Agenda of Thornbury Community Development Area Subcommittee

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Notice is hereby given that a Meeting of the Thornbury Community Development Area Subcommittee will be held on:

Date:

Time:

Meeting Room:

Venue:

Thursday, 10 March 2016

6pm

Thornbury Hall,

14 Broderick Street,Thornbury

Thornbury Community Development Area Subcommittee Agenda

OPEN

MEMBERSHIP

Chairperson	Annette Horrell
Deputy Chairperson	Nathan Ronald
Members	Iain Bulling
	Andrew Hall
	Stuart Shaw
	Robert Wills
Councillor	Rodney Dobson

IN ATTENDANCE

Area Engineer	Greg Erskine
Area Officer	Alyson Hamilton

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

www.southlanddc.govt.nz

Thornbury Community Development Area Subcommittee

10 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 11

7.2 Works and Finance Reports to Thornbury Community Development Area Subcommittee for the period ended 31 January 2016 13

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 Thornbury Community Development Area Subcommittee, 24 November 2015

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Thornbury Community Development Area Subcommittee

OPEN MINUTES

Minutes of a meeting of Thornbury Community Development Area Subcommittee held in the Thornbury Hall on Tuesday, 24 November 2015 at 6.00pm

present

Chairperson	Annette Horrell
Members	Andrew Hall
	Stuart Shaw
	Robbie Wills
Councillor	Rodney Dobson	arrived at 6.10pm

IN ATTENDANCE

Area Engineer	Greg Erskine
Area Officer	Alyson Hamilton

1 Apologies

Moved Member Wills, seconded Member Shaw and resolved:

That the apology for non-attendance lodges by Member Bulling be accepted.

2 Leave of absence

There were no requests for leave of absence received.

3 Conflict of Interest

There were no conflicts of interest declared.

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

There were no Extraordinary/Urgent items.

6 Confirmation of Minutes

Resolution

Moved Member Hall, seconded Member Wills

That the minutes of Thornbury Community Development Area Subcommittee held on 25 August 2015 be conformed as a true and correct record.

7 Reports

NOTE: Councillor Dobson arrived at this point.

7.1

Action Sheet

Record No: R/15/11/20803

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

The Subcommittee was informed as follows;

Painting of Hall

Member Hall confirmed painting of the Hall is to be completed prior to March 2016.

Reserve tree trimming

The meeting was advised that due to the heavy workload of Aparima Tree Topping an approach is to be made to an alternative contractor to undertake trimming of the trees at the Reserve, behind the Hall and at the playground.

Resolution

Moved Member Shaw, seconded Member Ronald and resolved:

That the Thornbury Community Development Area Subcommittee:

a) Receives the report titled “Action Sheet” dated 17 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) Seeks confirmation that the painting of the Hall is to be completed prior to the end of March 2016.

e) Requests that staff approach an alternative contractor to undertake trimming of the trees situated at the Reserve, behind the Hall and at the Playground.

7.2

Works and Finance Reports to Thornbury Community Development Area Subcommittee for the period ended 30 September 2015

Record No: R/15/11/20010

The Works and Finance report for the period ended 30 September 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, Colac Bay and Orepuki townships.

§ The painting of the hall is the major project this year.

§ Minor repairs have been undertaken by KiwiRail at the Limestone Plains crossing to repair the surface in the left hand lane.

§ The large pile of sealing chip stored near the toilet at the reserve is for sealing work on Gropers Bush Thornbury Road. This contract is being undertaken by Fulton Hogan.

§ The War Memorial is to be repainted following issues with the paint. The work is to be undertaken by the contractor Gary Drake.

§ Request for an Information Panel be placed at the War Memorial. Staff to obtain costings and report back to the subcommittee at its next meeting scheduled for 10 March 2016.

Resolution

Moved Member Hall, seconded Member Ronald and resolved:

That the Thornbury Community Development Area Subcommittee:

a) Receives the report titled “Works and Finance Reports to Thornbury Community Development Area Subcommittee for the period ended 30 September 2015” dated 17 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 the Area Engineer obtain costings for a proposed information panel to be placed at the Thornbury War Memorial such costings to be presented at the next meeting of the subcommittee.

7.3

Annual Plan 2016/17 - Draft Estimates Report

Record No: R/15/10/19243

Tabled before the Subcommittee was a report which provided an overview of the forecasted services for the Thornbury 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 there are no key variances from what was originally included in year two of the LTP and what is planned now.

Hall Fees and Charges

The subcommittee agreed to the hall fees and charges as outlined in the report be retained for the year beginning 1 July 2016.

Thornbury Hall Rate

The subcommittee noted staff had recommended a decrease in the Hall rate from $78.41 per unit to $67.03 per unit.

In discussing this issue it was agreed that there be no decrease to the rate for the 2016/2017 year and remain at $78.41 per unit.

Resolution

Moved Member Wills, seconded Member Shaw and resolved:

That the Thornbury Community Development Area Subcommittee:

a) Receives the report titled “Annual Plan 2016/17 - Draft Estimates Report” dated 16 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) Adopts the Estimates for the year commencing 1 July 2016 for inclusion in the Council’s Draft Annual Plan subject to the following amendment;

§ The Hall rate remain at $78.41 per unit.

f) Requests the Council to levy 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)

Thornbury CDA Rate $4,578

Thornbury Hall Rate $78.41 per unit

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

h) There were no key highlights identified for the local area.

8 Updates

8.1	Chairperson's Report
	The Chairperson, Member Horrell, confirmed her attendance at the Chairpersons meeting scheduled Wednesday, 25 November 2015 at the Invercargill Office.

8.2

Councillor's Report

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

§ Organisational Review update

§ Submissions heard for Freedom Camping Bylaw

§ Around the Mountain Cycle Trail update

§ Allocations Committee approved a grant of $500 toward the purchase of paint for the Hall

§ Community Governance Review

The meeting concluded at 7.00pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Thornbury Community Development Area Subcommittee HELD ON 24 NOVEMBER 2015

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

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

Thornbury Community Development Area Subcommittee

10 March 2016

Thornbury Community Development Area Subcommittee Action Sheet - Excluding Public Excluded

Open Action Items

Author	Due Date	Subject	Notes
Greg Erskine	24/11/2015	Request for Area Engineer to make an approach to KiwiRail expressing concern at roading repair work to be undertaken adjacent the track on Limestone Plains Road.	Working with a new staff member at KiwiRail to get local issues resolved.
Greg Erskine	24/11/2015	Request for reinstatement work to be undertaken to the lawn adjacent the Vintage Club following damage to this area from recent kerb and channel work.	This area is now being mowed on a regular basis and there are no issues.
Greg Erskine	10/03/2016	Seeks confirmation that the painting of the Hall is to be completed prior to the end of March 2016.	•The Hall has been water blasted ready for painting.
Greg Erskine	10/03/2016	Requests the Area Engineer obtain costings for a proposed information panel to be placed at the Thornbury War Memorial such costings to be presented at the next meeting of	Photo of the Drummond panel and associated costings to be presented at the meeting – these will be the guide to the proposed information panel.

Recently Closed Action Items

Author	Completion Date	Subject	Notes
Greg Erskine	01/03/2016	Requests that staff approach an alternative contractor to undertake trimming of the trees situated at the Reserve behind the Hall and at the playground.	•Action completed by: Greg Erskine Tree trimming work has been completed by Aparima Tree Topping..
Greg Erskine	01/03/2016	Annual Plan 2016/17 - Draft Estimates Report	•Action completed by: Greg Erskine Noted.
Shelley Dela Llana	22/01/2016	Annual Plan 2016/17 - Draft Estimates Report	•Action completed by: Shelley Dela Llana Noted