Agenda of Winton Community Board

Winton Community Board

27 June 2016

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TABLE OF CONTENTS

ITEM PAGE

Procedural

1 Apologies 4

2 Leave of absence 4

3 Conflict of Interest 4

4 Public Forum 4

5 Extraordinary/Urgent Items 4

6 Confirmation of Minutes 4

Reports

7.1 Action Sheet 11

7.2 Works and Finance Report to Winton Community Board for the period ended 31 May 2016 15

UPDATES

8.1 Local Liaison Persons Report

The following is a list portfolios by each Member;

· Works	Member McHugh & Area Engineer
· Reserves & Cemeteries	Members McNaught & Mangos
· Buildings	Members McNaught & Hughes
· Resource Consents & Trading in Public Places Bylaw Issues	Members McHugh & Jukes
· Emergency Management	Member Hughes
· Community Pool	Member Mangos
· Skatepark	Members Hughes & Jukes
· Moores Reserve	Member Somerville
· Promotions	Member Somerville
· Community Housing	Chris Dolan

8.2 Chairperson's Report

The Chairman, Member McHugh, to report on matters with which he has been involved since the Board’s last meeting.

8.3 Councillor's Report

Councillor Bailey to report on matters from the Council table.

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

Board 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 Winton Community Board, 16 May 2016

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Winton Community Board

OPEN MINUTES

Minutes of a meeting of Winton Community Board held in the Southland District Council Office, 1 Wemyss Street, Winton on Monday, 16 May 2016 at 5.30pm.

present

Chairperson	John McHugh
Deputy Chairperson	Brian Somerville
Members	Bruce Hughes
	Lynley Mangos
	Doreen McNaught
Councillor	Lyall Bailey

IN ATTENDANCE

Team Leader Governance	Chris Dolan
Community Engineer	Moira Tinnock

1 Apologies

Moved Member Hughes, seconded Deputy Chairperson Somerville and resolved:

That the Winton Community Board accept the apology for non-attendance lodged by Member Jukes.

2 Leave of absence

There were no requests for leave of absence.

3 Conflict of Interest

There were no conflicts of interest declared.

4 Public Forum

There were no persons seeking speaking rights in the Public Forum section of the meeting.

5 Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

6 Confirmation of Minutes

Resolution

Moved Member Mangos, seconded Member McNaught and resolved:

That the minutes of Winton Community Board meeting held on 11 April 2016 be received and confirmed as a true and correct record.

Reports

7.1

Action Sheet

Record No: R/16/5/6952

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

Issues arising from the Action Sheet included;

§ Public toilet is expected to be installed at Ivy Russell Reserve in mid-June.

§ Meeting with affected parties relating to the Land Encroachment issues adjacent the Memorial gates is set down for Monday, 23 May 2016.

Resolution

Moved Deputy Chairperson Somerville, seconded Member Hughes and resolved:

That the Winton Community Board:

a) Receives the report titled “Action Sheet” dated 12 May 2016.

7.2

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

Record No: R/16/4/5972

Works and Finance Report for the period ended 31 March 2016 for the Winton Community Board prepared by M Tinnock (Community Engineer), was tabled.

Items drawn to the attention of the Board included;

§ Trial for moss and lichen was applied to the footpaths on Friday, 22 April 2016 on Niddry Crescent and Waterford Drive. The trial will be inspected in the spring. In the meantime $8K set aside for this project is to be carried forward to the 16/17 financial year.

§ Flax removal and tree trimming at Ivy Russel Reserve has been attended to.

§ The probe in the temperature clock has been replaced by EIS electrical.

§ Plantings at Moores Reserve have been completed.

§ Financial expenditure is on track YTD. Parks and Reserves budgets are 94% spent YTD due to work undertaken at Moores Reserve and ANZAC Oval.

§ Beautification is 68% spent YTD.

Resolution

Moved Member Mangos, seconded Member McNaught and resolved:

That the Winton Community Board:

a) Receives the report titled “Works and Finance Report to Winton Community Board for the period ended 31 March 2016” dated 26 April 2016.

b) Agrees to carry forward $8,000 (approximately) for the moss removal treatment of footpaths in the Winton trial sites project to the 2016/2017 financial year.

7.3

Bylaw Review Process

Record No: R/16/4/5237

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 to consultation and 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 Hughes, seconded Member Somerville and resolved:

That the Winton Community Board:

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

7.4	Draft Unmanned Aerial Vehicles Policy Record No: R/16/4/5672
	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 feedback is sought from the Board regarding local areas that should be considered for prohibition or restriction of unmanned aerial vehicle use. In discussing the report members considered areas that could be affected by the use of unmanned aerial vehicles and felt there were none affecting the Winton area.

	Resolution Moved Member McHugh, seconded Member Mangos and resolved: That the Winton 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 that should be considered as restricted or prohibited areas for the use of unmanned aerial vehicles.

7.5

Remuneration for Chairs and Members of Community Boards

Record No: R/16/4/6163

Report by Mrs S Marrah (Finance Manager) that sets out the rates of remuneration that apply for Community Board chairs and members from 1 July 2016 to 30 June 2017, was tabled.

The Board noted the amount payable to Council’s Community Board chairs and members is determined by the Remuneration Authority.

Mrs Marrah added that rates specified by the Remuneration Authority are the maximum amount that can be paid.

Mrs Marrah advised that at the Council meeting held on 27 April 2016 Council approved the Authority’s proposed remuneration rates for all elected members including Community Board chairs and members.

Presented within the report to the Board was a schedule of current and proposed remuneration levels for all of Council’s Community Board chairs and members.

Resolution

Moved Member McNaught, seconded Member Somerville and resolved:

That the Winton Community Board:

a) Receives the report titled “Remuneration for Chairs and Members of Community Boards” dated 28 April 2016.

Updates Reports

8.1

Local Liaison Persons Report

Emergency Management (EM)

Member Hughes reported on an EM Southland meeting held in Otautau recently.

Member Hughes added he has been appointed Winton EM Coordinator.

Community Pool

Cr Bailey reported on his attendance a recent pool meeting where the “Licence to Occupy” was discussed.

Skatepark

The Chair reported that submissions to the application for resource consent close on Friday, 20 May 2016.

8.2	Chairperson's Report
	Chairman, Member McHugh, reported on matters with which he has been involved since the Board’s last meeting. These included; Advice of a meeting next Monday 23 May 2016 re Land Encroachment issues at the Winton Memorial Gates. Lions Club waterblasted the Memorial Gates prior to ANZAC Day Successful ANZAC Day Discussions with Rotary Club re bike stands; also offer from a Gore person for some bike stands for no cost Community Conversations programmed for 31 May 2016 Report on a meeting with Hall Refurbishment Project Manager and Property Officer
8.3	Councillor's Report
	Councillor Bailey reported on matters from the District Council table. These included; § Annual Plan submissions § Cycle Trail Appeal Hearing § Te Anau Wastewater Treatment Project § Haast – Hollyford Road § Forestry Inspection

The meeting concluded at 6.45pm The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Winton Community Board HELD ON 16 MAY 2016

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

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

Winton Community Board

27 June 2016

Winton Community Board Action Sheet - Excluding Public Excluded

Open Action Items

Author	Due Date	Subject	Notes
Chris Dolan	05/09/2016	Roadside Seating - D L Hicks	The Board agrees to accept the offer put forward by Mr Hicks but the location to be decided upon following further discussion with Mr Hicks. Spoke to Mr Hicks; awaiting his response to accepting location of Centennial Park as the preferred site. The Chairman and C C Dolan met with Mr Hicks on Monday, 29 February at Centennial Park. Mr Hicks happy with Centennial Park as the location for a suitable seat in memory of the Smeatons. Seating will be installed when skatepark project is complete.
Donna Hawkins	01/02/2017	Information Panels - Winton Cemetery
Kevin McNaught	20/06/2016	Land Encroachment - ANZAC Memorial Gates	Board resolves to appoint Chairman and Member Jukes and Strategic Property Manager to negotiate with adjoining landowners. Council are awaiting a response from land owners.
Chris Dolan	20/06/2016	Winton Rotary Club -Proposed BBQ	Requests staff to organise a meeting with representatives of the Club and the Boards Parks and Reserves Committee. Letter sent to Rotary Club; meeting set down for 17 June 2016. Chairman will report to the Board on the outcome of the meeting.
Tamara Dytor	20/06/2016	Draft Unmanned Aerial Vehicles Policy	Board advises that it considers there are no local areas that should be considered as restricted or prohibited areas for the use of unmanned aerial vehicles.

Recently Closed Action Items

Author	Completion Date	Subject	Notes
Moira Tinnock	09/06/2016	Moss removal	Action completed by: Moira Tinnock CB agreed to carry over $8K from project as a trial was undertaken in the first instance this financial year.
Moira Tinnock	09/06/2016	Public Toilet Ivy Russel Reserve	Action completed by: Moira Tinnock Toilet is being installed and on track for completion June 2016.
Moira Tinnock	27/05/2016	Mores Reserve - Tree Planting	Action completed by: Moira Tinnock Planting has been completed.
Moira Tinnock	27/05/2016	Memorial Gates	Action completed by: Moira Tinnock Board agrees to set aside funding in 2017/2018 for refurbishment of memorial gates.
Tina Harvey	07/06/2016	Winton Memorial Hall Upgrade - Update on Funding	Action completed by: Tina Harvey Funding applications have been submitted to Lion Foundation and Southern Trust. Awaiting the outcome of these and the application to the Lottery Community Facilities Fund.
Moira Tinnock	16/05/2016	Bike Stands	Action completed by: Moira Tinnock C/E to provide for provision of bike stands in the 2017/2018 Estimates.

Winton Community Board

27 June 2016

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Works and Finance Report to Winton Community Board for the period ended 31 May 2016

Record No: R/16/5/7803

Author: Moira Tinnock, Community Engineer

Approved by: Ian Marshall, Group Manager Services and Assets

☒ Decision ☐ Recommendation ☐ Information

Community Engineer’s Report

1 Tree trimming and gravel laid around the dump station at ANZAC Oval is completed. Travellers when visiting the Winton office have commented at the tidiness and state of the dump station and consider it one of the best.

2 LTNZ have removed the large tree across the road from the Night & Day as per the request from the Community Board.

3 New dog control signs have been erected or replaced throughout the town to align with the Dog Control Bylaw.

4 The hedge has been removed from the accessway in Bute Street and the fence has started to be built.

5 The Toilet at Ivy Russel Reserve is on site and on target to be open at the end of June.

6 The officer will be seeking direction from the Board in regards to Louise Faithful who has approached Council’s Property Manager in regards to setting up a Community Garden in Winton. Louise has suggested that one piece of land that might be ideal is the grass area outside Louise’s office behind the Winton Maternity building garage. Louise also enquires if there are any other plots of land around Winton that might be suitable for this purpose?

7 Robyn Bye has also expressed an interest in being involved in this project.

8 One suggestion from a Lets’ Link meeting was to grow potatoes for families at Christmas.

9 Financial expenditure for Parks and Reserve budget is tracking ahead at 116%. Contributing to this has been the work at Moores Reserve and ANZAC Oval.

Water and Waste Engineer’s Report

10 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 are presented on a town by town basis.

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

Financial Considerations

Development and Financial Contribution

12 The table below outlines the balances of Development and Financial contributions for your community 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.

Winton
Reserves Contributions	$103,105
Roading Contributions	$69,926
Sewerage Contributions	$149,648
Water Contributions	$182,093
Winton Ward
Reserves Contributions	$5,033

Reserves

13 Please find the Reserves Report attached.

Loan

14 The table below outlines the community loan 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
Street Works (1130)	29407	$119,759	5

Recommendation

That the Winton Community Board:

a) Receives the report titled “Works and Finance Report to Winton Community Board for the period ended 31 May 2016” dated 10 June 2016.

b) Considers the proposal submitted by Louise Faithful and directs accordingly.

Attachments

a Winton Project List and Financial Reports, 31 May 2016 View

Winton Community Board

27 June 2016

Project List

The table below shows all of the projects that are currently planned for Winton in 2015/2016 including carry forwards from previous years with an update on their progress. Carry forwards are identified in the following table as bold and italic:

Activity	Project	Type	Year	Budget	Status	Officer’s Comments
*Cemeteries*	*New Cemetery Beams*	*O&M*	*1415*	*$8,220*	*Construction*	*Project has been passed to SouthRoads to programme for completion by June 16.*
Cemeteries	Levelling plots and re-sow grass	MAINT PLAN	1516	$15,000	Deferred	More cost effective options need to be investigated to complete this project . This will not be achieved by June 2016.
Community Centres	Winton Memorial Hall - major upgrade	LOS	1516	$450,000	Tender	Work started. Completion by year end?
Council Buildings/Property	Winton - Centennial Park Grandstand	REN	1516	$50,000	Completed	Completed March 2016
*Library Services*	*Furniture & Fittings*		*1415*	*$1,750*	*Construction*	*New public space furniture.*
Parks & Reserves	Skate Park upgrade partial funding	DEM	1516	$50,000	Deferred	Limited notification process still underway. This project will not be started by June 16.
Public Conveniences	Winton - Ivy Russell Reserve NEW Public Toilets	DEM	1516	$67,371	Tender	Toilet ordered constructed at factory Building consent been applied for Project to be completed by end June
Roading & Transport	Concrete kerbs	LOS	1516	$6,000	Completed	Work competed in Douglas and Park Street between July and October.
Roading & Transport	Footpath reclamation and lichen spray	MAINT PLAN	1516	$10,000	Deferred	Prices obtained but contractor not engaged yet to carry out work. Summer job.
*Sewerage*	*Treatment Upgrade*	*LOS*	*1415*	*$768,918*	*Completed*
Sewerage	Home Street renewal ahead of schedule	REN	1516	$31,000	Completed
Stormwater	Investigations of flooding - Meldrum Street	LOS	1516	$50,000	Tender	Awaiting Downer to establish their Southland CCTV unit. Expected April / May 2016.
Stormwater	MacKenzie Street repairs	REN	1516	$35,895	Completed
Water Supply	Early replacement of mains	REN	1516	1,000,000	Construction	Work to be completed by May, 2016