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Notice is hereby given that a Meeting of the Woodlands Community Development Area Subcommittee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Monday, 14 March 2016

7.30pm

Woodlands Primary School,
Woodlands-Morton Mains Road
Woodlands

 

Woodlands Community Development Area Subcommittee Agenda

 

OPEN

 

 

MEMBERSHIP

 

Chairperson

Janelle Ladbrook

 

Deputy Chairperson

Janice McBride

 

Members

Keith McKenzie

 

 

Geoffrey Napper

 

 

Shane Rhodes

 

 

Maree Small

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

Area Engineer

Brendan Gray

 

 

 

 

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

www.southlanddc.govt.nz

 

 

 


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

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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       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

 


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Woodlands Community Development Area Subcommittee

OPEN MINUTES

 

 

 

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

 

Deputy Chairperson

Janice McBride

 

Members

Keith McKenzie

 

 

Geoffrey Napper

 

 

Shane Rhodes

 

 

Maree Small

 

Councillor

Paul Duffy

 

 

IN ATTENDANCE

 

Area Engineer

Brendan Gray

 

Community Development Planner

Juanita Thornton

 

Area Officer

Alyson Hamilton

 

 


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

 

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.

 

 

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.

 

 

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

 

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.

 

 

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

 

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;

 

Woodlands Project Report

 

Project Description                  2016/2017    Funding

Walking track                            75,000         Reserves, contributions

New beam in Cemetery              8,200          Reserves

 

 

 

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

 

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

 

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

 

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

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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.

 

Recommendation

That the Woodlands Community Development Area Subcommittee:

a)         Receives the report titled “Action Sheet - Woodlands Community Development Area Subcommittee” dated 7 March 2016.

 

 

Attachments

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

 

Open Action Items

 

 

Author

Due Date

Subject

Notes

 

Brendan Gray

07/03/2016

Works and Finance Report

Requests that staff approach DoC for a possible contribution toward the Kingswood Bush walking track

 

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.

 

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.

 

Author

Completion Date

Subject

Notes

 


Woodlands Community Development Area Subcommittee

14 March 2016

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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.

 

Recommendation

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.

 

Attachments

a         Woodlands Financial Reports, 31 January 2016 View    

 


Woodlands Community Development Area Subcommittee

14 March 2016