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

 

Date:                      

Time:

Meeting Room:

Venue:

 

Tuesday, 5 July 2016

6pm

Waiau Town & Country Club
41 King Street, Tuatapere

 

Tuatapere Community Board Agenda

 

OPEN

 

 

 

MEMBERSHIP

 

Chairperson

Justin Lewis

 

Deputy Chairperson

Ann Horrell

 

Members

Stephen Crack

 

 

David Norman

 

 

Jo Sanford

 

 

Margaret Thomas

 

Councillor

George Harpur

 

 

IN ATTENDANCE

 

Community Engineer

Leighton Hare

 

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.

 


Tuatapere Community Board

05 July 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                                                                                                                 13

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

UPDATES

8.1       Chairman's Report

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

 

8.2       Areas of Responsibilities

The following is a list of portfolios held by each Member; Members are only required to provide updates for the portfolios listed in bold.

 

·   Member Crack

Works, Parks & Reserves, Hall,

·   Member Norman

Tuatapere Domain, Rural Activities, Waiau River Liaison

·   Member Horrell

Promotion & Communication, Playground, Youth Activities, Hall

·   Member Thomas

Borland Lodge, Hall, Youth Activities, Promotion & Communication, Parks & Reserves

·   Member Sanford

Community Housing, Youth Activities

·   Member Lewis

Works, Parks & Reserves, Amenities Trust

·   Cr Harpur

Amenities Trust,

 

8.3       Councillor's Report

Councillor Harpur to report on matters with which he has been involved since the Board’s last meeting.


 

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 Tuatapere Community Board, 24 May 2016


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Tuatapere Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Tuatapere Community Board held in the Waiau Hotel, 47 Main Road, Tuatapere on Tuesday, 24 May 2016 at 6pm.

 

present

 

Chairperson

Justin Lewis

 

Deputy Chairperson

Ann Horrell

 

Members

Stephen Crack

 

 

David Norman

 

 

Jo Sanford

 

 

Margaret Thomas

 

Councillor

George Harpur

 

 

IN ATTENDANCE

 

Team Leader, Governance

Chris Dolan

 

Community Engineer

Leighton Hare

 

 


1          Apologies

 

There were no apologies received.

 

2          Leave of absence

 

Moved Member Horrell, seconded Member Crack and resolved:

That Member Sanford be granted leave of absence for the next ordinary meeting of the Board.

 

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 Norman, seconded Member Horrell  and resolved:

That the minutes of Tuatapere Community Board meeting held on 12 April 2016, be confirmed subject to the words “fruit trees” under 8.2 bullet point one, be changed to “broom”.

 

Reports

 

7.1

Tuatapere Community Board - InfoCouncil Action Sheet

Record No:         R/16/5/7296

 

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

 

Issues arising from the Action Sheet included;

 

1)    Tuatapere Memorial Hall

 

Quotations for internal painting of the Hal were received from the following;

 

  • Tim West           $15,780.00 (excl GST)
  • Barry Bennett    $13,038.00 (excl GST)

 

Following discussion the meeting agreed to accept the quotation in the sum of $13,038 (excl GST) lodged by Barry Bennet for this project.

 

 

2)    Tuatapere Memorial Hall

 

Quotation in the sum of $845.00 for work required to the Memorial Hall windows, lodged by Chris Klein, Works Schemes Team Leader.

 

Following discussion the meeting agreed to accept the quotation of $845.00 for the work associated with the Memorial Hall windows lodged by Chris Klein.

 

 

Resolution

Moved Member Sanford, seconded Member Thomas  and resolved:

That the Tuatapere Community Board:

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

 

b)        Accepts the quotation in the sum of $13,038 (excl GST) lodged by Barry             Bennett for this project.

 

c)         Accepts the quotation of $845.00 for the work associated with the             Memorial Hall windows lodged by Chris Klein.

 

7.2

Works and Finance Report to Tuatapere Community Board for the period ended 30 April 2016

Record No:         R/16/5/6452

 

Works and Finance Report for the period ended 30 April 2016 for the Tuatapere Community Board prepared by Leighton hare (Community Engineer), was tabled.

 

Issues outlined to the Board included the footpath repairs that were initially scheduled to have completed end of April; completion date has now been shifted to end of May, early June.

 

 

Resolution

Moved Member Sanford, seconded Member Crack  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Works and Finance Report to Tuatapere Community Board for the period ended 30 April 2016” dated 16 May 2016.

 

7.3

Tuatapere Golf Club Lease

Record No:         R/16/5/6263

 

Report by Virginia Dillon, Property Officer, regarding the Tuatapere Golf Club Lease, was tabled.

Mrs Dillon advised the purpose of the report is to approve the issue of a lease to the Tuatapere Golf Club Incorporated over Council recreation reserve located at 4 Clifden Domain Road, Clifden.

The Board noted the lease to the Tuatapere Golf Club Incorporated over recreation reserve at 4 Clifden Domain Road, Clifden expired on 28 November 2015.

 

Mrs Dillon advised the reasons for the delay in entering into a new lease was due to the fact that the original draft lease forwarded to the Clifden Recreation Reserve Committee for comment had some unnecessary clauses.  A new draft was required to be submitted to the Committee before being sent to the Golf Club.

 

The Board was advised that the Golf Club has indicated that it wishes to enter into a new lease and accepted the draft lease tabled with the report.

 

Mrs Dillon informed the Clifden Recreation Reserve Committee has recommended that the lease be approved and issued to the Club and further recommends that the annual rental be set at $250 (GST incl).

 

 

 

Resolution

Moved Member Horrell, seconded Member Crack  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Tuatapere Golf Club Lease” dated 18 May 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)         i)       Resolves that a lease of Council recreation reserve at 4 Clifden Domain Road, Clifden, being Sections 5, 5A, 5R, 14 and 20, Block I, Alton Survey District be issued to the Tuatapere Golf Club Incorporated for a term of 10 years commencing 29 November 2015.

ii)      Resolves that the draft lease to the Tuatapere Golf Club Incorporated as attached to the report is approved.

   iii)     Resolves that the annual rental payable by the Tuatapere Golf Club Incorporated be set at $250 inclusive GST for the five year term commencing 29 November 2015.

 

7.4

Bylaw Review Process

Record No:         R/16/4/5233

 

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 Norman, seconded Member Sanford  and resolved:

That the Tuatapere Community Board:

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

 

7.5

Draft Unmanned Aerial Vehicles Policy

Record No:         R/16/4/5664

 

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 Tuatapere area.

 

 

 

Resolution

Moved Member Horrell, seconded Cr Harpur  and resolved:

That the Tuatapere 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.

 

7.6

Remuneration for Chairs and Members of Community Boards

Record No:         R/16/5/6275

 

 

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 Norman, seconded Member Crack  and resolved:

That the Tuatapere Community Board:

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

 

Updates

 

8.1

Chairman's Report

 

Chairman, Member Lewis reported on matters with which he has been involved since the Board’s last meeting. This included a letter from Tuatapere Promotions re Freedom Camping. This letter is to be circulated to Members and discussed at next meeting of the Board.

 

8.2

Areas of Responsibilities

 

There were no issues arising from the portfolios reports.

 

8.3

Councillor's Report

 

Councillor Harpur reported on matters from the District Council table. These included;

 

    Acknowledgement in First Edition for local volunteers

    Allocations Committee meeting held recently

    Dave Madden of Corrections to be invited to next informal meeting

    Task Force for Mayor meeting at Borland Lodge

    Signage at Blackmount/Monowai turn off to include Amenities within the Waiau area; funding to be sought from Council Amenities fund

 

 

The meeting concluded at 7.00pm    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 Tuatapere Community Board HELD ON 24 MAY 2016.

 

 

 

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

 

 

 

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

 

 


Tuatapere Community Board

5 July 2016

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Action Sheet

Record No:        R/16/6/9587

Author:                 Alyson Hamilton, Committee Advisor

Approved by:       Alyson Hamilton, Committee Advisor

 

  Decision                             Recommendation                        Information

 

  

 

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

 

 

Recommendation

That the Tuatapere Community Board:

a)         Receives the report titled “Action Sheet” dated 22 June 2016.

 

 

Attachments

a         Tuatapere Community Board - InfoCouncil Action Sheet - 5 July 2016 View    

 


Tuatapere Community Board

05 July 2016

 

 

Tuatapere Community Board Action Sheet - Excluding Public Excluded

 

 

 

 

 

 

Open Action Items

 

 

 

 

 

 

Author

Due Date

Subject

Notes

Diana Zadravec

08/07/2016

Venture Southland report re distribution of the pool rate

Confirms the process to allocate the pool rate considering the needs and preferences of individual pools.

Virginia Dillon

08/07/2016

Tuatapere Golf Club Lease

Board endorses recommendations outlined in report (trim /16/5/6263)

 

Lease agreements sent to club for signing.

Graeme Hall

08/07/2016

Tuatapere Memorial Hall

(internal painting)

Contractor Barry Bennett advises approximate date for completion 21st June 2016

Board

08/07/2016

Tuatapere Promotions

Board to consider letter from Tuatapere Promotions re freedom camping at next informal meeting.

 

Chairman will report to the Board on the outcome of the informal meeting.

 

 

 

 

 

 

Recently Closed Action Items

 

 

 

 

 

 

 

Author

Completion Date

Subject

Notes

Graeme Hall

16/06/2016

Tuatapere Memorial Hall

(internal windows)

Action completed by: Graeme Hall Internal windows repair work has been completed.

 

 


Tuatapere Community Board

5 July 2016

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

Record No:        R/16/5/7887

Author:                 Leighton Hare, Community Engineer

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                             Recommendation                        Information

 

  

 

Community Engineer’s Report

1       Arial photographs of Green Heart Reserve have been taken for possible incorporation in the sign at the Reserve entrance.  The Graphic Design Department is aware of the “project” however their workload and weather conditions for on the ground photographs have been the delay in completing the project.  The Engineer is in regular contact with the department.

2       Some of the signs relating to the Dog Control Bylaw have been installed.  In the
Domain, prohibiting dogs from entering the main rugby field and one at the town entrance Invercargill side.  More signage will be erected in due course.

3       Routine town maintenance issues continue to be addressed as required. 

Community Engineer’s Financial Comments

Code

Cost Centre

Comment

28000

Admin

CB member salary.  Not managed by Engineer.

28002

Operating

YTD underspent mainly due to millage claims budgeted $1,300 claimed $416, catering budgeted $3,000 claimed $1,749, unplanned projects budgeted $2,800, claimed $2,000.

28007

Streetworks

Underspent due to routine contractor costs eg litter bins below YTD.  Unforeseen street works budget $5,000 claimed $0.

28028

Beautification

Overspent annual budgeted amount by $1,394.

28032

Parks & Reserves

YTD significantly under budget - over estimated expenditure based on previous years actuals.

28040

Waiau River Collection

Dollar variance small.  Percentage large and misleading - increase from budget of $289 to actual $349 - one-off for the year.

28048

Tuatapere Pool rate

$16,000 paid out - one-off large amount ie, two x year grants.

28050

Hall

Property Department.  Budget set for 2015/2016 year however works/project brought forward to 2015/2016 year.

28013

Stormwater

Close enough YTD.  Programmed works King Street will bring this closer in to line with the annual budget.

28007

Street Works Capital Project

SouthRoads will be completing the outstanding footpath replacement works.  Work will be completed under budget.

Comment:  Except for a few hundred dollars in some cost centres, the situation is very much the same as previous report period.  Indications are that overall expenditure will be less than budgeted resulting in a surplus to be transferred to reserves. 

Water and Waste Engineer’s Report

4        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. 

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

Financial Considerations

Development and Financial Contributions

6        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.

 

Roading Contributions

$12,600

Sewerage Contributions

$10,547

Water Contributions

$5,578

Te Waewae Bay Contributions

$32,854

 

Recommendation

That the Tuatapere Community Board:

a)         Receives the report titled “Works and Finance Report to Tuatapere Community Board for the period ended 31 May 2016” dated 16 June 2016.

 

Attachments

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

 


Tuatapere Community Board

05 July 2016

 

Project List

 

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

 

Activity

Project Name

Type

Year

Budget

Status

Officer’s Comment

Community Centres

Interior repaint

MAINT PLAN

2015/2016

$20,000

Complete

Feb 2016

Roading and Transport

Footpath upgrade

REN

2013/2014

$50,000

Construction

Wii be completed by end of year

Roading and Transport

Concrete kerbs

LOS

2013/2014

$10,000

Construction

Will be completed by end of year

Water Supply

Water meter on Scout Den bore

LOS

2015/2016

$7,000

Complete

 

Water Supply

Chlorine metering

REN

2015/2016

$14,187

Complete

 

Water Supply

Telemetry

REN

2015/2016

$7,302

Complete