Notice is hereby given that a Meeting of
the Tokanui Community Development Area Subcommittee will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Monday, 14
March 2016
7.30pm
Tokanui Tavern
18 McEwan Street
Tokanui
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Tokanui Community Development Area
Subcommittee Agenda
OPEN
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MEMBERSHIP
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Chairperson
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Todd Lyders
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Deputy Chairperson
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Leona Brunton
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Members
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Faye Hibbs
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Bert Poole
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Ricky Poole
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Quentin Strang
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Councillor Julie Keast
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IN ATTENDANCE
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Committee Advisor
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Fiona Dunlop
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Community Engineer
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Kushla Tapper
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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
·
Spending outside the approved annual budget
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Tokanui Community Development Area Subcommittee
14 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 Tokanui Community Development Area Subcommittee for the
period ended 31 January 2016 13
UPDATES
7.1 Councillors’
Report
7.2 Next
meeting – Monday 18 July 2016, 7.30pm
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
Subcommittee 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 Tokanui Community Development Area Subcommittee, 23 November 2015
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Tokanui Community Development Area
Subcommittee
OPEN MINUTES
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Minutes of
a meeting of Tokanui Community Development Area Subcommittee held in the
Tokanui Tavern, 18 McEwan Street, Tokanui on Monday, 23 November 2015 at 7.30pm.
present
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Chairperson
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Todd Lyders
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Deputy Chairperson
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Leona Brunton
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Members
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Faye Hibbs
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Bert Poole
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Ricky Poole
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Quentin Strang
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Councillor Julie Keast
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IN ATTENDANCE
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
There were no conflicts of interest declared.
4 Public
Forum
There was no public
forum.
5 Extraordinary/Urgent
Items
There were no
Extraordinary/Urgent items.
6 Confirmation
of Minutes
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Resolution
Moved Member
Strang, seconded Cr Keast and resolved:
That the
Tokanui Community Development Area Subcommittee confirms the minutes of the
meeting held on 20 July 2015.
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Reports for Recommendation
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7.1
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Annual Plan 2016/2017 - Draft Estimates Report
Record No: R/15/10/19170
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Area Engineer Kushla Tapper was in attendance for
this item.
Mrs Tapper advised that the report provided an
overview of the forecasted services for the Tokanui Community Development Are
Subcommittee in 2016/2017 including any variations from what was forecasted
in year two of the Long Term Plan (LTP) 2015-2025.
The Subcommittee noted that 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 and that
consideration should be given to funding any significant changes from
reserves where appropriate.
Also noted was that 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.
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Resolution
Moved Chairperson Lyders, seconded Deputy Chairperson
Brunton with a change to recommendation h (as indicated)
and resolved:
That the Tokanui
Community Development Area Subcommittee:
a) Receives
the report titled “Annual Plan 2016/2017 - Draft Estimates
Report” dated 13 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 Tokanui Community Development Area Subcommittee
estimates from year two of the Long Term Plan.
e) Approves
the estimates for the year commencing 1 July 2016 for inclusion in
the Council’s Draft Annual Plan.
f) Requests
the levy of the following rates and charges (including GST) for the year
commencing 1 July 2016 based on the approved estimates in (e) above.
Rate Description Rate
(GST Incl)
Tokanui CDA Rate $11,561
Tokanui-Quarry Hills Hall Rate $7,140
g) Requests
the setting of the hall fees and charges (including GST) for the year
commencing 1 July 2016 as in Appendix 3 (of the officers report as follows),
for inclusion in the 2016/2017 Annual Plan:
h) Advise
that there were no key highlights for the local area for inclusion into the
2016/2017 Draft Annual Plan.
h) Identifies
the key highlights for the local area (to be agreed at the meeting).
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Reports
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8.1
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Unaudited Annual Accounts Report to Tokanui Community Board for
the year ended 30 June 2015
Record No: R/15/8/15129
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Area
Engineer Kushla Tapper was in attendance for this item.
Mrs
Tapper reported that the table below indicated the business unit and reserves
for the year ended 30 June 2015. At the same date the total funds held in
reserves was $42,111.
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Business Units
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Actual Transfer to/(from) Reserve
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Budgeted Transfer to/(from) Reserve
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27802 - Operating
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($7,844)
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$625
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27807 - Street Works
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$1,489
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-
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27813 - Stormwater
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$1,681
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-
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27828 - Beautification
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($577)
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-
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27843 - Playground
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($42)
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-
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Local Net Transfer to/(from) Reserves
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($5,293)
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$625
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27850 - Hall
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($871)
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$136
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2 The
Subcommittee noted that whilst the report advised that the accounts were
unaudited but have now been audited by Audit New Zealand and approved as part
of the 2015/2016 Annual Report.
The Subcommittee also
noted the following:
·
Operating costs included a donation to the
skate park of $8,000 and new ANZAC flags
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Minimal streetworks maintenance being required
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Repair work to pipes at the Tokanui Hall
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Renewal of the sewerage pipeline at the
pumpstation was brought forward from the 2015/2016 financial year and
completed in 2014/2015 year at a cost of $20,977
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Construction and installation of a new grate
for a stormwater pipe at the skate park as the old grate had been found to be
a safety hazard.
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Resolution
Moved Member Ricky Poole, seconded
Member Strang and resolved:
That the Tokanui
Community Development Area Subcommittee:
a) Receives
the report titled “Unaudited Annual Accounts Report to Tokanui
Community Board for the year ended 30 June 2015” dated 16 September
2015.
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8.2
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Works and Finance Report to Tokanui Community Development Area
Subcommittee for the period ended 30 September 2015
Record No: R/15/11/20007
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Area
Engineer Kushla Tapper was in attendance for this item.
Mrs
Tapper advised that the sewerage pipeline renewal had been completed in May
2015. She also advised that new fruit trees had been planted in the
township along with the installation of a new swing set at the playground.
The
Subcommittee noted that the clothing recycling option had been disestablished
at the recycling station.
Also
noted by the Subcommittee was the approval granted by Powernet to attach a
Christmas tree to a power pole. This is subject to the tree being no
more than 4 metres high.
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Resolution
Moved Member Strang, seconded Cr
Keast and resolved:
That the Tokanui
Community Development Area Subcommittee:
a) Receives
the report titled “Works and Finance Report to Tokanui Community
Development Area Subcommittee for the period ended 30 September 2015”
dated 9 November 2015.
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8.3
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Alfresco Dining
Record No: R/15/11/20157
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Area
Engineer Kushla Tapper was in attendance for this item.
Mrs Tapper advised that
this report provided the Tokanui Community Development Area Subcommittee with
information regarding the Alfresco Dining Policy. It was also
requesting a decision from the Subcommittee regarding the application or
remission of alfresco dining annual fees.
The Subcommittee noted that
on 3 June 2015, Council adopted the Alfresco Dining Policy. The policy applies
to the whole of the Southland District and provides Community Boards and
Community Development Area Subcommittees with the option to apply annual fees
or remit these fees in their area.
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Resolution
Moved Deputy Chairperson Brunton, seconded Member
Hibbs and resolved with changes to recommendation d (as indicated):
That the Tokanui
Community Development Area Subcommittee:
a) Receives
the report titled “Alfresco Dining” 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) Agree
that annual fees relating to alfresco dining be remitted in the Tokanui area
if applicable.
d) Decides
whether annual fees relating to alfresco dining should apply in the Edendale
and Wyndham areas if applicable.
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Councillor’s Report
Councillor Keast advised that she had been
involved with various Council issues.
She highlighted Council had heard oral
submissions on the propose Freedom Camping Bylaw, the Regional Development
Strategy had been launched, the Around the Mountains Cycle Trail Resource
Consent appeal is to be heard by the Environment Court in February 2016 and had
attended the LGNZ Rural and Provincial meeting in Wellington.
Councillor Keast also advised that the
Curio Bay, Haldane, Slope Point Road sealing is progressing through the
tendering process.
The Subcommittee noted that the Southern
Scenic Route has been voted 9th out of 10 as one of the world’s best
drives by some travel websites.
Next meeting
The Subcommittee discussed meeting dates
for 2016.
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Resolution
Moved Chairperson Lyders, seconded Member
Bert Poole and resolved:
THAT the Tokanui Community Development
Area Subcommittee meet as follows in 2016:
Monday 14 March 2016 at 7.30pm
Monday 18 July 2016 at 7.30pm
Monday 21 November 2016 at 7.30pm.
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The meeting concluded at 8.09pm. CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Tokanui Community Development Area Subcommittee HELD ON
MONDAY 23 NOVEMBER 2015.
DATE:...................................................................
CHAIRPERSON:...................................................
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Tokanui
Community Development Area Subcommittee
14 March 2016
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Works and
Finance Report to Tokanui Community Development Area Subcommittee for the
period ended 31 January 2016
Record No: R/16/2/2473
Author: Kushla
Tapper, Community Engineer
Approved by: Ian
Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Area
Engineer’s Report
1 Tokanui
skate/multi play park: A meeting was held for interested parties on 23
February 2016. Plans were discussed for the continued development and
maintenance of the area, including a working bee. Council/the CDA are
responsible for the ongoing maintenance of the area, including spraying,
weeding etc. Currently, a local is being used as part of their Community
Service requirements.
2 Tokanui
Stream: the watercress was manually removed in January 2016, having grown too
quickly to be managed by spray alone, as spraying would have resulted in
flooding. The area will be sprayed regularly to keep weed growth to a
minimum.
Area
Engineer’s Financial Report
3 Income
for Operating Costs appears behind, due to “Interest on Reserves”,
to be received at the end of the financial year. Expenses for Operating
Costs appear high as these are predominately rates, which are paid in full at
the start of the financial year.
Financial Considerations
Reserves
4 Please
find the reserves report attached.
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Recommendation
That the Tokanui
Community Development Area Subcommittee:
a) Receives
the report titled “Works and Finance Report to Tokanui Community
Development Area Subcommittee for the period ended 31 January 2016”
dated 7 March 2016.
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Attachments
a Tokanui
Financial Reports, 31 January 2016 View
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Tokanui
Community Development Area Subcommittee
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14 March 2016
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