Agenda of Balfour Community Development Area Subcommittee

Balfour Community Development Area Subcommittee

25 May 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 - Balfour CDA 11

7.2 Works and Finance Report to Balfour Community Development Area Subcommittee for the period ended 30 April 2016 13

7.3 Bylaw Review Process 19

7.4 Draft Unmanned Aerial Vehicles Policy 21

7.5 Balfour Plunket Rooms and Public Toilets Investigation 31

7.6 Community Partnership Leader - Overview of role 37

UPDATES

8.1 Chairman’s Report

The Chairman, Member Baird, to report on matters with which she has been involved since the subcommittee’s last meeting.

8.2 Reports

Hall – Chairman Baird

Water Supply – Member Eaton

Sports Ground – Member Turner, Member Black

Cemetery – Member Dawson

Works – Member Black

8.3 Councillor’s Report

Councillor Dillon to report on activities from the District Council table.

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Balfour Community Development Area Subcommittee

OPEN MINUTES

Minutes of a meeting of Balfour Community Development Area Subcommittee held in the Balfour Hall, Queen Street, Balfour, Balfour on Wednesday, 24 February 2016 at 8pm.

present

Chairperson	Ruby Baird
Deputy Chairperson	John Turner
	Stephen Black
	Reg Dawson
Councillor	Paul Eaton Brian Dillon

IN ATTENDANCE

Committee Advisor

Rose Knowles

Community Engineer

Community Development Planner, Venture Southland

Bruce Miller

Steven Watson

1 Apologies

An apology for non-attendance was received from Member D Black

Moved Member Turner, seconded Councillor Dillon

and resolved that the Balfour Community Development Area Subcommittee accepts the apology of Member D Black.

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 were no persons seeking speaking rights in Public Forum.

5 Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

6 Confirmation of Minutes

Resolution

Moved Member Dawson, seconded Member S Black

That the minutes of Balfour Community Development Area Subcommittee meeting held on 24 November 2015, be confirmed.

Reports

7.1

Balfour Community Development Area Subcommittee Action Sheet 24 February 2016

Record No: R/16/2/2353

The Action sheet was circulated for Members information.

Issues arising included the following;

The Christmas lights will be repaired.
Quotes for the installation of 2 lights at the Anzac Memorial will be forwarded to the Chairman once received.
The Railway signage is being made with McMaster Building organised to attach the letters to the shed.
The subcommittee to meet and mark the trees in the park to be removed. The trees to be donated to locals for firewood.

Resolution

Moved Member Eaton, seconded Member Turner

That the Balfour Community Development Area Subcommittee:

a) Receives the report titled “Balfour Community Development Area Subcommittee Action Sheet 24 February 2016” dated 17 February 2016.

b) Notes the responses from staff on the action sheet.

7.2

Works and Finance Report to Balfour Community Development Area Subcommittee for the period ended 31 January 2016

Record No: R/16/2/1615

The Works and Finance Report prepared by the Community Engineer, Mr B Miller for the period ending 31 January 2016, was tabled.

Issues reported to the subcommittee included;

The stop sign on Kruger Street and the 50k sign at the Balfour School have been reported to the Safe Systems Roading Engineer for inspection.

7 township rubbish bins need replacing.

Resolution

Moved Member Dawson, seconded Member Eaton

That the Balfour Community Development Area Subcommittee:

a) Receives the report titled “Works and Finance Report to Balfour Community Development Area Subcommittee for the period ended 31 January 2016” dated 15 February 2016.

b) Approves the replacement of the township rubbish bins.

8.0 Updates

8.1 Chairperson’s Report

The Chairman, Ruby Baird, reported on matters with which she has been involved since the subcommittee’s last meeting.

· Chairs meeting in Invercargill

· Cluster meeting in February at Lumsden

· Internet coverage

· Freedom Camping in Lumsden

· Balfour plunket rooms being sold

· Untidy sections in the township

8.2 Venture Southland Report

Steve Watson, (Community Development Planner, Venture Southland), introduced himself to the meeting and gave a report on his background.

8.3 Local Liaison Person’s Report

Hall – Chairman Baird advised that the caretaker has resigned.

Water Supply - Member Eaton advised that there has been leaks on the scheme with properties running out of water. Investigations are in progress to check the scheme.

Cemetery – Member Dawson advised that the spraying has been completed and that the new beam and kiosk in progress.

8.3 Councillor’s Report

Councillor Dillon reported on matters from the District Council table. These included;

· Cycle trail resource consent hearing.

· New Committee of Councillors appointed to oversee the completion of the cycle trail.

· Fonterra trucks filming condition of our roads.

· Annual Plan Submissions.

· Otago/Southland Regional Roading Committee representation.

The meeting concluded at

9.20pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Balfour Community Development Area Subcommittee HELD ON 24 FEBRUARY 2016

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

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

Balfour Community Development Area Subcommittee

25 May 2016

Balfour Community Development Area Subcommittee Action Sheet - Including Public Excluded

Open Action Items

Author	Due Date	Subject	Notes
Bruce Miller	24/09/2016	Christmas Lights	16/05/16 Ongoing investigations into LED lighting for across the main street in Balfour.
Bruce Miller	24/09/2016	Lighting for the Anzac Memorial	16/05/16 Costs for this project will be advised at the meeting.
Ruby Baird	24/09/2016	Balfour sign on former Railway Shed	24/02/16 Chairman Baird to organise the plastic lettering for the Balfour sign from Canvart in Lumsden.
Subcommittee Members	24/09/2016	Removal of large tree in the Balfour Park	24/02/16 Members to meet and mark the trees in the park to be removed. The trees to be donated to locals for firewood.
Bruce Miller	24/09/2016	New township rubbish bins	24/02/16 Seven township rubbish bins need replacing, Costs will be available at the meeting.

Balfour Community Development Area Subcommittee

25 May 2016

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Works and Finance Report to Balfour Community Development Area Subcommittee for the period ended 30 April 2016

Record No: R/16/5/6460

Author: Bruce Miller, Community Engineer

Approved by: Anne Robson, Chief Financial Officer

☐ Decision ☐ Recommendation ☒ Information

Community Engineer’s Report

Rubbish Bins

1 Metal bins range from $400 to $1,400 and come in a variety of shapes & sizes. I have been able to latch onto the order being made for Stewart Island. These bins are plastic with bag liners and complete will cost approximately $178 each. There may be extra for fitting, if this order is acceptable I will confirm it with Brendan Gray (Stewart Island Engineer) to complete.

2 The Stop sign on Kruger Street and the 50 km sign at the Balfour School have been reported to the Safe Systems Roading Engineer (Roy Clearwater). Roy is still to inspect these sites and may look at the school bus routes as well. As at 13 May, Roy, is still to visit this area.

3 The cost to install lighting at the war memorial is estimated to be between $1,400 to $2,000. This will include the supply of two ground lights, wiring, a RCD box and connection to the street light system, I will have an update at the meeting.

Water and Waste Engineer’s Report

4 The monthly operations reports from Downer are provided to the Subcommittee secretary as they are published. They include data on Downer’s district-wide operations activities which is presented on a town by town basis.

5 For the year to date there has been no unplanned expenditure exceeding the $5,000 threshold.

Financial Considerations

Development and Financial Contributions

6 The table below outlines the balance of Development and Financial Contributions for your community to 30 June 2015 plus any amounts invoiced for this financial year 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.

Sewerage Contributions

3,205

Reserves

7 Please find the reserves report attached.

Recommendation

That the Balfour Community Development Area Subcommittee:

a) Receives the report titled “Works and Finance Report to Balfour Community Development Area Subcommittee for the period ended 30 April 2016” dated 16 May 2016.

Attachments

a Balfour Financial Reports, 30 April 2016 View

Balfour Community Development Area Subcommittee

25 May 2016

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Bylaw Review Process

Record No: R/16/4/5179

Author: Tamara Dytor, Policy Analyst

Approved by: Rex Capil, Group Manager Community and Futures

☐ Decision ☐ Recommendation ☒ Information

Executive Summary

1 In 2016, the Cemetery Bylaw 2006, the Keeping of Animals, Poultry and Bees Bylaw 2010 and the Control of Advertising Signs Bylaw 2008 will be reviewed. This report outlines the approach that will be taken to consultation and review.

Background

2 Council will be reviewing three bylaws in 2016. The drivers for each review are outlined below:

· The Cemetery Bylaw 2006 requires review in 2016 to remain current.

· A review of the Keeping of Animals, Poultry and Bees Bylaw 2010 is recommended to address local issues. This bylaw was reviewed in 2010 however, since this time additional issues have arisen. The keeping of animals in urban areas has become an area of contention in some communities.

· A review of the Control of Advertising Signs Bylaw 2008 is recommended to align with the District Plan. This will provide clarity for the public and address issues across the District relating to signage. The proposed bylaw review would address the placement of signs in the road reserve, for example sandwich boards on footpaths. Changes to the bylaw are intended to increase the ease of doing business with Council and provide clarity and consistency.

Timeline

3 The timeline below outlines key milestones in the process of review and details the approach to public engagement.

Date	Task
Mid-May 2016	Pre-consultation engagement sessions. Sessions are also for other Long Term Plan issues.
8 June 2016	Council meeting (Endorse draft bylaws for public consultation)
8 June 2016	Notification given to Area Offices, and customer services. Committee Advisors to liaise with CB and CDA chairs to remind them of the submission period.
9 June 2016	Draft bylaws advertised.
9 Jun – 30 Jun 2016	Submission period.
20 July 2016	Council meeting (Submission Hearings)
2 Aug 2016	Amendments made to draft bylaws.
17 Aug 2016	Council meeting (Deliberations)
7 Sep 2016	Council meeting (Adoption of bylaws)
8 Sep 2016	Advertising of adopted bylaws.
Sep – Oct 2016	Present report to CDAs on new bylaws.
Nov – Dec 2016	Present report to CBs on new bylaws.

Consultation and engagement

4 Community views will be considered during formal consultation and during pre-consultation engagement. The timeline above details when this will occur.

5 Community Boards and Community Development Area Subcommittees are asked to make submissions during the consultation period and individual members can engage during pre-consultation sessions in May.

Recommendation

That the Balfour Community Development Area Subcommittee:

a) Receives the report titled “Bylaw Review Process” dated 12 April 2016.

Attachments

There are no attachments for this report.

Balfour Community Development Area Subcommittee

25 May 2016

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Draft Unmanned Aerial Vehicles Policy

Record No: R/16/4/5638

Author: Tamara Dytor, Policy Analyst

Approved by: Rex Capil, Group Manager Community and Futures

☐ Decision ☐ Recommendation ☐ Information

Purpose

1 This report presents the draft Use of Unmanned Aerial Vehicles Policy. A recommendation is sought from Community Boards and Community Development Area Subcommittees regarding local areas that should be considered for restriction or prohibition of unmanned aerial vehicle use.

Executive Summary

2 Under new rules introduced by the Civil Aviation Authority (CAA), Council can grant or decline consent for the use of Unmanned Aerial Vehicles (UAVs) on property that it owns or controls. The draft Unmanned Aerial Vehicle Policy sets a framework to allow Council to do this.

3 The draft Use of Unmanned Aerial Vehicle Policy contains broad conditions which would apply throughout the District. Feedback is requested from Community Boards and Community Development Area Subcommittees to determine whether Council should consider prohibition or restriction in specific local areas.

Recommendation

That the Balfour Community Development Area Subcommittee:

a) Receives the report titled “Draft Unmanned Aerial Vehicles Policy” dated 18 April 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) Recommend any local areas that should be considered as restricted or prohibited areas for the use of unmanned aerial vehicles.

Content

Background

4 Rules introduced by the Civil Aviation Authority (CAA) came into effect on 1 August 2015. The rules require people to obtain Council approval to operate UAVs on public land.

5 The draft Use of Unmanned Aerial Vehicles Policy broadly allows for the use of unmanned aerial vehicles in the District, provided that users comply with conditions within the policy. These conditions exist in addition to those already imposed across New Zealand by the CAA.

6 The majority of UAV use is likely to occur in Council’s parks, reserves and open spaces.

What is an UAV?

The term UAV covers all electric powered remote controlled model aircraft of the type commonly referred to as “drones” that are capable of vertical take-off and landing and small hand-launched gliders less than a 1.5 metre wing span. It does not cover the following:

· Fixed wing electric-powered model aircraft greater than 1 metre wing span.

· All fixed - winged model aircraft that are internal combustion engine (petrol) powered.

· Gliders greater than a 1.5 metre wing span and bungee-launched gliders.

· Single rotor helicopters that are electric powered or internal combustion engine (petrol) powered.

· Jet powered models.

CAA Regulations

CAA rules apply to all UAV operators throughout New Zealand. CAA rules Part 101 require 12 key things from UAV operators. Operators must:

1. Not operate an UAV 25 kg or larger and always ensure that the UAV is safe to operate;

2. Take all practicable steps to minimise hazards to persons, property and other aircraft;

3. Fly only in daylight;

4. Give way to all crewed aircraft;

5. Be able to see the UAV with their own eyes;

6. Not fly higher than 120 metres (400 feet) (unless certain conditions are met);

7. Have knowledge of airspace restrictions;

8. Not fly closer than four kilometres from any aerodrome (unless certain conditions are met);

9. Obtain an air traffic control clearance issued by Airways (when flying in controlled airspace);

10. Not fly in special use airspace without the permission of the controlling authority of the area (eg, military operating areas, low flying zones, danger areas or restricted areas);

11. Have consent from anyone you want to fly above;

12. Have the consent of the property owner or person in charge of the area you want to fly above.

7 Rules are enforceable by the CAA and a breach could result in a fine, a written warning, or prosecution.

Issues

Approach taken in the draft Use of Unmanned Aerial Vehicles Policy

8 The draft policy nominates some circumstances in which UAV use is not permitted without specific approval from Council. These restrictions apply:

· Over a sports field if in use by others, or within 50 metres of any organised activity taking place in a reserve or Council controlled open space;

· Over or above Council owned or controlled cemeteries or formed roads;

· Over or within 50 metres of other users of open spaces;

· Over or within 50 metres of any building on Council land or any playground equipment, furniture, swimming pool, or track on a reserve;

· Within 50 metres of livestock, wildlife or sensitive wildlife habitats; and

· Within 50 metres of a reserve boundary where residential housing or stock farming adjoins.

9 In addition to these conditions, Community Boards and Community Area Subcommittees are being asked whether there are any local areas that should be considered for restriction or prohibition.

10 Council is keen to ensure that UAV use is appropriate to community needs. There is no benefit in allowing use where it is inappropriate or unsafe. Conversely, there is also no benefit in being unnecessarily restrictive in regards to this recreational activity.

11 Since the definition of an UAV includes model airplanes, it is important to consider the impact of this policy on existing clubs and associations.

Current use and incidents

12 The extent of UAV use in the Southland District is currently unknown. No complaints to Council regarding the use of UAVs were identified during the development of this report. However, across New Zealand the number of incidents reported to the CAA has grown significantly in recent years. The tables below detail the number of incidents across New Zealand by year and by incident type.

Total incidents annually

Year	Total incidents
2008	1
2009	0
2010	1
2011	4
2012	11
2013	10
2014	33
2015	120
Total	184

Number of incidents by incident type

Incident type*	Total incidents
Aviation-related concern	116
Airspace incident	61
Incident	5
Accident	2
Grand Total	184

*Incident definitions

Aviation-related concern: these are ‘concerns’ relating to aviation safety or securing, and include complaints and allegations about suspected rule breaches, etc.

Airspace incident: incidents that involve deviations from airspace rules and procedures (minimum distances for aircraft separation, for example).

Incident: a general incident category that covers situations where there is a risk of harm occurring but this does not eventuate.

13 There have been four incidents involving UAVs in the Southland region, one of which was in the Southland District. Three of these were aviation-related concerns, one was an airspace incident. The details of each are in the table below:

Date	Description	Location
30-Oct-13	Concern UAV flying on farms and potentially causing a hazard to other aircraft in the area.	Otama Hill Road, Gore
13-Jun-14	Concern about UAV flying near an airliner and a low flying area. Referred to the Regulatory Investigations Unit.	Invercargill
14-Apr-15	Concern that a UAV was flown in close proximity to the airport.	Invercargill
11-Nov-15	Unauthorised UAV operations 100 metres from the airport. The operators were two foreign nationals.	Milford Sound

14 To date, 10 enforcement actions have been undertaken by the CAA’s Regulatory Investigations Unit in relation to UAV operations. Five of these have been written warnings, and five have been infringement notices with fines ranging from $500 to $3,500.

15 At this stage staff have not identified any complaints to Council regarding the use of UAVs in the Southland District. To balance the fact that there is not a current significant issue with UAVs and the likelihood of risks in the future, a moderate and proportionate response to manage this issue would be appropriate. Council also needs to be mindful of existing UAV users such as the Fiordland Cloudbusters Model Aircraft Club, who have operated UAVs to date without any issues.

Enforcement

16 The CAA has the power to regulate UAV use through mechanisms ranging from warnings to prosecution, depending on the nature of incidents.

17 CAA officers have indicated that if reported issues are of a serious nature involving the endangerment of people or property or reckless use of UAVs, an investigation with a view towards prosecution would be likely to occur. For less serious breaches, warnings or infringements are more likely to be considered.

18 In the event of a breach of the policy, Council staff would report any incident to the CAA. The incident would be recorded so that the CAA can gather a realistic picture of issues relating to drones and of any operators who breach the rules on multiple occasions. In the opinion of staff in the CAA investigations team, a Council bylaw would be an unnecessary duplication of existing powers under the CAA Regulatory Enforcement Policy.

Factors to Consider

Legal and Statutory Requirements

19 Council is empowered to adopt a position by CAA rules. The CAA has power to enforce its rules (including permission and conditions of land owners) using mechanisms ranging from warnings and infringements to prosecutions.

20 Since there is currently insufficient evidence of a serious issue relating to UAV use in the Southland District a bylaw is not a proportionate response. Also, enforcement powers of a bylaw largely duplicate enforcement that could be undertaken through CAA legislation. While Council could state its position through guidelines, staff recommend a policy approach to ensure clarity.

Community Views

21 This report is part of the process of gathering community views and forming a policy that meets local needs.

Costs and Funding

22 There are no costs associated with implementing an Use of Unmanned Aerial Vehicles Policy, other than those associated with advertising and consultation. This is because any enforcement action would be referred to the CAA.

Policy Implications

23 If an Use of Unmanned Aerial Vehicles Policy is adopted, it will be referred to in Council’s Reserves Management Policy.

Analysis

Options Considered

24 Community Boards and Community Development Area Subcommittees could:

· Option 1: Nominate local areas that should be considered for inclusion in the policy as restricted or prohibited areas; or

· Option 2: Not nominate local areas that should be considered for inclusion in the policy as restricted or prohibited areas.

Analysis of Options

Option 1 – Nominate local areas that should be considered for inclusion in the policy as restricted or prohibited areas.

Advantages	Disadvantages
· Responds to any circumstances or requirements specific to local communities.	· It is important for recommendations not to be unnecessarily restrictive because Council’s general proposed approach is broadly permissive.

Option 2 – Not nominate local areas that should be considered for inclusion in the policy as restricted or prohibited areas.

Advantages	Disadvantages
· Provides a clear, fair and consistent approach across the District.	· The broad approach may or may not meet local needs and match local circumstances.

Assessment of Significance

25 This issue has not been assessed as significant because at this stage it is not affecting a large number of people or stakeholders or a specific community. Council’s ability to make decisions in relation to UAV use are established by CAA rules and the proposed approach is generally permissive.

Recommended Option

26 It is recommended that Community Boards and Community Development Area Subcommittees only propose restricted or prohibited areas for inclusion in the policy if this reflects community needs and local circumstances and if these areas are not already adequately managed through the existing broad conditions within the draft policy.

Next Steps

27 Following input from Community Boards and Community Development Area Subcommittees, this policy will be subject to public consultation.

Attachments

a Draft Use of Unmanned Aerial Vehicles Policy View

Balfour Community Development Area Subcommittee

25 May 2016

USE OF UNMANNED AERIAL VEHICLES POLICY

1. PURPOSE

This policy sets out the conditions for use of Unmanned Aerial Vehicles (UAVs) on Council owned or controlled land.

2. DEFINITIONS AND ABBREVIATIONS

Term

Meaning

Unmanned Aerial Vehicle (UAV)

The term UAV covers all electric powered remote controlled model aircraft, including the type commonly referred to as “drones” that are capable of vertical take-off and landing and small hand-launched gliders less than 1.5 metre wing span.

UAVs are also known as drones, Remotely Piloted Aircraft Systems and Unmanned Aerial Systems.

The term UAV does not include the following:

· Fixed wing electric-powered model aircraft greater than 1 metre wing span.

· All fixed - winged model aircraft that are internal combustion engine (petrol) powered.

· Gliders greater than 1.5 metre wing span and bungee-launched gliders.

· Single rotor helicopters that are electric powered or internal combustion engine (petrol) powered.

· Jet powered models.

Civil Aviation Authority Rules / CAA rules

Civil Aviation Rules are set by the Minister of Transport. The rules are divided into parts. The two parts relevant to UAVs are:

· Part 101: Gyrogliders and Parasails, Unmanned Aircraft (including Balloons), Kites, and Rockets - Operating Rules, and

· Part 102: Unmanned Aircraft Operator Certification.

3 BACKGROUND

Under rules introduced by the Civil Aviation Authority (CAA) on 1 August 2015, Council can grant or decline consent for the use of UAVs on property that it owns or controls. This policy establishes criteria for UAV use over Council owned and controlled land in the Southland District.

4. POLICY DETAILS

4.1 General Criteria

In addition to CAA rules, the following criteria apply to the use of UAVs over land or property owned or controlled by Southland District Council. They do not apply to the use of UAVs by Southland District Council.

Operators of UAVs must:

· Comply with the Office of the Privacy Commissioner guidance on preserving peoples’ personal privacy by not flying over other people or adjoining private property without their consent.

· Be courteous of other park users, who often are there for the quiet enjoyment of Council’s parks, reserves and open spaces.

4.2 Restrictions

Operators must not use UAVs under the following conditions unless specific written approval has been granted by Council:

· If requested to cease by Council officers. Users must land their UAV immediately if requested by Council officers.

· Over a sports field if in use by others, or within 50 metres of any organised activity taking place in a reserve or Council controlled open space.

· Over or above Council owned or controlled cemeteries or formed roads.

· Over or within 50 metres of other users of open spaces. If another open space user moves within this range, the UAV user must immediately land their UAV.

· Over or within 50 metres of any building on Council land or any playground equipment, furniture, swimming pool, or track on a reserve.

· Within 50 metres of livestock, wildlife or sensitive wildlife habitats. If livestock or wildlife move within this range, the UAV user must immediately land their UAV.

· Within 50 metres of a reserve boundary where residential housing or stock farming adjoins.

Written Council approval must also be obtained for any organised event involving the use of UAVs.

Operators of UAVs must comply with any additional conditions of lease holders.

4.3 Prohibited Areas

There are some areas where the use of UAVs is prohibited unless written approval has been granted by Council. These areas are:

· Local areas will be determined by Council following feedback from Community Boards and Community Development Area Subcommittees.

4.4 Reporting incidents and near misses

UAV users must report all incidents and near misses to Southland District Council. This obligation also extends to other reserve users involved in any incident or near miss relating to UAV use.

4.5 Enforcement

Any breach of the above conditions could result in termination of your permission to fly unmanned aircraft over Council land.

Council will report breaches to the Civil Aviation Authority, which may result in infringements or prosecution.

5. ASSOCIATED DOCUMENTS

• Civil Aviation Authority Rules and Guidelines: http://www.caa.govt.nz/rpas/

• Southland District Council District Reserves Management Policy

6. REVISION RECORD

Date	Version	Revision Description
«Type Date»	«Version»	«Revision»
«Type Date»	«Version»	«Revision»
«Type Date»	«Version»	«Revision»

Balfour Community Development Area Subcommittee

25 May 2016

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Balfour Plunket Rooms and Public Toilets Investigation

Record No: R/16/5/6642

Author: Steven Watson, Community Development Planner

Approved by: Rex Capil, Group Manager Community and Futures

☐ Decision ☐ Recommendation ☒ Information

Purpose

The purpose of this report is to provide the findings of an investigation into the relationship between the Balfour Plunket Society and the Balfour Community Development Area (CDA) Subcommittee/Southland District Council in respect to the Balfour Plunket Rooms (in which can be found the public toilets).

Background

The Balfour Plunket Society is also known as the Royal New Zealand Plunket Society (Northern Southland Branch) Incorporated. It is a sub branch of the Plunket Society Head Office (National Headquarters) and is based in Dunedin.

The Balfour CDA is aware that the Balfour Plunket Society is considering disbanding and selling the Balfour Plunket rooms. The public toilets are a part of the Plunket rooms and the Balfour CDA would like to retain these for public use.

The Balfour CDA wishes to understand if there is any historical agreement with them and the Balfour Plunket Society, particularly in regards to the Plunket rooms.

The maintenance of the public toilets is currently managed and funded by the Balfour CDA and the Southland District Council.

The Balfour CDA subcommittee requested that Venture Southland assist with this investigation and are particularly interested in:

1. Any evidence of an agreement stating the rooms will be returned to the Balfour community in the event of the Balfour Plunket Society disbanding

2. Any evidence of community ownership.

Investigation and Process

The following past minute books from the Balfour Plunket Society have been reviewed to identify any reference to ownership of these rooms.

1) The Royal NZ Society for The Health Of Women And Children - Balfour Branch, first entry 26/04/1929, last entry 23/10/1941

2) The Royal NZ Society for the Health of Women and Children - Balfour Branch, first entry 23/05/1942 last entry 23/04/1956.

3) Balfour Sub Branch of the Plunket Society, first entry 18/06/1965, last entry 14/06/1972

4) Balfour Sub Branch of the Plunket Society, first entry 17/07/1972, last entry 27/10/1981

5) Balfour Sub Branch of the Plunket Society, first entry October 1981, last entry 29/05/1989

6) Balfour Sub Branch of the Plunket Society, first entry 29/06/1989, last entry 22/04/1996

The land title that the Plunket rooms is situated on was also reviewed.

Findings:

The key findings from the investigation are as follows:

1. Land Title:

A title search has found that the land and buildings are registered to the Royal New Zealand Plunket Society (Northern Southland Branch).

2. Past Minute Books

· There is no reference, legal or otherwise, to support that there is an agreement between the Balfour Sub Branch of the Plunket Society and the Balfour community in respect to ownership of the Plunket rooms transferring to the Balfour community in the event of Balfour Plunket disbanding.

· The community of Balfour have been a key driving force behind the Balfour Plunket rooms as reflected below:

o There is endless evidence to support the local community’s fundraising efforts to build the Balfour Plunket rooms building.

· There is evidence of a longstanding partnership between the Southland County Council and the Balfour Plunket Society. An example of this was the regular contact required throughout the building process.

· The toilets have always been available for public use except for a short period (when vandalism forced closure).

· In recent years the Southland District Council has serviced the public toilets and undertaken essential maintenance.

· There is little evidence of support, financially or otherwise, from the National Headquarters of the Plunket Society.

Conclusion

In summary, there appears to have been a close collaboration between the Balfour Plunket Society and the Southland District Council (and the Southland County Council) and wider community in respect to the Balfour Plunket Rooms (and in particular the public toilets).

While the Balfour Plunket Society built the facility and subsequently own it, the Southland County Council did financially contribute to it being built alongside other community fundraising. The maintenance of the public toilets is currently managed and funded by the Balfour CDA and the Southland District Council.

It was thought that there may have been a formal agreement that if the Balfour Plunket Society was to disband, the facility (Balfour Plunket Rooms) would be gifted to the Balfour community. In the notes and minutes reviewed, no agreement has been found so this anecdotal thought can not be substantiated.

Appendix A

Extracts of interest from minute books (Minute books as detailed above under Investigation.)

The following points of interest from the minute books have been identified for consideration by the CDA.

Ø 1939 - The Royal NZ Society for the Health of Women and Children – Balfour Branch purchased a piece of land from Mr Casey.

Ø 01/07/1948 – The Society moved a motion to allow the sale of ½ of the Kruger Street section.

Ø 31/03/1949 – Cake raffle funding by the Balfour branch put into the building fund.

Ø 28/09/1950 – £10 from Football booth fundraising money from the Balfour Branch was put into the building fund.

Ø 22/11/1951 – The Balfour branch was given a quota to raise £200 towards the building of the Karitane Hospital, the branch done a local mail drop asking for donations for the Karitane Hospital.

Ø 28/05/1953 – The Society ordered a set of scales, using funds raised from local fundraising for the purchase.

Ø 30/03/1954 – £30 of proceeds from a booth at school sports day was put into the building fund by the Society.

Ø 30/03/1954 – The Society wrote a letter to Headquarters, inquiring about plans for a small Plunket rooms.

Ø 29/04/1954 – Plans for small Plunket rooms were received and tabled at meeting.

Ø 29/06/1954 – The Society decided to write a letter to the Hall Committee of Balfour to ask if they would be in agreement to building a series of small rooms at the back of the hall, solely for Plunket use.

Ø 26/05/1955 – Letter tabled at the meeting from the Southland County Council (SDC) advised that the Society had been successful in their funding application for a grant towards the building of the Balfour Plunket rooms.

Ø 08/08/1955 – The Society decided to hold a meeting to construct a plan to raise funds for the building of the new Balfour Plunket rooms

Ø 08/08/1955 – Letter written by the Society to the Southland County Council (SDC) asking for information on drainage in regards to the Kruger Street property.

Ø 05/09/1955 – The Society moved to form a Building Committee

Ø 05/09/1955 – The Society decided to do a door to door collection of funds towards the building of the Balfour Plunket rooms.

Ø 05/09/1955 – Discussion regarding new plans for the Plunket rooms.

Ø 27/02/1956 – A letter was tabled from the Southland County Council, (SDC) which asked for information on the new Plunket rooms, latest estimated cost, the amount the Society had raised towards the project, and asking if there had been any progress with construction.

Ø 27/02/1956 – The Society tabled two quotes for the building of the Balfour Plunket rooms. One at £1850 and another at £1700. The Society noted estimated costs of £1800, cash in hand £735

Ø 27/02/1956 – A donation of £46 was donated into the building fund by Mrs Fraser.

Ø 02/08/1956 – The Society received information from Headquarters in regards to grants that could be applied to Art Raffle Funds.

Ø 22/12/1956 – A letter was received from Headquarters advising the Society was unsuccessful in their application for funding from Art Raffle Funds.

Ø 27/05/1957 – The Society held a long discussion at their meeting to discuss ways and means of raising another £400 to £500.

Ø 09/09/1957 –The Society held a long discussion on the drainage, it was decided to write a letter to the Southland County Council (SDC) to confirm their position.

Ø 09/09/1957 – The Society made a decision to increase the size of the building and add a fire place as they now had more funds than expected to put towards the building of the rooms. Alterations to the plans were organised.

Ø 19/04/1958 – Three tenders were received for the building of the Plunket rooms. There was a lot of discussion but it was decided the quotes were too high. The decision was made to obtain several other quotes.

Ø 29/05//1958 – The Society moved to accept the tender of £1980 for the building of the Plunket rooms.

Ø 29/05/1958 – The Society delegated the job of clearing the section in preparation for building of the Plunket rooms to the men.

Ø 22/09/1958 – A progress payment of £1000.00 was paid to the builder. A decision on the water tank size was made.

Ø 04/12/1958 – Discussion held regarding heating and appliances for the new rooms.

Ø 06/12/1958 – Letter was received from Dominion Secretary, Nursing Advisory and Nurse Pierce thanking the Balfour Branch for the invite to the opening ceremony and advising that they would not be able to attend.

Ø 06/12/1958 – Finial payment approved for the building of the Plunket rooms to the amount of £203-5-10

Ø 06/12/1958 – The Society moved to borrow chairs and tables from the Balfour Hall.

Ø 12/02/1959 – First meeting held in new Plunket rooms.

Ø 15/10/1959 – Discussion regarding fencing and footpaths; it was decided to hold off on these until the drainage plan had been finalised.

Ø 12/04/1962 – Another discussion was held around the footpaths and fences, no decision made.

Ø 26/11/1962 – The Society moved to contract the insulation of footpaths and purchase some furniture for the building.

Ø 02/09/1963 – A letter from headquarters received thanking Balfour Plunket for several donations Balfour Plunket had made to headquarters for various projects.

Ø 02/09/1963 - Builder ready to do concreting but will have to wait till after lambing as needs the help of the advisory members.

Ø 21/10/1963 – It was moved to paint the rooms.

Ø 09/12/1963 – The Society sent a letter offering the back piece of their section to Herron Bros for £10, providing that they paid for the survey work.

Ø 04/06/1964 – The Plunket rooms have been connected to the town drainage system, the concrete has been laid, the group society made mention of the community involvement, i.e. the men assisted in the laying of the concrete and the woman provided the meals.

Ø 22/08/1983 – Letter received from the Southland County Council (SDC) asking for Balfour Plunket to consider re-opening the toilets attached to their build for public use in conjunction with the adjacent toilets.

Ø 08/1983 – The Society decided they had no choice but to open the toilet up to the public.

Ø 03/09/1984 - A letter was received from the Southland County Council, requesting a key to the toilets.

Ø 28/07/1986 – Members of the Society approached the owners of next door property in regard to the water supply. The water supply was connected to the property beside the Plunket rooms, the Society was planning to hook onto town supply.

Ø 09/1986 – Quote received for the tank to be installed and the water to be hooked up.

Recommendation

That the Balfour Community Development Area Subcommittee:

a) Receives the report titled “Balfour Plunket Rooms and Public Toilets Investigation” dated 9 May 2016.

Attachments

There are no attachments for this report.