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Notice is hereby given that a Meeting of the Riverton/Aparima Community Board will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Monday, 13 June 2016

5.30pm

Southland District Council Office
117 Palmerston Street,
Riverton

 

Riverton/Aparima Community Board Agenda

 

OPEN

 

 

 

MEMBERSHIP

 

Chairperson

Blair Stewart

 

Deputy Chairperson

 

 

Members

Timothy Anderson

 

 

Jan Breayley

 

 

Rodney Dobson

 

 

Neil Linscott

 

 

Bruce Shields

 

 

Blair  Stewart

 

 

Andrew Wilson

 

 

IN ATTENDANCE

 

Community Engineer

Greg Erskine

 

Committee Advisor

Alyson Hamilton

 

 

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference for Community Boards

 

This Community Board is a statutory body with delegated responsibility from Southland District Council. The board members are elected to represent their community and advocate on behalf of their community.

 

It can make decisions on:

 

·                     Tenders for leases of land and buildings within its area up to $10,000. For tenders above that value, the board can make a recommendation to either the Group Manager Services and Assets or Council’s Activities Performance Audit Committee.

·                     Managing local halls and cemeteries

·                     Managing reserves, plantings, drainage, footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and slipways, litter control

·                     Stewart Island – governance of the Stewart Island Electrical Supply Authority

·                     Te Anau – management of the Te Anau Airport Manapouri

 

It can make recommendations to Council on:

 

·                     Estimates, traffic management, roading, recreation, elderly persons’ housing, noxious plants control, pest destruction control, temporary road closures, local civil defence, local welfare, waste management, economic development, resource consent applications which are referred to the board for feedback, toilets and local assets.

 


Riverton/Aparima Community Board

13 June 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                                                                                                                 15

7.2       Works and Finance Report to Riverton/Aparima Community Board for the period ended 30 April 2016                                                                                                                 19

7.3       Riverton Rugby Club Rent Review                                                                            29

7.4       Lease to Paki and Jo-Ann Cleaver over Council Land at 103 Palmerston Street, Riverton                                                                                                                                       33

7.5       Remuneration for Chairs and Members of Community Boards                            37

7.6       Community Partnership Leader - Overview of role                                                 39  

Committee Reports

8.1       Chairperson's Report

Chairperson, Member Stewart, to report on activities with which he has been involved since the Board’s last meeting.

 

8.2       Local Liaison Persons Reports

The following is a list of portfolios by each Member;

 

Community Housing

Member Breayley

Community Pool

Member Shields

Emergency Management

Member Linscott

Parks & Reserves

Member Breayley

Resource Consents

Member Shields

Riverton Harbour Subcommittee

Member Anderson

Riverton Heritage & Tourist Centre Trust

Member Linscott

Venture Southland

Kathryn Cowie

Works

Member Wilson

Water & Waste

Member Anderson

 

8.3       Councillor's Report

Councillor Dobson to report on matters from the Council table.

Councillor's Report  

Public Excluded

Procedural motion to exclude the public                                                                              61

C10.1  Riverton Skate Park Shelter                                                                                       61  

 


1          Apologies

 

At the close of the agenda no apologies had been received.

 

2          Leave of absence

 

At the close of the agenda no requests for leave of absence had been received.

 

3          Conflict of Interest

 

Committee Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4          Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

5          Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i)    the reason why the item was not on the Agenda, and

(ii)        the reason why the discussion of this item cannot be delayed until a subsequent meeting.

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a)   that item may be discussed at that meeting if-

(i)         that item is a minor matter relating to the general business of the local authority; and

(ii)        the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)          no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

6          Confirmation of Minutes

6.1         Meeting minutes of Riverton/Aparima Community Board, 02 May 2016


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Riverton/Aparima Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Riverton/Aparima Community Board held in the Southland District Council Office, 117 Palmerston Street, Riverton on Monday, 2 May 2016 at 5.30pm.

 

present

 

Chairperson

Blair Stewart

 

Deputy Chairperson

Jan Breayley

 

Members

Timothy Anderson

 

 

Neil Linscott

 

 

Bruce Shields

 

 

Andrew Wilson

 

Councillor

Rodney Dobson

 

 

IN ATTENDANCE

 

Community Engineer

Greg Erskine

 

Committee Advisor

Alyson Hamilton

 

 

PUBLIC GALLERY

 

David North

 

 

 

 


1          Apologies

 

There were no apologies received.

 

2          Leave of absence

 

Moved Member Stewart, seconded Member Breayley and resolved:

That the request from Councillor Dobson for leave of absence from the Board meeting scheduled 13 June 2016 be granted.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

Moved Member Stewart, seconded Member Breayley and resolved:

That the Riverton/Aparima Community Board go into public forum to allow members of the public to speak.

 

Grant Isaacs and Danny Shayler

 

Grant Isaacs (Regional Manager, SouthRoads) addressed the meeting and provided a presentation updating the Board on the current Alliance Contract operating between SouthRoads and the Southland District Council.

 

Mr Isaacs explained how the contract works in relation to Riverton township and the surrounding area.

 

Mr Isaacs responded to members queries regarding ownership of SouthRoads confirming that Southroads is owned by the Richardson Group.

 

The Chair expressed appreciation to Messrs Isaac’s and Shayler for their attendance at the meeting and presentation to the Board.

 

Moved Member Anderson, seconded Member Wilson and resolved:

That Riverton/Aparima Community Board moves out of public forum.

 

5          Extraordinary/Urgent Items

 

Moved Member Breayley, seconded Member Linscott and resolved:

That the Riverton/Aparima Community Board consider the following item as a matter of urgent business in order that a decision can be made before the next ordinary meeting, subject to Section 46A of the Local Government Official Information and Meetings Act 1987.

Item 1:  Marion Ruda – Riverton Beautification Project

Item 2:  Soundshell Area – Draft Concept Plan

 

 

 

6          Confirmation of Minutes

 

Resolution

Moved Member Linscott, seconded Member Breayley  and resolved:

 

That the minutes of Riverton/Aparima Community Board, held on 21 March 2016 be confirmed as a true and correct record.

 

Reports

 

7.1

Action Sheet

Record No:         R/16/4/6062

 

Action Sheet from the Board’s previous meetings, was tabled.

 

Issues reported to the Board included;

 

Information Plaques

 

Member Breayley presented to the meeting a list of icons situated around the township with the view of placing a plaque at these sites for information purposes.

 

These included:

 

§  Concrete whale

§  Skate park

§  Focal point’

§  Grey Seal

§  Anchor

§  Flying fox

§  BBQ

§  Paua shell

 

Member Breayley advised the meeting of a quote that she has obtained from McDermotts Signs for a plaque 100cm x 200cm with black lettering on a white background being $35.00 (plus GST) each.

 

Following discussion the meeting agreed that Member Breayley progress this project and offered no objection to the quote received from McDermotts Signs however suggested that Member Breayley liaise with Member Shields to ascertain his availability of producing the signs and the costing involved. Member Breayley to report back to the Board on the outcome.

 

Riverton Signage

 

The meeting was advised MWH has agreed to the installation of the  “Welcome to Riverton” signage being placed in the traffic island situated at the intersection of Palmerston Street and Downing Street.

 

The Community Engineer advised he is to attend an onsite meeting with the MWH representative to work through a number of conditions.

 

 

Riverton and District Baths Society

 

Cr Dobson advised Council has, through the annual plan submission process, agreed to support the Society by way of an additional $3.00 per household which adds an extra $5,000 per year to the Society income.

 

 

Resolution

Moved Member Linscott, seconded Member Wilson  and resolved:

That the Riverton/Aparima Community Board:

a)            Receives the report titled “Action Sheet” dated 26 April 2016.

 

b)         Requests Member Breayley liaise with Member Shields in regard to             producing the plaques and the costing involved and report back to the             Board at its next meeting.

 

7.2

Works and Finance Report to Riverton Community Board for the period ended 31 March 2016

Record No:         R/16/4/5404

 

Works and Finance report for the period ended 31 March 2016, was tabled.

 

Issues reported to the Board included;

§  The Soundshell demolition has been completed and a meeting has been held with a design landscaper to look at options for the area.

 

The meeting was informed Member Wilson is to provide a quote on repair work to the remaining wall and that such quote be forwarded to the Community Engineer prior to the next meeting of the Board to progress this work.

 

§  Unusually high tides in the last few weeks have caused some surface flooding issues around the Taramea Bay area. Frequent clearing of the beach outlets has worked most of the time but the Board may have to look at some long term solutions eg pump stations.

 

It was also noted that the tide action has caused some scouring along the foreshore closer to Roy Street.

 

§  Work is continuing on the sewer main replacement in Bay Road.

 

§  The special ANZAC flags have been placed in Palmerston Street again this year and the remembrance crosses placed in front of Te Hikoi.

 

§  A draft plan of the proposed grandstand has been viewed by the Board. Further progress is to be presented to the Board in due course.

 

 

Resolution

Moved Cr Dobson, seconded Member Wilson  and resolved:

That the Riverton/Aparima Community Board:

a)         Receives the report titled “Works and Finance Report to Riverton Community Board for the period ended 31 March 2016” dated 25 April 2016.

7.3

Riverton Office & Library Hours

Record No:         R/16/4/5603

 

Report by Janet Thomas, Team Leader, Customer Support, advising of the change to the Riverton area office/library opening hours, was tabled.

 

Mrs Thomas advised that due to changing demographics and a decline in customers on a Friday evening it is more beneficial to users to be open from 8.30am to 5.00pm each day.

 

 

Resolution

Moved Member Linscott, seconded Member Wilson  and resolved:

That the Riverton/Aparima Community Board:

a)         Receives the report titled “Riverton Office & Library Hours” dated 18 April 2016.

 

7.4

Bylaw Review Process

Record No:         R/16/4/5209

 

Report by T Dytor (Policy Analyst) outlining that 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, was tabled.

 

Ms Dytor outlined the approach that will be taken in relation to consultation and the review proposed.

 

The Board noted the submission period is 9 to 30 June 2016 and that community views will be considered during formal consultation and during pre-consultation engagement.

 

Ms Dytor added that Community Boards are asked to make submissions during the consultation period and individual members can engage during pre-consultation sessions in May.

 

 

Resolution

Moved Member Stewart, seconded Member Breayley  and resolved:

That the Riverton/Aparima Community Board:

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

 

7.5

Draft Unmanned Aerial Vehicles Policy

Record No:         R/16/4/5658

 

Report by T Dytor (policy Analyst) outlining the draft Use of Unmanned Aerial Vehicles Policy, was tabled.

In her report Ms Dytor advised that 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.

 

Ms Dytor advised a recommendation is sought from the Board regarding local areas that should be considered for restriction or prohibition of unmanned aerial vehicle use.

 

In discussing the report members considered areas that could be affected by the use of unmanned vehicles and felt there were none affecting the Riverton area.

 

 

 

Resolution

Moved Member Linscott, seconded Member Wilson  and resolved:

That the Riverton/Aparima 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)        Advises that it considers there are no local areas within Riverton that             should be considered as restricted or prohibited areas for the use of             unmanned aerial vehicles.

 

Updates

 

8.1

Local Liaison Persons Report

 

Community Housing

 

Member Breayley advised issues with the boundary fence at Trotter Court has yet to be resolved by Property Department Staff.

 

Community Pool

 

Member Shields reported of a successful season. He added new members are required for the incoming committee.

 

Emergency Management

 

Member Linscott reported to the meeting that the Emergency Management team is scheduled to meet on Thursday, 5 May 2016 to discuss logistics. He encouraged  members to attend the meeting.

 

Parks and Reserves

 

Member Breayley reported to the meeting on the following issues.

 

    Issue with Township Mowing Contractor i.e. grass being thrown on roadsides and at the cemetery grass being thrown on the plots. Request for Community Engineer to follow-up with Contractor.

    Beautification Group to plant roses in the concrete tubs situated along Palmerston Street.

 

    Request from Mrs Keizer seeking assistance from the Board to water the concrete tubs during the summer period. Mrs Keizer suggested the Board fund a township person to undertake this work. In response the Board felt the list of volunteers was sufficient for this purpose and declined Mrs Keizer’s request. Staff to advise Mrs Keizer of the Board decision.

 

Works

 

Member Wilson queried the Contractor responsibilities of clearing the slot crossings around the township as he felt this work was not happening.

 

The Community Engineer advised the procedure is that following the street sweeper the Contractor is to undertake clearing of the slot crossings. Mr Erskine to follow-up with the Contractor.

 

8.2

Chairman's Report

 

Chairperson, Member Stewart, reported on activities with which he has been involved since the Board’s last meeting. These included;

 

    Attendance at the Community Board’s/CDA Chair’s meeting.

    Advice of the appointment of Community Partnership Leader with Mr Simon Moran being seconded as a Community Partnership Leader to look after the Riverton area.

    Update on progress of the Skatepark shelter currently with Daryl Kensington (Civil & Structural Engineer).

 

8.3

Councillors Report

 

Councillor Dobson reported on matters from the District Council table as follows:

 

    Increase of community pool rate

    Cycle Trail court proceedings

 

Extraordinary/Urgent Items

 

9.1

Marion Ruda - Riverton Beautification Group

 

Communication from the Riverton Beautification Group seeking Board approval to place “whirlygigs” within the Riverton Central Business District, was tabled.

Mrs Ruda advised that it is the Group’s intention to approach the Aparima College students to ascertain their interest in assisting with the building of these “whirlygigs” with the view of making the township more interesting for residents and visitors.

Following discussion members agreed to support this project, in principle, however requested that prior to the commencement of this project the Group liaise with the Community Engineer to discuss placement of the whirlgigs and possible safety issues.

 

Resolution

Moved Member Wilson, seconded Member Anderson  and resolved:

That the Riverton/Aparima Community Board:

a)            Receives the report titled “Marion Ruda – Riverton Beautification Group” dated 2 May 2016.

 

b)           Agrees to support this project, in principle, however requested that prior to the commencement of this project the Group liaise with the Community Engineer to discuss viable placement of the whirlgigs in the Township central business district and possible safety issues.

 

9.2

Soundshell Area - Draft Concept Plan

 

A visual presentation of a draft concept plan on the proposed landscaping of the Soundshell area prepared by Nigel Cowburn, Landscape Architect, was carried out.

 

Mr Cowburn, via speaker phone, spoke to his plans outlining the main entrance, location of the BBQ, intended location of the public toilets and highlighting the positioning of a curtain sided truck for public function purposes.

 

Mr Cowburn outlined the various planting options including ground cover, hedges, large loose shrubs for windbreak and open canopy trees across the frontage between the views from houses.

 

Members queried the hardiness of the plantings options suggested with Mr Cowburn confirming their coastal hardiness.

 

Members expressed appreciation to Mr Cowburn for his presentation and requested staff circulate the draft concept plans to Members for perusal and present a report at the next meeting of the Board which is to include costing options.

 

 

Resolution

Moved Member Stewart, seconded Member Breayley  and resolved:

That the Riverton/Aparima Community Board:

a)            Receives the report titled “Soundshell Area – Draft Concept Plan” dated 2 May 2016.

 

b)           Request staff circulate the draft concept plans to Members for perusal and present a report at the next meeting of the Board which is to include costing options.

 

The meeting concluded at 7.30pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Riverton/Aparima Community Board HELD ON 2 MAY 2016.

 

 

 

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

 

 

 

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

 

 


Riverton/Aparima Community Board

13 June 2016

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Action Sheet

Record No:        R/16/6/8576

Author:                 Alyson Hamilton, Committee Advisor

Approved by:       Alyson Hamilton, Committee Advisor

 

  Decision                             Recommendation                        Information

 

  

 

 

1        The Action Sheet from the Board’s previous meetings is circulated for Members’ information.

 

 

Recommendation

That the Riverton/Aparima Community Board:

a)         Receives the report titled “Action Sheet” dated 8 June 2016.

 

 

 

Attachments

a         Riverton/Aparima Community Board - InfoCouncil Action Sheet - 13 June 2016 View    

 


Riverton/Aparima Community Board

13 June 2016

 

 

Riverton/Aparima Community Board Action Sheet - Excluding Public Excluded

 

 

 

 

 

 

Open Action Items

 

 

 

 

 

 

Author

Due Date

Subject

Notes

Greg Erskine

03/06/2016

Dump Station Site

Requests the Community Engineer along with the Chair liaise with the affected property owners within the vicinity of the proposed dump station site with the view of the consent being non-notified so as to reduce consent fees.

 

CE working with Mr Roy in the planning team to investigate the required procedure.

 

Fees intimated at $3 to $5k, staff require a direction from the Board whether the project us worth pursuing.

 

Sarah Bedford

03/06/2016

Riverton Skate Park Shelter

Refer Public Excluded agenda item 10.1

Kevin McNaught

03/06/2016

Railway Esplanade

Requests staff follow-up with Ms Quirke to ascertain the response from LINZ regarding the renewal of the licence/lease agreement to D.T Kings of the Railway Esplanade area.

 

Communication received that decision still with LINZ in Wellington.

 

A further e-mail has been forwarded to Rose Quirke, awaiting a response.

 

Greg Erskine

03/06/2016

Riverton Signage

Requests the Area Engineer liaise with the Chair• Member Stewart• on progress of the Riverton Signage to be placed in the traffic island situated at the corner of Downing and High Streets.

 

CE is awaiting final written confirmation for the signage (Welcome to Riverton).

 

Greg Erskine

03/06/2016

Availability of Task Force Workers

Requests staff arrange a meeting to include the Chair• Member Stewart• Strategic Manager Property• Kevin McNaught and the Area Engineer to discuss the option of utilizing local contractors for lawn mowing and garden maintenance within the Riverton Township.

 

An additional Task Force team leader has recently been appointed and work is back on track.

 

Greg Erskine

03/06/2016

Marion Ruda - Riverton Beautification Group

Board agrees to support this project in principle requesting that prior to the commencement of this project the group liaise with the Community Engineer to discuss viable placement of the whirlgigs in the Township CBD and possible safety issues.

 

Mrs Ruda advises the Beautification Group are liaising with the Riverton Art Centre with the view of producing the whirlygigs for the Riverton Estuary Day.

 

Committee Advisor recommends this item be deleted from the action sheet.

 

Greg Erskine

03/06/2016

Soundshell area - draft concept plan

Request for staff to present a report at the next meeting of the Board of costing options for the proposed landscaping plan for the Soundshell area.

 

Community Engineer advises he has a follow-up meeting with the Landscaper 12 June with costings to be provided at the meeting.

 

Member Breayley

03/06/2016

Information Plaques

Requests Member Breayley to liaise with Member Shields in regard to producing the plaques and the costing involved and report back to the Board at its next meeting.

 

Tamara Dytor

03/06/2016

Draft Unmanned Aerial Vehicles Policy

Board advises that it considers there are no local areas within Riverton that should be considered as restricted or prohibited areas for the use of unmanned aerial vehicles.

 

The Board’s advice is noted.

 

Kathryn Cowie

03/06/2016

Funding Applications

Requests funding application be made to appropriate funding agencies for the purchase of an electric BBQ approximate costing being $11,436.00 exclusive GST.

 

Funding applications have been lodged with funding agencies for the March Funding round.

 

A grant of $2,000 has been approved by the Allocations Committee.

 

Greg Erskine

03/06/2016

Wall repair work

Member Wilson to provide quote on repair work to the remaining wall of the soundshell at the Taramea Bay park area.

 

Mr Wilson has given a verbal estimate of $7500 for work including end wall repair, barge boards, supports, internal wall lining etc.

 

Graeme Hall

03/06/2016

Trotter Court Boundary Fence

Request for staff to investigate issues with boundary fence at Trotter Court.

 

Staff are currently seeking quotes for a wood and iron fence. Costs for this fence to be borne between Council and the adjoining property owner.

Greg Erskine

03/06/2016

Mowing Contractor issues

Request for CE to follow-up with Mowing Contractor in regards to grass being thrown on roadsides and at the Cemetery grass being thrown on the plots.

CE has spoken to the mowing contractor about his obligations regarding the grass cutting.

 

Greg Erskine

03/06/2016

Slot Crossing cleaning

Request for CE to follow-up with Contractor in regards to clearing of slot crossings not being undertaken following the street sweeper.

 

Road maintenance contractor has been informed of their obligations when cleaning kerbs.

 

 

 

 

 

 

Recently Closed Action Items

 

 

 

 

 

 

 

Author

Completion Date

Subject

Notes

Alyson Hamilton

03/06/2016

Marion Ruda - Riverton Beautification Group

Action completed by: Alyson Hamilton Letter forwarded to Marion Ruda advising Board support the "whirlygig" project in principle subject to liaising with the Community Engineer regarding placement and safety issues.

 

Greg Erskine

03/06/2016

Township Entrance Beautification

Action completed by: Greg Erskine

Fence has been removed; mowing of the area is to be included in the mowing contract.

 

 


Riverton/Aparima Community Board

13 June 2016

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Works and Finance Report to Riverton/Aparima Community Board for the period ended 30 April 2016

Record No:        R/16/5/7747

Author:                 Greg Erskine, Community Engineer

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                             Recommendation                        Information

 

  

 

Community Engineer’s Report

1       Maintenance work has been undertaken at the roadside scour on Rocks Highway that was featured in last month’s report.

2       Several road intersections and curves are being looked at for vegetation trimming and visibility improvements within the town.

 

3       In the Riverton office, the Board members actively keep a list of minor activities that are to be followed up by the Community Engineer and other departments.

4       There have been some delays with the grandstand design and it is now expected to be built in August/September.

5       At the Soundshell site some minor work has been undertaken on the retained covered shed at the eastern end.  Plans for the landscaping improvements have been received.

Water and Waste Engineer’s Report

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

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

Financial Considerations

Community Engineer’s Comments

8       The income for the year is on target with BU 26300 sitting at 60% because internal interest has not been included.  Overall expenditure is under budget but there are some costs to come in and minor over expenditure in BU 26337 due to a BBQ purchase.  It is good to see the Focal Point loan will paid off in two years.

Development and Financial Contributions

9       The table below outlines the balances of Development and Financial contributions for your Board 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. 


 

Reserves Contributions

$106,136

Sewerage Contributions

$281,752

Water Contributions

$101,454

Reserves

10     Please find the reserves report attached.

Loan

11     The table below outlines the community loans as at 30 June 2015.  The interest rate applicable on this loan for the 2015/2016 year is 6.25%.

 

Business Unit

Balance
June 2015

Years Remaining

Focal Point (1015)

26307

$153,269

2

Pool

26391

$35,742

6

 

 

Recommendation

That the Riverton/Aparima Community Board:

a)         Receives the report titled “Works and Finance Report to Riverton/Aparima Community Board for the period ended 30 April 2016” dated 1 June 2016.

 

Attachments

a         Riverton Projects List and Financial Reports, 30 April 2016 View    

 


Riverton/Aparima Community Board

13 June 2016

 

Project List

 

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

 

 

Activity

Project

Type

Year

Budget

Status

Officer’s Comments

Roading and Transport

Footpaths

REN

1516

 $48,000

Complete

Bay Road, Verdun Street and Rocks Highway.

Library Services

Furniture & Fittings

 

1415

$2,000

Completed

 Bean bags and chairs supplied.

Parks and Reserves

Replacement Grandstand Facility

LOS

1516

 $100,000

Investigation

Design underway but 50/50 call if it will be built by 30 June. Tender process and construction timeframes.

Parks and Reserves

Widen track

MAINT PLAN

1516

 $5,000

Not started

To commence in April.

Parks and Reserves

New Flying Fox

LOS

1516

 $20,000

Completed

Completed January 2016

Roading and Transport

Streetlight Renewal

LOS

1516

 $5,000

Deferred

Delay with site confirmation

Roading and Transport

Kerb work on Havelock Street

REN

1516

 $130,000

Deferred

This project is for 750 metres of new street kerb and channel in Havelock Street. Applying for NZTA subsidy through annual plan so will not be started before 30 June, 2016.

Roading and Transport

Road & kerbing

LOS

1314

 $105,884

Deferred

This project is being undertaken in conjunction with the Roading Team, agreement on the final design has delayed construction until the 16/17 year.

Roading and Transport

Footpaths

REN

1415

$46,778

Completed

Completed January

Roading and Transport

Palmerston Street Beautification

MAINT PLAN

1516

 $15,000

Investigation

 Planter boxes in place.

Sewerage

Replace main- Bay Street

REN

1516

 $90,000

Construction

Completed by June, 2016

Sewerage

Dropper Renewals

REN

1516

 $80,000

Construction

Work progresses. Completed by June 2016

Sewerage

Urgent Stabilising work to pump station opposite 77 Towack St

LOS

1516

 $60,000

Completed

Completed.

Sewerage

RPZ Project

REN

1516

 $50,000

Completed

Work completed.

Stormwater

Palmerston & Jetty Street early renewal

REN

1516

 $75,000

Construction

In progress. To be completed by May 2016.

Water Supply

Capacity

LOS

1415

 $92,319

Construction

To be completed by June,2016

Water Supply

Scheme Improvements

LOS

1213

 $1,384,191

Construction

To be completed by June,2016

 

      


Riverton/Aparima Community Board

13 June 2016

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Riverton Rugby Club Rent Review

Record No:        R/16/3/3602

Author:                 Virginia Dillon, Property Officer

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                             Recommendation                        Information

 

  

 

Purpose

1        The purpose of the report is to set the rental payable for the Riverton Rugby Club Incorporated’s lease of Council recreation reserve at 45 Leader Street.

Executive Summary

2        The Riverton Rugby Club Inc has a lease of recreation reserve which is due for a rent review as at 1 July this year.

The Club currently pays rent of $200 plus GST per annum together with service charges of $845.80.

It is proposed that the annual rental for the three year term from 1 July 2016 remain at $200 plus GST.

 

Recommendation

That the Riverton/Aparima Community Board:

a)         Receives the report titled “Riverton Rugby Club Rent Review” dated 7 June 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)         Sets the annual rental payable by the Riverton Rugby Club for its lease of recreation reserve at 45 Leader Street, Riverton being part of Section 87,
Block XXV, Jacobs River Hundred at $200 plus GST for the three year term commencing 1 July 2016.
 

 


 

Content

Background

3        The Riverton Rugby Club has a lease over Council Recreation Reserve located at 45 Leader Street, Riverton.  The lease is for a term of 21 years from 1 July 1998 (expiry 30 June 2019).

4        The lease is subject to three yearly rent reviews from the date of commencement with the next one due on 1 July 2016.

5        The Club currently pays an annual rental of $200.00, plus GST together with all service charges levied - one water meter ($170), one sewerage ($394.80) and one set of bins ($281) - total service charges of $845.80.

6        Historically the rent set has been at the discretion of the Board.

7        The land contained in the lease is 479 square metres and is described as Section 87, Block XXV, Jacobs River Hundred.

Issues

8        There are no issues identified with undertaking the rent review.

Factors to Consider

Legal and Statutory Requirements

9        No issues identified.

Community Views

10      The views of the Club have not been sought as it is recommended that the annual rental not change.

Costs and Funding

11      There are no direct costs to the Board in undertaking the rent review.

The Board has been consistent in the rental set for sporting bodies with the rugby, bowling and squash Clubs all being charged the same annual rental. 

Policy Implications

12      No implications are identified.

13      The Council’s District-wide Reserves Management Plan states to “continue to develop and maintain the Riverton recreation reserve for casual recreation and organised sport”.

Analysis

Options Considered

14      There are two options to consider:

15      Increase the annual rental; or

16      Leave the annual rental as is.

Analysis of Options

Option 1 - Increase the annual rental

Advantages

Disadvantages

·        None identified.

·        To increase the annual rental may impact on the use of the recreation reserve by the Club and increase maintenance costs to the Board.

Option 2 - Status quo

Advantages

Disadvantages

·        Adherence to the provisions of the District-wide Reserves Management Plan.

·        No reasons to increase costs to the local club.  The Club pays all the annual service charges for its building.

·        No disadvantage identified.

Assessment of Significance

17      Not a significant issue.

Recommended Option

18      The Officer recommends Option 1.

Next Steps

19      The Club will be formally advised of any decision made by the Board.

 

Attachments

There are no attachments for this report. 

 


Riverton/Aparima Community Board

13 June 2016

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Lease to Paki and Jo-Ann Cleaver over Council Land at 103 Palmerston Street, Riverton

Record No:        R/16/4/6020

Author:                 Virginia Dillon, Property Officer

Approved by:       Anne Robson, Chief Financial Officer

 

  Decision                             Recommendation                        Information

 

  

 

Purpose

1        The purpose of the report is for the Board to determine whether to issue a further lease to Paki and Jo-Ann Cleaver over Council land at 103 Palmerston Street, Riverton.

Executive Summary

2        Paki and Jo-Ann Cleaver lease Council land at 103 Palmerston Street, Riverton.

3        The leased land provides ingress and egress to the Riverton Automotive Service Centre.

4        The current lease expires on 30 June 2016 and the Board is asked to determine whether to issue a further lease.

5        The current rental is $500 GST exclusive per annum and it is recommended that it remain the same for the five year term from 1 July 2016.

6        The Lessee has requested that the rental remain unchanged.

 

Recommendation

That the Riverton/Aparima Community Board:

a)         Receives the report titled “Lease to Paki and Jo-Ann Cleaver over Council Land at 103 Palmerston Street, Riverton” dated 7 June 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)         Resolves that a lease be issued to P J and J M Cleaver Family Trust over Council land at 103 Palmerston Street, Riverton being three parts of Section 26, Block III, Town of Riverton for a term of five years from 1 July 2016.

e)         Resolves that the annual rental payable for the five year term from 1 July 2016 be set at $500 plus GST.

 

 


Content

Background

7        Paki and Jo-Ann Cleaver (Trustees of the P J and J M Cleaver Family Trust) are the owners of Riverton Automotive Service Centre.

8        Council land is leased to the Trust for entrance and exit to the service station forecourt as well as the site for an advertising sign.  For convenience the area marked ROW on the plan attached was also included, but the right to use this area is already covered by a registered document on the certificate of title.

9        The lease expires on 1 July 2016.

10      The land contained in the lease is Council freehold land and comprises 300 square metres.

11      Mr Cleaver has indicated verbally that the Trust wishes to enter into a lease based on the terms and conditions set out in the draft lease.  The Trust has also requested that the annual rental remain at $500 plus GST.

12      Clauses to note in the draft lease are:

Term:                       Five years commencing on 1 July 2016.

 

Right of renewal:      One right of renewal for a further term of five years.

 

Rental:                      $500 plus GST per annum.

 

Rent review:             Upon renewal of the term of the lease.

 

Use of premises:      The Lessee shall be permitted to use the land the subject of this lease for ingress and egress to the fuel pumps situated on Section 25,
Block III, Town of Riverton and operated by the Lessee as well as the site for an advertising stand. 

 

(3)        The Lessee will at all times during the term and to the satisfaction of the Lessor in all things keep the land, all buildings, fences, hedges, gates, enclosures and other structures and improvements now erected or made or which may hereinafter be erected or made on the land or on the boundaries thereof in good repair order and condition and yield up the same at the expiration or sooner determination of the said term.

 

(6)        The Lessee shall pay and discharge all existing and future taxes, power and telephone charges, duties, impositions and outgoings whatsoever imposed upon the said land and every part or parts thereof during the said term.

 

(7)        Nothing contained or implied in this lease shall be deemed to confer on the Lessee any right to acquire the fee simple in the said land.

 

(8)        The Lessee shall not at any time during the said term assign, sublet, mortgage or otherwise dispose of his interest or any part thereof in the Lease without the consent in writing of the Lessor.

 

(9)        The Lessee will not erect any buildings or in any way alter the surface on the said land without the prior consent in writing of the Lessor.

 

(10)      The Lessee will not erect or display or permit to be erected or displayed any hoardings or advertising matter of any description on the said land or on the building without the written consent of the Lessor.

 

(18)      That the Lessor or the Lessee as the case may be can terminate this agreement to lease by giving the other party three months’ notice in writing. 

 

(21)      In the event of a breach of any of the conditions of this Lease, this Lease may be determined at any time by the Lessor in respect of the whole or any portion of the land upon the Lessor giving to the Lessee one calendar months’ notice in writing of its intention so to determine this Lease.

 

13      The leased areas are shown highlighted black below:

Issues

14      No issues to the Board are identified.

15      Should the lease not be granted, the Lessee will be required to make alternative arrangements with regard to access to the Automotive Centre.

Factors to Consider

Legal and Statutory Requirements

16      The Lessee is required to abide by the conditions of the Lease.

Community Views

17      The views of the Board are deemed to represent those of the community.

Costs and Funding

18      The costs to process the issue of the lease and rent review are covered by current budgets.

Policy Implications

19      No policy implications.

Analysis

Options Considered

20      The Board is asked to issue a new lease and decide whether to leave the annual rental as is.

Analysis of Options

Option 1 - Issue a lease and leave the annual rental as is

Advantages

Disadvantages

·        The current rental charge is appropriate for what is being leased which is the ingress, egress and carparks.

·        None identified.

 

Option 2 - Issue a lease and increase the annual rental

Advantages

Disadvantages

·        No advantages identified.

·        There are no costs to the Board in maintaining the land as the Lessee is responsible.

·        The Board would be liable for the costs of maintenance of the service lanes should the lessee not enter into a lease.

Assessment of Significance

21      The matter is not considered to be significant.

Recommended Option

22      The Officer recommends Option 1.

Next Steps

23      Lease documentation will be sent for signing by the parties.

 

Attachments

There are no attachments for this report.  

 


Riverton/Aparima Community Board

13 June 2016

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Remuneration for Chairs and Members of Community Boards

Record No:        R/16/5/6274

Author:                 Sheree Marrah, Finance Manager

Approved by:       Anne Robson, Chief Financial Officer

 

  Decision                             Recommendation                        Information

 

  

 

Purpose

1          This memorandum sets out rates of remuneration that apply for Community Board chairs and members from 1 July 2016 until 30 June 2017. 

2          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. 

3          Rates specified in by the Remuneration Authority are the maximum amount that can be paid.  The Authority’s approach, consistent with previous years, is that Community Board chairs will be paid at twice the amount of Community Board members.  At the Council meeting on
27 April 2016, Council has approved the Authorities proposed remuneration rates for all elected members, including Community Board chairs and members. 

4          As a result, remuneration levels are proposed to increase by 2.5% for all Southland District Council elected members from 1 July 2016.  A schedule of the current and proposed remuneration levels for Community Board chairs and members is listed below for your information. 

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

 

5          Staff have communicated Council’s approval of the proposed remuneration levels to the Authority so they can prepare the formal Elected Members Remuneration Determination for all local authorities. 

6          The Authority will publish its determination prior to 1 July 2016.

 

Recommendation

That the Riverton/Aparima Community Board:

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

 

Attachments

There are no attachments for this report.  

 


Riverton/Aparima Community Board

13 June 2016

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Community Partnership Leader - Overview of role

Record No:        R/16/4/5366

Author:                 Simon Moran, Manager - Resource Management

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                             Recommendation                        Information

 

  

 

Purpose      

1        The role of Community Partnership Leader (CPL) has been established through Council’s reorganisation. Simon Moran (CPL – Fiordland and South West Coast) will provide an update on the new positions and the role they will have in the community.

 

 

Recommendation

That the Riverton/Aparima Community Board:

a)         Receives the report titled “Community Partnership Leader - Overview of role” dated 26 April 2016.

 

 

 

Attachments

a         Community Partnership Leader - Overview of role View    

 


Riverton/Aparima Community Board

13 June 2016

 


 


 


 


 


 


 


 


 


 

   

 


Riverton/Aparima Community Board

13 June 2016

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Exclusion of the Public: Local Government Official Information and Meetings Act 1987

 

Recommendation

 

That the public be excluded from the following part(s) of the proceedings of this meeting.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

 

C10.1  Riverton Skate Park Shelter

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Riverton Skate Park Shelter

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

 

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.