Notice is hereby given that a Meeting of
the Winton Community Board will be held on:
|
Date:
Time:
Meeting Room:
Venue:
|
Monday, 7
March 2016
5.30pm
Southland District Council Office,
1 Wemyss Street, Winton
|
|
Winton Community Board Agenda
OPEN
|
MEMBERSHIP
|
Chairperson
|
John McHugh
|
|
|
Deputy Chairperson
|
Brian Somerville
|
|
|
Members
|
Bruce Hughes
|
|
|
|
Geoffrey Jukes
|
|
|
|
Lynley Mangos
|
|
|
|
Doreen McNaught
|
|
|
|
|
|
|
Councillor
|
Lyall Bailey
|
|
IN ATTENDANCE
|
Team Leader, Governance
|
Chris Dolan
|
|
|
Area Engineer
|
Moira Tinnock
|
|
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
·
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.
|
Winton Community Board
07 March 2016
|
|
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 Action
Sheet 13
7.2 Works
and Finance Report to Winton Community Board for the period ended 31 January
2016 17
7.3 Updated
Project Figures for Winton Memorial Hall 25
UPDATES
8.1 Local
Liaison Persons
|
· Works
|
Member McHugh & Area Engineer
|
|
· Reserves & Cemeteries
|
Members McNaught & Mangos
|
|
· Buildings – Refer letter from Winton RSA
|
Members McNaught & Hughes
|
|
· Resource Consents & Trading in Public Places Bylaw Issues
|
Members McHugh & Jukes
|
|
· Emergency Management
|
Member Hughes
|
|
· Community Pool
|
Member Mangos
|
|
· Skatepark
|
Members Hughes & Jukes
|
|
· Moores Reserve
|
Member Somerville
|
|
· Promotions
|
Member Somerville
|
|
· Community Housing
|
Chris Dolan (Manager, Area Offices)
|
8.2 Chairperson's
Report
The Chairman, Member McHugh, to report on
matters with which he has been involved since the Board’s last
meeting. Member McHugh also wishes to raise the issue of trees at Moores
Reserve.
8.3 Councillor's
Report
Councillor Bailey 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
Board 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.
·
Representatives from Winton Rotary Club will be in attendance to discuss the proposed BBQ at Ivy Russell Reserve
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 Winton Community Board, 14 December 2015
|
Winton Community Board
OPEN MINUTES
|
Minutes of
a meeting of Winton Community Board held in the Central Southland Lodge, 232
Great North Road, Winton on Monday, 14 December 2015 at 4pm.
present
|
Chairperson
|
John McHugh
|
|
|
Deputy Chairperson
|
Brian Somerville
|
|
|
Members
|
Doreen McNaught
|
|
|
|
|
|
|
Councillor
|
Lyall Bailey
|
|
IN ATTENDANCE
|
Manager, Area Offices
|
Chris Dolan
|
|
|
Property Officer
|
Graeme Hall
|
|
|
Community Development Planner
|
Tina Harvey
|
|
|
Area Engineer
|
Moira Tinnock
|
|
|
Area Officer
|
Debbie Williams
|
|
1 Apologies
Apologies for
non-attendance were lodged by Members Hughes, Mangos and Jukes.
Moved Member
Somerville, seconded Member McNaught
Resolved that
the apologies for non-attendance lodged by Members Hughes, Mangos and Jukes be
sustained
2 Leave
of absence
Leave of absence
was granted to Member Jukes for this meeting.
3 Conflict
of Interest
There were no conflicts of interest declared.
4 Public
Forum
Moved Member
McNaught, seconded Member Somerville
and resolved that
the Board go into public forum to allow members of the public to address the
Board.
Peter Schmidt
Mr Peter Schmidt
appeared on behalf of the Winton Rotary Club who had written to the Board
offering to provide additional seating and tables at Anzac Oval and also
provide a permanent barbecue at the same site.
The Chairman advised
the Members that the Board’s Parks and Reserves Committee met recently to
discuss the offer and this Committee felt that the preferred location was Ivy
Russell Reserve.
Mr Schmidt advised
the Rotary Club had no objection to the barbecue being placed at Ivy Russell Reserve
and was seeking guidance in progressing the purchase and installation of the
barbecue.
Mrs Tinnock (Area
Engineer) advised she had been in contact with Nick Lewis (Te Anau Area
Engineer) who provided information that the Te Anau Rotary Club drove the
project and the Te Anau Community Board’s input was limited to providing
the water connection.
Mrs Tinnock is to
liaise with Mr Schmidt to progress this project.
The Chairman thanked
Mr Schmidt for the Rotary Club’s generous offer.
Resolution
Moved Member
Somerville, seconded Member McNaught
resolved that the
public forum be closed.
5 Extraordinary/Urgent
Items
There were no
Extraordinary/Urgent items.
6 Confirmation
of Minutes
|
Resolution
Moved Member McNaught, seconded
Member McHugh
Minutes of an Ordinary Meeting and
Public Excluded meeting of the Winton Community Board held on 23 November
2015, were tabled.
Resolved
that the minutes of the Winton Community Board’s Ordinary and Public
Excluded meeting held on 23 November 2015, be received and confirmed as a
true and correct recording of the proceedings.
|
Reports
|
7.1
|
Action Sheet
Record No: R/15/12/21984
|
|
|
The Action Sheet from the Board’s
previous meetings was circulated for Members’ information.
Issues
arising from the Action Sheet included;
Public
Toilet – Ivy Russell Reserve
Mrs Tinnock advised a single accessible
Exceloo Pacific model toilet has been ordered and an update will be provided
at the Board’s February meeting.
Information
Panels – Winton Cemetery
The Graphic Design staff have advised
this project is unable to be brought forward and will be carried out in 2017.
|
|
|
Resolution
Moved Member McNaught seconded
Member Somerville
That the Winton
Community Board:
a) Receives
the report titled “Action Sheet” dated 8 December 2015.
|
|
7.2
|
Works and Finance Report to Winton Community Board for the period
ended 31 October 2015
Record No: R/15/11/21353
|
|
|
The Works and Finance Report prepared by
Mrs Moira Tinnock (Area Engineer) for the period ending 31 October 2015 was
tabled.
Issues
reported to the Board included;
- Ivy
Russell Park has had tree trimming completed at the request of a
resident on the boundary of the Reserve. A structure being built
within the Reserve has been removed. Trees have been damaged in the
creation of these structures. This area is used by the Forest Kindy Programme with the permission of
Council.
- Moores
Reserve track upgrade has been programmed with Wilson Contracting.
- Planting
of approximately 150 plants at Moores Reserve is programmed to be completed
Tuesday, 2 December 2015.
- Noxious spraying of
the area in the ANZAC Oval carpark extension has been programmed with
SouthRoads to be incorporated into their noxious spray programme
which commenced at the start of December.
|
|
|
Resolution
Moved Member Somerville seconded
Member McNaught
That the Winton
Community Board:
a) Receives
the report titled “Works and Finance Report to Winton Community Board
for the period ended 31 October 2015” dated 3 December 2015.
|
Committee Reports
|
8.1
|
Local Liaison Persons Reports
Record No: R/15/12/21706
|
|
|
Buildings
– Memorial Hall
Tabled before the Board was a proposed
project budget in the sum of $835,000, provided by Southern Quantity
Surveyors, for the upgrade of the Winton Memorial Hall.
The
Board noted the budget provided covered refurbishments involving;
- Demolition
works
- Metalwork
- Carpentry
- Hardware
- Toilet
upgrade
- Joinery
- Plumbing
- Drainage
- Mechanical
services
- Electrical
services
- Fire
services
- Solid
plaster
- Plasterboard
linings
- Floor
coverings
- Painting
- Glazing
- Building
Consent fees
- Consultants
supervision
- Contingency
fee
The Board noted that funds have been set
aside for this project in the 2015/16 financial year amounting to $450,000.
The Board was advised a contribution of
$50,000 is budgeted from the Winton – Wallacetown Ward reserves in the
2016/17 financial year for this project.
The Board agreed that any shortfall after
taking into consideration the funding already committed is to come from the
Board’s Property Reserves account.
In discussing the proposal the Board was
also advised that provision for seismic strengthening costs of approximately
$160,000 is required in order that the building is brought up to the required
67% seismic rating.
Other issues discussed and agreed to by
the Board were the seeking of external funding for costs associated with
furniture and fittings and heating upgrades with Venture Southland Community
Development Planner, Tina Harvey being responsible for the work associated
with applications for external funding.
|
|
|
Resolution
Moved
Member McNaught seconded Member Somerville
That
the Winton Community Board:
a) Receives
the report outlining the proposed budgets provided by Southern Quantity
Surveyors for the upgrade of the Winton Memorial Hall.
b) Agrees
for the project to proceed based on the project budget presented.
c) Agrees
to contribute $450,000 towards the project such funds that have been
set aside in the 2015/16 annual plan.
d) Recommends
to Council that approval be given to unbudgeted expenditure
for this project in the sum of $385,000 such funds to be a charge
against the Winton Community Board property sales account.
e) Requests
that external funding be sought for the costs associated with upgrade
of the heating at the Hall and purchase of new furniture and fittings.
f) Requests
staff arrange for the project to commence in early 2016 and that the
hall be closed during the period the upgrading takes place and furthermore
that regular hirers of the hall be advised of the Hall’s temporary
closure.
|
|
8.2
|
Chairperson's Report
Record No: R/15/12/21707
|
|
|
Chairman McHugh reported on activities
with which he has been involved since the Board’s last meeting.
These
included;
- Attending
the Senior Citizens Christmas Party
- Memorial
Hall and Centennial Park grandstand meetings with Property staff
|
|
|
|
|
8.3
|
Councillor's Report
Record No: R/15/12/21709
|
|
|
Councillor
Bailey reported on matters from the District Council tabled.
These
included;
- Included
in the Annual plan is the sealing of the road to Waipapa Point
lighthouse as part of the proposed sealing the Catlins Road between
Curio Bay and Nugget Point.
- The
new Health and Safety Act
- The
Freedom Camping Bylaw was passed by Council
|
|
|
|
5.10pm CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Winton Community Board HELD ON 14 DECEMBER 2015
DATE:...................................................................
CHAIRPERSON:...................................................
|
Winton
Community Board
7 March 2016
|
|
Action Sheet
Record No: R/16/3/3136
Author: Chris
Dolan, Team Leader Governance
Approved by: Chris
Dolan, Team Leader Governance
☐
Decision ☐ Recommendation ☒ Information
1 The
Action Sheets from the Board’s previous meetings are circulated for
Member’s information.
|
Recommendation
That the Winton
Community Board:
a) Receives
the report titled “Action Sheet” dated 1 March 2016.
|
Attachments
a Winton
Community Board InfoCouncil Action Sheet - 7 March 2016 View
b Winton
Community Board Action Sheet - 7 March 2016 View
|
Winton
Community Board
|
07 March 2016
|
|
Winton
Community Board Action Sheet
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Author
|
Due Date
|
Subject
|
Notes
|
|
Moira
Tinnock
|
26/10/2015
|
Public
Toilet Ivy Russel Reserve
|
Action completed by: Moira Tinnock;
OK to purchase toilet at CB meeting.
An update will be provided at the February meeting.
|
|
Chris
Dolan
|
14/09/2015
|
Roadside
Seating - D L Hicks
|
The Board agrees to accept the offer
put forward by Mr Hicks but the location to be decided upon following
further discussion with Mr Hicks.
Spoke
to Mr Hicks; awaiting his response to accepting location of Centennial Park
as the preferred site.
The Chairman and C C Dolan met with Mr
Hicks on Monday, 29 February at Centennial Park. Mr Hicks happy with
Centennial Park as the location for a suitable seat in memory of the
Smeatons. Seating will be installed when skatepark project is
complete.
|
|
Kevin
McNaught/Tina Harvey
|
9/03/2015
|
Winton
Memorial Hall
|
That the Winton Community Board:
· Agrees
for the project to upgrade the Winton Memorial Hall to proceed based on the
project budget presented.
· Agrees
to contribute $450,000 towards the project such funds that have been set
aside in the 2015/16 annual plan.
· Recommends
to Council that approval be given to unbudgeted expenditure for this
project in the sum of $385,000 such funds to be a charge against the
Winton Community Board property sales account. Report has been prepared and will be considered by
Council at its meeting of 6 March 2016.
· Requests
that external funding be sought for the costs associated with upgrade of
the heating at the Hall and purchase of new furniture and fittings.
This matter is being handled by VS Community
Development Planner.
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Winton Community
Board
|
07 March 2016
|
Action
Sheet
Winton Community Board
|
|
|
|
|
Winton Community Board, 10 November 2014
|
|
|
|
Centennial
Park grandstand
|
Name(s)
|
Dates
|
|
Property
Manager to coordinate installation of new roof and coloursteel to cover north
and south ends of the stand.
Officer’s Comment
Updated
2/6/2015
Property
Officer has three quotes from Marshalls, Calder Stewart and Stearne Roofing
Re- Roof/ Exterior Cladding of grandstand, a further quote for replacing
sections of barge boards is being sought. Work is not anticipated to
commence until Spring.
Updated
6/11/2015
Tender
prices accepted; staff to confirm when project will commence.
Updated 1/3/2016
Work has now commenced on this project.
|
McNaught, K
Hall, G
|
Response
01/03/2016
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Winton Community
Board
7 March 2016
|
|
Works and Finance Report to Winton Community Board for
the period ended 31 January 2016
Record No: R/16/2/2448
Author: Moira
Tinnock, Community Engineer
Approved by: Ian
Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Area
Engineer’s Report
1 Moores
Reserve track upgrade has been completed by Wilson Contracting.
2 Regular
updates have been emailed to the Community Board after the township tour on
1 February 2016.
3 Ten
new rubbish bin liners have been ordered for the rubbish bins in the township.
4 Winton
clock - further investigations are being undertaken by the Contractor on 23
February 2016 regarding the temperature readings.
5 Environment
Southland has granted $500.00, including GST, from the Men In Trees Fund for
further planting at Moores Reserve.
6 Financial
expenditure is on track YTD. Parks and Reserves budgets are 81% spent YTD
due to work undertaken at Moores Reserve and ANZAC Oval.
Water and Waste Engineer’s Report
7 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.
8 For
the year to date, there has been no unplanned expenditure exceeding the $5,000
threshold.
Financial Considerations
Development and Financial
Contribution
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.
|
Winton
|
|
|
Reserves
Contributions
|
$103,105
|
|
Roading
Contributions
|
$69,926
|
|
Sewerage
Contributions
|
$149,648
|
|
Water
Contributions
|
$182,093
|
|
Winton
Ward
|
|
|
Reserves
Contributions
|
$5,033
|
Reserves
10 Please
find the Reserves Report attached.
Loan
11 The
table below outlines the community loan as at 30 June 2015. The interest
rate applicable on this loan for the 2015/2016 year is 6.25%.
|
|
Business
Unit
|
Balance
June 2015
|
Years
Remaining
|
|
Street
Works (1130)
|
29407
|
$119,759
|
5
|
|
Recommendation
That the Winton
Community Board:
a) Receives
the report titled “Works and Finance Report to Winton Community Board
for the period ended 31 January 2016” dated 1 March 2016.
|
Attachments
a Winton
Project List and Financial Reports, 31 January 2016 View
|
Winton
Community Board
|
07 March 2016
|
Project List
The table below shows all of the projects that are currently
planned for Winton in 2015/2016 including carry forwards from previous years
with an update on their progress. Carry forwards are identified in the
following table as bold and italic:
|
Activity
|
Project
|
Type
|
Year
|
Budget
|
Status
|
Officer’s Comments
|
|
Cemeteries
|
Levelling plots and re-sow grass
|
MAINT PLAN
|
1516
|
$15,000
|
Not started
|
Previous AE left
and in the handover period to new AE. Project not started and will need to be
done during summer.
|
|
Community Centres
|
Winton Memorial Hall - major upgrade
|
LOS
|
1516
|
$450,000
|
Tender
|
Tender prices
being reviewed.
|
|
Council Buildings/Property
|
Winton - Centennial Park Grandstand
|
REN
|
1516
|
$50,000
|
Tender
|
Awaiting
Community Board approval.
|
|
Parks & Reserves
|
Skate Park upgrade partial funding
|
DEM
|
1516
|
$50,000
|
Not started
|
Limited Notification
process currently. Unable to gain three neighbours’ written
approvals. Currently commissioning a noise consultant to undertake a noise
assessment.
|
|
Roading & Transport
|
Concrete kerbs
|
LOS
|
1516
|
$6,000
|
Not started
|
New AE unaware
of this project need to look into it with CB.
|
|
Roading & Transport
|
Footpath reclamation and lichen spray
|
MAINT PLAN
|
1516
|
$10,000
|
Not started
|
Prices obtained
but contractor not engaged yet to carry out work. Summer job.
|
|
Sewerage
|
Home Street renewal ahead of schedule
|
REN
|
1516
|
$31,000
|
Completed
|
Work completed.
|
|
Stormwater
|
Investigations of flooding - Meldrum Street
|
LOS
|
1516
|
$50,000
|
Tender
|
CCTV investigation
concurrent with other CCTV projects.
|
|
Water Supply
|
Early replacement of mains
|
REN
|
1516
|
1,000,000
|
Construction
|
Water supply
mains replacement.
|
|
Cemeteries
|
New Cemetery Beams
|
O&M
|
14/15
|
$8,220
|
Not
Started
|
Project to
meet demand not quite there yet.
|
|
Library Services
|
Furniture & Fittings
|
|
14/15
|
$1,750
|
Not
Started
|
New public
space furniture.
|
|
Sewerage
|
Treatment Upgrade
|
LOS
|
14/15
|
$768,918
|
Construction
|
Construction
started.
|
|
Stormwater
|
MacKenzie Street repairs
|
REN
|
1516
|
$35,895
|
Completed
|
Unplanned
repairs required.
|
|
Winton Community
Board
7 March 2016
|
|
Updated Project Figures for Winton Memorial Hall
Record No: R/16/2/1853
Author: Kevin
McNaught, Strategic Manager Property
Approved by: Ian
Marshall, GM - Services and Assets
☒
Decision ☐ Recommendation ☐ Information
Background
1 The
Board at its meeting in December 2015 resolved to proceed with the project
scope at that stage at an estimates cost of $835,000.00 plus GST.
2 The
tender contract and the unbudgeted expenditure for the project were approved by
APAC and Council on 27 January 2016.
3 The
Board at its project walkover on 1 February 2016 decided to put the kitchen
upgrade back into the project which resulted in the overall cost increasing to
$860,000.00 plus GST.
Decisions
now required
4 As
a result of the proposed project scope change, the Board must formally resolve
this, as well as the funding. A request must also be made to Council to
increase the unbudgeted expenditure of the new scope.
5 Attached
are the new project estimate and the funding budget. The LTP estimate for
the project was $450,000.00 with the new estimate of $860,000.00 meaning a
total unbudgeted expenditure amount of $410,000.00.
6 The
funding plan has been amended to take into account a more realistic level of
contribution from grant funding. The balance will come from the Winton
Property Reserve. The detail of these changes is shown in the attachment
to this report.
|
Recommendation
That the Winton
Community Board:
a) Receives
the report titled “Updated Project Figures for Winton Memorial
Hall” dated 15 February 2016.
b) Resolves
to change the scope of upgrade project to include an upgrade of the
kitchen and to approve the new project budget estimate of $860,000.00 plus
GST.
c) Resolves
to request Council to approve the new unbudgeted expenditure amount of
$410,000.00 plus GST.
|
Attachments
a February
2016 Memorial Hall project cost update and funding amounts. View
|
Winton
Community Board
|
07 March 2016
|
