Notice is hereby given that a Meeting of
the Wallacetown Community Board will be held on:
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Date:
Time:
Venue:
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Thursday, 21
January 2016
7.00pm
Wallacetown Community Centre,
Dunlop Street,
Wallacetown
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Wallacetown Community Board Agenda
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MEMBERSHIP
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Chairperson
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Shaun Holland
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Deputy Chairperson
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Frank Shearing
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Members
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Trina Eade
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Peter Laurie
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Gavin Macpherson
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George Watkinson
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Rae Wilson
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IN ATTENDANCE
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Committee Advisor
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Fiona Dunlop
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Area Engineer
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Moira Tinnock
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Terms of Reference for Community
Boards
This Community
Board is a statutory body with delegated responsibility from Southland District
Council. The board members are elected to represent their community and
advocate on behalf of their community.
It can make
decisions on:
·
Tenders for leases of
land and buildings within its area up to $10,000. For tenders above that value,
the board can make a recommendation to either the Group Manager Services and
Assets or Council’s Activities Performance Audit Committee.
·
Managing local halls
and cemeteries
·
Managing reserves,
plantings, drainage, footpaths, street lighting, camping grounds, wharves,
jetties, lakeshores and slipways, litter control
·
Stewart Island –
governance of the Stewart Island Electrical Supply Authority
·
Te Anau –
management of the Te Anau Airport Manapouri
It can make recommendations
to Council on:
·
Estimates, traffic
management, roading, recreation, elderly persons’ housing, noxious plants
control, pest destruction control, temporary road closures, local civil
defence, local welfare, waste management, economic development, resource
consent applications which are referred to the board for feedback, toilets and
local assets.
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Wallacetown Community Board
21 January
2016
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TABLE OF
CONTENTS
ITEM PAGE
Procedural
1 Apologies 5
2 Leave of
absence 5
3 Conflict of
Interest 5
4 Public Forum 5
5 Extraordinary/Urgent
Items 5
6 Confirmation
of Minutes 5
Reports
7.1 Works
and Finance Report to Wallacetown Community Board for the period ended 31
December 2015 13
7.2 New
Zealand Community Boards' Conference 2015 - Report Back from Rae Wilson 23
Committee Reports
Councillor's Report
NEXT MEETING
Thursday 17 March 2016 (George Watkinson)
Thursday 19 May 2016 (Peter Laurie)
Thurdsay 21 July 2016 (Rae Wilson)
Thurdsay 15 September 2016 (Shaun Holland)
Public Excluded
Procedural motion
to exclude the public 41
C10.1 Wallacetown
Stormwater Outfall Improvements 43
At the close of
the agenda no apologies had been received.
2 Leave
of absence
At the close of
the agenda no requests for leave of absence had been received.
3 Conflict
of Interest
Committee Members
are reminded of the need to be vigilant to stand aside from decision-making
when a conflict arises between their role as a member and any private or other
external interest they might have.
4 Public Forum
Notification to
speak is required by 5pm at least two days before the meeting. Further
information is available on www.southlanddc.govt.nz
or phoning 0800 732 732.
5 Extraordinary/Urgent
Items
To consider, and if
thought fit, to pass a resolution to permit the committee
to consider any further items which do not appear on
the Agenda of this meeting and/or the meeting to be held with the public
excluded.
Such resolution is
required to be made pursuant to Section 46A(7) of the Local Government Official
Information and Meetings Act 1987, and the Chairperson must advise:
(i) The
reason why the item was not on the Agenda, and
(ii) The
reason why the discussion of this item cannot be delayed until a subsequent
meeting.
Section 46A(7A) of the Local Government Official Information and Meetings
Act 1987 (as amended) states:
“Where an item
is not on the agenda for a meeting,-
(a)
That item may be discussed at that meeting if-
(i)
That item is a minor matter relating to the general business
of the local authority; and
(ii)
the presiding member explains at the beginning of the
meeting, at a time when it is open to the public, that the item will be
discussed at the meeting; but
(b)
no resolution, decision or recommendation may be made in
respect of that item except to refer that item to a subsequent meeting of the
local authority for further discussion.”
6 Confirmation
of Minutes
6.1 Meeting minutes of Wallacetown Community
Board, 26 November 2015
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Wallacetown Community Board
OPEN MINUTES
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Minutes of
a meeting of Wallacetown Community Board held in the Wallacetown Community
Centre, Dunlop Street, Wallacetown on Thursday, 26 November 2015 at 6.30pm.
present
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Chairperson
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Shaun Holland
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Deputy Chairperson
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Frank Shearing
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Members
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Trina Eade
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Peter Laurie
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George Watkinson
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Rae Wilson
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Councillor Gavin Macpherson
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IN ATTENDANCE
General Manager Community and Policy Rex
Capil, Committee Advisor Fiona Dunlop and Area Engineer Moira Tinnock.
1 Apologies
There were no
apologies.
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
There were no
Extraordinary/Urgent items.
6 Confirmation
of Minutes
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Resolution
Moved
Chairperson Holland, seconded Member Laurie and resolved:
That the minutes
of Wallacetown Community Board, held on 17 September 2015 are confirmed as a
true and correct record of that meeting.
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Reports
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7.1
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Community Governance Report
Record No: R/15/11/19492
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Group
Manager Community and Policy Rex Capill was in attendance for this item.
Mr Capil advised that Council has
committed to undertake a Community Governance Review to assist in preparation
for the Representation Review scheduled for 2017. The steps in the
process completed to date include:
· Discussion
with Council introducing the project concept (January 2015)
· Discussion
at the Executive Leadership Team Workshop (April 2015)
· Discussion
at the Staff Forum (June 2015)
· Update
of preparation progress to Council Workshop (June 2015)
He also advised that 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. An important process in developing the project is to ensure that
there is significant engagement during the project design and development
stages. This will involve ensuring there is the opportunity for public
participation throughout the project development.
Mr Capil further advised that this
will involve various degrees of engagement across the public participation
spectrum - including but not limited to:
· Inform
- provide the public with balanced information to assist in understanding the
topic, issues and options and opportunities.
· Consult
- obtain public feedback an analysis, alternatives and/or decisions.
· Involve
- work directly with key stakeholders throughout the process to ensure that
public concerns and aspirations are consistently understood and considered.
· Collaborate
- partner with stakeholders to discuss as required the development of the
alternatives and the identification of a preferred solution.
The Board noted that a Staff
Project Working Group and an Elected Representative Working Group - including
Councillors, Community Board and Community Development Area representatives has
been established and will operate for the duration of this project.
There is to be Stakeholder
engagement undertaken with individual Community Boards and Community
Development Area Subcommittees and various other regional and national
agencies. It is intended that this engagement will be completed by July
2016. Community engagement is to be undertaken with local community
organisations and residents by way of public forums with the intent this
engagement will be completed by July 2016.
The final draft of the Community
Governance Proposal is to be prepared for approval for consideration as part
of informing the Representation Review process by February 2017 which is
intended to be undertaken and completed by June 2017.
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Resolution
Moved Deputy Chairperson Shearing,
seconded Member Laurie
That the Wallacetown
Community Board:
a) Receives
the report titled “Community Governance Report” dated 2 November
2015.
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7.2
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Annual Plan 2016/2017 - Draft Estimates Report
Record No: R/15/10/19246
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Finance
Manager Sheree Marrah and Area Engineer Moira Tinnock were in attendance for
this item.
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The Board noted that the report provided an overview
of the forecasted services for the Wallacetown Community Board in
2016/2017. It also included any variations from what was forecasted in
year two of the Long Term Plan (LTP) 2015-2025.
It was explained that Council has streamlined its
2016/2017 Annual Plan process and as a result the Board 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.
The Board also noted that 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.
During
discussion on the estimates for the 2016/2017 financial year, there was
concern by the Board that there was not as much in the Reserves as was
expected. Officers advised that they would report back to the Board on
the movement in Reserves over the last three financial years.
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Resolution
Moved Member Eade, seconded Member
Watkinson recommendations a to d, e with amendments (as indicated),
recommendation f as amended (as indicated), g (as changed) and
a new h (as indicated)
That the Wallacetown
Community Board:
a) Receives
the report titled “Annual Plan 2016/2017 - Draft Estimates
Report” dated 20 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 Wallacetown Community Board estimates from year two of the
Long Term Plan.
e) Approve
the estimates for the year commencing 1 July 2016 for inclusion in the
Council’s Draft Annual Plan with the following additions:
(i) Inclusion
of streetworks general improvements budget by $15,442 from rates general
reserve
(ii) Inclusion
of Dalry Street (between Dunlop and Largs Streets footpath/kerbing
improvements of $50,000 (to be funded by 50% loan over 20 years and 50%
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)
Wallacetown CB Rate $58,026
$63,469
g) Advise
that there are no the key highlights for the local area to identify for
inclusion into the 2016/2017 Draft Annual Plan.
h) Request
that Officers report back to the Board on the Wallacetown movements in
reserve funds over the last three financial years.
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7.3
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Works and Finance Report to Wallacetown Community Board for the
period ended 31 October 2015
Record No: R/15/11/20139
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Area
Engineer Moira Tinnock and Finance Manager Sheree Marrah were in attendance
for this item.
Mrs
Tinnock advised that as she is new to the Wallacetown area she is getting up
to speed with the issues in the area.
Mrs
Tinnock reported that the cost to clean up the fallen trees in Cemetery was
$1300.
She
also reported that the lease for grazing the Ailsa Street land has not yet
been returned to Council. A follow up letter would be sent to encourage
the lessee to return the signed lease to Council.
Water
and Waste Services Engineer’s Report
The
Board noted that there had been no unplanned expenditure exceeding the $5,000
threshold for the year to date.
Reserves
The
Board noted that the Reserves Report was appended to the Area Engineers
report.
The Board also noted that the table below shows all of the
projects that are currently planned for Wallacetown in 2015/2016 financial
year:
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Activity
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Project
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Type
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Year
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Budget
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Status
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Officer’s Comments
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Stormwater
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Outfall Improvement - West and South
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LOS
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2015/
2016
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$60,000
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Not Started
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Will be completed by end of financial year.
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Resolution
Moved Chairperson Holland, seconded Deputy
Chairperson Shearing recommendation a and a new b (as indicated)
and resolved:
That the Wallacetown
Community Board:
a) Receives the
report titled “Works and Finance Report to Wallacetown Community Board
for the period ended 31 October 2015” dated 20 November 2015.
b) Request that
officers report to the next meeting of the Board on the project scope for the
stormwater outfall improvement – west and south project in Wallacetown.
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7.4
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Schedule of Meetings Up To October 2016
Record No: R/15/10/17759
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Committee
Advisor Fiona Dunlop was in attendance for this item.
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Miss Dunlop advised that the purpose
of the report was to approve a schedule of meeting dates up to October 2016
so that meetings can be publicly notified in accordance with the requirements
set by the Local Government Official Information and Meetings Act 1987.
The Board noted that the adoption
of a meeting schedule allows for reasonable public notice preparation and
planning for meeting agendas. The Local Government Official Information
and Meetings Act 1987 has requirements for Local Authorities to follow for
public notification of meetings.
The Board also noted that the
meeting schedule for the Wallacetown Community Board is being set until the
beginning of October 2016 as there is the Triennial Elections on Saturday 8
October 2016. A schedule of meetings for the remainder of 2016 and all
of 2017 will be brought to the Board later in 2016.
Following
discussion on dates for the 2016 meetings, the Board also discussed the start
time of meetings. There was a consensus reached that Board meetings
could start at 7pm.
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Resolution
Moved Deputy Chairperson Shearing,
seconded Member Watkinson recommendations a to c and d as amended (as
indicated) and resolved:
That the Wallacetown
Community Board:
a) Receives
the report titled “Schedule of Meetings Up To October 2016” 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) Agrees
to meet at 7.00pm 7.30pm in the Wallacetown Community Centre,
Dunlop Street, Wallacetown on the following dates in 2016:
· Thursday
21 January 2016
· Thursday
17 March 2016
· Thursday
19 May 2016
· Thursday
21 July 2016
· Thursday
15 September 2016
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AREAS OF RESPONSIBILITY
Shaun Holland advised that he had noticed
that the asphalt in dead-end streets in Wallacetown was being damaged by the
trucks coming to empty wheelie bins. As a result there would need to be
some resealing done.
Trina Eade advised that there are trees in
Cumnock Street which need to be topped.
The Board noted that there had been two
large trees bordering the Cemetery which toppled in recent rough weather.
Concern was raised at the involvement of not suitably trained people to clean
up the mess. There is disappointment that there is a walkway through the
new land at the Cemetery and that it could wait until the tree issue is sorted.
The Chair reported to the Board on the
outcome of the meeting he had attended with representatives of the Alliance
Group Ltd. The meeting was an opportunity to
discuss the Lorneville re-consenting project and the potential effects of
wastewater discharges and water abstraction on recreation. He advised
that he had discussed the Alliance proposals with fellow members of the
Board. He further advised that he advised that the Board supported the
granting of replacement consents for a 35 year term.
COUNCILLOR’S REPORT
Councillor Macpherson advised the Board that
he attended various Council meetings and workshops since the last
meeting. Two workshops he had attended were in relation to declining
communities and the provision of services at the District Council office in
Wyndham. Council had recently heard oral submissions on the proposed
Freedom Camping bylaw.
The meeting concluded at 9.04pm. CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Wallacetown Community Board HELD ON THURSDAY 26 NOVEMBER
2015.
DATE:...................................................................
CHAIRPERSON:...................................................
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Wallacetown
Community Board
21 January
2016
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Works
and Finance Report to Wallacetown Community Board for the period ended 31
December 2015
Record No: R/16/1/234
Author: Moira Tinnock, Area Engineer
Approved by: Ian Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Area Engineer’s
Report
1 Verbal
update at meeting on finances and activities.
Water and Waste
Services Engineer’s Report
2 The
monthly operations reports from Downer are provided to the Board secretary as
they are published. They include data on Downer’s district-wide
operations activities which are presented on a town-by-town basis. The
latest report will be included as part of this report.
3 For
the year to date there has been no unplanned expenditure exceeding the $5,000
threshold.
Financial
Considerations
Development and Financial Contributions
4 The
Development and Financial Contributions for your community to date is $9,210 in
Sewerage Contributions. 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
5 At
the November 2015 meeting of the Community Board concern was raised over the
balance of the Wallacetown reserves. Officers were requested to report
back to the Board on the movements of reserves over the last three financial
years. The analysis of the reserves movements over the last three
financial years is attached to the report as attachment B.
6 Please
find the Reserves Report attached.
Project List
7 The
table below shows all of the projects that are currently planned for
Wallacetown in 2015/2016:
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Activity
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Project
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Type
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Year
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Budget
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Status
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Officer’s Comments
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Stormwater
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Outfall Improvement - West and South
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LOS
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2015/16
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$60,000
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Investigation
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Stormwater outfalls to be scoped in conjunction with
Community Board.
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Recommendation
That the Wallacetown
Community Board:
a) Receives the
report titled “Works and Finance Report to Wallacetown Community Board
for the period ended 31 December 2015” dated 14 January 2016.
b) Note the analysis of
the movement in reserves for the last three financial years (attachment b).
c) Approves the
transfer of the 2013 year end surplus from stormwater of $13,077.12 from
the Wallacetown general reserve to the Wallacetown stormwater reserve.
d) Approves the transfer
of the 2014 year end surplus from stormwater of $13,257.11 from the
Wallacetown general reserve to the Wallacetown stormwater reserve.
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Attachments
a Wallacetown Financial
Reports, 31 December 2015 View
b Wallacetown Reserves
July 2012 - June 2015 View
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Wallacetown
Community Board
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21 January 2016
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Wallacetown
Community Board
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21 January 2016
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Wallacetown
Community Board
21 January
2016
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New Zealand Community Boards' Conference 2015 - Report
Back from Rae Wilson
Record No: R/16/1/520
Author: Fiona
Dunlop, Committee Advisor
Approved by: Rex Capil,
Group Manager, Policy and Community
☐
Decision ☐ Recommendation ☒ Information
Purpose of
Report
1 To
enable Board Member Rae Wilson to report back to the Community Board on his
attendance at the New Zealand Community Boards’ Conference. The
Conference was held in Waitangi from 14 to 16 May 2015.
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Recommendation
That the Wallacetown
Community Board:
a) Receives
the report titled “New Zealand Community Boards' Conference 2015 -
Report Back from Rae Wilson” dated 13 January 2016.
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Attachments
a Rae
Wilson Community Boards Conference Report back
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Wallacetown
Community Board
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21 January 2016
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Wallacetown Community Board
21 January
2016
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Exclusion of the Public: Local Government Official Information and
Meetings Act 1987
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Recommendation
That the
public be excluded from the following part(s) of the proceedings of this
meeting.
C10.1 Wallacetown
Stormwater Outfall Improvements
The general
subject of each matter to be considered while the public is excluded, the
reason for passing this resolution in relation to each matter, and the
specific grounds under section 48(1) of the Local Government Official
Information and Meetings Act 1987 for the passing of this resolution are as
follows:
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General subject of each matter to be considered
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Reason for passing this resolution in relation to
each matter
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Ground(s) under section 48(1) for the passing of this
resolution
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Wallacetown Stormwater Outfall Improvements
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s7(2)(b)(ii) - The withholding of the information is
necessary to protect information where the making available of the
information would be likely unreasonably to prejudice the commercial position
of the person who supplied or who is the subject of the information.
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That the public conduct of the whole or the relevant
part of the proceedings of the meeting would be likely to result in the
disclosure of information for which good reason for withholding exists.
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