Notice is hereby given that a Meeting of the Riverton/Aparima Community Board will be held on:
Date: Time: Meeting Room: Venue:
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Monday, 13 June 2016 5.30pm Southland District Council Office |
Riverton/Aparima Community Board Agenda
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MEMBERSHIP
Chairperson |
Blair Stewart |
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Deputy Chairperson |
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Members |
Timothy Anderson |
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Jan Breayley |
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Rodney Dobson |
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Neil Linscott |
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Bruce Shields |
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Blair Stewart |
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Andrew Wilson |
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IN ATTENDANCE
Community Engineer |
Greg Erskine |
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Committee Advisor |
Alyson Hamilton |
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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 |
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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 |
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
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
Riverton/Aparima Community Board
OPEN MINUTES
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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 |
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Deputy Chairperson |
Jan Breayley |
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Members |
Timothy Anderson |
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Neil Linscott |
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Bruce Shields |
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Andrew Wilson |
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Councillor |
Rodney Dobson |
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IN ATTENDANCE
Community Engineer |
Greg Erskine |
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Committee Advisor |
Alyson Hamilton |
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PUBLIC GALLERY
David North |
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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 |
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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.
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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 |
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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.
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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 |
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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.
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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 |
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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.
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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 |
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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. |
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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 |
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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 |
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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 |
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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 |
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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. |
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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 |
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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.
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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 |
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.
That the Riverton/Aparima Community Board: a) Receives the report titled “Action Sheet” dated 8 June 2016.
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a Riverton/Aparima Community Board - InfoCouncil Action Sheet - 13 June 2016 View
Riverton/Aparima Community Board |
13 June 2016 |
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Riverton/Aparima Community Board 13 June 2016 |
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%.
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Business Unit |
Balance |
Years Remaining |
Focal Point (1015) |
26307 |
$153,269 |
2 |
Pool |
26391 |
$35,742 |
6 |
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. |
a Riverton Projects List and Financial Reports, 30 April 2016 View
Riverton/Aparima Community Board |
13 June 2016 |
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 |
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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 |
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.
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, |
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.
There are no attachments for this report.
Riverton/Aparima Community Board 13 June 2016 |
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.
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.
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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.
There are no attachments for this report.
Riverton/Aparima Community Board 13 June 2016 |
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.
That the Riverton/Aparima Community Board: a) Receives the report titled “Remuneration for Chairs and Members of Community Boards” dated 3 May 2016. |
There are no attachments for this report.
Riverton/Aparima Community Board 13 June 2016 |
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.
That the Riverton/Aparima Community Board: a) Receives the report titled “Community Partnership Leader - Overview of role” dated 26 April 2016.
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a Community Partnership Leader - Overview of role View
Riverton/Aparima Community Board 13 June 2016 |
Exclusion of the Public: Local Government Official Information and Meetings Act 1987
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.
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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. |