaia Community Development Area Subcommittee

18 November 2015

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1          Apologies

 

There were no apologies received.

 

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

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

Resolution

Moved Member Walker, seconded Chairman Dickson

That the minutes of Waikaia Community Development Area Subcommittee meeting held on 10 June 2015 be confirmed.

 

Reports

 

7.1

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

Record No:         R/15/10/19163

Works and Finance report to Waikaia Community Development Area Subcommittee for the period ended 30 September  2015, was tabled.

Issues noted by the subcommittee included;

·         Marker pegs for the walking track were delivered to the Waikaia yard; signage to be completed.

·         The inorganic collection has been completed.

 

 

 

Resolution

Moved Member A Dickson, seconded Chairman Dickson

That the Waikaia Community Development Area Subcommittee:

a)         Receives the report titled “Works and Finance Report to Waikaia Community Development Area Subcommittee for the period ended 30 September 2015” dated 31 October 2015.

 

 

 

7.2

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

Record No:         R/15/8/15079

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 $283,492.

The subcommittee note that all budgets were underspent and that there were no costs from Environment Southland for monitoring this year. The surplus funds have been transferred to the stormwater reserve.

 

Resolution

Moved Member Walker, seconded Member Lawrence

That the Waikaia Community Development Area Subcommittee:

a)         Receives the report titled “Unaudited Annual Accounts Report to Waikaia Community Development Area Subcommittee for the year ended 30 June 2015” dated 11 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.

 

7.3

Community Governance Report

Record No:         R/15/10/18860

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 Newlands, seconded Member Macdonald

That the Mossburn Community Development Area Subcommittee:

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

 

 

7.4

Uplifting Funds for Waikaia Museum Project

Record No:         R/15/11/20248

Report by Julie Russell, Community Development Planner, Venture Southland requesting that the Waikaia Museum Donations reserve be allocated to the Switzers  Museum - Waikaia, was tabled.

The subcommittee noted the current balance in the reserve is $20,931 and the funds are to be used for the upgrade of the Waikaia museum project.

 

 

 

Resolution

Moved Chairman Dickson, seconded Member Cresswell

That the Waikaia Community Development Area Subcommittee:

a)    Receives the report titled “Uplifting Funds for Waikaia Museum Project” dated 11 November 2015.

b)    Approves payment of $20,931 from the “Waikaia Museum Donations” reserve to the Switzer Waikaia Museum Committee Incorporated.

 

 

7.5

Switzers Museum - Waikaia

Record No:         R/15/11/20429

Communication from the Switzers Museum Waikaia Inc, requesting that the Waikaia Museum Donations reserve be allocated to the Switzers  Museum and information regarding the Museum’s bank account,  was tabled.

The subcommittee noted funds held in the reserve total $20,931.

 

 

 

Resolution

Moved Member A Dickson, seconded Member Walker

That the Waikaia Community Development Area Subcommittee:

a)    Receives the report titled “Switzers Museum - Waikaia” dated 11 November 2015.

 

b)    Approves the uplifting of the reserve funds for the Switzers Museum and requests that the Museum’s bank account details be forwarded to Council Finance staff for payment.

 

 

7.6

Annual Plan 2016/2017 - Draft Estimates Report

Record No:         R/15/10/18856

Tabled before the subcommittee was a report which provided an overview of the forecasted services for the Waikaia 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 2.39% increase and that there are no variances from what was originally included in year two of the Long Term Plan.

 

 

 

Resolution

Moved Member A Dickson, seconded Chairman Dickson

 

That the Waikaia Community Development Area Subcommittee:

a)         Receives the report titled “Annual Plan 2016/2017 - Draft Estimates Report” dated 6 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)         Estimates for the year commencing 1 July 2016 be adopted for inclusion in the Council’s Draft Annual Plan.

e)         Requests the levying 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)

Waikaia CDA Rate                                                               $27,687

    

8.0     Updates

 

8.1     Councillor’s Report

 

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

 

·           Environment Southland Water plan workshop

·           Community Governance workshop

·           Demographics workshop

·           Regional Transport meeting

·           Upgrade of intersection at Two Chain Road.

·           Food safety standards

 

 

 The meeting concluded at

7.30pm                                               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Waikaia Community Development Area Subcommittee HELD ON 18 NOVEMBER 2015

 

 

 

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

 

 

 

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