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Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Edendale-Wyndham Community Board held in The Bistro, Pioneer Tavern, Ferry Road, Edendale on Tuesday, 24 May 2016 at 7.30pm.

 

present

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

Lindsay Donald

 

 

Dean Rabbidge

 

 

Andrew Roy

 

 

Nathan Stewart

 

 

Cr Paul Duffy

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

 

Community Engineer

Kushla Tapper

 

 


Edendale-Wyndham Community Board

24 May 2016

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1          Apologies

 

An apology for absence was received from Andrew Roy.

 

Resolution

Moved Member Rabbidge, seconded Cr Duffy and resolved:

That the Edendale/Wyndham Community Board accept the apology.

 

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 was no public forum.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Stewart and resolved:

That the Edendale/Wyndham Community Board minutes of meeting held on Tuesday 22 March 2016 are confirmed as a true and correct record of that meeting with the following amendment:

8.2

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

Record No:         R/16/3/3199

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.

 

 

Reports

 

7.1

Bylaw Review Process

Record No:         R/16/4/5190

 

The Board noted that the purpose of the report was to inform  of the review of various Bylaws.  Following the circulation of the agenda, officers have removed the Keeping of Animals, Poultry and Bees Bylaw 2010 from the schedule of Bylaws to be reviewed.  The Cemetery Bylaw 2006 and the Control of Advertising Signs Bylaw 2008 will still be reviewed with a new timetable for the review.

 

The following are drivers for each review:

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

·               A review of the Control of Advertising Signs Bylaw 2008 is recommended to enable alignment 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.

·               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.

 

The Board were advised of a new timetable for review process of the Cemetery Bylaw 2006 and the Control of Advertising Signs Bylaw 2008.

 

The Board also noted that Community views would be considered during the formal consultation and pre-consultation engagement.

Also noted was that 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.

 

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Rabbidge recommendation a with a new b and c (as indicated):

That the Edendale-Wyndham Community Board:

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

b)      Notes the new timetable (as follows) for the Bylaw Review process for the Cemetery Bylaw 2006 and the Control of Advertising Signs Bylaw 2008:

Date

Task

7 April 2016

Develop memo to Community Boards (CBs) and Community Development Area Subcommittees (CDAs) with timeline

23 May - 13 June 2016

Pre-consultation engagement through ‘Community Conversation’ sessions.

29 June 2016

Council meeting to endorse draft bylaws for public consultation.

30 June 2016

Notification given to Area Offices, Knowledge Management and customer services.

 

Committee Advisors to liaise with CB and CDAs

30 June 2016

Draft bylaws advertised

30 June – 21 July 2016

Submission period

17 August 2016

Council meeting (Submission Hearings)

7 September 2016

Council meeting (Deliberations)

28 September 2016

Council meeting (Adoption of bylaws)

October  2016

Communication of adopted bylaws.

November – December 2016

Present report to CBs and CDAs on new bylaws

 

c)         Notes that Council is to commence a review of the Keeping of Animals, Poultry and Bees Bylaw 2010 and will provide updates when consultation timetable has been confirmed.

 

 

7.2

Draft Unmanned Aerial Vehicles Policy

Record No:         R/16/4/5645

 

The Board noted that this report presents the draft Use of Unmanned Aerial Vehicles Policy and 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.

 

Also noted was that under new rules introduced by the Civil Aviation Authority, that Council can grant or decline consent for the use of Unmanned Aerial Vehicles on property that it owns or controls. The draft Policy sets a framework to allow Council to do this.

 

The Board further noted that the draft Policy contains broad conditions which would apply throughout the Southland 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.

 

The Board considered the areas in the Edendale and Wyndham boundaries and confirmed that there are no local areas that should be considered as restricted or prohibited areas for the use of unmanned aerial vehicles.

 

 

Resolution

Moved Chairperson Yorke, seconded Deputy Chairperson Fodie recommendations a to c and d with changes (as indicated) and a new e (as indicated) and resolved:

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.

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)        Confirms that it has no Recommend any local areas that should be considered as restricted or prohibited areas for the use of unmanned aerial vehicles.

e)         Requests that the Property Department notify affected lessees in the Edendale and Wyndham Community Board areas of the new policy when approved.

 

 

7.3

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

Record No:         R/16/5/6449

 

 

Community Engineer Kushla Tapper was in attendance for this item.

 

Mrs Tapper advised that:

·                The Edendale Cemetery hedges are tidy for another year and the potholes at the entrance 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 plants. 

·                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.

·                Trimming of the trees and hedges at the Edendale Recreation Ground and in Wyndham by Rugby Club/Netball Courts have been completed.  The 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.  The Board requested that Officers confirm the suitability of a preferred person prior to the felling of the trees.

·                Camping  Ground:  Preliminary documentation for a ‘request for tender’ was attached to the Officer’s report. The Board considered the proposal and asked that the decision for awarding the lease be bought to the September 2016 Board meeting.

·                The first annual footpath condition rating exercise has been completed for the entire district, with data collected over April 2016.  The raw data has not yet been processed.  However the Board requested that Officers prepare a summarised report of footpath condition ratings and subsequent renewal programme for Edendale and Wyndham.

·                During discussion on various matters, the issue of painting the traffic islands in Wyndham was mentioned.  Officers were asked to investigate the cost of this.

 

 

 

 

 

 

 

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 but ok

$3,500 general projects budget not fully assigned.  May be required to offset stormwater expenditure.  Approximately $1,000 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 ~ $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

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

 

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 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

 

 

Resolution

Moved Member Donald, seconded Member Rabbidge recommendation a, new recommendations b, c, d, and e (as indicated), 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 30 April 2016” dated 17 May 2016.

 

b)         Requests that officers obtain a quote for the painting of the traffic islands in Wyndham

 

c)         Requests that officers prepare a summarised report of footpath condition ratings on Edendale and Wyndham and the subsequent renewal programme.

 

d)         Instruct Officers to proceed with the Wyndham Camping Ground request for proposal and that the decision for awarding the lease be at the September 2016 meeting of the Board.

 

e)         Request that Officers confirm that Glen Morton meets forestry regulations under the Health and Safety Legislation and then proceed with felling the macrocarpas at Memorial Drive, Wyndham.

 

 

7.4

Remuneration for Chairs and Members of Community Boards

Record No:         R/16/5/6276

 

The Board noted that the report advised the rates of remuneration that apply for Community Board chairs and members from 1 July 2016 until 30 June 2017.

 

The amount payable to Council’s Community Board members and chairs is determined by the Remuneration Authority (the Authority).  This year, the Authority has applied the same approach that was developed in 2013, basing remuneration rates on job size.

 

 

Resolution

Moved Deputy Chairperson Fodie, seconded Cr Duffy and resolved:

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Remuneration for Chairs and Members of Community Boards” dated 3 May 2016.

 

 

7.5

Insurance Valuation for Wyndham Community Centre

Record No:         R/16/5/7404

 

The Board noted for information the recent insurance valuation for the Wyndham Community Centre.

 

 

Resolution

Moved Member Rabbidge, seconded Chairperson Yorke and resolved:

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Insurance Valuation for Wyndham Community Centre” dated 17 May 2016.

 

7.6

Action Sheet - Edendale-Wyndham Community Board

Record No:         R/16/5/7385

 

The Board discussed the action sheet and noted:

·               That the item on the process for the disposal of the Edendale Hall is a work in progress and that Officers are working on access issues with one of the neighbours

·               That quotes for the removal of the hedge at the Wyndham Rugby Club, camping ground, netballs courts and Bowling Club had been obtained and the action “closed off”

·               That the Community Engineer will contact the Property Manager regarding the breach of the lease conditions relating to the safety of the Macrocarpa hedge line at the Wyndham Racecourse

·               Venture Southland (Tina Harvey) is working with the Finance Department and there will be a report for the next meeting of the Board regarding money set aside for a community centre in Edendale.

 

 

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Rabbidge and resolved:

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Action Sheet - Edendale-Wyndham Community Board” dated 17 May 2016.

 

 

Committee Reports

 

8.1

Southland Cycling Strategy

Record No:         R/16/4/5780

 

Nothing to report.

 

8.2

Edendale Wyndham Cycleway Investigation

Record No:         R/16/4/5781

 

The Chair advised the Board that Tourism Resource Consultants have been commissioned to investigate the potential route and prepare a report.

 

8.3

Portfolios

Record No:         R/16/4/5784

 

Updates were given for the following items from Community Board Members.

 

·        Edendale Hall/Memorial Hall Wyndham/Community Centre

The Chair advised that she had met on site with the Strategic Property Manager regarding the back wall of the Wyndham Hall.  The back wall contains asbestos and needs to be remedied.  While on site a discussion was had on replacing the fluorescent lights with LEDs and the installation of a disabled toilet and that Officers will report to the Board with a proposal and costs to deal with back wall and lights.

 

·        Resource Management

The Board noted that a new cellphone tower is to installed near the Edendale Cemetery and that some members had recently attended a meeting with Fonterra representatives regarding the resource consents required for the discharge of waste water.

 

·        Factory Liaison

The Board noted that a meeting is expected soon.

 

·        Emergency Management

Nothing to report

 

·        Reporting to Ensign/Edendale Informer/Wyndham Messenger

Denise Fodie advised that she would be submitting on various issues.  Items to be included would be highlighting the request for proposal for the Wyndham Camping ground, a reminder to cut hedges and greenery so that it doesn’t cover footpaths and also that footpaths will be sprayed for moss and lichen.

 

 

·        Edendale Pool

Nothing to report

 

·        Edendale Wyndham Community Health Trust

Nothing to report

 

·        RSA Scholarship

Nothing to report

 

 

8.4

Chairperson's Update

Record No:         R/16/4/5785

 

Pam Yorke as Chair updated the Board on various issues.

 

The Board noted that there had been correspondence on the issue of the land at 26 Baltic Street, Wyndham.  The information on the matter is appended to the minutes as appendix 1.  The Chair advised that Mr Lee has been asked to respond to her for the July 2016 meeting on what he wants to do in relation to 26 Baltic Street.  Correspondence between the Chair and Mr Lee is appended to the minutes as appendix 2.

 

She also advised that she and Councillor Duffy had attended three meetings regarding the provision of Southland District Council services in Wyndham.

 

The Board also noted that there had been a meeting of the John Beange Trust and that there had been grant allocations made to applicants.

 

During the update from the Chair a discussion was had on the provision of refreshments following the ANZAC Day parades.  Councillor Duffy and Denise Fodie are to have discussions with interested parties on the matter.

 

The Chair further advised that she and Councillor Duffy had been to a meeting regarding the decision on the building that the Wyndham Museum was housed in.  The Board noted that the Museum has to vacate the building by 2018 because of earthquake issues and there are to be further meetings on the issue.

 

 

Councillor's Report

 

9.1

Councillor's Report

Record No:         R/16/4/5783

 

Councillor Duffy updated the Board on activities that he has been involved with.

 

He highlighted that:

·               Southland District Council is running Community Conversations around the District in May 2016 and that one is planned for Edendale on Monday 30 May 2016

·               The campaign to build the Haast to Hollyford Road is gearing up

·               The planning for the 2018/2028 starting soon and

·               The Around the Mountain Cycle Trail Environment Court appeal is still in progress.

 

Next Meeting

 

The Board noted that the next meeting of the Board would be at 7.30pm on Tuesday 26 July 2016 in the Wyndham Memorial Hall.

 

 

The meeting concluded at 9.58pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON TUESDAY 24 MAY 2016.

 

 

 

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

 

 

 

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

 

 


 

 

 

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APPENDIX 2