Notice is hereby given that a Meeting of
the Wallacetown Community Board will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Thursday, 17
March 2016
7.00pm
Wallacetown Community Centre,
Dunlop Street,
Wallacetown
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Wallacetown Community Board Agenda
OPEN
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MEMBERSHIP
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Chairperson
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Shaun Holland
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Deputy Chairperson
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Frank Shearing
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Members
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Trina Eade
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Peter Laurie
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George Watkinson
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Rae Wilson
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Councillor Gavin Macpherson
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IN ATTENDANCE
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Committee Advisor
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Fiona Dunlop
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Area Engineer
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Moira Tinnock
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Terms of
Reference for Community Boards
This Community Board is
a statutory body with delegated responsibility from Southland District Council.
The board members are elected to represent their community and advocate on
behalf of their community.
It can make decisions
on:
·
Tenders for leases of land
and buildings within its area up to $10,000. For tenders above that value, the
board can make a recommendation to either the Group Manager Services and Assets
or Council’s Activities Performance Audit Committee.
·
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
·
Stewart Island –
governance of the Stewart Island Electrical Supply Authority
·
Te Anau – management
of the Te Anau Airport Manapouri
It can make recommendations to Council on:
·
Estimates, traffic
management, roading, recreation, elderly persons’ housing, noxious plants
control, pest destruction control, temporary road closures, local civil
defence, local welfare, waste management, economic development, resource
consent applications which are referred to the board for feedback, toilets and
local assets.
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Wallacetown Community Board
17 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 Confirmation
of Minutes - Thursday 26 November 2015 Meeting 11
7.2 Works
and Finance Report to Wallacetown Community Board for the period ended 31
January 2016 19
AREAS OF RESPONSIBILITY
Councillor's Report
next meeting
Thursday
19 May 2016 (Peter Laurie)
Thurdsay 21 July 2016 (Rae Wilson)
Thurdsay 15 September 2016 (Shaun Holland)
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 Wallacetown Community
Board, 21 January 2016
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Wallacetown Community Board
OPEN MINUTES
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Minutes of
a meeting of Wallacetown Community Board held in the Wallacetown Community
Centre, Dunlop Street, Wallacetown on Thursday, 21 January 2016 at 7.09pm.
present
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Deputy Chairperson
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Frank Shearing
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Members
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Trina Eade
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Peter Laurie
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George Watkinson
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Rae Wilson
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Councillor Gavin Macpherson
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IN ATTENDANCE
Committee Advisor Fiona Dunlop, Area
Engineer Moira Tinnock and Project Engineer Mark Simpson
1 Apologies
An apology for
absence has been received from the Chair Shaun Holland.
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Resolution
Moved Deputy
Chairperson Shearing, seconded Member Eade and resolved:
That the Wallacetown Community Board accept the apology.
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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
The Board discussed the minutes for confirmation from the meeting
held on 26 November 2015. There was discussion on an issue and was then
decided not to confirm the minutes at this meeting but confirm them at the next
Board meeting following discussion with the Chair to clarify the matter of
concern.
Reports
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7.1
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Works and Finance Report to Wallacetown Community Board for the
period ended 31 December 2015
Record No: R/16/1/234
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Area
Engineer Moira Tinnock was in attendance for this item.
She
advised that the trees in the Wallacetown Cemetery had been cleaned up and
that there is further work required on trees which need trimming.
The
Board noted that the information panels at the Cemetery are on a seven year
cycle for updating/replacement.
The
Board also noted the information from the Finance Department on the analysis
of reserve movements over the last three financial years.
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Resolution
Moved Member Laurie, seconded Member Watkinson
recommendations a to d and a new recommendation e (as indicated) and
resolved:
That the Wallacetown
Community Board:
a) Receives the
report titled “Works and Finance Report to Wallacetown Community Board
for the period ended 31 December 2015” dated 14 January 2016.
b) Note the analysis of
the movement in reserves for the last three financial years (attachment b of
the report).
c) Approves the
transfer of the 2013 year end surplus from stormwater of $13,077.12 from the
Wallacetown general reserve to the Wallacetown stormwater reserve.
d) Approves the transfer
of the 2014 year end surplus from stormwater of $13,257.11 from the
Wallacetown general reserve to the Wallacetown stormwater reserve.
e) Request that
officers obtain quotes for the tidying up of overgrown trees at the
Wallacetown Cemetery and that the funding be taken from the Wallacetown
Cemetery Bequest (Edwina Powell) and the funding be approved by the Board at
its next meeting.
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7.2
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New Zealand Community Boards' Conference 2015 - Report Back from
Rae Wilson
Record No: R/16/1/520
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Board
Member Rae Wilson was in attendance for this item and presented a very detailed
account of the Conference.
Mr
Wilson advised that he had attended the New Zealand Community Boards’
Conference which was held in the Bay of Islands in May 2015.
He
commented that it was an interesting Conference to attend and that the
Wallacetown Board was the smallest Board represented this time.
He
also advised that he had discovered the social media site
“Neighbourly” and that he had “subscribed” to it to
see what was happening in Wallacetown.
The
Board discussed the possibility of being involved with
“Neighbourly”.
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Resolution
Moved Cr Macpherson, seconded Deputy
Chairperson Shearing recommendation a and a new recommendation b (as
indicated) and resolved:
That the Wallacetown
Community Board:
a) Receives
the report titled “New Zealand Community Boards' Conference 2015 -
Report Back from Rae Wilson” dated 13 January 2016.
b) Request
that Board member Rae Wilson contact the Southland District Council
Communications Team to inquire what the protocols are for using social media
(ie Neighbourly).
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Areas of Responsibility
Trina Eade inquired if there could be
anything done by Council about untidy and junky sections. She was advised
that there isn’t much that can be done but to contact the Council and
discuss the matter with an Area Engineer.
Councillor’s Report
Councillor Macpherson advised that even
though business at Council was in the Christmas/New Year quiet time, he had
attended an inspection of the Around the Mountains Cycle Train Mossburn to
Mount Nicholas section.
Next Meeting
The Board noted that the next meeting is
scheduled for Thursday 17 March 2016.
Public Excluded
Exclusion of the Public: Local Government Official Information and
Meetings Act 1987
Board Member Wilson raised the concern that item 10.1C –
Wallacetown Stormwater Outfall Improvements was to be considered in Public
Excluded. His concern was that there should be two reports for the
issue. One report to be in open section of the agenda to consider whether
the issue be approved/progressed and the other report in public excluded
session which focusses on the funding.
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Resolution
Moved Deputy Chairperson Shearing, seconded Member
Wilson and resolved:
That the public be excluded from the following part(s) of the proceedings
of this meeting.
C10.1 Wallacetown Stormwater Outfall Improvements
The
general subject of each matter to be considered while the public is excluded,
the reason for passing this resolution in relation to each matter, and the
specific grounds under section 48(1) of the Local Government Official
Information and Meetings Act 1987 for the passing of this resolution are as
follows:
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General subject of each
matter to be considered
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Reason for passing this
resolution in relation to each matter
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Ground(s) under section
48(1) for the passing of this resolution
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Wallacetown Stormwater
Outfall Improvements
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s7(2)(b)(ii) - The
withholding of the information is necessary to protect information where the
making available of the information would be likely unreasonably to prejudice
the commercial position of the person who supplied or who is the subject of
the information.
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That the public conduct
of the whole or the relevant part of the proceedings of the meeting would be
likely to result in the disclosure of information for which good reason for
withholding exists.
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That the Area
Engineer, Project Engineer and Committee Advisor be
permitted to remain at this meeting, after the public has been excluded,
because of their knowledge of the items C10.1
Wallacetown Stormwater Outfall Improvements. This knowledge, which will be of assistance in relation to the
matters to be discussed, is relevant to those matters because of their
knowledge on the issues discussed and meeting procedure.
Board member Wilson requested that his
dissenting vote be recorded.
The
meeting went into public excluded session and the public
were excluded at 8.50pm.
Resolutions in relation to the confidential
items are recorded in the confidential section of these minutes and are not
publicly available unless released here.
The meeting concluded at 9.27pm. CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Wallacetown Community Board HELD ON THURSDAY 21 JANUARY 2016.
DATE:...................................................................
CHAIRPERSON:...................................................
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Wallacetown
Community Board
17 March 2016
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Confirmation
of Minutes - Thursday 26 November 2015 Meeting
Record No: R/16/3/3786
Author: Fiona
Dunlop, Committee Advisor
Approved by: Fiona
Dunlop, Committee Advisor
☐
Decision ☐ Recommendation ☐ Information
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Recommendation
That the Wallacetown
Community Board confirms the minutes of the meeting held on Thursday 26
November 2015 as a true and correct record.
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Attachments
a Minutes
- Wallacetown Community Board - 26 November 2015 View
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Wallacetown
Community Board
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17 March 2016
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Wallacetown Community Board
OPEN MINUTES
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Minutes of
a meeting of Wallacetown Community Board held in the Wallacetown Community
Centre, Dunlop Street, Wallacetown on Thursday, 26 November 2015 at 6.30pm.
present
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Chairperson
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Shaun Holland
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Deputy Chairperson
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Frank Shearing
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Members
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Trina Eade
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Peter Laurie
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George Watkinson
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Rae Wilson
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Councillor Gavin Macpherson
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IN ATTENDANCE
General Manager Community and Policy Rex
Capil, Committee Advisor Fiona Dunlop and Area Engineer Moira Tinnock.
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Wallacetown
Community Board
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17 March 2016
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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
Chairperson Holland, seconded Member Laurie and resolved:
That the minutes
of Wallacetown Community Board, held on 17 September 2015 are confirmed as a
true and correct record of that meeting.
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Reports
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7.1
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Community Governance Report
Record No: R/15/11/19492
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Group
Manager Community and Policy Rex Capill was in attendance for this item.
Mr Capil advised that Council has
committed to undertake a Community Governance Review to assist in preparation
for the Representation Review scheduled for 2017. The steps in the
process completed to date include:
· Discussion
with Council introducing the project concept (January 2015)
· Discussion
at the Executive Leadership Team Workshop (April 2015)
· Discussion
at the Staff Forum (June 2015)
· Update
of preparation progress to Council Workshop (June 2015)
He also advised that 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. An important process in developing the project is to ensure that
there is significant engagement during the project design and development
stages. This will involve ensuring there is the opportunity for public
participation throughout the project development.
Mr Capil further advised that this
will involve various degrees of engagement across the public participation
spectrum - including but not limited to:
· Inform
- provide the public with balanced information to assist in understanding the
topic, issues and options and opportunities.
· Consult
- obtain public feedback an analysis, alternatives and/or decisions.
· Involve
- work directly with key stakeholders throughout the process to ensure that
public concerns and aspirations are consistently understood and considered.
· Collaborate
- partner with stakeholders to discuss as required the development of the
alternatives and the identification of a preferred solution.
The Board noted that a Staff
Project Working Group and an Elected Representative Working Group - including
Councillors, Community Board and Community Development Area representatives has
been established and will operate for the duration of this project.
There is to be Stakeholder
engagement undertaken with individual Community Boards and Community
Development Area Subcommittees and various other regional and national
agencies. It is intended that this engagement will be completed by July
2016. Community engagement is to be undertaken with local community
organisations and residents by way of public forums with the intent this
engagement will be completed by July 2016.
The final draft of the Community
Governance Proposal is to be prepared for approval for consideration as part
of informing the Representation Review process by February 2017 which is
intended to be undertaken and completed by June 2017.
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Resolution
Moved Deputy Chairperson Shearing,
seconded Member Laurie
That the Wallacetown
Community Board:
a) Receives
the report titled “Community Governance Report” dated 2 November
2015.
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7.2
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Annual Plan 2016/2017 - Draft Estimates Report
Record No: R/15/10/19246
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Finance
Manager Sheree Marrah and Area Engineer Moira Tinnock were in attendance for
this item.
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The Board noted that the report provided an overview
of the forecasted services for the Wallacetown Community Board in
2016/2017. It also included any variations from what was forecasted in
year two of the Long Term Plan (LTP) 2015-2025.
It was explained that Council has streamlined its
2016/2017 Annual Plan process and as a result the Board is only required to
review the estimates for significant changes.
In addition, consideration should be given to funding any significant changes
from reserves where appropriate.
The Board also noted 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.
During
discussion on the estimates for the 2016/2017 financial year, there was
concern by the Board that there was not as much in the Reserves as was
expected. Officers advised that they would report back to the Board on
the movement in Reserves over the last three financial years.
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Resolution
Moved Member Eade, seconded Member
Watkinson recommendations a to d, e with amendments (as indicated),
recommendation f as amended (as indicated), g (as changed) and
a new h (as indicated)
That the Wallacetown
Community Board:
a) Receives
the report titled “Annual Plan 2016/2017 - Draft Estimates
Report” dated 20 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 Wallacetown Community Board estimates from year two of the
Long Term Plan.
e) Approve
the estimates for the year commencing 1 July 2016 for inclusion in the
Council’s Draft Annual Plan with the following additions:
(i) Inclusion
of streetworks general improvements budget by $15,442 from rates general
reserve
(ii) Inclusion
of Dalry Street (between Dunlop and Largs Streets footpath/kerbing
improvements of $50,000 (to be funded by 50% loan over 20 years and 50%
reserves).
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)
Wallacetown CB Rate $58,026
$63,469
g) Advise
that there are no key highlights for the local area to identify for inclusion
into the 2016/2017 Draft Annual Plan.
h) Request
that Officers report back to the Board on the Wallacetown movements in
reserve funds over the last three financial years.
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7.3
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Works and Finance Report to Wallacetown Community Board for the
period ended 31 October 2015
Record No: R/15/11/20139
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Area
Engineer Moira Tinnock and Finance Manager Sheree Marrah were in attendance
for this item.
Mrs
Tinnock advised that as she is new to the Wallacetown area she is getting up
to speed with the issues in the area.
Mrs
Tinnock reported that the cost to clean up the fallen trees in Cemetery was
$1300.
She
also reported that the lease for grazing the Ailsa Street land has not yet
been returned to Council. A follow up letter would be sent to encourage
the lessee to return the signed lease to Council.
Water
and Waste Services Engineer’s Report
The
Board noted that there had been no unplanned expenditure exceeding the $5,000
threshold for the year to date.
Reserves
The
Board noted that the Reserves Report was appended to the Area Engineers
report.
The Board also noted that the table below shows all of the
projects that are currently planned for Wallacetown in 2015/2016 financial
year:
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Activity
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Project
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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’s Comments
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Stormwater
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Outfall Improvement - West and South
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LOS
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2015/
2016
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$60,000
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Not Started
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Will be completed by end of financial year.
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Resolution
Moved Chairperson Holland, seconded Deputy Chairperson
Shearing recommendation a and a new b (as indicated) and resolved:
That the Wallacetown
Community Board:
a) Receives the
report titled “Works and Finance Report to Wallacetown Community Board
for the period ended 31 October 2015” dated 20 November 2015.
b) Request that
officers report to the next meeting of the Board on the project scope for the
stormwater outfall improvement – west and south project in Wallacetown.
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7.4
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Schedule of Meetings Up To October 2016
Record No: R/15/10/17759
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Committee
Advisor Fiona Dunlop was in attendance for this item.
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Miss Dunlop advised that the purpose
of the report was to approve a schedule of meeting dates up to October 2016
so that meetings can be publicly notified in accordance with the requirements
set by the Local Government Official Information and Meetings Act 1987.
The Board noted that the adoption
of a meeting schedule allows for reasonable public notice preparation and
planning for meeting agendas. The Local Government Official Information
and Meetings Act 1987 has requirements for Local Authorities to follow for
public notification of meetings.
The Board also noted that the
meeting schedule for the Wallacetown Community Board is being set until the
beginning of October 2016 as there is the Triennial Elections on Saturday 8
October 2016. A schedule of meetings for the remainder of 2016 and all
of 2017 will be brought to the Board later in 2016.
Following
discussion on dates for the 2016 meetings, the Board also discussed the start
time of meetings. There was a consensus reached that Board meetings
could start at 7pm.
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Resolution
Moved Deputy Chairperson Shearing,
seconded Member Watkinson recommendations a to c and d as amended (as
indicated) and resolved:
That the Wallacetown
Community Board:
a) Receives
the report titled “Schedule of Meetings Up To October 2016” 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) Agrees
to meet at 7.00pm 7.30pm in the Wallacetown Community Centre,
Dunlop Street, Wallacetown on the following dates in 2016:
· Thursday
21 January 2016
· Thursday
17 March 2016
· Thursday
19 May 2016
· Thursday
21 July 2016
· Thursday
15 September 2016
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AREAS OF RESPONSIBILITY
Shaun Holland advised that he had noticed
that the asphalt in dead-end streets in Wallacetown was being damaged by the
trucks coming to empty wheelie bins. As a result there would need to be
some resealing done.
Trina Eade advised that there are trees in
Cumnock Street which need to be topped.
The Board noted that two large trees from
the western shelter belt had fallen on private land and that the land owner had
cleaned up the debris.
The Board noted that there was a letter to
editor of the Southland Times raising concern at the walkway along the western
shelterbelt which raised safety concerns. All safety concerns had been
addressed previously through arborists reports and extensive trimming of the
trees had been undertaken.
The Chair reported to the Board on the
outcome of the meeting he had attended with representatives of the Alliance
Group Ltd. The meeting was an opportunity to
discuss the Lorneville re-consenting project and the potential effects of
wastewater discharges and water abstraction on recreation. He advised
that he had discussed the Alliance proposals with fellow members of the
Board. He further advised that he advised that the Board supported the
granting of replacement consents for a 35 year term.
COUNCILLOR’S REPORT
Councillor Macpherson advised the Board
that he attended various Council meetings and workshops since the last
meeting. Two workshops he had attended were in relation to declining
communities and the provision of services at the District Council office in
Wyndham. Council had recently heard oral submissions on the proposed
Freedom Camping bylaw.
The meeting concluded at 9.04pm. CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Wallacetown Community Board HELD ON THURSDAY 26 NOVEMBER
2015.
DATE:...................................................................
CHAIRPERSON:...................................................
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Wallacetown
Community Board
17 March 2016
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Works and Finance Report to Wallacetown Community
Board for the period ended 31 January 2016
Record No: R/16/2/2948
Author: Moira Tinnock, Community Engineer
Approved by: Ian Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Community
Engineer’s Report
1 Footpath
repairs have been completed in Mauchline Street.
2 Wallacetown
Cemetery headstone repairs are programmed. A replacement concrete base has to
be sourced. This replacement will be done by Southland Monumental
Services and is weather dependant.
3 A
request has been received for consideration for the removal of the cabbage
trees along Kirkoswald Street (photos below). The leaves blow along the
street onto residents frontages and hinder mowing.
4 Ellerslie
Square expenditure is 4% year to date. An invoice of $3,000 has been received
this month for mowing.
5 Operating
Costs are overspent as agreed by the Community Board in relation to new fencing
at Ailsa Street.
Water and Waste
Services Engineer’s Report
6 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. The
latest report will be included as part of this report.
7 For
the year to date there has been no unplanned expenditure exceeding the $5,000
threshold.
Financial
Considerations
Development and Financial Contributions
8 The
Development and Financial Contributions for the Wallacetown community to date
is $9,210 in Sewerage Contributions. 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.
Reserves
9 Please
find the Reserves Report attached.
Project List
10 The table below
shows all of the projects that are currently planned for Wallacetown in
2015/2016:
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Activity
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Project
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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’s Comments
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Stormwater
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Outfall Improvement - West and South
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LOS
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2015/16
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$60,000
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Investigation
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Stormwater outfalls to be scoped in conjunction with
Community Board.
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Recommendation
That the Wallacetown
Community Board:
a) Receives the
report titled “Works and Finance Report to Wallacetown Community Board
for the period ended 31 January 2016” dated 10 March 2016.
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Attachments
a Wallacetown Financial
Reports, 31 January 2016 View
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Wallacetown
Community Board
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17 March 2016
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