Agenda of Browns Community Development Area Subcommittee

Browns Community Development Area Subcommittee

03 March 2016

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TABLE OF CONTENTS

ITEM PAGE

Procedural

1 Apologies 4

2 Leave of absence 4

3 Conflict of Interest 4

4 Public Forum 4

5 Extraordinary/Urgent Items 4

6 Confirmation of Minutes 4

Reports

7.1 Works and Finance Report to Browns Community Development Area for the period ended 31 January 2016 13

updates

8.1 Chairperson's Report

Chairperson, Member Hudson, to report on activities with which he has been involved since the Board’s last meeting.

8.2 Councillor's Report

Councillor Paterson to report on matters from the Council table.

1 Apologies

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 Browns Community Development Area Subcommittee, 19 November 2015.

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Browns Community Development Area Subcommittee

OPEN MINUTES

Minutes of a meeting of Browns Community Development Area Subcommittee held in the Browns Community Centre on Thursday, 19 November 2015 at 6pm.

present

Chairperson	Owen Hudson
Deputy Chairperson	Ralph Hamilton
Members	Neil Paterson
	Raewyn Spencer
Councillor	Neil Paterson

IN ATTENDANCE

Group Manager Community & Futures	Rex Capil
Manager Area Offices	Chris Dolan
Area Engineer	Moira Tinnock
Management Accountant	Susan McNamara
Area Officer	Debbie Williams

1 Apologies

Moved Member Hamilton, seconded Member Spencer

and resolved that the apology for non-attendance lodged by Member Laughton be accepted.

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 members of the public seeking speaking rights 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 Hudson, seconded Councillor Paterson

and resolved that the minutes of Browns Community Development Area Subcommittee meeting dated 2 July 2015 be confirmed as a true and correct record.

Reports

7.1

Action Sheet

Record No: R/15/11/20380

Issues arising from the Action Sheet included;

Community Centre Upgrade

Mr Graeme Hall (Property Officer) recommended Trevor Proctor’s quote of $12,000.00 plus GST for the painting of the exterior of the Community Centre. Mr Hall is to confirm whether the quote excludes the painting of the roof.

Water Tank Repairs

Repairs on Water Tank have been completed. A new overflow pipe has been installed on to the top of the tank and overflow water has been plumbed into the current stormwater system.

Resolution

Moved Member Hudson, seconded Member Hamilton

That the Browns Community Development Area Subcommittee:

a) Receives the report titled “Action Sheet” dated 10 November 2015.

b) Notes the responses from staff on the action sheet.

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) Requests staff provide confirmation all works involved in the quotation received from Trevor Proctor for the painting of the Browns Community Centre.

7.2

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

Record No: R/15/8/15123

The Unaudited Annual Accounts Report to Browns Community Development Area Subcommittee for the year ended 30 June 2015, was tabled.

Ms Susan McNamara (Management Accountant) advised that the key reasons for the most significant budget variances were;

Streetworks

The cost included the new Heritage sign; funding had been received in this business unit in the past to offset these costs.

Stormwater

Replacement of a failed stormwater line on McCaughan Street 50 metres.

Beautification

Five new centre plots were created and planted.

Hall

An 18,000 litre concrete tank was installed..

Resolution

Moved Member Hudson, seconded Member Hamilton

That the Browns Community Development Area Subcommittee:

a) Receives the report titled “Unaudited Annual Accounts Report to Browns Community Development Area Subcommittee for the year ended 30 June 2015” dated 15 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	Annual Plan 2016/2017 - Draft Estimates Report Record No: R/15/10/18870
	Tabled before the subcommittee was a report which provided an overview of the forecasted services for the Browns 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 2.51% increase. In discussing the report the subcommittee agreed that up to $15,000 be set aside from reserves for the upgrade of the Community Centre and $2,000 be allocated for beautification within the township.

	Resolution Moved Member Hudson, seconded Member Hamilton and resolved that the Browns Community Development Area Subcommittee: a) Receives the report titled “Annual Plan 2016/2017 - Draft Estimates Report” dated 10 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 subject to; · $15,000 to be provided for the upgrade of the Browns Community Centre · $2000 to be allocated for beautification within the Township e) Requests the levy of the following rates and charges (including GST) for the year commencing 1 July 2016 based on the approved estimates in (d) above. Rate Description Rate (GST Incl) Browns CDA Rate $5,269 Browns Hall Rate $3,942 g) Sets the hall fees and charges (including GST) for the year commencing 1 July 2016 for inclusion in the 2016/2017 Annual Plan as follows; · Rugby Club (Season hire) $650.00 · Athletic Society $100.00 · Private function $100.00 · Community Function $ 50.00 · Bond $250.00 h) Identifies the following key highlights for the local area; · Community Centre Upgrade · Beautification

7.4

Community Governance Report

Record No: R/15/11/19540

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 Board 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 Hudson, seconded Member Spencer

and resolved that the Browns Community Development Area Subcommittee:

a) Receives the report titled “Community Governance Report” dated 2 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.

UPDATES

8.1

Chairperson’s Report

The Chairperson, Member Hudson, reported on activities with which he has been involved since the CDA’s last meeting. These included;

§ Appreciation to members and council staff for their assistance with various projects.

§ Welcomed the new Area Engineer (Moira Tinnock) and Area Officer (Debbie Williams)

8.2

Councillor’s Report

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

Council has had a busy year reviewing policies

Bypass for State Highway 1 - Edendale has been put on hold

Organisational Review

Around the Mountains cycle trail hearing is set down for the last week of February and first week of March next year.

The meeting concluded at 7.28pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Browns Community Development Area Subcommittee HELD ON 19 NOVEMBER 2015

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

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

Activity	Project Name	Type	Year	Budget	Status	Officer’s Comment
Community Centres	Exterior repaint including roof	MAINT PLAN	1516	$19,300	Construction	Meeting with members to discuss work programme.

Manager, Area Offices	Chris Dolan
Area Engineer	Moira Tinnock