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Winton Community Board

 

OPEN MINUTES

 

 

Minutes of a meeting of Winton Community Board held in the Southland District Council Office, 1 Wemyss Street, Winton on Monday, 7 March 2016 at 5.30pm.

 

present

 

Chairperson

John McHugh

 

Deputy Chairperson

Brian Somerville

 

Members

Bruce Hughes

 

 

Geoffrey Jukes

 

 

Doreen McNaught

 

 

IN ATTENDANCE

 

Team Leader, Governance

Chris Dolan

 

Community Engineer

Moira Tinnock

 

 

PUBLIC GALLERY

 

Peter Schmidt (Winton Rotary Club)

 

 


Winton Community Board

07 March 2016

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1          Apologies

 

            Apologies for non-attendance were lodged by Members Mangos and Councillor Bailey.

 

Moved Member Hughes, seconded Member Jukes and resolved:

That the apologies for non-attendance lodged by Member Mangos and Councillor Bailey be sustained.

 

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

 

Moved Deputy Chairperson Somerville, seconded Member McNaught and resolved that the Board go into public forum to allow members of the public to speak.

 

            Mr Peter Schmidt

 

Mr Peter Schmidt representing the Winton Rotary Club was in attendance during Public Forum to discuss the issue of the Club offering to provide a permanent BBQ, seating and tables at Ivy Russell Reserve.

 

Mr Schmidt advised the Board that the Club believes that the suggested venue of Ivy Russell Reserve may not be the ideal site.

 

Furthermore the Club enquired whether the Board would make a financial contribution to the cost of the BBQ and its installation.

 

A question and answer forum followed where it was explained the reasons behind the decision that the Board considers Ivy Russell Reserve the preferred site and that the Board’s contribution would be taking over future control and maintenance of this facility plus paying for the water connection.

 

It was agreed the Club wishes to pursue this project then come back to the Board with a formal proposal.

 

Moved Member Hughes, seconded Member McNaught and resolved that the  Board moves out of public forum.

 

 

          The Board returned to formal meeting at this point

 

 

 

 

5          Extraordinary/Urgent Items

 

Moved Member McNaught, seconded Member Jukes and resolved:

 

That the Board consider the following items as a matter of urgent business in order that a decision can be made before the next ordinary meeting, subject to Section 46A of the Local Government Official Information and Meetings Act 1987

Item 1:  Land Encroachment ANZAC Memorial Gates

Item 2: Winton Returned Services Association

 

6          Confirmation of Minutes

 

Resolution

Moved Member Somerville, seconded Member McNaught  and resolved:

That the minutes of Winton Community Board held on 14 December 2015 be received and confirmed as a true and correct recording of the proceedings.

 

7          Reports

 

7.1

Action Sheet

Record No:         R/16/3/3136

 

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

 

Issues arising from the Action Sheet included;

 

Public Toilet – Ivy Russell Reserve

The Community Engineer advised that it is expected the toilet will be installed April 2016.

 

Seating – D.L.Hicks

The Board was informed the Chairman and Mr Dolan met with Mr Hicks on 29 February 2016. Mr Hicks indicated at that meeting that he is happy with Centennial Park (adjacent the skatepark/playground) as a suitable location for the placement of a seat in memory of Hazel and John Smeaton.

 

It was agreed at that meeting that the seating will be installed when the skatepark project is complete.

 

Centennial Park Grandstand

The Board noted work has commenced on this project.

 

 

Resolution

Moved Member McNaught, seconded Member Hughes  and resolved:

That the Winton Community Board:

a)         Receives the report titled “Action Sheet” dated 1 March 2016.

 

7.2

Works and Finance Report to Winton Community Board for the period ended 31 January 2016

Record No:         R/16/2/2448

 

Works and Finance Report for Period Ended 31 January 2016 prepared by Community Engineer Moira Tinnock, was tabled.

 

Issues reported to the Board included;

 

§  Moores Reserve track upgrade has been completed by Wilson Contracting.

 

§  Regular updates relating to the Township Works tour carried out on 1 February 2016 have been emailed to the Community Board.

 

§  Ten new rubbish bin liners have been ordered for the rubbish bins in the township.

 

§  Winton Clock – further investigations are being undertaken by the Contractor on 23 February 2016 regarding the temperature readings.

 

§  Environment Southland has granted $500.00, including GST, from the Men in Trees Fund for further planting at Moores Reserve.

 

§  Financial expenditure is on track YTD. Parks and Reserves budgets are 81% spent YTD due to work undertaken at Moores Reserve and ANZAC Oval.

 

In regard to the trees mentioned above it was agreed that the trees project at Moores Reserve be completed with $2,500 to be allocated from Resources.

 

The Board agreed for the commemorative flags be erected in time for the ANZAC Day such costs be borne from the Ward account.

 

 

Resolution

Moved Member Hughes, seconded Member Jukes  and resolved:

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.

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)         Recommended that funding up to $2,500 be allocated from Reserves to             meet the cost of planting replacement trees with the Community             Engineer to submit the funding required through the Council’s             “forecasting of projects” process.

 

7.3

Updated Project Figures for Winton Memorial Hall

Record No:         R/16/2/1853

 

Report by Mr K McNaught, Strategic Manager Property, advising that as a result of the proposed project scope change, the Board must formally resolve this, as well as the funding.

 

Mr McNaught added a request must also be made to Council to increase the unbudgeted expenditure of the new scope.

 

The Board was advised that the Board at its meeting in December 2015 it was resolved to proceed with the project with the project scope at that stage at an estimates cost of $835,000.00 plus GST.

 

The tender contract and the unbudgeted expenditure for the project were approved by APAC and Council on 27 January 2016.

 

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

 

Mr McNaught tabled the new project estimate and the funding budget. The LTP estimate for the project was $450,00.00 with the new estimate of $860,000.00 meaning a total unbudgeted expenditure of $410,000.00.

 

Mr McNaught added the funding plan has been amended to take into account a more realistic level of contribution and grant funding. The balance will come from the Winton Property Reserve.

 

 

Resolution

Moved Member McNaught, seconded Member Hughes  and resolved:

That the Winton Community Board:

a)            Receives the report titled “Updated Project Figures for Winton Memorial Hall” dated 15 February 2016.

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)         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.

e)         Resolves to request Council to approve the new unbudgeted expenditure amount of $410,000.00 plus GST.

 

 

8          Updates

 

8.1

Chairperson's Report

 

Chairperson, Member McHugh, reported on the following issues;

 

§  RSA former lounge chairs being disposed of

§  St Johns Awards Presentation Function

§  ANZAC Day Function to be held in RSA Hall. Community Board agrees to provide catering at this function (cater for 200) Staff to action.

 

8.3

Councillor's Report

 

Due to the absence of Councillor Bailey there was no Councillor’s report.

 

9          URGENT BUSINESS

 

9.1

Land Encroachment Anzac Memorial Gates

 

1          Report by Mr Kevin McNaught (Strategic Manager Property) seeking approval from the Board to appoint two members to work with staff to negotiate a resolution to the land encroachment issues, and to delegate authority to these members to make decisions on behalf of the Board.

2           

3          Mr McNaught reported that When the ANZAC memorial gates were relocated some years ago, they were located in such a way that the flagpole is located wholly on the adjoining property, and the inside pillar was constructed partly over the boundary by approximately half the width of the pillar.

 

4          Mr McNaught stated this occupation was not an issue for the previous owner. However, when the property was sold in 2009 this became an issue for the new owner who required the occupation to be rectified.  Since then ongoing negotiations have been held, delays incurred for various reasons, but the end result is that agreement on rectification cannot be reached. The landowners have now requested that this be resolved as a matter of priority.

5          Mr McNaught believes it is important to bring the issue to a resolution as quickly as possible. It is considered appropriate that the Board appoint the Chairman and one other member to work with staff to reach a resolution, and that these two members be given a delegation to reach a settlement.

6           

7          The Board noted that any final decisions must be made by Council who will, however, look for a recommendation from the Board.  Having two members with a delegation from the Board will speed up the process.

8           

9          Furthermore any funding required is unknown at this stage (if any), however if any is required this will have to come from the Board.

 

As a result of the discussions on the same the Board believed the best solution was to buy the small piece of land in question.

 

 

 

 

 

 

Resolution

Moved Member Hughes, seconded Member McNaught  and resolved:

That the Winton Community Board:

a)          Receives the report titled “Land Encroachment Anzac Memorial Gates”       dated 1 March 2016.

 

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)         Appoints the Chairman and Member Jukes to work with staff to negotiate an agreement with the adjoining landowner to resolve the encroachment issues.

e)         Delegates to the members listed above the authority to make decisions on behalf of the Board to resolve the issues and to report back to the Board in due course.

 

9.2

Winton Returned Services Association

 

Communication drawing the Board’s attention to two issues;

 

1)    Concern at the state of the memorial gates at ANZAC Oval requesting the gates be refurbished prior to ANZAC Day.

 

2)    Concern at the state of the Winton Cemetery (Old) in particular the long grass around the graves and the lack of information where graves are situated particularly when the I-site is closed.

 

In response the Board noted the concerns expressed by the Association.

 

 

Resolution

Moved Member Sommerville, seconded Member Hughes  and resolved:

That a formal response be sent to the Association advising;

§  That the Board recognises the memorial gates need upgrading however no funding is set aside for this project at this time however the issue will be considered further at the Board’s 2017/2018 estimates meeting.

 

§  Mowing of the gravesites has recently been carried out and the ability to access information regarding graves is available on the Council’s website.

 

 

The meeting concluded at 9.40pm    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Winton Community Board HELD ON 7 MARCH 2016

 

 

 

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

 

 

 

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