Agenda of Edendale-Wyndham Community Board

sdclogo

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

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:...................................................

Edendale-Wyndham Community Board

22 March 2016

Venture Southland - Update Report on the Proposed Edendale Community Centre Project

Record No: R/16/3/3494

Author: Bobbi Brown, Group Manager Tourism, Events and Community

Approved by: Rex Capil, Group Manager, Community and Futures

☐ Decision ☒ Recommendation ☐ Information

Purpose

1 This report is to provide an update on the process undertaken; the outcomes to date and to seek the direction from the Edendale Wyndham Community Board (the Board) as to the future of the project.

Executive Summary

2 The Edendale Wyndham Community Board (and previous Edendale Community Board), Southland District Council and Venture Southland staff have spent a considerable amount of time and resource exploring the option of a new community centre facility at Edendale.

3 The most recently pursued option was to redevelop the Edendale Rugby Clubrooms into a community meeting facility and this had progressed to having plans developed by an architect. Looking to cost approximately $850,000 to build, the Edendale Rugby Club have recently informed the Board that they no longer wish to have their clubrooms considered as an option for a potential community centre (see attached letter).

4 Subsequently, this report recommends that the Board consider options forward including no longer pursuing providing a community centre in Edendale at this time. This may allow the Board to investigate existing options, new projects and possibly reallocating tagged funding.

5 Depending on what is decided, recommendations f to i will ensure the project is tidied up appropriately considering existing financial commitments.

Recommendation

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Venture Southland - Update Report on the Proposed Edendale Community Centre Project” dated 16 March 2016.

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) Notes the letter of the Edendale Rugby Club dated 29 February 2016 (attachment A of the report) advising that it withdraws their commitment to the project for the Rugby Club to be incorporated into a community facility.

e) Determines that it does not wish to pursue the Rugby Club Option.

f) Determines that it does not wish to explore other sites or options for the provision of a community centre facility to be located in Edendale.

g) Agrees to inform Council that the $200,000 contribution set aside for this project from the Southland District Council Financial and Reserve Contribution Fund is no longer required.

h) Agrees to return the grant of $22,600 to Transpower which has already been paid to Council.

i) Agrees to work alongside Council to gain an understanding of where the current reserves of $272,054 are derived from in order to examine the reallocation of these reserves to other appropriate projects in the future.

Content

Background

6 The concept of an Edendale Community Centre has been worked on since 2007, by the former Edendale Community Board and a lengthy process has been undertaken; including an initial feasibility study, community consultation to determine the preferred location (Wilton Street), suitable plans being designed and funding applications submitted.

7 By 2011 the majority of the funding required had been secured and the Southland District Council (SDC) had begun the process of obtaining land use consent for the school site with the Ministry of Education. However, this process added a lengthy 18 month delay to the project, which was beyond SDC’s control.

8 This delay then resulted in increased construction costs, and a recall of funding grants, leaving the project with a shortfall of $804,532.

9 The Edendale Community Board held a public meeting in September 2013 to update the community on this situation and to assess community support for moving forward.

10 The meeting revealed there was still interest in developing a new facility, so a
sub-committee was formed, made up of members of the community and two representatives from the Edendale Community Board. The purpose of this group was to investigate and put forward recommendations to the Edendale Community Board on the most cost-effective community facility, on the most appropriate site for the Edendale community.

11 The Board discussed the recommendations put forward by this group, and agreed to undertake an updated feasibility study to ascertain the viability and potential use of a community facility on the Wilton Street site. It also agreed that if this study showed a need and viability then they would progress forward with funding applications for the construction of a new community facility.

12 The first step in this feasibility study was to undertake a survey that would provide guidance as to how important a new facility is to the community, and if the community supported the development of the proposed facility at Wilton Street.

13 The results of the survey showed that a large number of respondents felt that a new facility was not important to the community, and that there were other options; utilising Wyndham or other facilities in the district, and exploring the upgrading of the existing hall in Brydone Street.

14 At the same time as the survey results were presented to the Board, the SDC had undertaken a representation review, resulting in the merger of the Edendale and Wyndham Community Boards. The existing Edendale Community Board therefore decided to put the project on hold until after the merger and let the incoming Board discuss it further.

15 The new Edendale Wyndham Community Board reviewed all of the information to date, and agreed that the best option moving forward was to explore the option of merging with an existing facility.

16 The Edendale Rugby Club was chosen, due to its central location to potential high users/key stakeholders (Fonterra, Edendale Primary School and the Edendale Vintage Machinery Club), and the Edendale Recreation Reserve.

17 An initial discussion was held with the Edendale Rugby Club, to put forward the proposal, and they agreed to the concept of a community facility being investigated, incorporating the present clubrooms.

18 Discussions were also held with the potential high users, to seek their feedback, input and possible requirements of a multi-purpose community facility.

19 An architect (KGR) was engaged to discuss options for redeveloping the existing clubrooms into a multi-purpose community facility, and following consultation with both the Edendale-Wyndham Community Board and the Edendale Rugby Club, two potential plans of a potential redevelopment were drafted and tentative costs were supplied for each.

20 The Edendale Rugby Club preferred Option One which they felt better met their needs, however was more expensive than Option Two.

Option	Cost	Funding Secured	Shortfall
Option One: Initial Plan	$925,000	$472,323	$452,677
Option Two: Revised Plan	$800,000	$472,323	$327,677

21 Option Two was preferred by the Edendale Wyndham Community Board and it was agreed to go ahead with the project assuming that a cost effective compromise merging both options could be identified within a budget of between $800,000 and $850,000.

22 Attempts were made to identify a compromise with plans presented to the Edendale Rugby Club in late February 2016.

23 Notification via letter was received on the 29 February 2016 informing the Edendale Wyndham Community Board that the Edendale Rugby Club withdrew their interest in and commitment to the project.

Issues

24 With there no longer being an option to redevelop the Edendale Rugby Clubrooms into a new Edendale Community Centre, the issue of the provision of a community meeting facility needs to be considered.

25 Consideration needs to be given to the current and future needs, and demand, of the community, stakeholders and users. An awareness of the process to date and in particular the public consultation and subsequent public expectations is essential as is consideration of existing facilities and whether they are appropriate to fill the required functions e.g. Wyndham Memorial Hall.

26 The Edendale Wyndham Community Board needs to decide whether to pursue another site and option as this will affect how current funds allocated to this project are dealt with.

27 If it is decided to not pursue another site or option, there needs to be confirmation to return already tagged funds to Transpower and notify Council that tagged funds are no longer required for this project.

28 The Board has almost completed the process to close the old Edendale Hall at Brydone Street. There may need to be consideration, alongside Council Property and Finance staff and the Community Engineer, of how rates which are currently collected for this facility are reallocated or accounted for – particularly if there is no planned new community meeting facility. There has already been a suggestion to review the hall rating boundaries.

Factors to Consider

Legal and Statutory Requirements

29 N/A

Community Views

30 Edendale ratepayers have had the opportunity to provide input throughout the process since 2007, and the survey in 2013 provided the most recent direction from the community. This survey showed that the community were open to exploring a ‘merger’ option.

31 There has been no community consultation regarding the most recent development which has resulted in the Edendale Rugby Club withdrawing from the project. The expectations and needs of the community need to be considered moving forward.

32 Consultation with the Edendale Rugby Club has been on-going through the process and their views and needs have been taken into consideration. Every effort to accommodate their needs has been made, keeping in mind the financial considerations of the project.

Costs and Funding

33 The 2015/16 Long Term Plan identified that the project would cost $500,000. The proposed 2016/17 Annual Plan changed as a result of the Estimates meeting held in November 2015 to reflect an amended project cost of $850,000. It suggests that this will be covered from the already confirmed reserves and development contributions as well as an additional $377,946 which was intended to be sourced form community grants.

34 Of this $377,946, a grant of $50,000 from The Trusts Community Foundation (TTCF) had been approved, paid to Council and then repaid to TTCF in 2010/11.

35 The Transpower $22,600 grant is also included in this $377,946 and will need to be immediately repaid if the project no longer proceeds.

36 The amounts included in the Long Term Plan and proposed 2016-17 annual plan (please note submissions are yet to be heard and decisions made by the Council, pending adoption in late June) are:

37 As the rates were collected specifically for the Edendale Hall, a recommendation would need to be made to Council to use those funds for a different purpose. As at 30 June 2015, there was a total of $272,054 in the hall upgrade and hall general reserves.

38 Please also note that the $200,000 noted above was committed in May 2009 from the SDC Financial and Reserve Contribution Fund.

Policy Implications

39 N/A

Analysis

Options Considered

40 The Edendale Wyndham Community Board have two options to consider - to continue to progress plans to develop a new community meeting facility at Edendale or to no longer explore the option of a new community facility at Edendale.

Analysis of Options

Option 1 – To continue the process to develop a community meeting facility in Edendale.

Advantages

Disadvantages

· Provides Edendale and surrounding districts with a new multi-purpose community facility.

· Could enhance ‘community togetherness’ having a facility in the township of Edendale.

· Uncertainty around what viable options there are for a new site or option considering the in depth investigation process undertaken to date.

· Uncertainty around funding a new concept or option considering the current community funding environment.

· Tagged funds could be lost because of the time delays or if the project changes its scope compared to what it was initially allocated for.

Option 2 – To abandon plans to develop a new community meeting facility in Edendale.

Advantages

Disadvantages

· Another facility or facilities may be identified as appropriate e.g. Wyndham Memorial Hall and could be upgraded appropriately.

· Could be financial savings and efficiencies if a single facility is prioritised for use by the wider community.

· Edendale and surrounding district would not have a community facility located in Edendale.

· Some Edendale residents may not be able to, or wish to, access other facilities out of the township.

· The funding secured is tagged specifically to a new community centre, and would therefore be ‘lost’ or potentially reallocated.

Assessment of Significance

41 N/A

Recommended Option

42 It is recommended to accept Option 2 which is to abandon plans to develop a new community facility at Edendale.

43 The rationale behind this is that there has been substantial planning, time and resource allocated to this project since its inception in 2007. Various options have been identified and ruled out because of the budget available for the project and the users and needs of the community. At this time, it is unclear what future options are available to be pursued.

44 It is suggested that the Wyndham Memorial Hall can meet the need of the community at this time and it may be timely to consider an internal upgrade to modernise the interior.

45 Community views, needs and expectations need to be considered moving forward, however it is acknowledged that there has been an in depth consultation process to date.

46 Community funders and current grants (Transpower) need to be considered in terms of dealing with existing grant allocations and possible future assistance.

Next Steps

47 The Edendale Wyndham Community Board need to decide on their preferred option moving forward and it is suggested that if Option 2 is decided upon, then recommendations e to g are approved.

48 The next steps will need to be implemented jointly with various Venture Southland and Southland District Council staff alongside the Edendale Wyndham Community Board.

49 Communication with the community is also an important next step as there will be an awareness of the Edendale Rugby Club’s recent decision and curiosity as to the next steps.

Attachments

a Letter from Edendale Rugby Club 29 February 2016 View

Edendale-Wyndham Community Board

22 March 2016

sdclogo

Works and Finance Report to Edendale/Wyndham Community Board for the period ended 29 February 2016

Record No: R/16/3/3199

Author: Kushla Tapper, Community Engineer

Approved by: Ian Marshall, GM - Services and Assets

☐ Decision ☐ Recommendation ☒ Information

Area Engineer’s Report

1 Cemeteries: The hedge at Edendale has been cut and the clippings tidied away.
The clippings were not able to be cleared away from the entire site in the first attempt, so there was one area of the grounds unable to be mown for an additional week. Grave tops are being sprayed regularly and the old growth has fully died and is being hand pulled by the Works Scheme. Sunken graves have been topped up with additional soil. Holes are forming underneath the headstone beams. These are to be filled with pea gravel during March.

2 Alternative prices are being obtained for hedge trimming in Wyndham, including the large hedge between the rugby club, camping ground, netball courts and bowling club.
The investigation into removal of some sections of the hedge has begun. The hedge will still need to be trimmed at least once more before any removal would occur, in future years.

3 Power supply diagrams have been obtained for the recreation reserves in Edendale and Wyndham. These are required to determine supply points, ICP’s for splitting power bills etc. Some internal lines will need to be manually ‘located’. This will be mapped and saved on the property files for future reference.

4 The Wyndham Rugby Club successfully felled some large trees near the club rooms.
This was a tidy job, performed safely. The Rugby Club is arranging for an Arborist report regarding the health of the Wellingtonia tree, as they are still concerned that it may not be safe.

5 Camp Ground: Preliminary documentation for a ‘request for tender’ is being prepared, to offer the camp ground as a lease. This will be ready for review at the next meeting.

6 The Animal Control Bylaw is being reviewed this year. One of the proposed options will be that individual CBs can choose to allow the likes of horses within their town boundary.

7 NZTA have issued a ‘design for consultation’ for the Edendale Bypass Project. These can be viewed at http://www.nzta.govt.nz/projects/edendale-state-highway-1-bypass/.

8 Seaward Road toilets: These have been fully painted on the inside in February. This has freshened up the overall appearance. It will be interesting to see if vandalism is reduced following the spruce up.

9 Salford Street hedge: is going to be cut in March. The inside will be hand trimmed by the Works Scheme. Top and outside will be completed using a large machine, with traffic management in place. Clean-up will be completed by the Works Scheme.

Area Engineer’s Financial Report

10 The following table summarises the key reasons for significant budget variances, as per the financial tables on the following pages:

Business Unit	Tracking	Comments
Edendale Hall - Same as last report	Income is under Expense is over	$78,346 is budgeted for Grant income if the project proceeds. Rates income provided the 4% result. $3.3K was spent on ‘professional services’, which was unbudgeted, thus an over expenditure.
Operating Costs	Expense under	$3.5K general projects budget not assigned. May be required to offset stormwater expenditure.
Edendale Cemetery	Income and Expenses over	There have been a lot of burials at this cemetery recently, more than the predicted number for the full year.
Street Works	Expense under	$5K budgeted for Works Scheme - can be used to clean up hedge clippings or other labour intensive jobs.
Playgrounds	Expense under	Recreation Reserve, Edendale - very little bark left for ‘soft fall’ area. Investigating affordable options. Ideally, underspend to help rebuild reserve that was used to fund last year’s work.
Stormwater	Over by ~ $7K	‘Blow out’ in Wyndham, culvert collapse, September 2015.

Project List

11 The table below shows all of the projects that were planned for Edendale and Wyndham in 2015/2016. Items in Bold and Italics are carried over from previous financial years.

Activity	Project Name	Type	Year	Budget	Status	Officer’s Comment
Community Centres	Edendale Community Centre upgrade	LOS	1516	$500,000	Not started	Awaiting decision of the community board to proceed or defer.
Community Housing	Exterior and roof repaint	MAINT PLAN	1516	$15,000	Tender	Quotes collected and awaiting authority to proceed
Community Housing	Exterior and roof repaint of house	MAINT PLAN	1516	$13,000	Tender	Quotes collected and awaiting authority to proceed
Public Conveniences	Edendale Seaward Road Toilets	MAINT PLAN	1516	$8,000	Complete	Completed March

Financial Considerations

Development and Financial Contributions

12 The table below outlines the balance of Development and Financial Contributions for your community to 30 June 2015 plus any amounts invoiced for this 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

Reserves

13 Please find the reserves report attached.

Recommendation

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Works and Finance Report to Edendale/Wyndham Community Board for the period ended 29 February 2016” dated 16 March 2016.

Attachments

a Edendale-Wyndham Financial Reports, 29 February 2016 View

	Annual rental GST inclusive	Water charge	Sewerage charge	Water loan charge	Sewerage loan charge	Loan repayment date
Edendale rugby	$115.00	One	One	10 years	10 years	2019
Edendale bowls	$40.25	One	One	25 years	25 years	2034
Edendale tennis	$51.75	None	None	None	None

Author	Due Date	Subject	Notes
Juanita Thornton	08/12/2015	Venture Southland Report - Proposed Edendale Community Centre Update	Note that the Community Board approved the recommendations in the report with an amendment to recommendation d.
Kevin McNaught	09/02/2016	Action Sheet - Edendale-Wyndham Community Board	Report to the 22 March 2016 meeting on the process for the disposal of the Edendale Hall and Edendale Reserve Holder leases. • Due to issues with hall building over internal title boundary and neighbour access points onto hall property this has been delayed untill resolved. Discussed onsite with CB Chair
Kushla Tapper	09/02/2016	Works and Finance Report to Edendale/Wyndham Community Board for the period ended 31 December 2015	Obtain quotes for the removal of sections of the hedge in the locations outlined in in recommendation b.
Kevin McNaught	09/02/2016	Works and Finance Report to Edendale/Wyndham Community Board for the period ended 31 December 2015	Note the direction from the Community Board in recommendation c. • The Board needs to be more specific of what is in breach of the lease conditions to be enforced. Please advise details.

Committee Advisor	Fiona Dunlop
Area Engineer	Kushla Tapper