Agenda of Colac Bay Community Development Area Subcommittee

Colac Bay Community Development Area Subcommittee

17 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 Action Sheet 13

7.2 Works and Finance Report to Colac Bay Development Area Subcommittee for the period ended 31 January 2016 15

7.3 Extra-ordinary Vacancy - Colac Bay CDA 21

UPDATES

8.1 Chairperson's Report

The Chairperson, Member Barclay, to report on matters with which she has been involved since the Subcommittee’s last meeting.

8.2 Councillor's Report

Councillor Dobson to report on matters with which he has been involved since the Subcommittee’s last meeting.

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 Minutes of Colac Bay Community Development Area Subcommittee meeting held 26 November 2015 be confirmed as a trus and correct record.

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Colac Bay Community Development Area Subcommittee

OPEN MINUTES

Minutes of a meeting of Colac Bay Community Development Area Subcommittee held in the Colac Bay Hall on Thursday, 26 November 2015 at 6pm.

present

Chairperson	Lynley Barclay
Members	Nathan Cleaver
	Rowena Tomlin
Councillor	Rodney Dobson

IN ATTENDANCE

Manager, Area offices	Chris Dolan
Area Engineer	Greg Erskine
Area Officer	Alyson Hamilton

PUBLIC GALLERY

Carole Elder, Rebecca McKay

1 Apologies

Moved Member Cleaver, seconded Member Tomlin and resolved:

That the apology for non-attendance lodged by Member Bevin be accepted.

2 Leave of absence

There were no requests for leave of absence.

3 Conflict of Interest

Member Cleaver declared an interest in item 7.1 – Colac Bay Hall repair work and War Memorial.

4 Public Forum

There were no members of the public seeking speaking rights in the Public Forum section of the meeting.

5 Extraordinary/Urgent Items

Moved Member Barclay, seconded Cr Dobson and resolved:

That the Colac Bay Community Development Area Subcommittee consider the following item as a matter of urgent business in order that a decision can be made before the next ordinary meeting, subject to Section 46A of the Local Government Official Information and Meetings Act 1987.

Item 1: Extra-ordinary vacancy – Colac Bay Community Development Area Subcommittee (CDA)

5.1

Extra-Ordinary Vacancy – Colac Bay CDA

At the previous meeting of the subcommittee resignations were received from Julie Guise and Carole Elder, therefore creating two vacancies on the CDA.

It was agreed at that time that an approach be made to the community for nominees for the CDA to be undertaken by way of a flyer being distributed to the residents of the Colac Bay area.

Mr Dolan, Manager, Area Offices explained to the subcommittee the options available due to the resignations being received. These being;

1. Do nothing – i.e. carry the vacancy until the next Triennial meeting which would be held February/March 2017.

2. Appoint highest unsuccessful candidate at the last CDA Triennial elections; this does not apply for this particular Subcommittee as there were only 6 candidates nominated at the last Triennial elections.

3. Subcommittee members to canvas the community for suitable nominees to fill the vacancy.

Mr Dolan advised of the importance of the CDA’s stating that the subcommittees were formed with the purpose of local people making decisions in their local areas.

In discussing this issue the Chair expressed disappointment at the lack of response from the community.

It was agreed that members canvass the area to find suitable nominees for the CDA with the view that any replacement be confirmed at the next meeting of the subcommittee.

6 Confirmation of Minutes

Resolution

Moved Member Cleaver, seconded Member Tomlin and resolved:

That the minutes of Colac Bay Community Development Area Subcommittee meeting held on 27 August 2015 be confirmed as a true and correct

7 Reports

7.1

Action Sheet

Record No: R/15/11/21106

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

The subcommittee was informed as follows;

Surfies Corner Toilet/Changing Shed

The meeting was advised of a minor delay with the land transfer which has caused a delay to the installation of the toilet to early February 2016.

Mr Erskine advised a second port-a-loo is to be placed at the Surfies corner over the Christmas period, with the contractor to check at regular intervals and arrange empting if required.

Derelict Bus

Councillor Dobson advised His Worship Mayor Tong is liaising with Mr Thompson on the on-going issue of the removal of his derelict bus situated on a private section at Colac Bay.

Picnic tables

The meeting was informed the three new picnic tables are to be concreted in along the Colac Bay Foreshore Road along with one of the existing tables in areas agreed to by the subcommittee.

Resolution

Moved Cr Dobson, seconded Member Tomlin and resolved:

That the Colac Bay Community Development Area Subcommittee:

a) Receives the report titled “Action Sheet” dated 19 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) Requests that the subcommittee be kept informed of the progress of the toilet/changing shed to be placed at the Surfies Corner scheduled for early 2016.

e) Requests that the subcommittee be kept informed of progress of the removal of the derelict bus in Colac Bay belonging to Mr Thompson.

NOTE: Chris Dolan left the meeting at this point.

7.2

Works and Finance Report to Colac Bay Development Area Subcommittee for the period ended 31 October 2015

Record No: R/15/11/20130

The Works and Finance Report for the period ended 31 October 2015, was tabled.

The subcommittee was informed as follows;

§ Regular mowing is now underway and the contractor has commenced the fourth year of the five year contract which also includes Riverton, Thornbury and Orepuki townships.

The Chair expressed concern and disappointment at the standard of the township mowing and requested the Area Engineer advise the contractor of the subcommittee’s concerns.

§ The Progress League has undertaken refurbishing of the hall floor and a contractor has been approved to replace the cladding on the south wall.

§ Three seats are to be placed on concrete pads prior to December.

§ New footpath work on Colac Foreshore Road has been delayed due to the contractor’s workload but should be completed soon.

§ A consultant is putting together a proposal to Environment Southland for on-going maintenance of the foreshore and approval for new rock protection as required.

§ A new culvert has been placed at the bottom of Bungalow Hill Road.

§ Repair work has been undertaken to the Surfie Statue; Member Cleaver to undertake minor paint work.

Resolution

Moved Member Barclay, seconded Member Cleaver and resolved:

That the Colac Bay Community Development Area Subcommittee:

a) Receives the report titled “Works and Finance Report to Colac Bay Development Area Subcommittee for the period ended 31 October 2015” dated 13 November 2015.

7.3

Colac Bay Boat Ramp

Record No: R/15/9/16782

Report by Kevin McNaught, Strategic Manager Property, outlining the history of the Colac Bay boat ramp and highlighting the need to establish ownership and consequent responsibilities of the boat ramp, was tabled.

The meeting was advised that as part of the Long Term Plan process a submission was made stating that the Council did not include the Colac Bay boat ramp in its Water Structure Asset Management Plan.

Members noted Council undertook to investigate the ownership through Council’s internal files and through communication with Environment Southland, however responsibility of the boat ramp cannot be established.

Council sought comment from the subcommittee on any knowledge of an organisation claiming ownership and therefore responsibility for the boat ramp.

In response to the query Members felt that responsibility of the ramp has historically been undertaken by the Colac Bay Progress League.

The meeting requested the Chair liaise with the Colac Bay Progress League committee seeking confirmation of ownership of the boat ramp and whether they wish to retain ownership and therefore be responsible for on-going maintenance of the boat ramp.

It was agreed that this item lie on the table pending confirmation from the Colac Bay Progress League and that this information be forwarded to Mr McNaught.

Resolution

Moved Member Barclay, seconded Member Cleaver and resolved:

That the Colac Bay Community Development Area Subcommittee:

a) Receives the report titled “Colac Bay Boat Ramp” dated 19 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.

d) Requests that this report lie on the table pending confirmation from the Colac Bay Progress League on the ownership of the boat ramp and subsequent maintenance work,

such information to be forwarded to Council’s Strategic Manager, Property.

7.4

Annual Plan 2016/17 - Draft Estimates Report

Record No: R/15/10/19244

Tabled before the Subcommittee was a report which provided an overview of the forecasted services for the Colac Bay Community Development Area Subcommittee (CDA) in 2016/17.

Staff advised that;

1) Council has streamlined its 2016/17 Annual Plan process and as a result the CDA is only required to review its significant changes. In addition any significant changes are to be funded from reserves where appropriate.

2) The draft estimates will be incorporated into the Council’s Draft Annual Plan which will be released for public consultation in February 2016.Once the Plan is finalised (subject to any changes resulting from submissions lodged) the estimates shown for 2016/17 will be used to set the rates for the year beginning 1 July 2016.

Members noted the key variance from what was originally included in year two of the LTP and what is planned now. The key variance is;

Business Unit	Account	Annual Plan 2016/17	LTP 2016/17	Variance	Comments
Streetworks	Footpath	$6,500	- -	$6,400	Budget required and omitted in the LTP

Hall Fees and Charges

The Subcommittee agreed to the hall fees and charges as outlined in the report and these charges will be effective for the year beginning 1 July 2016.

Resolution

Moved Member Cleaver, seconded Member Tomlin and resolved:

That the Colac Bay Community Development Area Subcommittee:

a) Receives the report titled “Annual Plan 2016/17 - Draft Estimates Report” dated 19 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.

d) Approves a variation in the Colac Bay Community Development Area Subcommittee estimates from year two of the Long Term Plan as follows;

§ Footpaths new project 2016/17 $6,500

e) Adopts the Estimates for the year commencing 1 July 2016 for inclusion in the Council’s Draft Annual Plan.

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)

Colac Bay CDA Rate $9,870

Colac Bay Hall Rate $8,242

g) Confirms the setting of the hall fees and charges (including GST) for the year commencing 1 July 2016 as set out in the report tabled for inclusion in the 2016/17 Annual Plan.

h) Identifies the key highlights for the local area as follows;

§ Proposed pathway along the Colac Foreshore Road West

§ Information Kiosk

8 Updates

8.1	Chairperson's Report
	The Chairperson, Member Barclay reported to the meeting of issues reported within the township that have been dealt with through Council’s Request for Service system.

8.2

Councillor's Report

Councillor Dobson reported on matters from the District Council table. These being:-

§ Around the Mountain Cycle Trail update

§ Attendance at the Rural and Provincial Sector meeting held in Wellington

The meeting concluded at 7.30pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Colac Bay Community Development Area Subcommittee HELD ON 26 NOVEMBER 2015

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

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

Colac Bay Community Development Area Subcommittee

17 March 2016

Colac Bay Community Development Area Subcommittee Action Sheet - Excluding Public Excluded

Open Action Items

Author	Due Date	Subject	Notes
Greg Erskine	17/03/2015	N Cleaver quote for repair to Colac Bay Hall	Due to unforeseen circumstances and discussion with the builder the completion date is now 30 April 2016
Greg Erskine	17/03/2016	Toilet/Changing Shed	The building consent was placed in August but a delay with the land transfer record at Government level has delayed the issue of the permit. The toilet is in the Riverton yard awaiting final sign off for the consent. In the interim an additional portaloo has been put in place.
Greg Erskine	17/03/2016	Derelict Bus	Mr Thompson has yet to remove the derelict bus after approaches from His Worship, Mayor Tong and Group Manager, Services & Assets Ian Marshall.
Kevin McNaught	17/03/2016	Colac Bay Boat Ramp	Requests that this report lie on the table pending confirmation from the Chairperson, Member Barclay that the Colac Bay Progress League wish to retain ownership of the boat ramp and subsequent maintenance work such information to be forwarded to Council’s Strategic Manager, Property.

Recently Closed Action Items

Author	Completion Date	Subject	Notes
Alyson Hamilton	09/11/2015	Letters of Resignation - Julie Guise & Carole Elder	•Action completed by: Alyson Hamilton Letter acknowledging the resignation of Julie Guise & Carole Elder with a note of appreciation forwarded accordingly.
Alyson Hamilton	09/11/2015	Township Flyer	•Action completed by: Alyson Hamilton Flyer distributed around the Township seeking nominees for the CDA.
Shelley Dela Llana	22/01/2016	Annual Plan 2016/17 - Draft Estimates Report	•Action completed by: Shelley Dela Llana Noted
Greg Erskine	01/03/2016	Annual Plan 2016/17 - Draft Estimates Report	•Action completed by: Greg Erskine Noted.

Colac Bay Community Development Area Subcommittee

17 March 2016

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Works and Finance Report to Colac Bay Development Area Subcommittee for the period ended 31 January 2016

Record No: R/16/2/2756

Author: Greg Erskine, Community Engineer

Approved by: Ian Marshall, GM - Services and Assets

☐ Decision ☐ Recommendation ☒ Information

Area Engineer’s Report

1 A local contractor is going to replace the cladding on the south wall of the hall before the end of April. The signwriting will also be reinstated after the new iron is in place.

2 Additional traffic barriers have had to be installed at the road closure on Colac Foreshore Road due to the continued vandalism of the original ones. Unfortunately, moving of the barriers and allowing traffic to enter the area was not only putting motorists at risk but liability with the Council and contractor.

3 Several concrete pads have installed and have seats bolted to them, a couple of additional ones are planned for some spare tables.

4 The new footpath work on Colac Foreshore Road has been completed and planning is underway for the other one.

5 A consultant has been delayed putting together a proposal to Environment Southland for ongoing maintenance of the foreshore and approval for new rock protection as required but this should be completed soon.

Project List

6 The table below shows all of the projects that are currently planned for 2015/2016, including carry forwards from previous years with an update on their progress. Carry forwards are identified in the following table as bold and italic.

Activity	Project	Type	Year	Budget	Status	Officer’s Comments
Roading and Transport	New tables and beautification	MAINT PLAN	1516	$5,000	Construction	Tables have been placed on concrete pads, some remaining funding to do more with existing tables.
Roading and Transport	Footpath	REN	1516	$5,000	Not Started	Possible site has been inspected by the Committee.
*Roading and Transport*	*New Footpath*	*LOS*	*1314*	*$5,145*	*Design*	*Completed by a local contractor.*
*Public Conveniences*	*Toilet upgrade*	*LOS*	*1112*	*$21,480*	*Design*	*Toilet has been ordered. Building consent approved, land acquisition complete.*

Recommendation

That the Colac Bay Community Development Area Subcommittee:

a) Receives the report titled “Works and Finance Report to Colac Bay Development Area Subcommittee for the period ended 31 January 2016” dated 7 March 2016.

Attachments

a Colac Bay Financial Reports, 31 January 2016 View