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Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Edendale-Wyndham Community Board held in The Bistro, Pioneer Tavern, Ferry Road, Edendale on Tuesday, 26 January 2016 at 7.31pm.

 

present

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

Lindsay Donald

 

 

Dean Rabbidge

 

 

Andrew Roy

 

 

Nathan Stewart

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Councillor Julie Keast, Committee Advisor Fiona Dunlop and Area Engineer Kushla Tapper

 


Edendale-Wyndham Community Board

26 January 2016

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1          Apologies

 

There were no apologies.

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

 

            Denise Fodie declared a conflict of interest in relation to item 8.1 Edendale Hall/Community Centre.

 

4          Public Forum

There was no public forum.

 

5          Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

The Board had a brief discussion on wording contained in item 7.1 - Venture Southland Report - Proposed Edendale Community Centre Update recommendation d.  See item 8.1      Edendale Hall/Community Centre for clarification on the matter.

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Rabbidge and resolved:

That the Edendale/Wyndham Community Board minutes of the meeting held on 24 November 2015 are confirmed as a true and correct record of that meeting with the following change (as indicated with bold and strikethrough):

8.1     Action Sheet - Edendale-Wyndham Community Board

Record No:         R/15/11/20837

Wyndham Wildlife Refuge

The Chair also updated the Board that she had had a walkover the Refuge with Brian Bob Rance of the Department of Conservation, Councillor Duffy and Area Engineer Moira Tinnock.  Mr Rance is to provide a report back to the Area Engineer which will enable with any further planning.

 

 

Reports

 

 

7.1

Action Sheet - Edendale-Wyndham Community Board

Record No:         R/16/1/815

 

 

The Board discussed the action sheet and agreed to keep the action regarding the notes about Council investigating the District funding of library services on the action sheet.

 

 

The Board also noted that a report from the Strategic Property Manager would be available for the 22 March 2016 meeting on the process for the disposal of the Edendale hall and on Edendale Reserve Holder leases.

 

The Board were awaiting a report back from the Group Manager Services and Assets regarding the Edendale/Wyndham Walkway.

 

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Roy and resolved recommendation a and new b and c (as indicated):

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Action Sheet - Edendale-Wyndham Community Board” dated 19 January 2016.

 

b)         Noted that a report from the Strategic Property Manager would be available for the 22 March 2016 meeting on the process for the disposal of the Edendale hall and on Edendale Reserve Holder leases.

 

c)         Note that the Board are awaiting a report back form the Group Manager Services and Assets regarding the Edendale/Wyndham Walkway.

 

 

7.2

Fonterra Edendale - Wastewater Irrigation Invitation for Consultation

Record No:         R/16/1/798

 

The Board noted the letter from Fonterra advising of their application from renewal of Wastewater irrigation consents. 

 

The Chair advised that she had spoken with the Group Manager Environment and Community who advised that Fonterra are behind in their scheduling with the application.

 

 

Resolution

Moved Member Rabbidge, seconded Member Donald and resolved:

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Fonterra Edendale - Wastewater Irrigation Invitation for Consultation” dated 19 January 2016.

 

 

7.3

Works and Finance Report to Edendale/Wyndham Community Board for the period ended 31 December 2015

Record No:         R/16/1/236

 

Area Engineer Kushla Tapper was in attendance for this item.  She advised that the post and rail fence at Edendale Cemetery has been installed.

 

The Board noted that in Wyndham, the large hedge between the rugby club, camping ground, netball courts and bowling club require trimming/cleaned up.  The work is likely to cost $1,700 + GST.  This cost includes having the power lines turned off in the area while the work is undertaken.  There is likely to be an approach the rugby club to see if they are interested in doing the clean up as a fundraiser.  Should this approach not be successful the then Taskforce could be used.  There is sufficient budget available in “trees and hedges” to have this trimming done.

 

The Board also noted that the Macrocarpa trees along Memorial Drive in Wyndham are getting too close to the road again and hitting tall vehicles.  Large branches are also being blown down, or dying and being held up high by other branches.  An approach has been made to a contractor who would be able to fell the trees at a ‘cost neutral’ exercise, whereby the only cost to Council is the temporary closure of the road for the duration of the work which would be done in winter.

 

The following table summarises the key reasons for significant budget variances, as per the financial tables included in the Area Officers report.

 

Business Unit

Tracking

Comments

Edendale Hall

Income is under

 

 

 

Expense is over

$78,346 is budgeted for Grant income if the project proceeds. Rates income provided the 4% result.

 

$3,300 was spent on ‘professional services’, which was unbudgeted, thus an over expenditure.

Wyndham Hall

Expense is over but ok

Expenses appear to be tracking over, however rates and insurances are paid early in the financial year. 

Administration

Expense is over but ok

Timing of salary payments versus internal income to offset expenditure is skewed.

Operating Costs

Expense under

$3,500 general projects budget not assigned.  May be required to offset stormwater expenditure.

Street Works

Expense under

$5,000 budgeted for Works Scheme - can be used to clean up hedge clippings or other labour intensive jobs.

Playgrounds

Expense under

Very little work required after overhaul in Edendale last year.  Ideally this underspend should return to the general reserve to offset last financial year’s overspend.

Edendale Pool

Expense under

No claims made yet.

Recreation Reserves

Slightly over but ok

Environment Southland rates value paid was 34% higher than budgeted.  These rates are not currently on-charged.  To date, electricity is 50% higher than budgeted, however this will be on-charged. 

Stormwater

Over by ~$7,000

‘Blow out’ in Wyndham, culvert collapse, September 2015.

 

 

Also noted is the table below which shows all of the projects that were planned for Edendale and Wyndham in 2015/2016.

Activity

Project Name

Type

Year

AP Budget

Status

Officer’s Comment

Community Centres

Edendale Community Centre upgrade

LOS

15/16

$500,000

Not started

Awaiting decision of the community board to proceed or defer.

The Board noted the table below which outlines the balance of Development and Financial Contributions for the Edendale and Wyndham communities to 30 June 2015 plus any amounts invoiced for the financial year to date.  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.

Edendale Reserves Contributions

$12,369

Wyndham Reserves Contributions

$2,982

 

The Chair asked that an Arborist look at the trees in the vicinity of the Wyndham Rugby Club as it looks like the Wellingtonia tree is dying.

 

The Board also discussed the removal of sections of the large hedge between the rugby club, camping ground, netball courts and bowling club.  They were advised that quotes would need to be obtained and that this would be reported back to the Board.

 

The Board raised concern regarding the Macrocarpa hedge line at the Wyndham Racecourse and asked that the Southland District Council Property Department enforce the lease conditions relating to the safety of the hedge.

 

 

Resolution

Moved Deputy Chairperson Fodie, seconded Chairperson Yorke  the motion recommendation a and new b and c (as indicated) and resolved:

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Works and Finance Report to Edendale/Wyndham Community Board for the period ended 31 December 2015” dated 13 January 2016.

 

b)         Request that officers to obtain quotes for the removal of sections of the Wyndham rugby club, camping ground, netball courts and bowling club hedge and replacement with appropriate fencing and report back to the Board and note that the Board will meet with affected parties.

 

c)         Request that the Property Department enforce the lease conditions relating to the safety of the macrocarpa hedge line at the Wyndham Racecourse.

 

 

Areas of responsibility

 

8.1       Edendale Hall/Community Centre/Memorial Hall Wyndham

 

At the 24 November 2015 meeting the Board considered a report on the Proposed Edendale Community Centre.  One of the resolutions that was passed agreed to proceed with plans to develop a new Edendale Community facility at a cost of $800,000 to $850,000 (with a shortfall of $300,000 to $350,000).  The resolution was clarified to explain that the intent of the resolution was to establish the financial parameters and noting that the plan is not yet agreed on.

 

The Chair advised that following the November 2015 meeting that herself and Juanita Thornton from Venture Southland had met with Gordon McMillan of KGR to discuss the plans for the proposed development.  The Chair also advised that communication had been had with the Edendale Rugby Club and they waiting to be hear back.

 

Denise Fodie advised that the Rugby Club had also met with Gordon McMillan regarding the plans and changes that they wanted.

 

There was also discussion on the Wyndham Memorial Hall gardens which had required a “spruce” up.  The local volunteer who looks after the gardens had done the work and had sent the Council an invoice for the work undertaken.

 

8.2       Resource Management

 

The Chair advised that there had been an application received by Council for a subdivision at the end of Manse Street in Edendale.  The Area Engineer advised that there is work progressing on conditions for the application.

 

8.3       Factory Liaison

 

Councillor Duffy advised that he and the Board Chair had attended a recent Fonterra Edendale Factory liaison meeting.  The Site Manager was unable to attend and one of the Senior officers from the factory had conducted the meeting.

 

Various neighbours of the Edendale site were present at the meeting. 

 

Numerous issues were raised at the meeting which included noise and odour breaches and also extra shunting movements for freight.

 

8.4     Civil Defence

 

There was nothing to report for Civil Defence.

 

8.5       Reporting to the Ensign, Edendale Informer and Wyndham Messenger

 

Denise Fodie advised that she would be reports on the Board’s activities in the Edendale Informer and the Wyndham Messenger.

 

 


 

Councillor’s Report

 

Councillor Duffy advised that the had been involved in various Council activities.  One of the highlights was that he and other Councillors had been on a site visit to the next planned stage of the Around the Mountains Cycle Trail.

 

He also advised that the Environment Court Hearing for Stage 2 of the Around the Mountains Cycle Trail would be heard in February 2016.

 

He further advised that Council was meeting on 27 January 2016 and would be considering the 2016/2017 Draft Annual Plan for consultation.

 

Chair’s Report

 

The Chair advised that former Board member Graeme Beck had passed away prior to Christmas.  He was remembered as having played an important part of the Board.

 

The Chair asked the Area Engineer to investigate the bylaw relating to the keeping of horses in towns and to report back to the Board.

 

The Chair also advised that there is a need for the Board to look at planning long term for upgrades to various services in Edendale and Wyndham.

 

Next meeting

 

The Board noted that the next meeting will be at 7.30pm on Tuesday 22 March 2016 at the Memorial Hall, Balaclava Street, Wyndham.

 

 

 

The meeting concluded at 8.50pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON TUESDAY 26 JANUARY 2016.

 

 

 

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

 

 

 

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