Notice is hereby given that a Meeting of
the Mossburn Community Development Area Subcommittee will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Monday, 21
March 2016
6.30pm
Mossburn Fire Station,
45 Devon Street,
Mossburn
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Mossburn Community Development Area
Subcommittee Agenda
OPEN
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MEMBERSHIP
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Chairperson
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Jim Guyton
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Deputy Chairperson
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Ged Newlands
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Lance Hellewell
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Alister Macdonald
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John MacKenzie
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Councillor
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Bruce Taylor
John Douglas
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IN ATTENDANCE
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Committee Advisor
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Rose Knowles
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Community Engineer
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Bruce Miller
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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
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Managing reserves, plantings, drainage,
footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and
slipways, litter control
It can make recommendations to Council on:
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Priorities for services and development within
the community
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Local rates
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Spending outside the approved annual budget
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Mossburn Community Development Area Subcommittee
21 March 2016
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TABLE OF
CONTENTS
ITEM PAGE
Procedural
1 Apologies 5
2 Leave of
absence 5
3 Conflict of
Interest 5
4 Public Forum 5
5 Extraordinary/Urgent
Items 5
6 Confirmation
of Minutes 5
Reports
7.1 Works
and Finance Report to Mossburn Community Development Area Subcommittee for the
period ended 29 February 2016 15
updates
8.1 Chairperson’s
Report
The
Chairperson is to report on the Committee’s activities with which he has
been involved since the last meeting.
8.2 Local
Liaison Persons
·
Community Centre – B Taylor, J
MacKenzie
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Works, Parks and Reserves – G Newlands,
B Taylor, J MacKenzie
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Cemetery – A Macdonald, G Newlands
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Water Supply – J Guyton
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Northern Southland Development Trust –
J Guyton, L Hellewell
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Northern Southland Development Fund – J
Guyton, L Hellewell
8.3 Councillor’s Report
Councillor
Douglas to report on matters from the District Council table.
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 Mossburn Community Development Area Subcommittee, 16 November 2015.
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Mossburn Community Development Area
Subcommittee
OPEN MINUTES
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Minutes of
a meeting of Mossburn Community Development Area Subcommittee held in the
Mossburn Fire Station on Monday, 16 November 2015 at 6.30pm.
present
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Chairperson
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Jim Guyton
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Deputy Chairperson
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Ged Newlands
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Members
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Alister Macdonald
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John MacKenzie
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Bruce Taylor
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Councillor
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John Douglas (arrived 7.55pm)
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IN ATTENDANCE
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Area Officer
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Rose Knowles
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Area Engineer
Group
Manager Policy and Community
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Bruce Miller
Rex Capil
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1 Apologies
There were no
apologies received.
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 were no
persons seeking speaking rights in Public Forum.
5 Extraordinary/Urgent
Items
There were no
Extraordinary/Urgent items.
6 Confirmation
of Minutes
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Resolution
Moved Member MacKenzie, seconded
Member Newlands
That the
minutes of Mossburn Community Development Area Subcommittee, meeting held on
20 July 2015 be confirmed.
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Reports
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7.1
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Action Sheet
Record No: R/15/11/20212
The Action Sheet was circulated for Members information.
Issue arising included the following:
- Meeting of all parties concerned and Council staff was held
on the 9 October 2015; re the Mossburn Forestry Blocks.
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Resolution
Moved Member Taylor, seconded
Member Macdonald
That the Mossburn
Community Development Area Subcommittee:
a) Receives
the report titled “Action Sheet” dated 6 November 2015.
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7.2
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Works and Finance Report to Mossburn Community Development Area
Subcommittee for the period ended 30 September 2015
Record No: R/15/10/19155
The Works and Finance Report prepared by the Area Engineer, Mr
Bruce Miller, for the period ending 30 September 2015, was tabled.
Issues reported to the subcommittee included;
- Investigating the drainage problems at the Caltex Garage and
inside the corner of the State Highway to Five Rivers.
- A quote from Southroads to asphalt the footpath along the
fence at the recreation grounds has been received for $25,700.
- Tree planting around the township has been completed.
- A new plastic water tank has been installed at the Mossburn
Cemetery.
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Resolution
Moved Member MacKenzie, seconded
Member Newlands
That the Mossburn
Community Development Area Subcommittee:
a) Receives
the report titled “Works and Finance Report to Mossburn Community
Development Area Subcommittee for the period ended 30 September 2015”
dated 31 October 2015.
b) Recommends
that the quote from Southroads for $25,700 to asphalt the footpath
at the recreation grounds and recommends payment of the project
from Reserves.
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7.3
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Unaudited Annual Accounts Report to Mossburn CDA for the year
ended 30 June 2015.
Record No: R/15//8/5/11
The Unaudited Annual Accounts Report for the year ended 30 June 2015,
was tabled.
The
Area Engineer reported that the total funds held in reserves is $129,173..
The
significant budget variances discussed were;
- Repair work at the memorial gates and fencing at the Mossburn
Recreation Reserve.
- No costs from Environment Southland for monitoring this year.
The surplus funds have been transferred to the stormwater reserve.
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Resolution
Moved Member MacKenzie, seconded
Member Macdonald
That the Mossburn
Community Development Area Subcommittee:
a) Receives
the report titled “Unaudited Annual Accounts Report to Mossburn
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.
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7.4
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Community Governance Report
Record No: R/15/10/18860
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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 subcommittee 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 Newlands, seconded
Member Macdonald
That the Mossburn
Community Development Area Subcommittee:
a) Receives
the report titled “Community Governance Report” dated 22 October
2015.
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7.5
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Mossburn Community Centre Rent Review
Record No: R/15/5/8320
Report prepared by Mrs Virginia
Dillon (Property, Statutory and Electoral Officer) to undertake a rent review
for the Mossburn Community Facilities Incorporated lease of Council land at 9
Holmes Street, Mossburn, was tabled.
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1 The
subcommittee noted that the Mossburn Community Facilities Incorporated has a
lease over Council land at 9 Holmes Street, Mossburn, where the Mossburn
community centre (which is owned by the Society) is located.
4 The
subcommittee was informed that the lease states that the rental must be
reviewed every five years from the date of commencement of the lease with the
review due on 1 July 2015. The Society currently pays an annual rental of
$1.00 plus GST together with all service charges for water and four wheelie
bins.
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Members supported the status quo in
regard to the Society’s rental.
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Resolution
Moved
Member MacKenzie, seconded Member Newlands
That
the Mossburn Community Development Area Subcommittee
a)
Receives the report
titled “Mossburn Community Centre Rent Review” 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.
d) Determines
that the rental for Mossburn Community Facilities Incorporated lease of
Council land at 9 Holmes Street, Mossburn, described as part 456 and 520,
Taringatura Survey District and Part Lot 1, Block II, DP 92 be set at
$1.00, plus GST, per annum for the five year term commencing 1 July 2015.
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7.6
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Annual Plan 2016/2017 - Draft Estimates Report
Record No: R/15/10/18009
Tabled before the subcommittee was a
report which provided an overview of the forecasted services for the Mossburn
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 5.51%
decrease.
Issues of note that were drawn to the attention of the
subcommittee included projects which outlined key variances from what was
originally included in Year Two of the Long Term Plan and what is planned
now. These key variances are;
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Business
Unit
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Account
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Annual
Plan
2016/2017
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LTP
2016/2017
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Variance
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Comments
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Operating
Costs
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General projects
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$4,000
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$3,588
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$412
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Increase
required for work as needed. But also funded all general projects by
reserves to reduce rates.
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Cemetery
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Mowing
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$3,000
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$2,388
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$612
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Increase
in contract price.
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Resolution
Moved Member Taylor, seconded Member NewlandsThat
the Mossburn Community Development Area Subcommittee:
a) Receives
the report titled “Annual Plan 2016/2017 - Draft Estimates
Report” dated 6 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
variations in the Mossburn Community Development Area Subcommittee estimates
from year two of the Long Term Plan as outlined in the report tabled.
e) Adopts
the Estimates for the year commencing 1 July 2016 for inclusion in
the Council’s Draft Annual Plan.
f) Requests
the levying 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)
Mossburn
CDA
Rate
$37,722
g) Identifies
the key highlights for 2016/2017 as follows;
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New footpath Devon Street, Mossburn.
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8.0 Updates
8.1 Chairperson’s
Report
The Chairman, Jim Guyton, reported on matters with which he has been
involved since the subcommittee’s last meeting which
included;
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Proposed Organisational Review meeting in
Invercargill
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Northern Southland Development Fund allocation
meeting in Lumsden
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Attendance at the Emergency Southland meeting in
Mossburn
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Forestry Blocks meeting with owners and Council
Staff
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Water leak issues at the Community Centre
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Working with Council Staff on updating the
records of the Mossburn Cemetery
8.2 Committee
Reports
Community Centre
Member Taylor
advised that the leak at the Community Centre has been found and repaired.
Resolution
Moved Member
Taylor, seconded Member Newlands and resolved that the Mossburn Community
Development Area Subcommittee contribute $5000.00 towards the water damage
repairs at the Mossburn Community Centre, such expenditure to be charged
against Reserves.
Reserves/Parks
Member Taylor advised that the Mossburn Rugby Club are replacing the
lights at the No 2 field and arranging for the power supply to be underground.
Resolution
Moved Member Macdonald, seconded Member MacKenzie and resolved that
the Mossburn Community Development Area Subcommittee approves the lighting
project proposed by the Mossburn Rugby Club on the Number 2 field.
Cemetery
Chairman Guyton advised that 12 trees have been planted at the
cemetery with the trimming around the edges being completed by a Community
Service Worker.
8.3 Councillor’s
Report
Councillor Douglas reported on matters from the District Council
table. These included;
·
Organisation review meeting
·
Venture Southland; Aerial Magnetic survey
·
Cycle trail update
·
Down River dash cycle race
The meeting concluded at
8.30pm CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Mossburn Community Development Area Subcommittee HELD ON 16
NOVEMBER 2015
DATE:...................................................................
CHAIRPERSON:...................................................
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Mossburn
Community Development Area Subcommittee
21 March 2016
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Works and
Finance Report to Mossburn Community Development Area Subcommittee for the
period ended 29 February 2016
Record No: R/16/3/3197
Author: Bruce
Miller, Community Engineer
Approved by: Ian
Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Area
Engineer’s Report
Drainage
1 This
work is still waiting on the completion of work on the power transformer unit
at Lumsden, that when finished will enable the system to be closed off so that
the contractor can work under the lines.
Footpath
2 Work
has been completed by SouthRoads on the asphalt of the footpath along the fence
at the Recreation Grounds and a tidy up at the end with a rock garden.
Beautification/Town
3 The
skip at the toilets over the busy period at Christmas has been a success.
There has been greater numbers on the roads this holiday period, all northern
towns have had similar experiences. This has also shown to have increased
the numbers using the toilets.
Information Kiosk
4 Work
is soon to begin on the upgrade of the kiosk, with the Lions, CDA and Venture
Southland all involved.
Roading
5 There
has been some concern reported about the number of heavies using Sussex Street
exit from Farmlands building and damaging the road. I will check on their
consent and talk with Council’s Safety Engineer regarding getting the
exit for heavies along Bath Street onto York Street and back out onto the
highway.
Water and Waste
Services Engineer’s Report
6 The
monthly operations reports from Downer are provided to the Subcommittee
secretary as they are published. They include data on Downer’s
district-wide operations activities which is presented on a town-by-town basis.
7 For
the year to date there has been no unplanned expenditure exceeding the
$5,000 threshold.
Financial
Considerations
Reserves
8 Please
find the reserves report attached.
Development and Financial
Contributions
9 The
table below outlines the balances of Development and Financial contributions
for your community 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.
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Water Contributions
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9,295
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Project List
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Activity
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Project
Name
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Type
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Year
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Budget
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Status
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Officer
Comments
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Water Supply
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Metering - District Metered Areas
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LOS
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15/16
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$13,500
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Design
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Involves water metering of areas to establish zones of high use or
possible infrastructure leaks.
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Recommendation
That the Mossburn
Community Development Area Subcommittee:
a) Receives
the report titled “Works and Finance Report to Mossburn Community
Development Area Subcommittee for the period ended 29 February 2016”
dated 14 March 2016.
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Attachments
a Mossburn
Financial Reports, 29 February 2016 View
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Mossburn
Community Development Area Subcommittee
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21 March 2016
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