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Wallacetown Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Wallacetown Community Board held in the Wallacetown Community Centre, Dunlop Street, Wallacetown on Thursday, 21 January 2016 at 7.09pm.

 

present

 

Deputy Chairperson

Frank Shearing

 

Members

Trina Eade

 

 

Peter Laurie

 

 

George Watkinson

 

 

Rae Wilson

 

 

Councillor Gavin Macpherson

 

 

IN ATTENDANCE

 

Committee Advisor Fiona Dunlop, Area Engineer Moira Tinnock and Project Engineer Mark Simpson

 


Wallacetown Community Board

21 January 2016

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1          Apologies

 

An apology for absence has been received from the Chair Shaun Holland.

 

Resolution

Moved Deputy Chairperson Shearing, seconded Member Eade  and resolved:

That the Wallacetown Community Board accept the apology.

 

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

 

The Board discussed the minutes for confirmation from the meeting held on 26 November 2015.  There was discussion on an issue and was then decided not to confirm the minutes at this meeting but confirm them at the next Board meeting following discussion with the Chair to clarify the matter of concern.

 

 

Reports

 

 

7.1

Works and Finance Report to Wallacetown Community Board for the period ended 31 December 2015

Record No:         R/16/1/234

 

Area Engineer Moira Tinnock was in attendance for this item.

 

She advised that the trees in the Wallacetown Cemetery had been cleaned up and that there is further work required on trees which need trimming.

 

The Board noted that the information panels at the Cemetery are on a seven year cycle for updating/replacement.

 

The Board also noted the information from the Finance Department on the analysis of reserve movements over the last three financial years.

 

 

 

Resolution

Moved Member Laurie, seconded Member Watkinson  recommendations a to d and a new recommendation e (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 December 2015” dated 14 January 2016.

 

b)        Note the analysis of the movement in reserves for the last three financial years (attachment b of the report).

 

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.

 

e)         Request that officers obtain quotes for the tidying up of overgrown trees at the Wallacetown Cemetery and that the funding be taken from the Wallacetown Cemetery Bequest (Edwina Powell) and the funding be approved by the Board at its next meeting.

 

 

7.2

New Zealand Community Boards' Conference 2015 - Report Back from Rae Wilson

Record No:         R/16/1/520

 

Board Member Rae Wilson was in attendance for this item and presented a very detailed account of the Conference.

 

Mr Wilson advised that he had attended the New Zealand Community Boards’ Conference which was held in the Bay of Islands in May 2015.

 

He commented that it was an interesting Conference to attend and that the Wallacetown Board was the smallest Board represented this time.

 

He also advised that he had discovered the social media site “Neighbourly” and that he had “subscribed” to it to see what was happening in Wallacetown.

 

The Board discussed the possibility of being involved with “Neighbourly”.

 

 

Resolution

Moved Cr Macpherson, seconded Deputy Chairperson Shearing  recommendation a and a new recommendation b (as indicated) and resolved:

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.

 

b)         Request that Board member Rae Wilson contact the Southland District Council Communications Team to inquire what the protocols are for using social media (ie Neighbourly).

 

Areas of Responsibility

 

Trina Eade inquired if there could be anything done by Council about untidy and junky sections.  She was advised that there isn’t much that can be done unless it is fire risk or a sanitary matter then it would be an issue for Environmental Health and the Resource Management Planning Departments.

 

 

Councillor’s Report

 

Councillor Macpherson advised that even though business at Council was in the Christmas/New Year quiet time, he had attended an inspection of the Around the Mountains Cycle Train Mossburn to Mount Nicholas section.

 

Next Meeting

 

The Board noted that the next meeting is scheduled for Thursday 17 March 2016.

 

Public Excluded

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

Board Member Wilson raised the concern that item 10.1C – Wallacetown Stormwater Outfall Improvements was to be considered in Public Excluded.  His concern was that there should be two reports for the issue.  One report to be in open section of the agenda to consider whether the issue be approved/progressed and the other report in public excluded session which focusses on the funding.

Resolution

Moved Deputy Chairperson Shearing, seconded Member Wilson  and resolved:

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:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Wallacetown Stormwater Outfall Improvements

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.

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.

 

That the Area Engineer, Project Engineer and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1 Wallacetown Stormwater Outfall Improvements. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

Board member Wilson requested that his dissenting vote be recorded.

 

 The meeting went into public excluded session and the public were excluded at 8.50pm.

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available unless released here.

 

 

 

The meeting concluded at 9.27pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Wallacetown Community Board HELD ON THURSDAY 21 JANUARY 2016.

 

 

 

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

 

 

 

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