Notice is hereby given that a Meeting of the Woodlands Community Development Area Subcommittee will be held on:
Date: Time: Meeting Room: Venue:
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Monday, 14 March 2016 7.30pm Woodlands Primary School, |
Woodlands Community Development Area Subcommittee Agenda
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MEMBERSHIP
Chairperson |
Janelle Ladbrook |
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Deputy Chairperson |
Janice McBride |
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Members |
Keith McKenzie |
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Geoffrey Napper |
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Shane Rhodes |
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Maree Small |
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Councillor Paul Duffy |
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IN ATTENDANCE
Committee Advisor |
Alyson Hamilton |
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Area Engineer |
Brendan Gray |
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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 |
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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
· Managing reserves, plantings, drainage, footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and slipways, litter control
It can make recommendations to Council on:
· Priorities for services and development within the community
· Local rates
· Spending outside the approved annual budget
Woodlands Community Development Area Subcommittee 14 March 2016 |
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 - Woodlands Community Development Area Subcommittee 13
7.2 Works and Finance Report to Woodlands Community Development Area Subcommittee for the period ended 31 January 2016 15
UPDATES
7.1 Venture Southland
7.2 Councillors Report
7.3 Next Meeting – 3 October 2016
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 Woodlands Community Development Area Subcommittee, 23 November 2015
Woodlands Community Development Area Subcommittee OPEN MINUTES
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Minutes of a meeting of Woodlands Community Development Area Subcommittee held in the Woodlands Primary School,, Woodlands-Morton Mains Road, Woodlands on Monday, 23 November 2015 at 7.30pm.
present
Chairperson |
Janelle Ladbrook |
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Deputy Chairperson |
Janice McBride |
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Members |
Keith McKenzie |
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Geoffrey Napper |
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Shane Rhodes |
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Maree Small |
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Councillor |
Paul Duffy |
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IN ATTENDANCE
Area Engineer |
Brendan Gray |
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Community Development Planner |
Juanita Thornton |
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Area Officer |
Alyson Hamilton |
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1 Apologies
There were no apologies received.
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 McKenzie, seconded Member Napper and resolved: That the minutes of Woodlands Community Development Area Subcommittee meeting held on 5 October 2015 be confirmed as a true and correct record. |
7 Reports
7.1 |
Action Sheet - Woodlands Community Development Area Subcommittee Record No: R/15/11/20715 |
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The Action Sheet from the Subcommittee’s previous meetings was circulated for Members information.
There were no issues of note arising from the action sheet.
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Resolution Moved Member Rhodes, seconded Member Small and resolved: That the Woodlands Community Development Area Subcommittee: a) Receives the report titled “Action Sheet - Woodlands Community Development Area Subcommittee” dated 16 November 2015.
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7.2 |
Works and Finance Report to Woodlands Community Development Area Subcommittee for the period ended 30 September 2015. Record No: R/15/11/20112 |
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The Works and Finance report for the period ended 30 September 2015, was tabled.
Issues reported to the Subcommittee by the Area Engineer included;
Grant monies in the sum of $1,500.00 and $2,000.00 have been received from the Communities Initiatives fund and Men of the Trees fund respectively for the Kingswood Bush walking track. It was suggested an approach be made to the Department of Conservation for a contribution toward this project.
It was also suggested that on completion of the walking track a plaque be arranged in recognition of Funders to be placed at a suitable site, Members concurred with this suggestion and requested the Area Engineer to arrange accordingly. Programmed septic tank cleaning. Letters have been sent to all residents involved in this cycle of cleaning.
Members noted the septic tank cleaning is programmed for November of each year. The scope of work was altered for the seating and shelter at the cemetery. Costs will be sought from a local builder to install the bases for the seat and shelter. Member McKenzie to approach local builders.
The stakes have been dropped off to Geoffrey Napper to install at the cemetery to support the newly planted trees at the cemetery. This will be undertaken in conjunction with the Woodlands Scouts/Cubs. Members requested extra tidy up work be undertaken at the cemetery in the area along the fenceline. The Area Engineer to arrange Task Force to undertake this work. Members were advised that the Area Engineer has met with the Water and Waste Services Team to discuss their findings and priorities for stormwater work in Woodlands and highlighted the issues found during a recent walk over (Robertson Street corner etc). Mr Gray explained he would prepare a project list and spend the $5,000 set aside for stormwater work on minor repairs and cleaning of the system as there are a few blocked pipes. Councillor Duffy commented that the Ward could contribute 50% toward the stormwater budget. The Area Engineer to investigate possible ward funding of this project. A recent township tour has identified a range of tree trimming and garden maintenance that needs to be undertaken. Mr Grey advised this work could be part of the landscaping project along the Woodlands South Road. Issues raised by Members for staff to action included; Request for signage to be placed at the Woodland Cemetery. It was agreed that Member Small investigate options and liaise with the Area Engineer to progress this project. Members raised the issue of children having to cross the state highway to attend school and being a 70km area there is always a concern of a serious accident. It was requested the Area Engineer undertake a feasibility study, to include costings and drainage of a possible underpass to be situated across the state highway in the vicinity between the Butchery and Garage/Church for school children/adults to safely cross the road to attend school.
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Resolution Moved Member McKenzie, seconded Member McBride and resolved: That the Woodlands Community Development Area Subcommittee: a) Receives the report titled “Works and Finance Report to Woodlands Community Development Area Subcommittee for the period ended 30 September 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) Requests that staff approach the Department of Conservation for a possible contribution toward the Kingswood Bush walking track.
e) Request that on completion of the walking track and in recognition of all financial contributors staff arrange for a plaque to be placed in a suitable site at the walking track. f) Request for extra tidy up work at the cemetery in the area along the fenceline.
g) Request staff to clarify possible ward contribution toward the stormwater project. h) Request for signage to be placed at the Woodland Cemetery with Member Small to investigate options and liaise with the Area Engineer to progress this project. i) Request the Area Engineer undertake a feasibility study of the installation of an underpass to be situated across the state highway in the vicinity between the Butchery and Garage/Church for children/adults to safely cross the road to attend school. |
7.3 |
Annual Plan 2016/2017 - Draft Estimates Report Record No: R/15/10/19188 |
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Tabled before the Subcommittee was a report which provided an overview of the forecasted services for the Woodlands 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.
Issues of note that were drawn to the attention of the Subcommittee included the following project report;
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Resolution Moved Member Rhodes, seconded Member Small and resolved: That the Woodlands 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.
e) Recommends that the estimates for the year commencing 1 July 2016 be adopted for inclusion in the Council’s Draft Annual Plan.
f) Requests the levying 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) Woodlands CDA Rate $13,311 Woodlands Septic Tank Rate $ 2,588
g) Identifies the key highlights for the local area as follows; § Walking track § Cemetery Upgrade § Railway Line beautification § Proposed skatepark |
8 Updates
8.1 |
Venture Southland |
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Mrs Thornton gave a report on recent projects relating to the Woodlands Township. These being; § New lights on both fields of Rugby Club § Walking track funding applications |
8.2 |
Councillor's Report |
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Councillor Duffy reported on matters from the District Council table. These being:- § Freedom Camping submissions yet to be presented to Council § Southland Regional Development Strategies § Environment Southland – Regional Water Plan § Rural & Provincial Sector meeting § Southland District Council Organisational Review |
8.3 |
Meeting Date |
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The next meeting of the Woodlands Community Development Area Subcommittee is scheduled for Monday, 14 March 2016 at the Woodlands Primary School commencing at 7.30pm. |
The meeting concluded 9.00pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Woodlands Community Development Area Subcommittee HELD ON 23 NOVEMBER 2015.
DATE:...................................................................
CHAIRPERSON:...................................................
Woodlands Community Development Area Subcommittee 14 March 2016 |
Action Sheet - Woodlands Community Development Area Subcommittee
Record No: R/16/3/3546
Author: Fiona Dunlop, Committee Advisor
Approved by: Fiona Dunlop, Committee Advisor
☐ Decision ☐ Recommendation ☒ Information
Purpose of Report
1 To present the action sheet to the Subcommittee for information.
That the Woodlands Community Development Area Subcommittee: a) Receives the report titled “Action Sheet - Woodlands Community Development Area Subcommittee” dated 7 March 2016.
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a Woodlands CDA Action Sheet 14 March 2016 meeting View
Woodlands Community Development Area Subcommittee |
14 March 2016 |
Woodlands Community Development Area Subcommittee Action Sheet - Excluding Public Excluded |
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Open Action Items
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Author |
Due Date |
Subject |
Notes |
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Brendan Gray |
07/03/2016 |
Works and Finance Report |
Requests that staff approach DoC for a possible contribution toward the Kingswood Bush walking track |
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Brendan Gray |
07/03/2016 |
Works and Finance Report |
Request the Area Engineer undertake a feasibility study of the installation of an underpass to be situated across the state highway in the vicinity between the Butchery and Garage/Church for adults/children to safely cross the road to attend school. |
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Brendan Gray |
07/03/2016 |
Works and Finance Report |
Request that on completion of the walking track and in recognition of all financial contributors staff arrange for a plaque to be placed in a suitable site at the walking track. |
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Author |
Completion Date |
Subject |
Notes |
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Woodlands Community Development Area Subcommittee 14 March 2016 |
Works and Finance Report to Woodlands Community Development Area Subcommittee for the period ended 31 January 2016
Record No: R/16/2/2479
Author: Brendan Gray, Community Engineer
Approved by: Ian Marshall, GM - Services and Assets
☐ Decision ☐ Recommendation ☒ Information
Area Engineer’s Report
1. Programmed septic tank cleaning has been completed for this financial year. All properties that should be rated for this service have been checked against Irwin’s notes.
2. Cemetery
work progress. Taskforce have been employed to install the bases and
construct the shelter as well as installing the new “Woodlands
Cemetery” sign. Taskforce have also completed the spraying; weed-eating
and woodchip tidy up. The stump grinding was completed by AWL Tree
Services. The seats will be installed by Keith/Brendan and anyone else
who would like to help once the base/shelter is in place. The area
directly in front of the barked gardens needs levelled prior to Delta mowing it
as it is too rough in the present state. The cemetery information panel is
being replaced/repaired by Creation signs and Graphics.
It is unknown why the failure occurred. New cemetery beam is in the LTP
for 2016/2017.
A cemetery opening will likely be organised for early April (subject to
availability of dignitaries).
3. The stormwater work in Woodlands is being priced out to ensure we can complete all the work we have identified within the available budget. It is anticipated work will commence in March.
4. The tree trimming jobs and garden maintenance that needs completed to tidy up gardens and to improve mowing access can be completed by Taskforce under our existing beautification budget ($2,500.00). Brendan to progress with Taskforce.
5. I have contacted Peter Robinson from NZTA in regards to the underpass idea to link the North and South sides of Woodlands. His initial response was that the applicants normally fund the entire project but when he is in Invercargill next we plan to meet on-site to discuss.
6. We have approval for an additional $20K from ward reserves to be used for the walking track along Woodlands Morton Mains Road. This puts us closer to the target of $75K but at this stage still $16K short. I have not approached DOC yet to gauge any interest of investment in the project.
7. The street sweeper is programmed for township kerb and channel cleaning in March.
8. The existing chip dump on the North side of the rail track (Woodlands South Road) has been left in a poor state by those utilising it in the past. The chip has been pushed up into the garden and piles left which are now covered in grass. An approach has been made to Downer and Fulton Hogan to contribute towards the clean-up of this area and removal of the left over piles.
Area Engineer’s Finance Report
1 Business Unit |
2 Category |
3 Commentary |
4 29725 - Cemetery |
5 Maintenance General |
6 33% - will rise as mowing and spraying is completed. |
7 29728 - Beautification |
8 Internal CTF services |
9 35% - no issues. |
10 29707 - Street Works |
11 Maintenance General |
12 Small budget. Nothing spent YTD. |
13 29771 - Septic tank cleaning |
14 Cleaning |
15 101% - completed for 2015/2016. |
Financial Considerations
16 Reserves
9. Please find the reserves report attached.
Project List
Activity |
Project |
Type |
Year |
Status |
Officer’s Comments |
Parks and Reserves |
Landscaping along Woodlands South Road - Railway |
REN |
2015/16 |
Design |
Contractors approached to contribute to chip dump tidy up for a start. |
Stormwater |
Investigation |
LOS |
2015/16 |
Pricing |
Work being priced as per report information. |
Cemeteries |
Seating and shelter |
MAINT |
2014/15 |
Construction |
Progressing as per report information. |
That the Woodlands Community Development Area Subcommittee: a) Receives the report titled “Works and Finance Report to Woodlands Community Development Area Subcommittee for the period ended 31 January 2016” dated 7 March 2016. |
a Woodlands Financial Reports, 31 January 2016 View