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Tuatapere Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Tuatapere Community Board held in the Waiau Hotel, 47 Main Road, Tuatapere on Tuesday, 15 December 2015 at 5pm.

 

present

 

Chairperson

Justin Lewis

 

Members

Stephen Crack

 

 

David Norman

 

 

Jo Sanford

 

 

Margaret Thomas

 

 

 

 

Councillor

George Harpur

 

 

IN ATTENDANCE

 

Area Engineer

Leighton Hare

 

Area Officer

Kelly Tagg

 

GM, Tourism, Events & Community (Venture S’ld)

Bobbi Brown

 

 


Tuatapere Community Board

15 December 2015

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1          Apologies

 

An apology for non-attendance was received from Member Horrell and an apology for lateness was received from Councillor Harpur.

 

Moved Member Sanford, seconded Member Norman and resolved that the Tuatapere Community Board accept the apologies.

 

2          Leave of absence

 

No requests for leave of absence were received.

 

3          Conflict of Interest

The Chairman, Member Lewis, Councillor Harpur and Member Norman declared an interest in the Venture Southland report on operations of the Hauroko Valley School Pool and comparison of operating budgets of pools in the Tuatapere area (item 7.3) and took no part in the discussion or voting on the matter.

 

4          Public Forum

There were no members of the public wishing to speak in the Public Forum section of the meeting.

 

5          Extraordinary/Urgent Items

There were no extraordinary/urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Member Thomas, seconded Member Crack  

Confirms the minutes of Tuatapere Community Board meeting held on 27 October 2015.

 

 

Reports

 

 

7.1

Action Sheet

Record No:         R/15/12/22062

 

 

 

The Action Sheet from the Board’s previous meetings was circulated for Members’ information.

 

The Board was informed as follows;

 

 

 

 

 

 

 

Tuatapere Hall

 

Board Members had queried when the internal painting of the RSA Hall is programmed to take place and also the budget for this work.  Council’s Property Officer advised that the budget for the interior and exterior painting of the Hall was $47,000 and that to date $26,795 has been spent on the exterior leaving a balance available of $20,205.

 

Members had also noted that the paint on the doors and windows of the RSA Hall and Library had blistered following the external re-painting.  The Property Officer advised contact has been made with the painter who will rectify the problem when next in the area.

 

Garden Sheds – Community Housing Complex

 

The meeting was informed that preliminary costings of $700/shed plus assembly have been obtained for the installation of new sheds at the community housing complex in Tuatapere.  Member Sanford requested that the Property Officer contact her in the new year in order to progress this matter.

 

 

Resolution

Moved Member Crack, seconded Member Norman  

That the Tuatapere Community Board:

a)         Receives the report titled “Action Sheet” dated 8 December 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.

 

 

 

7.2

Works and Finance Report to Tuatapere Community Board for the period ended 31 October 2015

Record No:         R/15/11/21215

 

The Works and Finance Report to the Tuatapere Community Board for the period ended 31 October 2016, was tabled.

 

The Area Engineer, Mr Hare, advised that routine maintenance works have been  carried out as required; a detailed breakdown of budget variances was also provided to the meeting.

 

 

 

 

Resolution

Moved Member Sanford, seconded Member Crack  

That the Tuatapere Community Board:

a)         Receives the report titled “Works and Finance Report to Tuatapere Community Board for the period ended 31 October 2015” dated 27 November 2015.

 

 

 

7.3

Venture Southland Report - Operations of the Hauroko Valley School Pool and comparison of operating budgets of pools in the Tuatapere area

Record No:         R/15/12/21617

 

Report prepared by Venture Southland concerning the operations of the Hauroko Valley School Pool and comparison of operating budgets in the Tuatapere area, was tabled.

 

Ms Bobbi Brown (Group Manager, Tourism, Events & Community) informed the Board that Venture Southland prepared a report for the Tuatapere Community Board in August 2015 with considerations and recommendations about possible distribution criteria for the pool rate that is being collected for the three pools in the Board’s area – Tuatapere, Blackmount and Hauroko Valley School Pools. Ms Brown reminded the meeting that the Board had asked for further information, especially the operating cost for Hauroko Valley School Pool and how this pool is used.

 

The meeting was advised that the difficulty with the Hauroko Valley School Pool is that the cost of running the facility is incorporated into the school’s general operational budget and as such, the budget for Hauroko cannot be as detailed as for the other two pools, for which much more detailed records are kept by the respective incorporated societies.

 

The Board noted that the pool is used by Hauroko Valley School during terms 1 and 4 four each year and that due to staff issues, the pool has not been available to the community via a key system for a few years.   

 

The meeting was informed that every school that has its own swimming pool receives a maintenance payment for its swimming pool facilities. Hauroko Valley School receives $15,787.60 over a 10 year period (at current criteria). This relieves the pressure on the school to have to find funds for on-going maintenance, which is something Tuatapere and Blackmount Pool groups have to do. The Board was advised that when more significant work has been undertaken on the pool in the past, the community undertook fundraising initiatives to pay for it; the pool building was reclad within the past 5 years and the heat pump replaced in 2014 so no major capital expenditure is expected to be necessary in the next few years.

 

Also included in the report was a table providing the estimated operating budgets for the three Tuatapere Ward swimming pools.

 

The Board discussed the contents of the report as length and Ms Brown answered queries form Board Members.

 

 

 

Resolution

Moved Member Norman, seconded Member Sanford  

That the Tuatapere Community Board:

a)         Receives the report titled “Venture Southland report about operations of the Hauroko Valley School Pool and comparison of operating budgets of pools in the Tuatapere area” dated 7 December 2015.

 

 

 

7.4

Venture Southland Report –War Memorials in the Tuatapere Community Board area 

Record No:         R/15/11/21303

 

Report prepared by Venture Southland concerning the Orawia War Memorial and Tuatapere Memorial Library, was tabled.

 

The Board was advised that condition and assessment reports have been commissioned by Venture Southland and that funding from the Lottery Board for a number of war memorials in Southland is available.

 

In the Tuatapere Community Board area there are two memorials, the Tuatapere Memorial Library and the Orawia war memorial, and condition and assessment reports have been prepared by architect and conservator Ian Bowman.  

Ms Brown advised that the Tuatapere RSA is interested in the preservation of the Orawia war memorial and further that Venture Southland staff obtained a quote for the restoration work on this memorial and believe that it can be funded fully from public funding which may free up the resources of the Board, the RSA and other stakeholders to plan the completion of the restoration of the Tuatapere Memorial Library if this is the wish of the community. Ms Brown encouraged the Board to hold these discussions with the stakeholder groups and plan accordingly. Ms Brown added that some public funding would likely also be available for the Library project although this will depend on how subscribed the funders will be at the time.  

In discussing this item, Board Members agreed that Councillor Harpur would lead this project in conjunction with the Tuatapere RSA and the Community Board.

 

 

Resolution

Moved Member Thomas, seconded Member Crack  

That the Tuatapere Community Board:

a)         Receives the report titled “Venture Southland report re Orawia war memorial restoration, including some consideration re Tuatapere Memorial Library” dated 7 December 2015.

 

b)         Confirms that Councillor Harpur will lead the project to restore the Orawia war memorial in conjunction with the Tuatapere RSA and Community Board.

 

 

 

 

7.5

Annual Plan 2016/17 - Draft Estimates Report

Record No:         R/15/10/19454

 

Tabled before the Board was a report which provided an overview of the forecasted services for the Tuatapere Community Board in 2016/17.

 

Staff advised that;

 

1.       Council has streamlined its 2016/17 Annual Plan process and as a result the           Subcommittee is only required to review the estimates for significant changes.            In addition, consideration should be given to funding any significant changes           from reserves where appropriate.

 

2.       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 2016/17 will be used to set rates for the year beginning 1 July 2016.

 

The Board was informed there are no key variances from what was originally included in year two of the LTP and what is planned now.

 

The meeting was advised that previously the Tuatapere Pool rate has been set at a fixed rate of $14.75 (including GST) per unit charge.  This rate needs to be confirmed either at $14.75 to stay consistent with previous years or change to $15.24.  .

 

The Board noted that as part of the 2016/17 Annual Plan process, Council are required to set all Council related fees and charges which includes Hall rentals.  The Board was requested to confirm the rentals payable for hiring the Tuatapere Hall.

 

The meeting was informed that the local rates were all due increases as follows;

 

·         Tuatapere Community Board rate – increase of 2.19%

·         Tuatapere Hall rate – increase of 2.71%

·         Tuatapere Pool rate – increase of 2.5%

 

Due to an apology being lodged by Member Horrell, the Board did not have a quorum to approve the Pool rate as three Members declared a conflict of interest in all matters relating to the Tuatapere Pool as they are members of the Tuatapere Pool Redevelopment Committee.   Council was requested to approve this rate on the Board’s behalf.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Resolution

Moved Member Norman, seconded Member Crack  

That the Tuatapere Community Board:

a)         Receives the report titled “Annual Plan 2016/17 - Draft Estimates Report” dated 8 December 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)         Adopts the estimates for the year commencing 1 July 2016, 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)

Tuatapere CB Rate                                                                                  $87,915

Tuatapere Hall Rate                                                                                $15,106

g)         Request the setting of the following hall fees and charges (including GST) for the year commencing 1 July 2016, for inclusion in the 2016/17 Annual Plan:   

·           Major events                                            $115.00

·           Sports teams (per session)                    $15.00

·           Other events (per hour)                          $10.00

·           Funerals                                                   no charge 

 

h)         Advises there are no key highlights for the Tuatapere area for 2016/17.

i)          Recommends that Council approve the Tuatapere Ward Pool rate for the year commencing 1 July 2016.                                                                           

Rate Description                                                                        Rate (GST incl)

Tuatapere Ward Pool Rate                                                                     $12,082

 

 

  

 

 

 

 

 

 

Updates

 

 

8.1

Areas of Responsibilities

Record No:         R/15/10/18516

 

Members provided updates on their respective portfolios.

 

 

 

 

8.2

Chairman's Report

Record No:         R/15/10/18518

 

The Chairman, Member Lewis, reported on matters with which he has been involved since the Board’s last meeting which included the following;

 

·         Attendance at Health and Safety presentation organised by the three Councils

·         Meeting with Councillor Harpur and Mr Colin Brown concerning the Tuatapere Railway Station.

 

 

 

 

8.3

Councillor's Report

Record No:         R/15/10/18520

 

Councillor Harpur reported on matters from the District Council table which included the following;

 

·         Council’s estimates for 2016/17 have been approved.

·         Freedom Camping Bylaw has been approved

·         Council is currently discussing a major sealing project in the Catlins

 

 

 

   

 

 

 

7.08pm                                               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Tuatapere Community Board HELD ON 15 DECEMBER 2015.

 

 

 

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

 

 

 

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