Notice is hereby given that a Meeting of the Limehills/Centre Bush Community Development Area Subcommittee will be held on:
Date: Time: Meeting Room: Venue:
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Thursday, 3 March 2016 7.30pm Limehills Community Centre |
Limehills/Centre Bush Community Development Area Subcommittee Agenda
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MEMBERSHIP
Chairperson |
David Kean |
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Deputy Chairperson |
Garry Cooper |
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Members |
Jonathan Cooney |
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Alistair Henderson |
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Kirsty Rodger |
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Neville Stirling |
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Councillor |
Neil Paterson |
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IN ATTENDANCE
Manager, Area Offices |
Chris Dolan |
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Area Engineer |
Moira Tinnock |
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Contact Telephone: 0800 732 732 Postal Address: PO Box 903, Invercargill 9840 Email: emailsdc@southlanddc.govt.nz Website: www.southlanddc.govt.nz
Full agendas are available on Council’s Website |
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Terms of Reference for CDAs
This CDA is a subcommittee of Southland District Council and has delegated responsibility.
The CDA members are elected to represent and advocate for their community.
It can make decisions on:
· Managing local halls and cemeteries
· Managing reserves, plantings, drainage, footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and slipways, litter control
It can make recommendations to Council on:
· Priorities for services and development within the community
· Local rates
· Spending outside the approved annual budget
Limehills/Centre Bush Community Development Area Subcommittee 03 March 2016 |
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 Limehills/Centre Bush Community Development Area Subcommittee for the period ended 31 January 2016 13
updates
8.1 Chairperson's Report
Chairperson, Member Kean, 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 Limehills/Centre Bush Community Development Area Subcommittee, 19 November 2015.
Limehills/Centre Bush Community Development Area Subcommittee
OPEN MINUTES
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Minutes of a meeting of Limehills/Centre Bush Community Development Area Subcommittee held in the Limehills Community Centre on Thursday, 19 November 2015 at 7.30pm.
present
Chairperson |
David Kean |
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Deputy Chairperson |
Gary Cooper |
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Members |
Alistair Henderson |
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Kirsty Rodger |
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Neville Stirling |
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Councillor |
Neil Paterson |
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IN ATTENDANCE
Group Manager Community & Futures |
Rex Capil |
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Manager Area Offices |
Chris Dolan |
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Management Accountant |
Susan McNamara |
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Area Engineer |
Moira Tinnock |
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Area Officer |
Debbie Williams |
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1 Apologies
Moved Member Rodger, seconded Member Henderson
and resolved that the apology for non-attendance lodged by Member Cooney 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.
5 Extraordinary/Urgent Items
There were no Extraordinary/Urgent items.
6 Confirmation of Minutes
Resolution Moved Member Rodger, seconded Member Henderson and resolved that the minutes of Limehills/Centre Bush 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/15/11/20366 |
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Issues arising from the Action Sheet included;
Limehills War Memorial Upgrade – Stage 2
The Area Engineer advised she would liaise with the Graphics Department to seek a date for completion of the Information Board.
Following discussion the meeting agreed decided not to proceed with the proposed seating at the memorial.
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Resolution Moved Member Cooper, seconded Member Stirling and resolved that the Limehills/Centre Bush 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.
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7.2 |
Works and Finance Report to Limehills/Centre Bush Community Development Area Subcommittee for the period ended 30 September 2015 Record No: R/15/11/19979 |
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The Works and Finance Report to Limehills/Centre Bush Community Development Area Subcommittee for the period ended 30 September 2015, was tabled.
Issues drawn to the attention of the subcommittee included;
Stormwater – mechanical cleaning of open drains Member Stirling is to liaise with Area Engineer in relation to whether to proceed with the cleaning of the drains.
Upgrade of stormwater drain – Pisa Road
The Area Engineer is to have an onsite meeting with Roy Clearwater (Water and Wastewater) for input to a solution and the subcommittee would be advised of the outcome.
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Resolution Moved Member Stirling, seconded Member Cooper that the Limehills/Centre Bush Community Development Area Subcommittee: a) Receives the report titled “Works and Finance Report to Limehills/Centre Bush Community Development Area Subcommittee for the period ended 30 September 2015” dated 9 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.
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7.3 |
Unaudited Annual Accounts Report to Limehills/Centre Bush Community Development Area Subcommittee for the year ended 30 June 2015 Record No: R/15/8/15125 |
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The Unaudited Annual Accounts Report for the year ended 30 June 2015, was tabled.
Ms Susan McNamara (Management Accountant) advised key reasons for budget variances were as follows;
Operating Costs Grants were received from the Community Initiative Fund and Southland Regional Heritage Fund. Costs were for the completion of the ANZAC memorial upgrade.
Stormwater Costs The mechanical cleaning of the open stormwater channels was delayed as the work was not warranted. This has been carried forward until 2015/2016.
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Resolution Member Stirling, seconded Member Henderson that the Limehills/Centre Bush Community Development Area Subcommittee: a) Receives the report titled “Unaudited Annual Accounts Report to Limehills/Centre Bush Community Development Area Subcommittee for the year ended 30 June 2015” dated 17 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. |
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7.4 |
Annual Plan 2016/2017 - Draft Estimates Report Record No: R/15/10/18873 |
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Tabled before the subcommittee was a report which provided an overview of the forecasted services for the Limehills/Centre Bush 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. 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 $7.93 increase per property.
The key variances from what was originally included in year two of the LTP and what is planned now is as follows;
Other Variances
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Resolution Moved Member Cooper, seconded Member Stirling That the Limehills/Centre Bush 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) Approves the variation in the Limehills/Centre Bush Community Development Area Subcommittee estimates from year two of the Long Term Plan as outlined in the report. e) Adopts the Estimates for the year commencing 1 July 2016 for inclusion in the Council’s Draft Annual Plan subject to; · $10,000 to be provided for the upgrade of the Community Centre kitchen from reserves · Costs of the new Information Board
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) Limehills/Centre Bush CDA Rate $10,344 Limehills Hall Rate $11,418 g) Requests the setting of the hall fees and charges (including GST) for the year commencing 1 July 2016, for inclusion in the 2016/2017 Annual Plan as follows; · All day hire (8 hours) $45.00 · All day and night $80.00 · Rugby Club (season hire) $650.00
h) Identifies the key highlights for the local area;
· New Information Board · Upgrade of Community Centre kitchen
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7.5 |
Community Governance Report Record No: R/15/11/19542 |
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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. |
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Resolution Moved Member Rodger, seconded Member Cooper That the Limehills/Centre Bush Community Development Area Subcommittee: a) Receives the report titled “Community Governance Report” dated 2 November 2015. |
8.1 |
Chairperson’s Report |
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The Chairman had nothing to report |
8.2 |
Councillor’s Report |
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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 9.00pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Limehills/Centre Bush Community Development Area Subcommittee HELD ON 19 NOVEMBER 2015
DATE:...................................................................
CHAIRPERSON:...................................................
Limehills/Centre Bush Community Development Area Subcommittee 3 March 2016 |
Works and Finance Report to Limehills/Centre Bush Community Development Area Subcommittee for the period ended 31 January 2016
Record No: R/16/2/1640
Author: Moira Tinnock, Community Engineer
Approved by: Ian Marshall, GM - Services and Assets
☐ Decision ☐ Recommendation ☒ Information
Area Engineer’s Report
War Memorial upgrade
1 Limehills memorial restoration has been completed by Marcus Wainwright. The painter will complete Stage 2 weather and time permitting.
2 The Limehills memorial flagpole is broken and has fallen down. This work has been passed onto SouthRoads to programme and complete the repairs.
Water and Waste Engineer’s Report
3 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.
4 For the year to date, there has been no unplanned expenditure exceeding the $5,000 threshold.
Project List
5 The table below shows all of the projects that are currently planned for 2015/2016:
Activity |
Project Name |
Type |
Year |
Budget |
Status |
Comments |
Stormwater |
Mechanical cleaning of open drains |
O&M |
14/15 |
$11,695 |
Not Started |
Open channel enhancement continuing by Area Engineers. Delayed to gain more value. |
Financial Considerations
Reserves
6 Please find the reserves report attached.
That the Limehills/Centre Bush Community Development Area Subcommittee: a) Receives the report titled “Works and Finance Report to Limehills/Centre Bush Community Development Area Subcommittee for the period ended 31 January 2016” dated 18 February 2016.
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a Limehills Financial Reports, 31 January 2016 View