Agenda of Edendale-Wyndham Community Board

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Edendale-Wyndham Community Board

OPEN MINUTES

Minutes of a meeting of Edendale-Wyndham Community Board held in the Wyndham Memorial Hall, Balaclava Street, Wyndham on Tuesday, 22 March 2016 at 7.30pm.

present

Chairperson	Pam Yorke
Deputy Chairperson	Denise Fodie
Members	Lindsay Donald
	Andrew Roy
	Nathan Stewart
	Councillor Paul Duffy

IN ATTENDANCE

Committee Advisor	Fiona Dunlop
Area Engineer	Kushla Tapper

1 Apologies

An apology for absence was received from Dean Rabbidge and an apology for lateness was received from Andrew Roy.

Moved Deputy Chairperson Fodie, seconded Cr Duffy and resolved:

That the Edendale/Wyndham Community Board accept the apologies.

2 Leave of absence

There were no requests for leave of absence.

3 Conflict of Interest

Denise Fodie declared a conflict of interest in relation to Item 7.1 - Venture Southland - Update Report on the Proposed Edendale Community Centre Project.

4 Public Forum

Robyn Guyton representing the Open Orchard Group addressed the Board on the proposal to establish heritage orchard parks.

(Andrew Roy joined the meeting at 7.38pm.)

Mrs Guyton advised that her group is in the position of asking Southland District Council and the Community Boards to work together to find permanent long term “safe” homes for the fruit tree varieties that have been collected from early settler orchards around the Southland District. The area of land needed for this project would be a half acre or slightly less to accommodate 50 – 60 trees.

A copy of the letter from Mrs Guyton is attached to the minutes as Appendix 1.

5 Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

6 Confirmation of Minutes

Resolution

Moved Member Roy, seconded Member Donald and resolved:

That the Edendale/Wyndham Community Board minutes of meeting held on Tuesday 26 January 2016 are confirmed as a true and correct record of that meeting with the following amendment (as indicated with ~~strikethrough~~):

Councillor’s Report

Councillor Duffy advised that he had been involved in various Council activities. One of the highlights was that ~~he and other~~ Councillors had been on a site visit to the next planned stage of the Around the Mountains Cycle Trail.

Reports for Recommendation

7.1

Venture Southland - Update Report on the Proposed Edendale Community Centre Project

Record No: R/16/3/3494

Bobbi Brown, Venture Southland, GM Tourism and Community and Tina Harvey, Community Development Team Leader, were in attendance for this item.

Mrs Brown advised that the purpose of the report was to provide an update on the process undertaken; the outcomes to date and to seek the direction from the Board on the future of the project.

The Board noted that the Edendale/Wyndham Community Board (and the previous Edendale Community Board), Southland District Council and Venture Southland staff had spent a considerable amount of time and resource exploring the option of a new community centre facility at Edendale.

Also noted was the most recently pursued option which was to redevelop the Edendale Rugby Clubrooms into a community meeting facility. This had progressed to having plans developed by an architect with a cost to build of approximately $850,000. The Edendale Rugby Club informed the Board in February that they no longer wished to have their clubrooms considered as an option for a potential community centre.

Mrs Brown further advised that the report recommends that the Board consider options going forward which include no longer pursuing providing a community centre in Edendale at this time. This may allow the Board to investigate existing options, new projects and possibly reallocating the tagged funding.

Depending on what is decided, recommendations f) to i) will ensure the project is tidied up appropriately considering existing financial commitments.

The Board considered the recommendations in the report. Following discussion on the matter, it was felt that there needed to be further consultation with the community on other options that may benefit the Edendale Community.

The Board queried the amount of funds held in the Financial and Reserves Contribution Fund and asked for options on the utilisation of the money.

Resolution

Moved Member Roy, seconded Member Donald recommendations a to d, e with changes (as indicted), f, g with changes (as indicated), h and i and a new j (as indicated) and resolved:

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Venture Southland - Update Report on the Proposed Edendale Community Centre Project” dated 16 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) Notes the letter of the Edendale Rugby Club dated 29 February 2016 (attachment A of the report) advising that it withdraws their commitment to the project for the Rugby Club to be incorporated into a community facility.

e) Determines that it does not wish to pursue the Rugby Club Option given the current situation outlined in d above.

f) Determines that it does not wish to explore other sites or options for the provision of a community centre facility to be located in Edendale.

g) Agrees to inform Council that the $200,000 contribution set aside for this project from the Southland District Council Financial and Reserve Contribution Fund is no longer required for the purposes of a community facility and request that Officers advise on future options for the utilisation of the $200,000 reserve contribution fund.

h) Agrees to return the grant of $22,600 to Transpower which has already been paid to Council.

i) Agrees to work alongside Council to gain an understanding of where the current reserves of $272,054 are derived from in order to examine the reallocation of these reserves to other appropriate projects in the future.

j) Agree to consult with the community on other options that may benefit the Edendale Community rating area.

Reports

8.1

Sports clubs paying rent for use of Edendale recreation reserve

Record No: R/16/2/2709

The Board considered a report from officers regarding the details on rents and charges paid by users of the Edendale Recreation reserve located at 23 Salford Street, Edendale.

The Board noted that none of the Clubs have formal leases. This is to be rectified in the future following discussions with all the Clubs concerned.

The following table advised of the situation of the leases held by the different groups.

	Edendale Rugby	Edendale Bowls	Edendale Tennis
Annual rental GST inclusive	$115.00	$40.25	$51.75
Water charge	One	One	None
Sewerage charge	One	One	None
Water loan charge	10 years	25 years	None
Sewerage loan charge	10 years	25 years	None
Loan repayment date	2019	2034

Also noted was that the annual rental for the Clubs has not been reviewed for several years.

During discussion on the matter, the Board decided that Edendale rentals needed to come into alignment with Wyndham leases and to also include the Edendale Vintage Machinery Club in the process.

Resolution

Moved Cr Duffy, seconded Chairperson Yorke recommendation a and a new b (as indicated) and resolved:

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Sports clubs paying rent for use of Edendale recreation reserve” dated 15 March 2016.

b) Request that Officers revise annual rentals for Edendale to bring them into alignment with Wyndham reserves and to also include the Edendale Vintage Machinery club.

8.2

Works and Finance Report to Edendale/Wyndham Community Board for the period ended 29 February 2016

Record No: R/16/3/3199

Kushla Tapper Community Engineer was in attendance for this item.

Mrs Tapper advised that the Edendale Cemetery hedge had been cut and the clippings tidied away. Work also conducted was that grave tops are being sprayed regularly and the old growth which had fully died and is being hand pulled out by the Works Scheme. Sunken graves have been topped up with additional soil. There were other maintenance issues with the beams that would be rectified in due course. The Board advised that feedback was that with the work that has been completed that the Cemetery is looking very good.

The Board noted that alternative prices are being obtained for hedge trimming in Wyndham, including the large hedge between the rugby club, camping ground, netball courts and bowling club. The investigation into removal of some sections of the hedge has begun. The hedge will still need to be trimmed at least once more before any removal would occur, in future years.

Mrs Tapper also advised that power supply diagrams have been obtained for the recreation reserves in Edendale and Wyndham. These are required to determine supply points, ICP’s for splitting power bills etc. Some internal lines will need to be manually ‘located’. This will be mapped and saved on the property files for future reference.

The Board also noted that the Wyndham Rugby Club successfully felled some large trees near the club rooms. The Rugby Club is arranging for an Arborist report regarding the health of the Wellingtonia tree, as they are still concerned that the tree may not be safe.

Mrs Tapper further advised that documentation for a ‘request for tender’ is being prepared, to offer the camp ground as a lease. This will be ready for review at the next meeting.

The Board further noted that the Animal Control Bylaw is being reviewed this year. One of the proposed options will be that individual Community Boards can choose to allow the likes of horses within their town boundary.

Mrs Tapper advised that NZTA have issued a ‘design for consultation’ for the Edendale Bypass Project.

The Board noted that the Edendale toilets located on Seaward Road have been fully painted inside during February 2016. It is hoped that vandalism is reduced following the repaint.

The Board also noted that the Salford Street hedge is to be cut during March 2016. The inside of the hedge will be hand trimmed by the Works Scheme and the top and outside will be completed using a large machine. Clean-up is to be completed by the Works Scheme.

The following table summarises the key reasons for significant budget variances, as per the financial tables contained in the officer’s report:

Business Unit	Tracking	Comments
Edendale Hall - Same as last report	Income is under Expense is over	$78,346 is budgeted for Grant income if the project proceeds. Rates income provided the 4% result. $3,300 was spent on ‘professional services’, which was unbudgeted, thus an over expenditure.
Operating Costs	Expense under	$3,500 general projects budget not assigned. May be required to offset stormwater expenditure.
Edendale Cemetery	Income and Expenses over	There have been a lot of burials at this cemetery recently, more than the predicted number for the full year.
Street Works	Expense under	$5,000K budgeted for Works Scheme - can be used to clean up hedge clippings or other labour intensive jobs.
Playgrounds	Expense under	Recreation Reserve, Edendale - very little bark left for ‘soft fall’ area. Investigating affordable options. Ideally, underspend to help rebuild reserve that was used to fund last year’s work.
Stormwater	Over by ~ $7,000	‘Blow out’ in Wyndham, culvert collapse, September 2015.

As noted in the table below which shows all of the projects that were planned for Edendale and Wyndham in 2015/2016.

Activity	Project Name	Type	Year	Budget	Status	Officer’s Comment
Community Centres	Edendale Community Centre upgrade	LOS	15/16	$500,000	Not started	Awaiting decision of the community board to proceed or defer.
Community Housing	Exterior and roof repaint	MAINT PLAN	15/16	$15,000	Tender	Quotes collected and awaiting authority to proceed
Community Housing	Exterior and roof repaint of house	MAINT PLAN	15/16	$13,000	Tender	Quotes collected and awaiting authority to proceed
Public Conveniences	Edendale Seaward Road Toilets	MAINT PLAN	15/16	$8,000	Complete	Completed March

The Board noted the table below which outlines the balance of Development and Financial Contributions for your community to 30 June 2015 plus any amounts invoiced for the 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.

Edendale Reserves Contributions	$12,369
Wyndham Reserves Contributions	$2,982

Mrs Tapper asked if there were Board members that would like to work with her to develop a design plan to beautify the flood banks on the approach to Wyndham from Edendale. The Chair advised that she was willing to assist.

The Board discussed the issue of the ANZAC flags and advised that they would like them erected for the 2016 ANZAC Day.

Resolution

Moved Member Roy, seconded Deputy Chairperson Fodie and resolved:

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Works and Finance Report to Edendale/Wyndham Community Board for the period ended 29 February 2016” dated 16 March 2016.

8.3

Action Sheet - Edendale-Wyndham Community Board

Record No: R/16/3/4074

The Board discussed the action sheet. It was noted that the report expected by the Board on the process for the disposal of the Edendale Hall was not available for this meeting. The Chair had met with Officers and was updated on the complexities of the land for the sale and the Board would be updated at the next meeting.

Bobbi Brown, Venture Southland, GM Tourism and Community updated the Board on the proposal for a walk/cycle trail between Edendale and Wyndham. She advised that Ian Marshall, GM Services and Assets, is keen to have the Tourism Resource Consultants to conduct some work on the project.

Resolution

Moved Cr Duffy, seconded Deputy Chairperson Fodie and resolved:

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Action Sheet - Edendale-Wyndham Community Board” dated 15 March 2016.

b) Request that Officers keep the Board updated on the proposal for a walk/cycle trail between Edendale and Wyndham.

Area of Responsibility Updates

9.1 Edendale Hall/Memorial Hall Wyndham/Community Centres

There was nothing to report.

9.2 Resource Management

The Chair advised that she had received a copy of the Fonterra presentation regarding the renewals of the wastewater resource consent for numerous properties around the Edendale area. She advised that the National Consents Manager is willing to attend a meeting with the Board to discuss the application.

9.3 Factory Liaison

The Chair advised that there had been a meeting which focussed on the renewal of the Resource Consents.

9.4 Emergency Management

Lindsay Donald advised that he had recently attended a site visit to Emergency Management Southland. He advised that it was interesting to see and how it operated.

9.5 Reporting to the Ensign, Edendale Informer and Wyndham Messenger

Denise Fodie advised that she would be including a message in the publications on the Board’s behalf. Subjects to be included would be discussions on the Wildlife Centre, tidying up of the Edendale Cemetery and the proposal for a Heritage Orchard Park.

9.6 Edendale Pool

Denise Fodie advised that the operation of the Edendale Pool was progressing well.

9.7 Wyndham Edendale Community Health Centre

Pam Yorke advised that the Health Centre is operating well.

Councillor's Report

Cr Duffy advised of activities that he has been has been involved with and highlighted the following:

· Receipt of over 200 submissions to the 2016/2017 Draft Annual Plan

· Building Consents totals are down on previous years

· District Plan tidying up process is underway for rural settlement areas

· Attended the Regional Heritage Forum.

Chair's Report

Pam Yorke advised that she had attended a LGNZ Community Board Chairs Workshop recently which was held in Gore. She had learnt of some good initiatives to assist with Community business.

She also advised that there will soon be a meeting of the Trustees of the John Beange Fund to distribute monies.

The Board noted that a letter had been received from the leases of land at 7 and 7 and 19 and 20 Baltic Street and Cardigan Road, Wyndham (attached to the minutes appendix 2) and that a report would be coming to the May 2016 meeting in response to the letter.

Next meeting

The Board noted that the next meeting will be held on Tuesday 24 May 2016, 7.30pm in Edendale.

The meeting concluded 10.30pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON TUESDAY 22 MARCH 2016.

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

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

Edendale-Wyndham Community Board

24 May 2016

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Draft Unmanned Aerial Vehicles Policy

Record No: R/16/4/5645

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 Edendale-Wyndham Community Board:

a) Receives the report titled “Draft Unmanned Aerial Vehicles Policy” dated 19 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.

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

Edendale-Wyndham Community Board

24 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»

Edendale-Wyndham Community Board

24 May 2016

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Works and Finance Report to Edendale/Wyndham Community Board for the period ended 30 April 2016

Record No: R/16/5/6449

Author: Kushla Tapper, Community Engineer

Approved by: Anne Robson, Chief Financial Officer

☐ Decision ☐ Recommendation ☒ Information

Community Engineer’s Report

1 Cemeteries: Hedges are tidy for another year. Potholes at the entrance to Edendale have been filled. Progress is being made with the information panels and kiosk for Edendale.
The Pine and Redwood plantation has been cleared for noxious etc, by the forestry company. The over expenditure for this business unit will be shared in part by the ward. Cr’s Keast and Duffy have agreed for the ward to fund the cost of the fence that was required after the hedge was burnt. Costs related to the forestry plantation will be met by the Edendale Cemetery reserve, created by profit from the pines that were felled a few years ago.

2 Trees and Hedges: Edendale Rec is complete. Wyndham by Rugby Club / Netball Courts is complete. Dangerous limbs from a willow in Nightingale Street have been removed.
Raglan Street (Alma Street end) trees will be lowered by 1-2 m, to let more light into the houses on the south side of the street. Price options are being compared for the felling and removal of the macrocarpas on Memorial Drive.

3 Camp Ground: Preliminary documentation for a ‘request for tender’ is attached.

4 The first annual footpath condition rating exercise has been completed for the entire district, with data collection over April. The raw data has not yet been processed.

Community Engineer’s Financial Report

5 The following table summarises the key reasons for significant budget variances, as per the financial tables on the following pages:

Business Unit	Tracking	Comments
Edendale Hall - Same as last report	Income is under Expense is over	$78,346 is budgeted for Grant income if the project proceeds. Rates income provided the 4% result. $3.3K was spent on ‘professional services’, which was unbudgeted, thus an over expenditure.
Operating Costs	Expense under but ok	$3.5K general projects budget not fully assigned. May be required to offset stormwater expenditure. Approximately $1k required for ANZAC banners, invoice to come in May.
Edendale Cemetery	Income and Expenses over	There have been a lot of burials at this cemetery recently, more than the predicted number for the full year. Additional expenses also incurred with hedge / fence replacement and noxious control within the forest plantation.
Wyndham Cemetery	Income and Expenses under	There have been fewer burials at this cemetery than the predicted number for the year. The costs and income are balancing out ok.
Street Works	Expense under but ok.	Footpath maintenance including spraying with “wet & forget” for moss and lichen control is planned for May.
Playgrounds	Expense under	Ideally, underspend to help rebuild reserve that was used to fund last year’s work.
Pool	Under, ok	Invoice received from Pool Society, 10 May. Budget will be fully spent.
Wyndham Camp Ground	Income and Expenses under	Lower turnover than budgeted, however the expense % is lower than the income %, so ok.
Stormwater Drainage	Income is under	Approximately 60% of budgeted income for the year is “interest on reserves”, which is received at the end of financial year.
Stormwater Drainage	Expense is over by ~ $7K	‘Blow out’ in Wyndham, culvert collapse, September 2015.

Project List

6 The table below shows all of the projects that were planned for Edendale and Wyndham in 2015/2016. Items in Bold and Italics are carried over from previous financial years.

Activity	Project Name	Type	Year	Budget	Status	Officer’s Comment
Community Centres	Edendale Community Centre upgrade	LOS	1516	$500,000	Deleted	Community Board deleted this project.
Community Housing	Exterior and roof repaint of house	MAINT PLAN	1516	$13,000	Complete	Completed March 2016.
Community Housing	Exterior and roof repaint	MAINT PLAN	1516	$15,000	Tender	Quotes collected and awaiting authority to proceed.
Public Conveniences	Edendale Seaward Road Toilets	MAINT PLAN	1516	$8,000	Complete	Completed March

Financial Considerations

Development and Financial Contributions

7 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.

Edendale Reserves Contributions	$12,369
Wyndham Reserves Contributions	$2,982

Reserves

8 Please find the reserves report attached.

Recommendation

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Works and Finance Report to Edendale/Wyndham Community Board for the period ended 30 April 2016” dated 17 May 2016.

Attachments

a Edendale/Wyndham Financial reports, 30 April 2016 View

b DRAFT - Request for Proposal to Lease Wyndham Camp Ground, 135 Cardigan Road, Wyndham View

Edendale-Wyndham Community Board

24 May 2016

1. INTRODUCTION

1.1. Definitions

This document is divided into three sections:

Section 1 - Introduction

This is an introduction to the proposal process, providing instructions on the Request for Proposal (RFP) and response process, and an overview of Southland District Council ("Council").

Section 2 - Proposal Process

This section provides an explanation of the process and rules for submitting a proposal for this request.

Section 3 - Business Requirements and Functional Specification

This section outlines the Business Requirements and represents the requirements of Council. This section includes the response table.

1.2. Dates

The release date for this RFP is Tuesday, 3 May 2016.

The close date for this RFP is 2:00 pm, Tuesday, 7 June 2016.

A full timeline is contained on page 5.

1.3. Ownership

Council shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. This document and all supplementary information provided prior to and subsequent to this RFP is commercial in confidence and all copies (produced with or without approval) will remain the property of Council and must be returned to Council upon request.

This document, or any part thereof, may only be reproduced, photocopied or transmitted with the prior approval of Council.

1.4. Introduction to the RFP

This Request for Proposal (RFP) is for the leasing of the Wyndham Camping Ground, at 135 Cardigan Road, Wyndham. It includes powered and non-powered sites, an ablution and amenities block, a small toilet block and a pre-fab unit with three cabins.

1.5. Aims and Objectives

The Council wishes to see the Wyndham Camping Ground utilised to its full potential, for the betterment of the surrounding area. Currently, the Camping Ground is managed by way of a paid custodian, through the local Community Board. The Community Board acknowledges that their core business is elsewhere and would like to lease the Grounds to a business savvy person(s).

1.6. Legalities

1.6.1. Confidentiality and Limitations upon Use

1. The information contained within this RFP is in the public domain by virtue of the RFP process. This information is provided solely for the purposes of enabling prospective service providers to prepare a proposal and is not to be used for any other purpose without the express permission of Southland District Council.

3. All information provided by Council in response to questions arising from this RFP, or in further discussions deriving from this RFP shall be considered confidential and should not be disclosed to outside parties, except to the extent that it is already publicly available.

1.6.2. Legal Effect of Request for Proposal

5. Neither the issue of this RFP or your response to it will oblige either party to enter into any agreement.

1.6.3. Liability for Information

All information provided within this document is provided only as a guide.
We assume no responsibility for the accuracy of the details.

1.6.4. Instructions to Respondents

Respondents Information	Southland District Council understands that responses to the RFP may contain commercially sensitive information. All information included in responses will be treated in confidence and will not be discussed with or made available to any third party.
References	Reference to Council or this RFP in any literature, promotional material, brochure or sales presentation is prohibited without the prior written consent of Council. Acceptance in whole or in part of a Respondent’s proposal does not void this requirement.
OSH Certification	Council has a standard Vendor Certification process. This entails completion of a certification form by the Respondent that includes compliance to standard OSH regulations. This will form part of the final Contract negotiations.
Contract Conditions	Standard contract terms and conditions will be negotiated at the time of the contract award.
Clarification of RFP	Any questions relating to this RFP must be submitted to the forum attached to this notice. Under no circumstances must Respondents contact or communicate directly with personnel other than those named in the Section 3.2. Failure, to comply with this process may disqualify the Respondent submission.
Information Integrity	All information supplied is believed to be accurate but Council accepts no liability for incorrect or incomplete information or misinterpretation by the Respondent or any alleged misrepresentation.
Preparation Costs	Council will not be liable for costs incurred by Respondents in the preparation of their proposal. Furthermore, any costs in relation to the answering of additional questions, or demonstration of services are entirely at the Respondent’s own expense.
Checks and Privacy Act	The Respondent confirms on its own behalf and on behalf of any key personnel referred to in its tender, that Council is authorised to verify any information included in the response or disclosed to in connection with the responder (whether that information relates to such personnel or not).
Indemnity	The Respondent shall at all times indemnify Council in respect of any direct loss, damage, cost (including costs incurred on a solicitor/client basis) or expense, as a direct result of services provided.
Insurance	The Respondent shall maintain at its own cost, at all times during any agreement with Council, insurances relevant to any contract agreement which are within reasonable scope of the services and/or products provided.
Validity Period	Respondents are required to agree a validity period of 120 days for their proposal, which should commence from the tender closing date.
Acceptance	Council reserves the right not to accept any response.
Contract Negotiation	If a response is accepted, all statements made in the response (and/or the entire body of the response) will be expected to form part of the final contract/s between Council and the successful Respondent/s. Council expects to negotiate a contract for which the price will be fixed for all services being provided.
New Zealand Law	Any agreement that arises from the RFP will be made under, and shall be interpreted by, the laws of New Zealand.
Successful Respondent	The successful Respondent will be notified in writing of the acceptance of their response in full or in part. This will take the form of a formal Letter of Acceptance.
Unsuccessful Respondent	Unsuccessful Respondents will be notified in writing that their response has not been accepted. Council makes no commitment to debrief unsuccessful responders on the evaluation and selection process.
Obligation	Preparation of the response is to be made without any obligation on Council to purchase any products or services included in the proposal.
Discontinuance	Council reserves the right to discontinue the evaluation and selection process implied by the release of this RFP, at any time and at its sole discretion.

Edendale-Wyndham Community Board

24 May 2016

3. RFP TIMETABLE

The anticipated timetable for this RFP is:

Date	Activity
3 May 2016	Issue of request for proposals
7 June 2016	Proposals due
30 June 2016	Participants notified of decision

Please note this timetable is indicative only and may be subject to change at the sole discretion of Council. Participants will be notified of changes by the Council contact person.

3.1. Submission of proposals

Proposals must be enclosed in a sealed envelope and placed in the tender box, addressed to:

Kushla Tapper

Southland District Council

15 Forth Street

PO Box 903

Invercargill 9840

Proposals must be received by 2.00 pm on 7 June 2016.

You should ensure that your proposal is delivered before the closing date and time. Council’s policy is not to consider late proposals. However, Council does retain the right to consider late proposals where there is no material prejudice to other participants.

3.2. Communication between Council and participants

All communications with Council concerning this RFP or requests for clarification or further information should be directed to Kushla Tapper (Council contact person), who is authorised to represent Council in all matters regarding this RFP. The Council contact person’s contact details are:

Kushla Tapper

Southland District Council

15 Forth Street

PO Box 903

Invercargill 9840

Tel: 0800 732 732

Fax: 0800 732 329

Email: kushla.tapper@southlanddc.govt.nz.

Council will not be bound by any statement, written or verbal, made by any person other than the Council contact person. The Council contact person (or any other person specifically authorised by the Council contact person) is the only person authorised to make representations or explanations as to this RFP.

3.3. Additional information and clarification

Requests for clarification or additional information should be submitted to the Council contact person in writing or by email. Any requests must be made prior to 2.00 pm on 27 May 2016.

The Council will issue any clarification or change to the RFP by way of written amendment notice. A copy of each amendment notice will be mailed, faxed, emailed or delivered to each person receiving this RFP. All amendment notices issued will become part of this RFP.

Requests for information or clarification that relate solely to a proposer’s proposal will be provided to the proposer requesting the information or clarification only.

The Council will not be bound by any statement, written or verbal, made by any person other than the Council contact person. The Council contact person and any other person authorised by the Council contact person are the only persons authorised to make representations or explanations to proposers as to this RFP.

3.4. Proposal tags

Any tags or qualifications to the RFP documentation must be outlined in a covering letter or memorandum and included in your proposal submission. Any tags or qualifications not included in a covering letter or memorandum will not be considered to be a part of the proposal submission and will not bind the Council.

3.5. GST

Prices quoted should be exclusive of goods and services tax and in New Zealand dollars.

3.6. Canvassing

Participants should not indirectly or directly lobby or canvass any elected member, officer, employee or advisor of the Council other than the Council contact person concerning any aspect of this RFP process. Non-compliance with this requirement may lead to disqualification of the participant’s proposal.

3.7. Information Required

Please provide the following information:

(a) Full contact details of the key person who will be available to respond to questions.

(b) A statement of your relevant experience in undertaking similar operations.

(c) A statement of your relevant skills that describes the competence and qualifications of all personnel that would be involved, including names, position and relevant experience

(d) A business plan, outlining how the Camping Ground will be run and what value Council will be paid for the lease

3.8. Evaluation Criteria

The proposals will be evaluated on the criteria below:

(a) Experience in similar activities

(b) Price will not form part of the evaluation. It is not intended that the proposal include a lease price offer. The items will be leased for a peppercorn rental.

Edendale-Wyndham Community Board

24 May 2016

Edendale-Wyndham Community Board Action Sheet - Excluding Public Excluded

Open Action Items

Author	Due Date	Subject	Notes
Kevin McNaught	09/02/2016	Action Sheet - Edendale-Wyndham Community Board	Report to the 22 March 2016 meeting on the process for the disposal of the Edendale Hall and Edendale Reserve Holder leases. •Due to issues with hall building over internal title boundary and neighbour access points onto hall property. •This has been delayed until resolved. Discussed onsite with CB Chair
Kushla Tapper	09/02/2016	Works and Finance Report to Edendale/Wyndham Community Board for the period ended 31 December 2015	Obtain quotes for the removal of sections of the hedge in the locations outlined in in recommendation b.
Kevin McNaught	09/02/2016	Works and Finance Report to Edendale/Wyndham Community Board for the period ended 31 December 2015	Note the direction from the Community Board in recommendation c. •The Board needs to be more specific of what is in breach of the lease conditions to be enforced. Please advise details.
Virginia Dillon	05/04/2016	Sports clubs paying rent for use of Edendale recreation reserve	Note that the Community Board received the report and added a new recommendation b Please action recommendation b.
Tina Harvey	05/04/2016	Venture Southland - Update Report on the Proposed Edendale Community Centre Project	Note that the Board approved recommendations in the report with changes Action recommendations g to j as outlined above. •Working alongside the Finance department to investigate options moving forward with funds currently allocated.

Recently Closed Action Items

Author	Completion Date	Subject	Notes
Bobbi Brown	17/05/2016	Venture Southland - Update Report on the Proposed Edendale Community Centre Project	Note that the Board approved recommendations in the report with changes. Action recommendations g to j as outlined above. •Action completed by: Bobbi Brown Underway
Fiona Dunlop	04/04/2016	Venture Southland Report - Proposed Edendale Community Centre Update	Note that the Community Board approved the recommendations in the report with an amendment to recommendation d. •Officer noted the approved recommendations from Community Board prior to leaving Venture Southland. •Action reassigned to Fiona Dunlop by: Fiona Dunlop •Action completed by: Fiona Dunlop Officer noted recommendation of the Board prior to leaving Venture Southland.
Bobbi Brown	17/05/2016	Action Sheet - Edendale-Wyndham Community Board	Note the request from the Board to keep the Board updated on the proposal for a walk/cycle trail between Edendale and Wyndham. •TRC Tourism consultants visited the site in early May to undertake an assessment of a potential trail linking Edendale and Wyndham. These are the consultants currently developing the regional Southland Cycling Strategy. They are currently collating a report which will provide information around a potential route •Indicative price to build and other points of note. It is hoped to be able to provide an informal update to the Board at the meeting of 24 May 2016. •Action completed by: Bobbi Brown
Anne Robson	12/01/2016	Annual Plan 2016/2017 - Draft Estimates Report	Note that the Community Board requested that Council investigate the District funding of library services. •Action completed by: Anne Robson Library and finance staff have noted the community board request to review the funding of libraries. A discussion paper incorporating community views will be prepared in due course for Council to discuss the issue. Any decision would be incorporated into the draft 2018-2028 long term plan.

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.

Community Board	2015/2016 Remuneration (Chairperson)	2016/2017 Proposed Remuneration (Chairperson)	2015/2016 Remuneration (Member)	2016/2017 Proposed Remuneration (Member)
Stewart Island/Rakiura	$2,600	$2,665	$1,300	$1,333
Wallacetown	$2,600	$2,665	$1,300	$1,333
Otautau	$7,000	$7,175	$3,500	$3,588
Riverton/Aparima	$6,200	$6,355	$3,100	$3,178
Tuatapere	$4,200	$4,305	$2,100	$2,153
Edendale-Wyndham	$4,400	$4,510	$2,200	$2,255
Winton	$8,600	$8,815	$4,300	$4,408
Te Anau	$10,000	$10,250	$5,000	$5,125

Committee Advisor	Fiona Dunlop
Community Engineer	Kushla Tapper