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Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday 7 September 2016

11am

Council Chambers
15 Forth Street
Invercargill

 

Council

 

OPEN MINUTES FOR CONFIRMATION

 

 

 

TABLE OF CONTENTS

ITEM                                                                                                                                   PAGE

 

5.1       Meeting minutes of Council, 17 August 2016                                                             3

9.2       Meeting minutes of Activities Performance Audit Committee, 8 June 2016        23

9.3       Meeting minutes of Activities Performance Audit Committee, 29 June 2016      29

9.4       Meeting minutes of Otautau Community Board, 2 June 2016                               37

9.5       Meeting minutes of Riverton/Aparima Community Board, 13 June 2016             45

9.6       Meeting minutes of Te Anau Community Board, 10 June 2015                             54

9.7       Meeting minutes of Te Anau Community Board, 22 July 2015                              63

9.8       Meeting minutes of Te Anau Community Board, 2 September 2015                    74

9.9       Meeting minutes of Te Anau Community Board, 14 October 2015                       86

9.10     Meeting minutes of Te Anau Community Board, 2 December 2015                     97

9.11     Meeting minutes of Te Anau Community Board, 27 January 2016                     112

9.12     Meeting minutes of Te Anau Community Board, 2 March 2016                          124

9.13     Meeting minutes of Te Anau Community Board, 13 April 2016                           136

9.14     Meeting minutes of Te Anau Community Board, 25 May 2016                            146

9.15     Meeting minutes of Tuatapere Community Board, 5 July 2016                           158

9.16     Meeting minutes of Winton Community Board, 28 April 2015                             163

9.17     Meeting minutes of Winton Community Board, 20 July 2015                              174

9.18     Meeting minutes of Winton Community Board, 31 August 2015                         182

9.19     Meeting minutes of Winton Community Board, 23 November 2015                   193

9.20     Meeting minutes of Winton Community Board, 12 October 2015                       203

9.21     Meeting minutes of Winton Community Board, 14 December 2015                    209

9.22     Meeting minutes of Winton Community Board, 7 March 2016                            215

9.23     Meeting minutes of Winton Community Board, 11 April 2016                             223

9.24     Meeting minutes of Winton Community Board, 16 May 2016                              230

9.25     Meeting minutes of Colac Bay Community Development Area Subcommittee, 17 March 2016                                                                                                                 236

9.26     Meeting minutes of Ohai Community Development Area Subcommittee, 10 May 2016                                                                                                                                     243

9.27     Meeting minutes of Orepuki Community Development Area Subcommittee, 8 March 2016                                                                                                                             249

9.28     Meeting minutes of Lumsden Community Development Area Subcommittee, 15 August 2016

9.29     Meeting minutes of Mossburn Community Development Area Subcommittee, 25 July 2016                                                                                                                             254

9.30     Meeting minutes of Nightcaps Community Development Area Subcommittee, 10 May 2016                                                                                                                             259

9.31     Meeting minutes of Thornbury Community Development Area Subcommittee, 10 March 2016                                                                                                                 265

9.32     Meeting minutes of Riverton Harbour Subcommittee, 9 May 2016                     270

9.33     Meeting minutes of Ohai Railway Fund Committee, 19 October 2015                288

9.34     Meeting minutes of Ohai Railway Fund Committee, 19 October 2015                288

9.35     Meeting minutes of Ohai Railway Fund Committee, 9 May 2016                         302

 


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Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 17 August 2016 at 10.30am.

 

present

 

Mayor

Mayor Gary Tong

 

Deputy Mayor

Paul Duffy

 

Councillors

Lyall Bailey

 

 

Stuart Baird

 

 

Brian Dillon

 

 

Rodney Dobson

 

 

John Douglas

 

 

Bruce Ford

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Neil Paterson

 

 

IN ATTENDANCE

 

Chief Executive Officer – Steve Ruru, GM Services and Assets – Ian Marshall, GM Community and Futures – Rex Capil, Chief Financial Officer – Anne Robson, Team Leader, Governance – Chris Dolan, Publications Specialist – Chris Chilton and Committee Advisor – Alyson Hamilton.

 

 

 

 


1          Apologies

 

An apology for absence was received from Councillor Macpherson.

 

Moved Cr Dillon, seconded Cr Paterson and resolved:

That the apology be received.

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

There was no public forum.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Council Minutes

 

Resolution

Moved Cr Bailey, seconded Cr Dobson  and resolved:

That the minutes of the Council meetings held on 7 April 2016 and 20 July 2016 be confirmed as a correct record of those meetings.

 

Reports - Policy and Strategy

 

7.1

Adoption of Combined Local Alcohol Policy (LAP)

Record No:    R/16/7/11444

 

Michael Sarfaiti, Environmental Health Manager, was in attendance for this item.

Mr Sarfaiti advised the purpose of the report is to make the combined Local Alcohol policy operational. 

 

Mr Sarfaiti explained Council adopted the LAP on 31 May 2016 and is required to make the LAP operational along with Gore District Council and Invercargill City Council, on 30 August 2016.  The only exception is Policy B1 which will be made operational on 7 December 2016.

 

Mr Sarfaiti advised staff have been working for over three years on the LAP alongside Gore District Council and Invercargill City Council.  This joint Policy was adopted by all three Councils on 31 May 2016 as a result of the Alcohol Regulatory and Licencing Authority determining the remaining appeal.

 

Council noted that in order for the policy to take effect all three councils now need to make the policy operational.

 

Councillors further noted both Gore District Council and Invercargill City Council will be resolving to make the LAP operational at their meetings to be held 2 August 2016.

 

 

 

Resolution

Moved Cr Bailey, seconded Cr Kremer  and resolved:

That the Council:

a)         Receives the report titled “Adoption of Combined Local Alcohol Policy” dated 3 August 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)         Makes the Local Alcohol Policy operational as at 30 August 2016.

e)         Makes Policy B1 (relating to trade hours) of the Local Alcohol Policy operational as at 7 December 2016.

 

 

8.1

Southland District Council's Annual Report 2016 to the Alcohol Regulatory and Licensing Authority

Record No:    R/16/7/10828

 

Michael Sarfaiti, Environmental Health Manager, was in attendance for this item.

 

Mr Sarfaiti advised that section 199 of the Sale and Supply of Alcohol Act 2012 requires the territorial authority to prepare and send to the Licencing Authority a report of the proceedings and operations of its licencing committees during the year.

 

Councillors noted the Alcohol Regulatory and Licencing Authority has detailed the format it requires for the Annual Report and Annual Return.

 

Mr Sarfaiti advised staff have prepared the annual report and annual return in accordance with the authorities requirements.

 

 

Resolution

Moved Cr Bailey, seconded Cr Kremer  and resolved:

That the Council:

a)         Receives the report titled “Southland District Council's Annual Report 2016 to the Alcohol Regulatory and Licensing Authority” dated 12 July 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)         Adopts and forwards the received Annual Report, including the Annual Return, for the year ended 30 June 2015 on to the Alcohol Regulatory and Licensing Authority by the Manager of Environmental Health.

 

 

9.3

Interim Financial Report for the year ended 30 June 2016

Record No:    R/16/8/12387

 

Sheree Marrah, Finance Manager, was in attendance for this item.

 

Mrs Marrah advised this report outlines the interim financial results to 30 June 2016.

 

Councillors noted that at 30 June 2016, the financial year is complete.

Mrs Marrah advised the monthly and year to date actual result is being compared to a budget based on the forecasted year end result provided by budget managers at the end of February.  Any variances between the actual result and the forecast will be different to the variances shown in the Annual Report as the Annual Report will compare the actual result to the Budget included in the Long Term Plan.  The budget from the LTP is shown in these reports as the Full Year Budget.

Mrs Marrah informed the financial commentary centres on the attached summary sheet which draws the totals from each of the key groups together.  Commentary provided focuses on the year to date (YTD) results. 

The Meeting noted further detailed variance explanations for each group can be found in the detailed commentary report. 

Councillors were advised as part of the monthly review, Finance staff review the phasing/timing of the budgets with the budget manager and revise where appropriate.  Where specific phasing of the budgets has not occurred, one twelfth of budgeted cost is the default to establish the monthly budget.

Mrs Marah advised the financial tables include the forecasting data discussed at the Council’s April meeting.  In summary:

·           The monthly and annual budget columns are the phased full year projection. 

·           The FY Budget is the LTP budget for the year.

·           The FY Projection is the forecasted year end result.

Mrs Marrah explained staff will continue to refine the format of this report, with additional features being added to enhance the financial information given. 

Mrs Marrah sought feedback or suggestions on further amendments that could be made to this report are welcome.

Councillors noted the position of the Annual Report for the year ended 30 June 2016.

 

 


Mrs Marah advised in this interim financial report will cover off the reasons for the variances described in this report.  These variances for 2016-17 are as follows

Long Term Budget       -----------à     Projection           ----------------à   Actual

(LTP & Annual Report)            (for Mgmt purposes)                           (Annual Report)

This report will discuss the variance in two parts tying back to the commentary made over the year in the monthly financial reports as follows;

Mrs Marrah reported the overall for the YTD, income is 7% ($4.8M) under budget ($66.7M actual v $71.5M budget).

The forecasted income at the end of June was expected to be $4M lower than was budgeted in the LTP for these District activities.  As noted in previous reports the reasons for projected income being $3.9m less than budget are

-           $1.7M was due to less income expected from NZTA with the deferral of the             sealing of the Scenic Route and the Mararoa Bridge.  Additionally lower than             budgeted bitumen prices were being paid.

-           $2.9M reduction in grants and subsidies which relates to the Around the             Mountains Cycle Trail.

-           $0.4M from other revenue, which is predominately reduced income for building             regulation and resource consent processing due to lower consents being             received throughout the year. 

-           Increase in forestry income of $1.2M.  This is to reflect gross returns, the budget             currently reflects net returns.

The actual year end result to projection shows income to be $834k less than the projection for the following reasons

-           An additional $1.74m reduction in NZTA revenue due to a lower work             programme in roading than was originally budgeted as well as additional             savings from lower bitumen prices, $1.74m.

-           At this stage an increase in interest revenue of $251k however interest still             needs to be allocated to reserves and development contributions.  It is expected             that once all allocations have been made interest will be on budget.

-           Increase in gross forestry revenue of $780k compared to budget.

Dog registrations revenue currently has income of approximately $80k that was                                                    received in June 2016 that needs to be moved to the balance sheet because it    relates to 2016-2017.

-        Reduction in consultant engineering costs of $150k resulting in less revenue required.

-        Reduction in Work Scheme Income of $112k as a result of less work being completed overall due to having one less supervisor.  This is partially offset by a reduction in staff costs and material purchases.  At the end of June this activity has a net deficit of $19K, this will be funded from the reserve it has accumulated from previous years surpluses.  The Department of Corrections have verbally advised Council that they will contribute $8,200 towards the 2016-17 year, no funds have been received for 2015-16.

Overall Forestry Revenue for the year before direct costs is $4m.  All forestry operations planned at Dipton have been completed with net returns $332k higher than Council had budgeted in the Long Term Plan. 

This increase in return was due to the actual rate received per tonne ($61.27) being 21% higher than budgeted ($50.56).  The number of tonnes milled was only 2% less than budgeted.  All silviculture work planned was completed by the end of June.

 

Operating Expenditure

Overall for the YTD, operating expenditure is 1% ($0.5M) under budget ($51.4M actual v $51.9M budget).

The forecasted expenditure at the end of June was expected to be $2.4M higher than was budgeted in the LTP for these District activities due to

-        Increased consultants costs and costs relating to the Appeal process for Around the Mountains Cycle Trail.

-           District sewerage and water projects carried forward from previous years

-        Additional forestry expenditure of $1.2M to reflect the invoices showing total revenue less expenses.

-        Offset by reduced employee costs and the deferral of further significant work on the district plan in the current year. 

The actual expenditure to 30 June compared to the projection was $2.9m less, with key variances noted below

-        Within Other activities, Interest is currently $1.4m below budget however the allocation of interest to reserves and development contributions is still to occur.  It is expected that it will be on budget when this is completed.

-        Maintenance costs for roading is under budget $727k at year end.  The explanation for this is given under the roading and transport commentary below.

-        Due to anticipated reduced regulatory income, the regulatory business managers have consciously worked to minimise costs resulting in costs overall being $414k less at this stage.

 

Mrs Marrah then spoke on matters relating to the income, operating expenditure, capital expenditure, forestry revenue, roading and transport and the balance sheet.

 

 

 

Resolution

Moved Cr Dillon, seconded Cr Douglas  and resolved:

That the Council:

a)         Receives the report titled “Interim Financial Report for the year ended 30 June 2016” dated 10 August 2016.

 


 

 

Public Excluded

 

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

Resolution

Moved Cr Dobson, seconded Cr Baird  and resolved:

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

C10.1  Settlement Agreement - 82 Balaclava Street, Wyndham

 

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:

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

Settlement Agreement - 82 Balaclava Street, Wyndham

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

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.

 

That the Chief Executive Officer – Steve Ruru, GM Services and Assets – Ian Marshall, GM Community and Futures – Rex Capil, Finance - Sheree Marah, Strategic Property Manager - Kevin McNaught, Management Accountant - Susan McNamara – Team Leader, Governance – Chris Dolan, and Committee Advisor – Alyson Hamilton be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C10.1Settlement Agreement - 82 Balaclava Street, Wyndham . This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

The public were excluded at 10.45am.

 

The meeting resumed in open session at 10.55am.

 

9.1

Venture Southland Projects and Activities Report April - May 2016

Record No:    R/16/7/11742

 

Bobbi Brown, Group Manager Tourism, Events and Community and Steve Canny were in attendance for this item.

 

Mrs Brown advised the purpose of this report is to update the Southland District Council on Venture Southland Projects and activities for February and March 2016.

 

Mrs Brown highlighted activities from the following area ;

 

§  Regional Business Partner Programme

§  Working with China

§  Health and Safety Workshops

§  Southland Tourism and Events

§  Research and Strategies

 

Councillors queried involvement in agriculture tourism.

 

Mr Canny responded that business opportunities have been noted in farming areas and statistics show an increase and widespread interest in this area.

 

 

Resolution

Moved Cr Dobson, seconded Cr Douglas  and resolved:

That the Council:

a)         Receives the report titled “Venture Southland Projects and Activities Report April - May 2016” dated 3 August 2016.

 

 

9.2

Venture Southland Community Development Update

Record No:    R/16/7/11812

 

Nicola Wills, Community Development Team Leader, was in attendance for this item.

 

Mrs Wills presented an update relating to the Community Development Team, Regional Strategies and Initiatives and Local Initiatives relating to the Winton Wallacetown Ward and Waihopai Toetoes Ward.

 

 

Resolution

Moved Cr Kremer, seconded Cr Keast and resolved:

That the Council:

a)         Receives the report titled “Venture Southland Community Development Update” dated 2 August 2016.

 

 

The meeting adjourned at 11.25am and reconvened at 1.00pm.

 

Mayor Tong, Councillors Bailey, Baird, Dillon, Dobson, Douglas, Ford, Harpur, Keast, Kremer and Paterson were present when the meeting reconvened.

 

The Chief Executive, Group Manager Services and Assets, Group Manager Community and Futures, Team Leader Governance and Committee Advisor were also present when the meeting reconvened.

 

7.2

Schedule of Oral Submitters for Draft Gambling Venue Policy and Draft TAB Venue Policy, Ashton Flats Road Bylaw and Draft Signs and Objects on Footpaths and Roads Bylaw 2016

Record No:    R/16/8/12212

 

 

 

 

Jarod True representing the New Zealand Racing Board addressed the meeting in relation to the Draft Gambling Venue Policy and Draft TAB Venue Policy.

 

In his presentation Mr True advised the New Zealand Racing Board supports the current TAB Board Venue Policy, opposes the gaming machine sinking lid and suggests that the cap be set at current numbers (19 venues, 102 machines) and suggests that the relocation provision be expanded to reflect s97A.

 

(Hand out attached as appendix 1 to the minutes.)

 

Blair Hamilton addressed the meeting in support of the submission relating to the Ashton Flats Road Bylaw.

 

Mr Hamilton advised that he is opposed to the Bylaw as he feels it is not needed.as an unformed legal road vehicles are restricted now it seems as if this is a means to charge for using this road.

 

Mr Hamilton advised the Council in its draft does not mention who will make a decision for access or how this process will be administered for this area.

 

Mr Hamilton felt this bylaw is poorly advertised given there is an environmental court hearing taking place at this time for a cycle trail in the same area.

 

Alan Leitch representing the Wyndham Angling Club addressed the meeting in relation to the Ashton Flats Road Bylaw.

 

Mr Leitch advised the Wyndham Angling Club view with great concern the proposal and also the timing of the above bylaw.

 

Mr Leitch informed that coming as it did before the cycle trail hearing process was complete was not considered by the club to be helpful at all.

 

Mr Leitch commented that they do not believe that the proposal has been thought through properly and is not the best presentation that has been seen from the Southland District Council.

 

The Wyndham Angling Club do not agree with Council’s decision to pursue a restrictive bylaw especially at this time with the appeal process still unresolved. Whichever way the appeal goes the bylaw will probably have to be revisited again just making more work for the Council and another round of submissions.

 

The Club felt Council should hold the process until the court brings down its verdict on the cycle trail and if it is not Council’s intention to do so then then the Club remain opposed to this proposed draft bylaw.

 

Jenny Green, representing the Southland District Council Submission addressed the meeting in relation to the Draft Signs and Objects on roads and Footpaths Bylaw 2016.

 

Ms Green advised that whilst the overall approach of the Draft Bylaw is supported it is suggested that following staff discussions some minor amendments to the Draft Bylaw would provide greater flexibility, certainty and clarity.

 

 

Ms Green suggested the amendments as outlined in the submission be considered by Council as the aim of the Bylaw is to make the permit process simple and easy.

 

 

Resolution

Moved Cr Douglas, seconded Cr Dillon  and resolved:

That the Council:

a)         Receives the report titled “Schedule of Oral Submitters for Draft Gambling Venue Policy and Draft TAB Venue Policy, Ashton Flats Road Bylaw and Draft Signs and Objects on Footpaths and Roads Bylaw 2016” dated 10 August 2016.

 

b)         Thanks the Submitters for their attendance.

 

 

 

7.3

Submissions on draft Signs and Objects on Roads and Footpaths Bylaw 2016

Record No:    R/16/7/11189

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Dobson  and resolved:

That the Council:

a)         Receives the report titled “Submissions on draft Signs and Objects on Roads and Footpaths Bylaw 2016” dated 10 August 2016.

 

 

7.4

Submissions on draft Cemetery Bylaw 2016 and draft Cemetery Policy

Record No:    R/16/7/11190

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Harpur  and resolved:

That the Council:

a)         Receives the report titled “Submissions on draft Cemetery Bylaw 2016 and draft Cemetery Policy” dated 10 August 2016.

 

 

 

7.5

Submissions on Gambling Venue Policy and draft TAB Venue Policy

Record No:    R/16/7/11194

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Baird  and resolved:

That the Council:

a)         Receives the report titled “Submissions on Gambling Venue Policy and draft TAB Venue Policy” dated 10 August 2016.

 

 

7.6

Submissions on draft Ashton Flats Road Bylaw 2016

Record No:    R/16/7/11209

 

 

 

Resolution

Moved Cr Keast, seconded Cr Dobson  and resolved:

That the Council:

a)         Receives the report titled “Submissions on draft Ashton Flats Road Bylaw 2016” dated 9 August 2016.

 

 

9.4

Minutes of the Council Meeting dated 7 April 2016

Record No:    R/16/7/10934

 

 

 

The meeting noted that these minutes were confirmed earlier in the meeting.

 

 

 

The meeting concluded at 1.40pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY, 17 AUGUST 2016.

 

 

 

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

 

 

 

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

 


 

APPENDIX 1


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Activities Performance Audit Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Activities Performance Audit Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 8 June 2016 at 9am.

 

present

 

Chairperson

Lyall Bailey

 

Mayor

Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

IN ATTENDANCE

 

Chief Executive, Steve Ruru, Group Manager Policy and Community Rex Capil, Group Manager Environment and Community Bruce Halligan, Group Manager Services and Assets Ian Marshall, Chief Financial Officer Anne Robson, Chief Information Officer Damon Campbell, Strategic Manager Property Kevin McNaught, Manager Communications Louise Pagen and Committee Advisor Alyson Hamilton, Press.

 

 

 

 


1          Apologies

 

An apology for non-attendance was received from Councillor Dobson and an apology for lateness from Councillor Duffy.

 

Moved Cr Kremer, seconded Cr Patterson and resolved:

That the apology for non-attendance lodged by Councillor Dobson be sustained and the apology for lateness from Councillor Duffy be accepted

 

2          Leave of absence

 

There were no requests for leave of absence received.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

Moved Cr Ford, seconded Cr Paterson and resolved:

That the Activities Performance Audit Committee go into public forum to allow members of the public to speak.

 

Murray Dowling

 

Mr Dowling addressed the Committee outlining his objection to his dog receiving a dangerous dog classification.

 

Mr Dowling presented a written report outlining his concerns and stating the reasons for his objection for this proposed classification for the Committee to peruse.

 

Cr Douglas in referring to the report queried the proposed relocation of the dog to Gore.

 

Mr Dowling responded he plans to relocate the dog to Gore in due course and confirmed the property is fenced.

 

Cr Bailey queried whether the dog has shown a tendency to bite/bark at other dogs.

 

Mr Dowling responded his dog did not bite other dogs, however did bark at them when passing his property.

 

The Chair expressed appreciation to Mr Dowling for his attendance at the meeting and presentation to the Committee.

 

 

NOTE: Cr Duffy arrived at this point 9.15am

 

 

Moved Cr Ford, seconded Cr Kremer and resolved:

That the Activities Performance Audit Committee moves out of public forum.

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Cr Dillon, seconded Cr Macpherson  and resolved:

That the minutes of Activities Performance Audit Committee meeting held on 18 May 2016 be confirmed as a true and correct record.

 

Reports

 

7.1

Objection to Dangerous Dog Classification

Record No:    R/16/5/7905

 

Report by Michael Sarfaiti, Environmental Health Manager, regarding an objection received from Mr Murray Dowling to a dangerous dog classification, was tabled.

Mr Bruce Halligan, Group Manager Environmental Services, and Mr Michael Sarfaiti, Environmental Health Manager, spoke to this report.

Mr Halligan reported Mr Murray Francis Dowling has objected to his dog being classified as a dangerous dog.

 

Mr Halligan advised the dog was classified because of 2 attacks and proceeded to outline the Search Warrant process advising the warrant was applied for from the District Court in Invercargill and this was approved accordingly.

 

The Committee noted that as per the requirements of a Search Warrant police escort was arranged and impounding of the dog “Duke” was undertaken in accordance of the Dog Control Act 1996, section 57(5)(a) on Friday, 22 April 2016.

 

The Committee was advised Mr Dowling would not hand the dog over at this time, when the search warrant was executed and the dog was not found.

 

Members queried if the dog shifts to Gore as Mr Dowling has indicated, does this change the dangerous dog classification.

 

Mr Halligan responded the dangerous classification stays with the dog regardless which district he lives in.

 

Councillor Baird queried if the dog undertakes the necessary training can the dangerous classification be lifted.

 

Mr Halligan responded that legislation does not allow for this classification to be lifted, he added it is for the dog’s life.

 

 

 

Resolution

Moved Cr Ford, seconded Cr Douglas  and resolved:

That the Activities Performance Audit Committee:

 

a)         Receives the report titled “Objection to Dangerous Dog Classification ” dated 31 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)         Upholds the decision to classify “Duke” as a dangerous dog, owned by Mr Murray Francis Dowling, and gives notice of this decision and reasons for it to Mr Dowling.

 

7.2

Results of the Community Housing Survey 2015/2016

Record No:    R/16/5/7432

 

Report by Kevin McNaught, Strategic Manager Property, regarding the results of the Community Housing survey 2015/2016, was tabled.

 

Mr Kevin McNaught, Strategic Manager Property, spoke to this report.

 

Mr McNaught advised the Community Housing targeted survey is to identify areas for improvement in the Community Housing activity, and to monitor whether levels of service as outlined in the Council’s 10 Year Plan (LTP) are being achieved.

 

The Committee noted the Council owns 69 housing units, which are distributed in Edendale, Lumsden, Nightcaps, Ohai, Otautau, Riversdale, Riverton, Tuatapere, Winton and Wyndham.

 

Mr McNaught advised the units offer good quality affordable housing to groups with specific needs who are mainly elderly residents, who can remain living in their local communities when changes in their circumstances may have otherwise meant they could no longer do so.

 

Mr McNaught explained Council has a responsibility to ensure the units are safe and fit for residents to live in.

 

Members enquired as to whether the units are self supporting relative to rentals received.

 

Mr McNaught confirmed there are reserves available when required however implementing new health and safety regulations are proving expensive.

 

 

Resolution

Moved Cr Harpur, seconded Cr Macpherson  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “Results of the Community Housing Survey 2015/2016 ” dated 31 May 2016.

 

 

Public Excluded

 

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

Resolution

Moved Cr Keast, seconded Cr Baird  and resolved:

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

C8.1    Digitisation - Approval to negotiate with vendor

C8.2    Risk Register - Quarterly Update June 2016

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:

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

Digitisation - Approval to negotiate with vendor

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.

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)..

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.

Risk Register - Quarterly Update June 2016

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

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.

 

That the Chief Executive, Steve Ruru, Group Manager Policy and Community Rex Capil, Group Manager Environment and Community Bruce Halligan, Chief Financial Officer Anne Robson, Manager Communications Louise Pagen and Committee Advisor Alyson Hamilton

be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items 8.1 Digitisation - Approval to negotiate with vendor, 8.2 Risk Register - Quarterly Update June 2016.

This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

The public were excluded at 9.45am.

 

 

 

The meeting concluded at 10.15am              CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Activities Performance Audit Committee HELD ON 7 JUNE 2016

 

 

 

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

 

 

 

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

 


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Activities Performance Audit Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Activities Performance Audit Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 29 June 2016 at 10.30am.

 

present

 

Chairperson

Lyall Bailey

 

Mayor

Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

Rodney Dobson

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

IN ATTENDANCE

 

Chief Executive - Steve Ruru, Group Manager Community & Futures - Rex Capil, Group Manager Environment and Community - Bruce Halligan, Group Manager Services and Assets - Ian Marshall, Chief Financial Officer - Anne Robson, Manager Communications Louise Pagan, People and Capability Manager – Janet Ellis and Committee Advisor - Alyson Hamilton.

 

 

 

 


1          Apologies

 

There were no apologies received.

 

2          Leave of absence

 

There were no requests for leave of absence received.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

There were no members of the public seeking speaking rights.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Cr Macpherson, seconded Cr Paterson  and resolved:

That the minutes of Activities Performance Audit Committee meeting held on 8 June 2016 be confirmed as a true and correct record.

 

Reports

 

7.1

Financial Report for the period ended 30 April 2016

Record No:    R/16/6/9075

 

Susan McNamara, Management Accountant, was in attendance for this item.

 

The Committee noted that 83% of the financial year is compete and that no significant issues have been identified that raise any concerns for Council.

 

Ms McNamara then spoke on matters relating to the income, operating expenditure, capital expenditure, forestry revenue, roading and transport, chief executive’s account and the balance sheet.

 

Ms McNamara commented that the Information Management capital expenditure is under forecast by $160K. Included in the budget are costs associated with the core systems review and digitisation project.

 

Members noted there has been $97K spent to date on both projects with a forecasted year end budget of $310K.  The balance of these projects will be carried forward into the 2016/2017 year.

 

Ms McNamara informed Council has 8M invested in five term deposits ranging from one to two months maturities. These have now all matured with recent re-investments achieving 2.64% to 3.31%.

 

Resolution

Moved Cr Kremer, seconded Cr Baird  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “Financial Report for the period ended 30 April 2016” dated 21 June 2016.

 

7.2

Interim Management Report from Audit New Zealand for the year ended 30 June 2016

Record No:    R/16/4/5600

 

Mrs Sheree Marrah, Finance Manager, was in attendance for this item.

Mrs Marrah advised as part of the audit process, Audit New Zealand provides Council with a report at the conclusion of the interim stage of its Annual Report audit, outlining the work that was performed and any recommended areas for improvement.

Mrs Marrah informed Audit New Zealand did not identify any significant or material issues during Council’s interim audit for the year ended 30 June 2016.

The Committee was advised that this meant that Audit New Zealand did not find any significant issues in the systems and process that support the activities of Council.  However, Mrs Marrah added that during the process Audit NZ did identify a number of areas for improvement.

Mrs Marrah explained the table presented to the Committee highlights the recommendations made by Audit NZ in these reports, in the form of an action list.

Members noted Council staff will work to implement/resolve the recommendations identified by Audit NZ, in accordance with the self-imposed timelines and with April being the anticipated date Audit NZ will visit to undertake their interim procedures for the 2017 audit.

 

Cr Douglas queried the issue raised in the Audit NZ report concerning fraud and whether this action should be undertaken by Audit NZ and not undertaken by staff.

 

Mr Ruru responded advising staff are to have appropriate fraud polices in place and internal control systems to prevent and detect fraud.

 

 

Resolution

Moved Cr Dillon, seconded Cr Duffy  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “Interim Management Report from Audit New Zealand for the year ended 30 June 2016” dated 15 June 2016.

 

7.3

Work Schemes Survey Results Report 2015/2016

Record No:    R/16/5/8139

 

Mr Ian Marshall, Group Manager Services & Assets, was in attendance for this item.

 

Mr Marshall advised the purpose of the Work Schemes targeted survey is to provide staff with useful feedback on whether jobs were completed to specifications and to gauge satisfaction with costs of doing the work.

Mr Marshall added the survey identified areas for improvement in the Work Schemes activity, and to monitor whether levels of service as outlined in the Council’s 10 Year Plan (LTP) 2015-2025 are being achieved.

 

The Committee noted the survey was conducted online in May 2016 via a link that was sent to all clients on the client list provided by the Work Schemes Supervisor for the finanical year 2015/2016. Mr Marshall added that all thirteen clients filled in the survey giving a response rate of 100%.  Due to the small number of clients this survey is not statistically significant.

 

 

Resolution

Moved Cr Dobson, seconded Cr Macpherson  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “Work Schemes Survey Results Report 2015/2016” dated 7 June 2016.

 

7.4

Results of the Council Buildings Survey Report 2015 2016

Record No:    R/16/5/8143

 

Mr Ian Marshall, Group Manager Services & Assets, was in attendance for this item.

 

Mr Marshall reported that during the preparation of the 10 Year Plan 2012-2022, the Southland District Council revised the levels of service it wished to provide to the community in each activity area.

 

The Committee noted that as a result, a number of targeted surveys were created. One of these surveys in the Community Facilities activity is the Council Buildings Survey.

 

Mr Marshall explained this survey was conducted to find out the percentage of users satisfied with the standard of their building.

 

Cr Duffy queried comments made by staff in regards to earthquake prone issues.

 

Mr Halligan responded that tests have confirmed the section of the building affected is significantly above the standard level required.

 

Cr Paterson queried staff comments made in relation to Health and Safety issues.

 

Mr Marshall responded that any health & safety issues raised by staff are dealt with through the Health & Safety Committee.

 

 

Resolution

Moved Cr Ford, seconded Cr Keast  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “Results of the Council Buildings Survey Report 2015 2016” dated 21 June 2016.

 

 

7.5

General Information - Southland Museum and Art Gallery Quarterly Report Against Statement of Intent

Record No:    R/16/6/8279

 

Mr Halligan, Group Manager Environmental Services, was in attendance for this item.

 

Mr Halligan advised the report outlines recent levels of use and activities at the museum and tracks progress against target service levels.

Members noted a review of the catalogue information of the collection is the most important project needing to be carried out in the near future. Mr Halligan added this is the reason that SMAG has proposed an increase of the Regional Heritage Rate from $34.10 including GST to $50.00 next year (2017/2018) to provide a further $600,000 of operational budget.

Mr Halligan commented this would constitute a very significant increase to the level of this rate for SDC ratepayers, and would need to be flagged clearly in consultation processes for feedback.

Cr Keast commented in regards to the proposed cataloguing work of the possibility of utilizing volunteers to undertake this work therefore less costings involved.

Mr Halligan responded to ensure the cataloguing is carried out efficiently required professional protocols.

 

 

Resolution

Moved Cr Paterson, seconded Cr Kremer  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “General Information - Southland Museum and Art Gallery Quarterly Report Against Statement of Intent Third Quarter 2015/2016” dated 8 June 2016.

 

7.6

Health and Safety

Record No:    R/16/6/8895

 

Mrs Janet Ellis, People and Capability Manager, was in attendance for this item.

 

Mrs Ellis advised that as part of due diligence requirements, Councillors are required to keep up to date with health and safety matters, understand the nature of the business, audit its hazards and risks, ensure there are appropriate reporting and investigation processes in place and monitor and verify that appropriate actions are being taken.

 

Members noted training on health and safety responsibilities for elected members will be included in the 2016 Council Induction Programme.

 

Mrs Ellis advised the Southland District Councils Health and Safety Management Group has prepared a Health and Safety Toolkit which is in the finalisation stages and is circulated with this report.

 

 

 

Mrs Ellis explained the report outlined activities relating to Contractor Health and Safety Management, Vehicles and Driving, Personal Protective Equipment and Accidents/Incidents/Near Misses.

 

 

Resolution

Moved Cr Douglas, seconded Cr Keast  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “Health and Safety” dated 22 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.

f)          Notes the new Health and Safety Toolkit developed.

 

7.7

MWH Global Transfer of Ownership to Stantec Inc

Record No:    R/16/6/8955

 

1       

Mr Joe Bourque Strategic Manager, Transport and Mr John Laskewitz (MWH), was in attendance for this item.

 

Mr Bourque advised MWH Global has entered into a merger with Stantec Inc.

 

Mr Bourque added under the terms of Southland District Council Contract 12/03 for Professional Services, the merger constitutes an assignment of the contract, due to the change of control.

 

Mr Bourque explained from a Council point of view there are no real negative issues with granting this approval as the people involved in the contract, terms and conditions all remain the same.

 

In response to a query from Cr Duffy regarding possible changes to the contract Mr Laskewitz confirmed there are no changes that affect Councils current contract.

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Ford  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “MWH Global Transfer of Ownership to Stantec Inc” dated 17 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)         Agrees to the transfer of ownership of MWH to Stantec Inc.

e)         Agrees that the Chief Executive should write officially granting Council’s approval to MWH assigning and novating all of its rights under the Southland District Council Contract 12/03 for Professional Services to Stantec Inc.

 

7.8

Southland District Council 2016/2017 Resurfacing Contracts

Record No:    R/16/6/8976

 

Mr Joe Bourque Strategic Manager, Transport and Mr John Laskewitz (MWH), was in attendance for this item.

 

Mr Bourque advised this report covers the tendering for the resurfacing of approximately 1,120,000 m2 of urban and rural roads in the Southland District Council’s 2016/2017 Resurfacing Programme. Mr Bourque added the tendering is to be let as two contracts.

 

Mr Bourque explained splitting the district into two areas was done to encourage competition for these large parcels of work in the current market place.  It also produced contract areas that have a mix of coastal and drier inland areas to reduce the risk of weather affecting progress.

 

Members noted the report covers the tenders received, the evaluation carried out and recommendations for letting the contracts.

 

Mr Laskewitz responded to Members queries regarding whether Contractors are held to account for poor workmanship he confirmed that there is a timeframe for renewal work to be undertaken.

 

Members expressed concern in some instances at the delay of renewal work. Staff to note accordingly.

 

 

 

Resolution

Moved Cr Dobson, seconded Cr Dillon  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “Southland District Council 2016/2017 Resurfacing Contracts” dated 17 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)         Accept Fulton Hogan’s tender price of $2,327,551.36 plus GST for Contract 16/10 - 2016/2017 Eastern Area Resurfacing.

e)         Accept Downer’s tender price of $2,458,250.00 plus GST for Contract 2016/2017 Western Area Resurfacing.

f)          Approves the 2016/17 Sealed Roads Resurfacing budget being adjusted to $4.8M subject to the variation being managed within the overall roading budget for 2016/17.

 

 

The meeting concluded at 11.50am              CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Activities Performance Audit Committee HELD ON WEDNESDAY, 29 JUNE 2016.

 

 

 

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

 

 

 

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

 


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Otautau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Otautau Community Board held in the Southland District Council Office, 176 Main Street, Otautau on Thursday, 2 June 2016 at 2pm.

 

present

 

Chairperson

Andre' Bekhuis

 

Members

Ken Davidson

 

 

Peter Gutsell

 

 

Peter Herrick

 

 

Amber Joyce

 

Councillor

Stuart Baird

 

 

IN ATTENDANCE

 

Community Engineer

Greg Erskine

 

Community Partner Leader

Kelly Tagg

 

Community Development Planner

Kathryn Cowie

 

Committee Advisor

Alyson Hamilton

 

 


1          Apologies

 

Moved Member Gutsell, seconded Member Joyce and resolved:

That the Otautau Community Board accept the apology lodged by Member Vincent.

 

2          Leave of absence

 

There were no requests for leave of absence received.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

There were no members of the public 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 Davidson, seconded Cr Baird  and resolved:

That the minutes of Otautau Community Board meeting held on 21 April 2016 be confirmed as a true and correct record.

 

Reports

 

7.1

Venture Southland Update on Community Development Initiatives in Otautau and the Waiau Aparima Ward

Record No:    R/16/5/6979

 

Report by Kathryn Cowie, Community Development Planner, providing an update on staff changes within the Venture Southland Community Development Team and to report on community development initiatives and projects regionally, and within the Waiau Aparima ward, more specifically Otautau, was tabled.

Mrs Cowie outlined involvement with local initiatives in the Otautau area included;

    Otautau St Johns

    Otautau RSA

    Otautau Promotions

    Otautau Community Pool

    Otautau New Life Church

    Otautau three Churches Flower and Quilt Walk

    Funding for BMX Track and Isla Bank War Memorial

 

The Board noted regional initiatives included;

 

    Health & Safety Workshops for Volunteers & Community Groups

    Volunteers futures project (CONA)

    Southland Cycling Strategy

 

 

Resolution

Moved Member Gutsell, seconded Member Joyce  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Venture Southland Update on Community             Development Initiatives in Otautau and the Waiau Aparima Ward” dated 24             May 2016.

 

NOTE: Mrs Cowie left the meeting at this point.

 

7.1

Action Sheet

Record No:    R/16/5/7807

 

The Action Sheet from the Board’s last meeting was circulated for members’ information.

 

Issues arising from the Action sheet included:

 

Holt Park Camping Ground Upgrade

 

The meeting was informed the Community Partner Leader, Kelly Tagg has completed  the business plan.

 

The project now lies with the Community Engineer.

 

Mr Erskine informed the tender documentation is due to be circulated to approved local contractors. It is anticipated the tenders will be available at the next meeting of the Board, with the target date for completion being mid-November 2016.

 

Holt Park Forestry

 

The meeting was advised the Community Engineer is to arrange an informal meeting with the IFS Consultant, Mr R McKenzie prior to the next meeting of the Board.

 

Theatre Seating

 

At its previous meeting the Board resolved to accept the offer of $2,000 from the HW Richardson Group Limited for the purchase of 100 theatre seats from the Otautau Town Hall, subject to the offer from the company still being current.

 

The meeting was advised that the offer put forward from the Group is still current and following discussion agreed that the sale of the theatre seating proceed with staff writing to the Group confirming the purchase of the theatre seating from the Town Hall.

 

Members noted the Group is to arrange uplifting of the seating and is also to arrange for the placement of a suitable plaque at this premises acknowledging that the theatre seating originated from the Otauatu Town Hall.

 

Otautau Combined Sports Complex

 

Member Herrick declared an interest and took no part in discussions or voting on this topic.

 

At the previous meeting of the Board a communication from the Otautau Combined Sports Complex was received in regards to the purchase of the tables/trestles and chairs currently belonging to the Community Board and being stored at the sports complex.

 

The Board sought input from Property staff prior to making a decision on this issue.

 

The Board was advised by property staff that the decision regarding the sale of the tables/trestles and chairs that are being held at the sports complex lies with the Board.

 

Following discussion the Board agreed to the sale of the chairs currently located at the sports complex for $200.00 (excl GST).

 

It was further agreed that the trestle/tables remain in the ownership of the Community Board however will still be available for use by the public on application to the Community Board.

 

 

Resolution

Moved Member Davidson, seconded Cr Baird  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Action Sheet” dated 24 May 2016.

 

b)            Confirms its earlier decision to accept the quote from the HW Richardson Group Limited for the purchase of one hundred theatre seating from the Otauatu Town Hall for $2,000 (incl GST) noting the Group is to arrange the uplifting of the seating, and the placement of a suitable plaque acknowledging at the new location the theatre seating originated from the Otautau Town Hall.

 

c)            Agrees to the sale of the chairs currently stored at the sports complex, to the Sports Complex Committee for $200.00 (excl GST) and that the trestle/tables remain in the ownership of the Community Board however will still be available for use by the public on application to the Community Board.

 

Member Gutsell wished it noted that his objection to this motion be recorded.

 

7.2

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

Record No:    R/16/5/7146

 

The Works and Finance Report prepared by Mr Greg Erskine (Community Engineer) for the period ended 30 April 2016, was tabled.

 

Issues arising included;

 

§  Recent work on the BMX track and the reserve off Alderly street is looking tidy.

§  New town map has been placed in the vicinity of Centennial Park carpark. Appreciation to the Otautau Promotions for their contribution to this project.

§  Town Hall has had several items removed for the camping ground upgrade, prior to the building going out for tender.

§  Plantings on the township road reserves have become overgrown.  ICC Parks is to undertake a check in the town over the next few months to view the current condition of the trees and review what should be trimmed or removed.

 

 

Resolution

Moved Member Herrick, seconded Member Gutsell  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Works and Finance Report to Otautau Community Board for the period ended 30 April 2016” dated 24 May 2016.

 

7.3

Alex McKenzie Park Arboretum

Record No:    R/16/5/7409

 

Communication from the Alex McKenzie Memorial Arboretum Trust seeking the Board’s support in the employment of a paid cleaner for the toilet block situated at the Alex Mckenzie Memorial Arboretum, was tabled.

 

The Board was advised that the maintenance of the toilet block has been undertaken by a Trust member for seven years and Trustees for the past two years. 

 

The Board noted that due to the area being open to Freedom Camping and the increased number of Freedom Campers utilizing the area the toilets require cleaning on a more regular basis.

 

Members were informed that the Trust acknowledged that funding of a paid Cleaner would have to come out of the Trust’s annual budget.

 

Mr Erskine explained that included in the lease agreement the Trust is responsible for the public toilets situated at the Arboretum and subsequent cleaning of same.

 

In discussing this issue the Board offered no objection to the Trust arranging for the employment of a paid cleaner and acknowledged that funding will be by way of the Trust’s annual budget.

 

Cr Baird suggested an approach be made to Council to ascertain the possibility of this toilet block being included as a district wide funded toilet, which will mean to the Trust that this toilet block will be included in council’s public toilet schedule and funding for the employment of a paid cleaner will become district funded.

 

 

Resolution

Moved Member Davidson, seconded Member Bekhuis  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Alex McKenzie Park Arboretum” dated 24 May 2016.

 

 

b)        Requests staff respond to the Trust advising the Board offers no objection to the Trust arranging for the employment of a paid cleaner and acknowledged that funding will be by way of the Trust’s annual budget.

 

c)         Requests staff investigate the possibility of this toilet block being classified as a district wide funded toilet, which will mean that this toilet block will be included in Council’s public toilet schedule and funding for the employment of a paid cleaner will become district funded.

 

7.4

Tennis Courts - Holt Park

Record No:    R/16/5/7748

 

Communication via e-mail from the Otautau Tennis Club requesting the Board to consider the state of the lines at the courts at Holt Park, was tabled.

 

The Board noted that the Tennis Club has expressed concern at the state of the tennis court lines especially in view of the fact the lines were repainted just over one year ago.

 

The Community Engineer commented the contractor had advised at the time of the repaint the original area was not in good condition.

 

Member Davidson commented that included in the Holt Park Management Plan maintenance of the courts is the responsibility of the Club.

 

In discussing this issue the Board agreed to assist with follow-up maintenance to the courts however suggested that the club be advised that it does not have the funds available for regular maintenance work and suggested the Club commence fundraising in anticipation of further work required to the courts.

 

Further to this the Board has requested the Community Engineer liaise with Council’s contractor for a possible simple repair solution to the lines on the court.

 

 

Resolution

Moved Member Herrick, seconded Member Bekhuis  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Tennis Courts - Holt Park” dated 24 May 2016.

 

b)         Requests the Community Engineer liaise with Council’s contractor for a  solution to the lines on the courts and requests staff advise the Club commence fundraising in anticipation of further work required to the courts.

 

7.5

Draft Unmanned Aerial Vehicles Policy

Record No:    R/16/4/5655

 

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 Otautau area.

 

 

 

Resolution

Moved Member Gutsell, seconded Member Joyce  and resolved:

That the Otautau 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/16/5/6273

 

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 Herrick, seconded Member Davidson  and resolved:

 

 

That the Otautau Community Board:

 

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

 

Updates

 

8.1

Areas of Responsibilities

 

Works

Member Davidson reported on works issues within the township for the Community Engineer to action. These included;

 

§  Issue with new driveways not up to Council standard; include Eton and George Streets

§  Trimming of trees overhanging footpaths

§  Drain situated from Katrine to Clitheroe street; possible safety issue

 

Parks & Reserves

Member Herrick raised safety issues relating to the clock tower at Holt Park in regards to the lack of a safety rail surrounding tower. Community Engineer to arrange the necessary work required.

 

Cemeteries

Member Gutsell advised of maintenance undertaken at Settlers Cemetery.

 

In regards to the Otautau cemetery, Member Gutsell advised of maintenance required; this includes a new berm, kiosk to be stained and rhododendrons to be planted. Staff to action.

 

8.2

Councillor's Report

 

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

 

    Dog registration for the 2016/2017 year to remain at $30.00

    Otautau & District Community Charitable Trust renewal of lease at the Otautau office

    Update on the lease/sale of the former Ohai Railway Board Rolling Stock currently out for expressions of interest

 

 

The meeting concluded at 3.55pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON THURSDAY, 2 JUNE 2016.

 

 

 

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

 

 

 

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

 


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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, 13 June 2016 at 5.30pm.

 

present

 

Chairperson

Blair Stewart

 

Deputy Chairperson

Jan Breayley

 

Members

Timothy Anderson

 

 

Neil Linscott

 

 

Bruce Shields

 

 

Andrew Wilson

 

Councillor

George Harpur

 

 

IN ATTENDANCE

 

Community Engineer

Greg Erskine

 

Community Partnership Leader

Simon Moran

 

Communications Officer

Sarah Bedford

 

Community Development Planner

Kathryn Cowie

 

Committee Advisor

Alyson Hamilton

 

 

PUBLIC GALLERY

 

David North

 

 


1          Apologies

 

Moved Member Anderson, seconded Member Linscott and resolved:

That the Riverton/Aparima Community Board accept the apology lodged by Councillor Dobson.

 

2          Leave of absence

 

There were no requests for leave of absence received.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

There were no members of the public 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 Linscott, seconded Member Anderson  and resolved:

That the minutes of Riverton/Aparima Community Board meeting held on 2 May 2016 be confirmed as a true and correct record.

 

Reports

 

7.1

Action Sheet

Record No:    R/16/6/8576

 

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

 

Issues reported to the Board included;

 

Riverton Dump Station site

The Community Engineer informed following consultation with Planning staff fees of up to $5K for will be incurred to obtain a resource consent application for the placement of a dump station site in the area of the sewerage pump station at Taramea Bay Soundshell.

 

Mr Erskine suggested an area along Bath Road will be a more suitable site.

 

In discussing this issue Members expressed concern at the lack of a resolution to this project. Members concurred that Bath Road be an appropriate site and requested staff progress this project.

 

 

Riverton Signage (Welcome to Riverton)

The meeting was informed verbal approval has been obtained from NZTA for placement of the signage in the traffic island situated on the corner of Downing and High streets.

 

Mr Erskine advised he is awaiting written confirmation from NZTA. The Chair requested this project be progressed and signage be installed prior to the next meeting of the Board.

 

Soundshell Area – draft concept landscape plan

The Community Engineer presented a draft landscaping plan and tentative costings, prepared by the Growplan Landscape architect for the Soundshell area for the Boards perusal.

 

The Board was advised of a cost estimate in the vicinity of $46,500, however noted there is considerable leeway due to planting densities and final plant selection.

 

The Chair advised of an approach from the Rotary Club to assist the Community Board in regards to funding of this project.

 

The Board agreed to support the draft concept plan for the Soundshell project provided by the Growplan Landscape Architect, in principle, and that prior to any decision being made by the Board staff provide a detailed report advising costings and funding options of this project.

 

 

Resolution

Moved Member Stewart, seconded Member Breayley  and resolved:

That the Riverton/Aparima Community Board:

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

 

b)        Agrees to support the draft landscape concept plan for the Soundshell project provided by the Growplan Landscape Architect, in principle, and that prior to any decision being made by the Board staff provide a detailed report advising costings and funding options of this project.

 

7.2

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

Record No:    R/16/5/7747

 

Works and Finance report for the period ended 30 April 2016.

 

Issues reported to the Board included;

 

§  Maintenance has been undertaken at the roadside scour on Rocks Highway.

 

§  Several road intersections and curves are being monitored for vegetation trimming and visibility improvement within the town.

 

§  Delays to the grandstand design; it is now anticipated to be built August/September 2016.

 

 

§  At the Soundshell site some minor work has been undertaken on the retained covered shed at the eastern.

 

§  Section situated on the corner of Towack street and Trotter street requires resurveying due to footpath being located on the owners section. Community Board to fund costings for the surveying up to $10,000.

 

§  Request from Boys Brigade to voluntarily be involved in a project of significance within the community. Members to consider options.

 

 

Resolution

Moved Member Anderson, seconded Member Wilson  and resolved:

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.

 

7.3

Riverton Rugby Club Rent Review

Record No:    R/16/3/3602

 

Report by Virginia Dillon, Property Officer, requesting the Board set the rental payable for the Riverton Rugby Club Incorporated’s lease of Council recreation reserve at 45 Leader Street, was tabled.

2        In her report Mrs Dillon advised the Riverton Rugby Club Inc has a lease of recreation reserve which is due for a rent review as at 1 July this year.

 

Members noted the Club currently pays rent of $200 plus GST per annum together with all service charges levied. These being one water meter ($170), one sewerage connection ($394.80) and one set of wheelie bins ($281) totalling $845.80.

 

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

 

In discussing this issue Members agreed the rental remain at $200 plus GST per annum for three year period commencing 1 July 2016.

 

 

 

Resolution

Moved Member Stewart, seconded Member Linscott  and resolved:

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)         Approves 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.

 

7.4

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

Record No:    R/16/4/6020

 

Report by Virginia Dillon, Property Officer, seeking the Board’s consideration to issue a further lease to Paki and Jo-Ann Cleaver over Council land at 103 Palmerston Street, Riverton, was tabled.

The Board was informed Paki and Jo-Ann Cleaver lease Council land at 103 Palmerston Street, Riverton.

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

Mrs Dillon advised the current lease expires on 30 June 2016 and the Board is asked to determine whether to issue a further lease.

Mrs Dillon explained 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.

Members noted the Lessee has requested that the rental remain unchanged.

In discussing this issue members agreed the rental remain at $500 (GST incl) for a five year term commencing from 1 July 2016.

 

 

 

Resolution

Moved Member Stewart, seconded Member Anderson  and resolved:

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

 

7.5

Remuneration for Chairs and Members of Community Boards

Record No:    R/16/5/6274

 

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 Anderson, seconded Member Linscott  and resolved:

That the Riverton/Aparima Community Board:

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

 

7.6

Community Partnership Leader - Overview of role

Record No:    R/16/4/5366

 

Report by Simon Moran, Community Partnership Leader, Northern and Western Southland, providing an update on the newly established Community Partnership positions and the role they will have in the community, was tabled.

 

Mr Moran gave an overview of his role highlighting the areas with which he will be involved and clarifying how his role will lead Community Boards and CDA’s into a broader scope of community involvement and align community initiatives to a district and regional approach.

 

 

Resolution

Moved Chairperson Stewart, seconded Member Linscott  and resolved:

That the Riverton/Aparima Community Board:

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

 

 

 

 

Updates

 

8.1

Chairperson's Report

 

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

 

§  Presentation from Aparima Rotary Club for donation toward Taramea Bay BBQ project

 

§  Invitation to address the next meeting of Riverton Senior Citizens Organisation.

 

8.2

Local Liaison Persons Reports

 

Community Housing

Member Breayley reported of one single and one double flat available at the community housing units.

 

Community Pool

Member Shields reported the Annual General Meeting of the swimming club is scheduled to be held. The Board was advised the Club require a new chairperson.

 

Emergency Management

Member Linscott updated on recent Emergency Management activities.

 

Parks & Reserves

Member Breayley advised of further plantings to the Taramea Bay garden plots.

 

Riverton Harbour

Member Anderson reported on a recent Harbour meeting. Items of interest included;

 

§  Granting of the Environment Southland resource consent application conditions which are being investigated by staff

§  Causeway issue on-going

§  Railway irons adjacent the rugby club yet to be removed

 

Riverton Heritage Trust

Member Linscott advised following the recent annual general meeting of the Trust Dave Asher was appointed as Chairperson.

 

Works

Member Wilson reported on works issues within the township for the Community Engineer to follow-up. These being;

 

§  Remarking of road lines on Bay Road yet to be undertaken

§  Footpath and grass verge to be reinstated following digger damage

§  Hole situated on Palmerston Street outside the Anglican Church has reappeared

 

Water & Waste

The Board was advised it is proposed the new water treatment plant is to commence beginning of July 2016.

 

 

 

 

8.3

Councillor's Report

 

Councillor Harpur reported on matters from the District Council table as follows;

 

§  Snow Pole Road closure

§  Forestry Block update

§  Heritage Rate clarification

§  Community Partnership role

§  Freedom Camping update

 

Public Excluded

 

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

 

Resolution

Moved Member Breayley, seconded Member Linscott  and resolved:

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

C10.1  Riverton Skate Park Shelter

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:

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.

That the Community Engineer, Greg Erskine, Community Partnership Leader, Simon Moran, Communications Officer, Sarah Bedford, Committee Advisor, Alyson Hamilton be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1  Riverton Skate Park Shelter  This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

The public were excluded at 6.35pm.

 

RETURN TO OPEN MEETING

 

The Board returned to Open Meeting at this point.

 

Confidential Item to be recorded in Open Meeting

 

C10.1 Riverton Skate Park Shelter

Record No:    R/16/6/8520

That the Riverton/Aparima Community Board:

 

a)            Receives the report titled “Riverton Skate Park Shelter” dated 8 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)           Confirms the earlier decision to accept the quotation of $21,500 (excl GST) lodged by Marinecraft and Fibreglass, to build a complete shell from fibreglass without the need for framework.

 

e)         Confirms funding of the project will be on the following basis; $4,062 from community contributions and fundraising, 50% of remainder from the Riverton/Aparima Community Board (up to $10,000), 50% of remainder from the Waiau/Aparima Ward (up to $10,000) and any shortfall be obtained from community funders.

f)         Recommends that Council approve the unbudgeted expenditure toward the Riverton Skate Park Shelter as follows;

    $10,000 from the Waiau/Aparima ward reserve

    $10,000 from the Riverton/Aparima Community Board, to be funded from the Riverton General reserve.

 

g)        Agrees for the decision relating to this project be released in open meeting.

 

The meeting concluded at 7.07pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Riverton/Aparima Community Board HELD ON MONDAY, 13 JUNE 2016.

 

 

 

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

 

 

 

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

 


sdclogo

 

 

Te Anau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Te Anau Community Board held in the Community Room, Fiordland Medical Centre, Luxmore Drive, Te Anau on Wednesday, 10 June 2015 at 2pm.

 

present

 

 

 

Chairperson

Rachel Cockburn

 

Members

Mark Deaker

 

 

Ebel  Kremer

 

 

Kara Matheson

 

 

Tony  O'Loughlin

 

 

IN ATTENDANCE

 

Area Officer, Te Anau

Jenny Labruyere

 

Area Engineer

Nick Lewis

 

 


1          Apologies

 

Apologies for non-attendance were received from Members Carran and Greaney.

 

Moved Member Matheson, seconded Member O'Loughlin and resolved:

That the  Te Anau Community Board accept the apologies from Members Carran and Greaney.

 

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 Public Forum.

 

5          Extraordinary/Urgent Items

 

Moved Member Deaker, seconded Member Matheson and resolved:

That the Te Anau 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:  Freedom Camping

 

6          Confirmation of Minutes

 

Resolution

Moved Member Deaker, seconded Member O'Loughlin 

That the minutes of Te Anau Community Board meeting, held on 29 April 2015 be confirmed.

 

Reports for Resolution

 

7.1

Action Sheet

Record No:    R/15/6/9677

 

Items noted by the Board included;

 

Library Upgrade:

 

The Board noted Coles Consulting Services have been contracted to draw up structural/construction drawings for new doors in the entrance foyer and related work requires consent.  The Board was advised completion date for all related works is expected to be October 2015.

The Area Engineer advised signage indicating public toilets within the library building are being progressed.

 

Skatepark Development:

 

Area Engineer advised he has meet with Te Anau Cycle Incorporated who will become the driving group for development of the pump track project, with input from users.  The Area Engineer  is to arrange a field investigation trip.  Furthermore, the Te Anau Cycle Inc have started discussions with designer/builder.

 

Floating Pontoon:

 

Area Engineer advised that the Department of Conservation Board has given its  support to the concession to allow a jetty/pontoon to enable passengers to embark and disembark near Bluegum Point.

 

Members requested the Area Engineer to investigate and progress design concepts for such structure located near the public boat ramp towards Bluegum Point.

 

In discussing this matter further Members questioned the future of the public wharf at Real Journeys and the likelihood of any progress through private interested parties to develop the wharf for commercial purposes.

 

Members agreed for the Area Engineer to make contact with both Real Journeys and the private party that recently showed an interest in the development of the wharf to ascertain the status of such negotiations; the Board is supportive in principle of any future development.

 

Rubbish/Recycling:

 

In discussing the matter of rubbish/recycling in regard to increased refuse due to larger tourism numbers in the area, the Board felt a proactive approach would be appropriate and agreed the Area Engineer investigate trialling the provision of more refuse bins within high usage areas in the township.

 

 

 

Resolution

Moved Member O'Loughlin, seconded Member Deaker 

That the Te Anau Community Board:

a)         Receives the report titled “Action Sheet” dated 3 June 2015.

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)         Agrees the Area Engineer investigate and progress design concepts for jetty/pontoon at boat ramp located near Bluegum Point .

e)         Requests a letter be sent to Real Journeys and Mr Oremland to ascertain the status of negotiations in regard to the public wharf at Real Journeys.

f)          Requests the Area Engineer to investigate and put in place a trial of extra rubbish/recycle bins in high use areas within the town.

 

 

 

7.2

Works and Finance Report to Te Anau Community Board for the period ended 30 April 2015

Record No:    R/15/5/9167

 

Works & Finance Report for the period ended 30 April 2015, prepared by N Lewis (Area Engineer) was tabled.

 

The Area Engineer advised the campervan dump station located to the boat harbour scheduled in the project list and the scope of upgrade is being investigated with input from the New Zealand Motor Caravan Association (NZMCA).  He added NZMCA has shown interest in this project and depending on the outcomes of the Long Term Plan there maybe a funding source.

 

The Area Engineer advised the public barbecue has been well used with a count of over 250 at the end of the summer period, furthermore Mr Lewis advised there is to be Council signage installed.

 

Mr Lewis informed members of a surplus in the current year budget due to a loan that has not been utilised and enquired whether the Board may like to repay the Te Anau Lakefront loan a year early with the balance being $41,595.  Members agreed for this load to be repaid from surplus monies projected at the end of this current financial year.

 

 

Resolution

Moved Member O'Loughlin, seconded Member Deaker 

That the Te Anau Community Board:

a)         Receives the report titled “Works and Finance Report to Te Anau Community Board for the period ended 30 April 2015” dated 10 June 2015.

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)         Agree to repay the Te Anau Lakefront loan balance of $41,595 now, such loan being repaid from the surplus monies that is projected at the end of the financial year ending 30 June 2015.

 

 

7.3

User Charges Lions Park Toilets

Record No:    R/15/5/9226

 

Report by Mr McNaught (Strategic Manager, Property) following the Board’s request that Council review its policy in regard to the charging regime that is in place for the Lions Park toilets, was tabled.

 

Mr McNaught commented that he noted the Board is seeking operating maintenance costs be a District charge on the same footing as other public toilets on other tourist routes within Southland District.

 

Tabled with the report was a submission to the Council’s Long Term Plan (2007) which submitted the desire of the Board to have many features that are not included in any other toilets within Southland District.

 

Mr McNaught outlined a number of issues relating to the Board’s request, these being;

 

       Lions Park toilets when constructed, provided and still operate, at a significantly greater level of service than other toilets with the Southland District.

       The current toilets were constructed with many features at the request of the Te Anau Community Board – these include an entry charge, user pay showers, employment of an onsite attendant.

       The entry fee is used to offset the additional operating costs including the costs associated with the on-site attendant.

       Removing of the user pays charges would mean these costs would have to be funded from somewhere else.

       The upgrades carried out at Mossburn and Garston toilets have just been completed and not given the same level of service that the Lions Park toilets provides.

       As the level of service at the Lions Park toilets is significantly higher than other toilets in the District dropping the user charge and spreading these costs across all other ratepayers in the District is not considered reasonable.  However, the Board does have the option to recommend that Council consider a “local target rate” to offset this drop in income.

 

At this point Mr McNaught outlined the conditions relating to the opening hours at the Lions Park toilets.

 

Mr McNaught added that historically there have been instances where large events in Te Anau access to the toilets has been made free of charge.  He stated this is expected to continue on a case by case basis.

 

In discussing this report members raised a number of issues as follows;

 

       Expenditure and income per annum

       Variances of upgrade at other public toilets i.e Mossburn from previous plans to upgrade to user paid, now only general upgrade

       Mention made of funding that has in the past been available to small towns with large infrastructure requirements

       Concern expressed that if a ratepayer fee is charged it will not only be Te Anau ratepayers affected, hence it should be a district wide rate.

       Pressure from other local businesses to provide public toilets in the centre of town to ease the burden on individual businesses

       Requested balance and term remaining of loan, debit servicing costs and cost to ratepayers if rate is district wide rate.

 

As a result of discussions the members requested a further report be provided to the Board which is to include financial details.

 

 

Resolution

Moved Chairperson Cockburn, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the report titled “User Charges Lions Park Toilets” dated 3 June 2015.

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)         Requests staff prepare a report which is to include all financial information relative to loan options and a “local targeted rate” .

 

7.4

Dog Control Bylaw and Policy Review 2015-Submission

Record No:    R/15/6/9526

 

A copy of the submission lodged on behalf of the Te Anau Community Board concerning Council’s Dog Control Bylaw and Policy Review 2015, was tabled.

 

In discussing the submission members requested an amendment to Ivon Wilson Park, such amendment to read “dogs under control on a leash” be altered to “dogs off a leash under control” in the Park.

 

 

Resolution

Moved Member O'Loughlin, seconded Cr Kremer 

That the Te Anau Community Board:

a)         Receives the report titled “Dog Control Bylaw and Policy Review 2015-Submission” dated 3 June 2015.

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)         Agrees to the submission being amended for Ivon Wilson Park from dogs “under control on a leash” to  dogs “off a leash under control.”

 

A.1

Freedom Camping

Record No:    R/15/6/9624

 

1        Report by M Sarfaiti (Manager, Environment Health) which gives the Board an opportunity to discuss freedom camping in preparation for an upcoming freedom camping review, and also to discuss interest in Te Anau becoming a New Zealand Motor Caravan “motorhome friendly town”, was tabled.

2        Mr Sarfaiti stated it is expected that Council will be carrying out preliminary consultation before drafting a new Freedom Camping Bylaw 2015.

 

Mr Sarfaiti added the Board is invited to discuss freedom camping in light of this review and also motorhome friendly town status, and provide feedback to Council.

 

 

Issues drawn to the attention of the Board included;

 

       Council will be carrying out preliminary consultation before drafting a new Freedom Camping Bylaw 2015.

       A draft bylaw may be considered by Council on 5 August 2015, and if approved after a formal consultation process, would be in force in time at the start of summer.

 

       One of the reasons for the early review of Council’s Camping Control Bylaw 2012 is to resolve serious concerns with the Waikawa freedom camping site, and to standardise with the New Zealand Motor Caravan Association model bylaw.

       Freedom camping means camping in public places, as opposed to camping in a camping ground. 

 

       Back country freedom camping cannot be regulated under Council’s Camping Control Bylaw. 

 

       Councils can have different rules for self-contained camping (eg a motor caravan that has its own toilet, shower, and waste water storage) and non-self-contained camping (eg a tent, car).

 

       Council can regulate freedom camping on Council controlled land by making a bylaw. 

 

       Currently in the Southland District, freedom camping is generally permitted except in sensitive areas (townships), and also has designated camping sites at Nightcaps, Mandeville, Dunsdale, Otautau, Haldane and Waikawa.

 

       Camping is currently prohibited in the Te Anau township.

 

       Communities such as Winton, Riverton and Otautau have expressed interest in being designated as motorhome friendly towns by the NZMCA.  The NZMCA has advised that for SDC towns to achieve motorhome friendly status, Council would need to resolve NZMCA concerns with the current SDC bylaw, and also has had concerns with the extent of the Te Anau prohibited area.

 

 

At this point Mr Sarfaiti circulated a survey entitled “Freedom Camping Review- Preliminary Consultation”.    It was noted the survey contained 24 issues to respond to and that the survey closing date is 6 July 2015.

 

Members agreed to hold a workshop to discuss the survey further and provide a summary of responses to the Manager, Environment Health prior to the close of submissions.

 

 

Resolution

Moved Member Matheson, seconded Member Deaker 

That the Te Anau Community Board:

a)         Receives the report titled “Freedom Camping” dated 4 June 2015.

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)         Agrees to hold a workshop to complete the survey entitled ”Freedom Camping Review – Preliminary Consultation; following which a summary will be prepared and used as a submission to the freedom camping review.

e)         Agrees that this Board pursue the issue of Te Anau being granted motorhome friendly status and that staff liaise with NZ Motor Caravan Association for this to happen.

 

    

8.0       UPDATES

 

8.1       Local Liaison Persons Reports

 

Rural:

 

     River liaison workshop and meeting from which a report is to be prepared by Environment Southland to Council.

     Concerns over the protection of both the Upukerora bridge and Council sewer ponds.

 

Tourism/Events:

 

     Winter Illumination to take place for the third year with the “light up” commencing 6 July 2015.

 

Milford Community Trust:

 

     Milford Community Association concerns over the closure of the Pub at Milford

     Advertising for MERT Team Leader replacement for next season

     Trustee Shanks to retire, by rotation.

 

 8.2      Chairperson’s Report

 

            Member Cockburn reported on behalf of the absence of the Chair on the following;

 

               Heritage subdivision; electricity provider issues

        Illumination Festival – lights being repaired for installation and operation prior to event start-up.

        Attended “Let’s Go Te Anau” meeting.

        Attended River Liaison meeting.

 

8.3       Councillor’s Report

 

            Cr Kremer reported on the following matters from the District Council table;

 

        Long Term Plan workshops

        Alfresco Dining new fees and charges

        Dog Control Review

        First meeting of the Te Anau Wastewater Discharge Project Committee set down for 17 June 2015.

        Speed Limit through district townships being investigated.

 

 

 

 

4.30pm                                               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Anau Community Board HELD ON 10 JUNE 2015.

 

 

 

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

 

 

 

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

 


sdclogo

 

 

Te Anau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Te Anau Community Board held in the Community Room, Fiordland Medical Centre, Luxmore Drive, Te Anau on Wednesday, 22 July 2015 at 2pm.

 

present

 

Chairperson

Ann Carran

 

Deputy Chairperson

Rachel Cockburn

 

Members

Mark Deaker

 

 

Sarah Greaney

 

 

Kara Matheson

 

 

Tony  O'Loughlin

 

 

IN ATTENDANCE

 

Area Officer,

Te Anau

Jenny Labruyere

 

Area Engineer

Nick Lewis

 

Group Manager

Ian Marshall

 

 


1          Apologies

 

An apology for non-attendance was received from Councillor Kremer.

 

Moved Member O’Loughlin, seconded Member Greaney

 

Resolved that the Te Anau Community Board accept the apology from Councillor Kremer.

 

2          Leave of absence

 

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

 

3          Conflict of Interest

 

            There were no conflicts of interest declared.

 

4          Public Forum

Moved Member O’Loughlin, seconded Member Matheson

Resolved that the Board go into Public Forum to allow members of the public speaking rights.

Martin Sliva:

Mr Sliva tabled a “mind map” with the intent to be used as a marketing tool to generate more effective business promotions for the airport and local businesses as he believes projects like the Dominie Aircraft venture has unutilised potential.

Mr Sliva was thanked for his  presentation and the Board agreed he has a wealth of tourism knowledge and experience that would be beneficial to the community businesses including Destination Fiordland.

Moved Member Matheson, seconded Member Cockburn

Resolved that the public forum be closed and the Board returned to its formal meeting.

 

 

5          Extraordinary/Urgent Items

There were no Extraordinary/Urgent items presented for consideration.

 

 

6          Confirmation of Minutes

 

Resolution

Moved Member O'Loughlin, seconded Member Deaker 

Confirms the minutes of Te Anau Community Board meeting held on 10 June 2015.

 

 

 

 

 

7.0       Reports

 

7.1

Action Sheet

Record No:    R/15/7/12247

 

Issues noted by the Board included;

 

Public Wharf:

 

Area Engineer advised the concession to allow operations at the wharf is sitting with the Department of Conservation awaiting sign off.

 

Furthermore members were advised that Mr Oremland’s boat “The Faith” is licenced for operations for the coming season and waiting concessions for the use of the Wharf to operate.

 

Town Recycle/Rubbish:

 

Area Engineer advised he is investigating further recycle/rubbish bin options for the town.  The Chair requested options be presented at the Board’s September meeting so that these are in place prior to the tourist season.

 

User Charges Lions Park Toilets:

 

In discussing this issue the Board agreed the charging regime remain the status quo, however questioned what the local rate would be if the costs for operating the toilets were a local rate, and requested staff provide such data for the members information.

 

Stormwater Contract – Caswell Rd:

 

The Chair queried the height variation between the footpath and grate cover at the site and requested this item remain on the action sheet until sign off.

 

Library Upgrade:

 

The Area Engineer advised that he has the new signage indicating “Public Toilet” within the Library building ordered.

 

The Board was advised completion date for all projects associated with the Library upgrade is expected to be October 2015.

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member Deaker 

That the Te Anau Community Board:

a)         Receives the report titled “Action Sheet” dated 14 July 2015.

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.

 

 

7.2

Works and Finance Report to Te Anau Community Board for the period ended 30 June 2015

Record No:    R/15/7/11797

 

Issues reported to the Board included;

 

  • The new Frisbee Golf Course at Ivon Wilson Park has been installed and usable with the  course map and information signage to follow.
  • The Caswell stormwater line has been completed less the final tidy up works which weather depending may be closer to spring.
  • Desludging works at the Te Anau sewer ponds are ongoing with the lined bund works progressing before the desludging process starts.
  • Some of the festive lights including the Christmas tree lights required repairs for the Illumination festival; this was undertaken by Fiordland Electrical with the aim to have it reinstalled before the festival opening night.
  •  In regard to water and wastewater the Board was informed that for the year to date there has been no unplanned expenditure exceeding the
    $5,000 threshold.
  • The Board was advised of a District wide LED streetlighting replacement programme planned over the next few years.

 

 

Resolution

Moved Member Greaney, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the report titled “Works and Finance Report to Te Anau Community Board for the period ended 30 June 2015” dated 22 July 2015.

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.

 

7.3

Te Anau Airport Manapouri Works and Finance Report for the period ending 31 May 2015

Record No:    R/15/7/11513

 

The Te Anau Airport Manapouri Works and Finance Report for the period ending 31 May 2015, was tabled.

Issues reported to the Board included;

  • Most of the large aircraft movements have now concluded for the summer season and have provided a small increase in income compared to last year but a reasonable increase in the last four years.  As mentioned in previous reports an increase in large aircraft income should benefit the communities associated with the airport activity, as large aircraft movement chargeout rates have not moved much in recent years and simply means more flights and more passengers.
  • The Airport Manager advised that some of the financial impact on the issues surrounding the non-operational areas of the airport is showing through with loses attributed to losing a customer that formed part of the airports bulk landing fee budget and additional unbudgeted costs associated with paying for a consultant to help resolve these issues.  Although these are regrettable, the Manager is sure the long term future of the hangar venture will pay its dividends.       
  • Income levels for this report has indicated a better than budget result and should hold over until the finish of this financial year as very little financial gain will occur in the next month or so during the winter months.  
  • The report provides for a slight increase in budget income of 2% variance or approximately $6,000 over budget.  This is due to a 37% increase in landing fees mainly attributed to large aircraft movements, 101% increase in ground handling fees (although artificial due to refuelling charges that were contracted to a third party) but still a net increase, unbudgeted overnight parking and function room increases. 
  • There has been some large savings in some of the expenditure due to anticipated unbudgeted costs in other expenditure associated with building compliance, consultant fees associated with the non-operational area of the aerodrome and a doubtful debt associated with a skydive operation some years ago and a failed attempt in recovering losses through debt collection agencies. 
  • There has been a slight increase in the number of grass mows that have been required to keep the grass areas in compliance with the civil aviation rules due to the unseasonable growth which is up by about 17%.
  • Overall the airport is on target to come under budget for expenditure this year, this is presently tracking at about 19% below that budgeted to run and further develop the airport.

 

In discussing the report members queried a $14,870 expenditure under the heading of professional services.  The Group Manager, Mr Marshall agreed to investigate and respond back to the Board.

 

 

 

 

 

 

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member Greaney 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Manapouri Works and Finance Report for the period ending 31 May 2015” dated 14 July 2015.

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.

 

 

7.4

Te Anau Airport Manapouri Manager’s Report

Record No:    R/15/7/11341

 

Te Anau Airport Manapouri Manager’s Report covering operational issues, aircraft movements, operator changes and management matters, was tabled.

 

In regard to operations activities the Board was informed that there is a steady growth in passenger numbers getting off inbound aircraft and contributing to the local economy from aircraft over and above 5,700 kg (large aircraft).  Tauck Tours clearly provides most of the business at the airport and is a valuable client although it is interesting to note that more and more aircraft requiring an airport ground handling structure to support their operations are increasing.  

 

Furthermore due to the nature of aircraft below this weight category, it is difficult to monitor and differential between tourists and private passengers.

 

The Manager reported that a review of the health and safety system was undertaken two months ago and found to be of a high standard.  4x4 bike training has been completed through written education and additional equipment has been purchased to ensure safety.  A new bird scaring gun has been purchased and has proven to be an effective method of reducing risk of bird strike.

 

Also additional work has been carried out to complete the requirements to cater for physically impaired persons that visit the airport.  The additional costs associated with this work was unbudgeted and forms part of the brief in the finance report.  Fencing is now complete and now ensures the public cannot enter or tamper with the sewerage station near the terminal building.

 

In conclusion it was reported that the function centre again this year has performed above budget and contributes to the community as a high standard venue.

 

 

 

 

 

Resolution

Moved Member O'Loughlin, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Manapouri Manager’s Report” dated 7 July 2015.

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.

 

 

7.5

Alfresco Dining

Record No:    R/15/7/11744

 

1        Report by Mr N Lewis (Area Engineer) drawing attention of the Board to the Council’s revised Alfresco Dining Policy, was tabled.  

2        Mr Lewis advised that the Policy applies to the whole of the Southland District and provides Community Boards and Community Development Area Subcommittees with the option to apply annual fees or remit these fees  in their area.

 

The Board was advised that it now has the opportunity to impose annual fees or remit the fees in the Te Anau area.

 

The Board was advised the current fees are;

 

  • Administration/Application fee: $120.00 (one off)
  • Occupation fee calculated on the area: $20.00 per m2/per year.

 

Furthermore the Board was informed that;

 

  • The initial administration fees cover the Area Engineer’s time to check the premise, as well as the financial costs of invoicing the restaurant.  This fee will be directed to the Area Engineer business unit within Council.  The annual fees will provide local revenue for footpath maintenance etc.
  • Any business which will need to be inspected and licenced shall be approached by the appropriate Area Engineer.  Licences will be issued by Area Engineers and registered against the premises.

 

In discussing the report the Board noted the levies that would be applied are not of significance and felt that by not charging such levy would be of benefit to the businesses and would show the Board’s support retaining the Alfresco Dining policy and  allowing a more vibrant feel, providing business comply with the policy rules.

Members wished it be noted it is in favour of encouraging a vibrant business sector by not electing to impose the square metre fee of Alfresco Dining in Te Anau.

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the report titled “Alfresco Dining” dated 14 July 2015.

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)         Decides that the “one off” administration/application fee of $120 apply for the Te Anau area.

e)         Decides not to impose the annual occupation fee component relating to where alfresco dining may operate in the Te Anau area.

 

 

 

7.6

Trees - Dusky Street

Record No:    R/15/7/12219

 

Communication from Geoff & Sylvia Fischer expressing concern at the problems caused by four deciduous trees in Dusky Street, Te Anau on the Rugby Domain adjacent the Fischers’ residence, was tabled.

 

The Board noted that the correspondents consider the trees are restricting sunlight and views, and the leaves and pollen are a nuisance for residents.

 

Solutions suggested by Mr & Mrs Fischer include Council providing spouting cleaning or removal of the trees.

 

The Board gave careful consideration to the request to the removal of trees on the Rugby Domain, however agreed this not take place due to the precedent that would be set.  Members did however agree to a progress planting programme to provide replacement planting prior to these trees reaching removal status.

 

Members agreed the Area Engineer respond to the correspondents advising of the Board’s decision.

 

 

 

 

 

 

 

 

Resolution

Moved Chairperson Carran, seconded Member O'Loughlin 

That the Te Anau Community Board:

a)            Receives the report titled “Trees - Dusky Street” dated 14 July 2015.

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)         Declines the request by Mr & Mrs Fischer to remove trees on Dusky Street, adjacent the Rugby Domain due to the precedent that would be set and agreed the Area Engineer advise the correspondents of the Board’s decision.

 

 

 

7.7

Freedom Camping Review - Submission

Record No:    R/15/7/11779

 

A copy of the submission lodged on behalf of the Te Anau Community Board concerning Council’s Freedom Camping Review 2015, was circulated for the Board’s confirmation.

 

 

Resolution

Moved Member Deaker, seconded Deputy Chairperson Cockburn 

That the Te Anau Community Board:

a)         Receives the report titled “Freedom Camping Review - Submission” dated 14 July 2015.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Confirms the contents of the submission concerning Freedom Camping Review 2015.

 

 

 

8.0       Updates

 

8.1

Local Liaison Persons Reports

Record No:    R/15/7/12221

 

Park & Reserves:

 

Area Engineer advised that he, Mr P Cardno and a representative from Department of Conservation have agreed on a location for commemorative trees for late Frana Cardno on Department land on the lakefront along from Tui Bay.

 

Member Cockburn informed the Board that an amenity fund held by Fiordland Conservation Trust is set aside for this project.

 

Rural:

 

Members discussed the recent Upukerora River liaison meeting and raised their concern as to how to get positive traction in regard to the lack of acknowledgement from Environment Southland at the state of the river on the lower side of the Upukerora bridge.

 

In discussing this matter Members requested a letter be sent to the Chief Executive of Environment Southland seeking action.  The Board wish to be proactive on this matter due to the impact ar the loss of the state highway on tourism not only regularly but nationally given that Milford Road is the only link to Milford Sound, New Zealand’s most iconic tourist site.

 

Moved Chairperson Carran, seconded Member Cockburn

Resolved that the Board agree that a letter seeking action at the Upukerora bridge on State Highway 94 be sent to the Chief Executive Environment Southland and that this matter also be taken up with Southland District Council.

 

Tourism:

 

Tourist tax issues for Tourism New Zealand.

 

Event Centre:

 

  • Annual report and AGM
  • LED lighting upgrade completed

 

Fiordland Trails Trust:

 

  • Recent AGM meeting
  • Stage 1 planned to start from Control Gates to Queens Reach, however there is a $150,000 shortfall at present.
  • Council wish for trail to be completed before it is prepared to invest in the trail.

 

Fiordland Retirement Options:

 

Member Greaney informed Members of the Mayor’s support in regard to the interest shown to the recent survey results  and keen to see all options  for the various levels of retirees requirements investigated. 

 

Te Anau Wastewater Discharge Project Committee:

 

  • Inaugural meeting of Governance Committee
  • Peer Review Interviews due 4 August 205.

 

 

 

 

 

 

8.2

Chairperson's Report

Record No:    R/15/7/12223

 

The Chairperson, Member Carran, reported on matters with which she has been involved since the Board’s last meeting.  These included;

 

  • Workshop – Freedom Camping, Trading in Public Places
  • Wildlife park transition to a sanctuary
  • Noted advertising for a replacement  for Trustee Shanks on the Milford Community Trust,  has taken place.
  • State Highway 95 tree falling potential adjacent the Fish & Game office.

 

 

 

 

 

8.3

Councillor's Report

Record No:    R/15/7/12224

 

In the absence of Councillor Kremer there was no Councillors update, however Group Manager Mr I Marshall reported on the following;

 

  • Lumsden CDA issues
  • Water reservoir tanks – tree plantation ready for cultivation.

 

 

   

 

 

 

4.55pm                                               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Anau Community Board HELD ON 22 JULY 2015.

 

 

 

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

 

 

 

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

 


sdclogo

 

 

Te Anau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Te Anau Community Board held in the Community Room, Fiordland Medical Centre, Luxmore Drive, Te Anau on Wednesday, 2 September 2015 at 2pm.

 

present

 

Chairperson

Ann Carran

 

Members

Mark Deaker

 

 

Sarah Greaney

 

 

Kara Matheson

 

 

Tony  O'Loughlin

 

Councillor

Ebel  Kremer

 

 

IN ATTENDANCE

 

Group Manager

Ian Marshall

 

Area Officer, Te Anau

Jenny Labruyere

 

Area Engineer

Nick Lewis

 

Manager Resource Management

Simon Moran

 

                                     

PUBLIC GALLERY

 

I Barnes, A & T Buchanan, R Foote, B Molloy, B McNamara, J Tauri
1          Apologies

 

An apology for non-attendance was received from Member Cockburn

 

Resolution

 

Moved Councillor Kremer, seconded Member O’Loughlin

 

Resolved that the Te Anau Community Board accept the apology from Member Cockburn.

 

2          Leave of absence

 

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

 

3          Conflict of Interest

 

            There were no conflicts of interest declared.

 

4          Public Forum

 

Resolution

Moved Member O’Loughlin, seconded Member Matheson

Resolved that the Board go into Public Forum to allow members of the public speaking rights.

 

Freedom Camping:

Mr Tony Buchanan

Mr Buchanan expressed a number concerns at a proposal by the Community Board to allow freedom camping at the Information Kiosk site adjacent the Buchanan’s property.

Mr Buchanan outlined the background to the development of the Information Kiosk site and their lease agreement of the land with Council, and requested the Board to consider if allowing freedom camping would be appropriate for this particular area.

Mr Bradley Molloy

Mr Molloy raised a number of issues, these being;

·         NZMCA have a camping site and questioned the need for more

specifically in the town centre and at the Event Centre carpark

·         Cost to ratepayers for on-going clean-up

·         Liquor licence ban area at proposed sites

·         Proposed location for bus parks too close to the fire station

·         Opposite the Holiday Park and Event Centre – using facilities without permission

·         Suggested No Freedom camping within the town boundary.

 

 

 

 

Mrs Jill Tauri

Mrs Tauri agreed with previous presenters and questioned the Board’s decision regarding freedom camping sites within the town boundary.

Mrs Tauri expressed concern at freedom campers using the Memorial Park as a toilet area, and the cost to ratepayers for the clean-up.   Mrs Tauri considers by allowing the suggested Motor Home Friendly options in the town centre for freedom camping, it is seen to be subsidised by the ratepayer and businesses in the town.

 

Mr Roger Foote

Mr Foote represented the Te Anau Rugby Club and the Fiordland Wapiti Foundation and had concern at costs incurred, vandalism of the Wapiti, and considers freedom camping at the entrance to town ‘unwelcoming and unsightly.’

Mr Foote also made mentioned of the liquor ban that is in place adjacent the Bowling Club and Events Centre.

The Chair thanked all presenters for taking the time to raise their concerns and implored all to make a submission to Council’s Freedom Camping Bylaw 2015.

 

 

5          Extraordinary/Urgent Items

In view of the presentations  made in Public Forum at the meeting the Board agreed to discuss the issue of Freedom Camping under Urgent Business.

 

Resolution

Moved Chairperson Carran, seconded Member Greaney 

and resolved that the 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 46 A of the Local Government Official Information and Meetings Act 1987.

·         Draft Freedom Camping Bylaw

 

 

6          Confirmation of Minutes

 

Resolution

Moved Member O'Loughlin, seconded Member Greaney 

That the Te Anau Community Board confirms the minutes of the meeting held on 22 July 2015.

 

 

 

 

 

 

 

 

 

 

Reports

 

7.1

Action Sheet

Record No:    R/15/8/15362

 

The report on the Action Sheet was tabled.

 

Issues noted by the Board included;

 

Trees- Dusky Street

 

Area Engineer advised a letter of response has been provided to Mr & Mrs Fischer in regard to the tree issues at the Rugby Domain, and furthermore advised he has discussed with Fiordland Nurseries to progress a replacement program for the area.

 

Upukerora River

 

Mr Marshall advised Environment Southland and Southland District Council have discussed the on-going issues with the proposed river works to protect the section of the river below the bridge and added Southland District Council are awaiting the outcome of the Te Anau Wastewater Discharge Project Committee decision so as all options can be considered.

 

 

Resolution

Moved Councillor Kremer, seconded Member Greaney 

That the Te Anau Community Board:

a)         Receives the report titled “Action Sheet” dated 25 August 2015.

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.

 

7.2

Works and Finance Report to Te Anau Community Board for the period ended 30 June 2015

Record No:    R/15/8/14844

 

The Works and Finance report for the period ended 30 June 2015, prepared by N Lewis (Area Engineer) was tabled.

 

Issues arising included;

·           The new Frisbee Golf Course at Ivon Wilson Park has been installed and usable with course maps and information signage to follow, through the Frisbee Golf Group.  The opening is on 13 September 2015 with signage to be installed.

·           Some of the garden wall blocks have been reset by the maintenance contractor as they had come off or been knocked.

·           Extra flag/banner arms have been installed around The Crescent, and works to upgrade the festive lights will be looked at to enable easier erection and removal.

·           Freedom camping workshop was held with nominated locations provided by the Board.

 

 

Resolution

Moved Member Matheson, seconded Member O'Loughlin 

That the Te Anau Community Board:

a)         Receives the report titled “Works and Finance Report to Te Anau Community Board for the period ended 30 June 2015” dated 02 September 2015.

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.

 

 

 

 

 

7.3

Unaudited Annual Accounts Report to Te Anau Community Board for the year ended 30 June 2015

Record No:    R/15/8/13820

 

The Unaudited Annual Accounts report for year ended 30 June 2015, prepared by N Lewis (Area Engineer) was tabled.

 

In discussing the report members queried the Stormwater Reticulation upgrade expenditure and requested clarification on this matter.

 

 

Resolution

Moved Member Deaker, seconded Member Greaney 

That the Te Anau Community Board:

a)         Receives the report titled “Unaudited Annual Accounts Report to Te Anau Community Board for the year ended 30 June 2015” dated 20 August 2015.

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)         Request staff report to the Board on the expenditure incurred on stormwater reticulation upgrade.

 

 

 

7.4

Community Governance Project

Record No:    R/15/8/13834

 

·                Report by Mr R Capil, (Group Manager), advising Council has committed to undertake a Community Governance Review Project to assist in preparation for the Representation Review scheduled for 2017, was tabled.

·                Mr Capil outlined the steps in the process completed to date and advised the next stage of the project is to develop the concept design further, prepare a consultation document and deliver on an agreed implementation and engagement approach.

·                Mr Capil commented that an important process in developing this project is to ensure that there is significant engagement during the project design and development stages which will involve ensuring there is the opportunity for public participation throughout the project development.

·                The Board was advised a Staff Project Working Group and an Elected Representative Working Group - including Councillors, Community Board and CDA representatives are to be established and will operate for the duration of this project.  Furthermore stakeholder engagement is to be undertaken with individual Community Board and CDA subcommittees and various other regional and national agencies  with the intent that this engagement be completed by July 2016.

·                It was noted Community engagement is to be undertaken with local community organisations and residents by way of public forums with the intent that this engagement be completed by July 2016.

·                Mr Capil advised a Community Governance Proposal - Final Draft is to be prepared for approval for consideration as part of informing the Representation Review process by February 2017 and it is intended a Representation Review is to be undertaken and completed by June 2017.

In his report Mr Capil included a Paper entitled “Community Governance and Planning”, which covered the following;

  • Context
  • Community Governance
  • Civic Leadership
  • Alignment to Community Planning
  • Our Partners-Linking communities with partnering agencies
  • Community Planning
  • Framework – A wider perspective
  • Purpose and Goal
  • Next steps for consideration
  • Process to Success – A path to the future

In summarising Mr Capil informed that the objective is to outline the engagement process to develop the best approach going forward in relation to future representation in particular the lead up to the 2017 Representation Review so as to ensure Council understands the needs of the community.

 

 

 

Resolution

Moved Chairperson Carran, seconded Member Matheson 

That the Te Anau Community Board:

a)    Receives the report titled “Community Governance Project” dated 12 August 2015.

 

7.5

Fiordland College - Student Exchange Arrangement

Record No:    R/15/8/15316

 

Resolution

Moved Chairperson Carran, seconded Member Greaney 

Resolved that Mrs Irene Barnes be granted speaking rights during this particular item.

Report by Mrs Labruyère (Area Officer) advising the Board of a communication from the Mayor of Tako, Japan, who is interested in pursuing a student exchange arrangement with students from Fiordland College, was tabled.

Tabled with the report was Council’s International Relations Policy.

 

Mrs Barnes, representative for the Fiordland area on the International Relations Committee, outlined the roles of the Committee, suggesting that if Fiordland College were to become a member of Sister Cities NZ they would be eligible to attend related conferences.

 

Mrs Barnes added the next meeting of the International Relations Committee is scheduled for November 2015.

 

Mr Capil advised the “school to school relationship” already exists and could be developed to a sister city relationship in the future.  In discussing this further Members were reluctant to pursue the Sister City arrangement immediately, however agreed to encourage the “Fostering Relationship” option as outlined in the International Relations Policy to develop the relationship further, and then the sister city option  in the future if the project was successful.

 

 

 

 

Resolution

Moved Member Greaney, seconded Councillor Kremer

That the Te Anau Community Board:

a)         Receives the report titled “Fiordland College - Student Exchange Arrangement” dated 25 August 2015.

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)         Requests that staff refer this issue to the International Relations Committee to pursue the possibility of creating an exchange arrangement between Fiordland College and schools in Tako (Japan), such arrangement in the first instance involving student exchanges, and in the future citizens exchange between the two towns.

 

7.6

 

Te Anau Bowling Club

Record No:    R/15/8/15309

 

Report prepared by Mrs Labruyère (Area Officer) advising that the Te Anau Bowling Club have written to the Board concerning the draft Freedom Camping Bylaw 2015, was tabled.

 

The Board noted the communication from the Bowling Club will be treated as a submission to the draft bylaw.

 

 

Resolution

Moved Chairperson Carran, seconded Member Greaney 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Bowling Club” dated 26 August 2015.

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.

 

 

 

7.7

Te Anau Airport Manapouri Manager's Report

Record No:    R/15/8/15028

 

The Airport Manager’s report discussing operational issues, aircraft movements, operator changes and management matters, was tabled.

 

Other issues reported to the Board included;

 

  • Another two part time ground handlers have been contracted to cater for the anticipated growth over the forthcoming summer season.
  • The GPS Approach (GNSS) system, which was constructed and maintained by ASAP NZ Ltd, will be taken over by Group EAD Ltd part of Airways New Zealand due to the ASAP NZ Ltd relinquishing their CAA certification, siting excessive costs from the government agency.
  • Discussions have been held with Kiwi Regional Airlines with the potential of operations into Te Anau.
  • It has been noted over the winter period, minor water seepage through the recent overlay surface.  Condition monitoring has been in place for most of the year and the area engineer will be working with road surface technical staff to gain further knowledge on the issue and what needs to be considered if the problem gets any worse. 
  • Fencing of the helicopter area has been completed by the Fiordland Aero Club providing a safe barrier between the road and this work place.  There is no further fencing anticipated until further hangar development occurs.
  • Alliance Airlines of Australia and the New Zealand Fire Service have been booked into carry out a simulated crash exercise within the boundaries of the main runway in September.  This exercise will allow airport staff to go through their emergency plan in real time.
  • The mobility-impaired improvements to the terminal building have been completed with ramp access and to all external public doors.

 

 

Resolution

Moved Member Deaker, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Manapouri Manager's Report” dated 17 August 2015.

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.

 

 

 

 

 

7.8

Te Anau-Manapouri Airport Unaudited Annual Accounts Report to Te Anau Community Board for the period ended 30 June 2015

Record No:    R/15/8/15191

 

Te Anau Airport Manapouri Unaudited Annual Accounts report to Te Anau Community Board for the period ended 30 June 2015 prepared by Mr I Marshall (Group Manager, Services and Assets), was tabled.

 

Mr Marshall outlined the following;

 

  • Overall good results this year with a surplus of $16,646 being transferred to reserves.
  • A 20 year loan has been established separating the Luxmore and Airport reserves.
  • Expenses came in under budget ($29k) due to the accrual for five year survey has been reversed, ground handling costs higher than budgeted due to increased activity  and reduced management fee and associated costs.
  • Maintenance – due to sewer pump and waste system dispersal field issues.
  • Internal maintenance over budget due to anti slip protection on decking areas.

 

 

Resolution

Moved Member Matheson, seconded Member O'Loughlin 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau-Manapouri Airport Unaudited Annual Accounts Report to Te Anau Community Board for the period ended 30 June 2015” dated 24 August 2015.

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.

 

      

8.0       Urgent Business

 

8.1       Draft Freedom Camping Bylaw

 

The Board revisited its previous submission to the Draft Freedom Camping Bylaw 2015 that was submitted to staff on 26 June 2015.

 

In revisiting this issue the Board took into consideration submissions put forward by presenters in the public forum section of this meeting.

 

As a result of the presentations the Board decided that it’s previous submission on this subject is no longer relevant and that the Board submit that Freedom Camping not be permissible within the current Te Anau Township Camping Bylaw boundary, plus with the addition of those subdivisions adjacent Te Anau Mossburn Highway and Sandy Brown Road, namely Alpine Terrace, Te Runga and Murchison Subdivisions.

 

Resolution

 

Moved Chairperson Carran, seconded Member Greaney

 

That the previous submission lodged by the Board on the Draft Freedom Camping Bylaw on 26 June 2015 be withdrawn, and replaced by a submission which states that Freedom Camping not be permissible within the current Te Anau township Camping Bylaw boundary, plus with the addition of those subdivisions adjacent Te Anau Mossburn Highway and Sandy Brown Road namely Alpine Terrace, Te Runga and Murchison Subdivisions.

 

 

9.0       Updates

 

9.1       Local Liaison Persons Reports

 

            Resource Consents

 

·         The Chair advised the Board of a consent application currently being processed for a property on Caswell Road and a Patience Bay subdivision. 

 

·         Mr Moran (Manager, Resource Management) advised the Board of a request from Fiordland Wapiti Foundation at the possibility of relocating the  Wapiti statue from the eastern entrance of the town due to vandalism over recent years.  Mr Moran advised that any relocation will be subject to a resource consent application and this information has been relayed to the Foundation.

 

Works

 

The issue of an unformed private road in the Moir subdivision was raised.  It was noted that there are safety issues relevant to this particular section of road i.e. lack of street lighting and lack of maintenance despite it being used continually by the public.

 

It was agreed that the Area Engineer pursue the matter to rectify the safety aspects of this particular road.

 

Tourism

 

It was reported that Destination Fiordland held their AGM recently where three new persons were elected to the Board.

 

Events Centre

 

Issue raised at the recent meeting of the Events Centre Trust, included;

 

·         Desire  to construct a climbing wall on the outside wall – potential Health & Safety and liability issues are to be investigated.

·         Concern raised at possibility of the carpark being used for Freedom Camping – the Trust lodged a submission on this issue.

 

 

Fiordland Trails Trust

 

Communication from Fiordland Trails Trust requesting the Board to re-appoint a Community Board representative to the Trust, was tabled.

 

Resolution

 

Moved Member O’Loughlin, seconded Member Matheson

 

That Member Cockburn represent the Board on the Trust.

 

Fiordland Elderly Housing

 

It was reported that the Mayor has sent a communication to interested investors to gage support.

 

Milford Community Trust

 

·         Construction of village green recreation area has been put on hold due to the communities preference to have a community centre type building.

·         Recruitment of new Team Leader Emergency Services position.

 

 

9.3     Chairperson Report

 

The Chairperson, Member Carran, reported on matters with which she has been involved since the Board’s last meeting.  These included;

 

·         ANZAC Reserve compliment

·         Dog Submission changes

·         Te Anau Wastewater Discharge Project – Drop in Session 17 September 2015.

 

9.4       Councillors Report

 

            Councillor Kremer reported on matter from the Council table. These included;

 

·      IT change from paper to electronic to assist with community efficiency

·      Council approval of Annual Report

·      Northern Southland Community Boards/CDA chairs meeting recently held to discuss common themes and issues for improvement.  Councillor Kremer enquired about this Board’s interest.  The Members expressed their interest in such meeting.

 

 

4.15pm                                               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Anau Community Board HELD ON 2 SEPTEMBER 2015.

 

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

 

 

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

 


sdclogo

 

 

Te Anau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Te Anau Community Board held in the Community Room, Fiordland Medical Centre, Luxmore Drive, Te Anau on Wednesday, 14 October 2015 at 2pm.

 

present

 

Chairperson

Ann Carran

 

Deputy Chairperson

Rachel Cockburn

 

Members

Mark Deaker

 

 

Kara Matheson

 

 

Tony  O'Loughlin

 

Councillor

Ebel  Kremer

 

 

IN ATTENDANCE

 

Area Officer, Te Anau

Jenny Labruyere

 

Area Engineer

Nick Lewis

 

 


1          Apologies

 

Moved Member O'Loughlin, seconded Member Matheson and resolved:

That the Te Anau Community Board accept the apology from Member Greaney.

 

2          Leave of absence

 

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

 

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

 

Moved Deputy Chairperson Cockburn, seconded Member O'Loughlin and resolved:

That the Te Anau 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:  Fiordland Vintage Machinery Museum

 

 

6          Confirmation of Minutes

 

Resolution

Moved Member O'Loughlin, seconded Member Matheson 

That the Te Anau Community Board confirms the minutes of the meeting, held on 2 September 2015.

 

Reports

 

 

7.1

Action Sheet

Record No:    R/15/10/17794

 

The report on the Action Sheet was tabled.

 

Issues noted by the Board included;

 

Pontoon/Jetty

 

The Board was informed that discussion as to the design concepts is progressing and that  representatives of Emtech are expected on site in the near future. 

The request was made that Board members attend the on-site meeting with Emtech staff when this visit occurs.

 

Public Wharf:

 

The Board expressed a desire to have this issue progressed and in this regard a formal approach is to be made to the Faith Group and Real Journey’s so as negotiations regarding the public wharf adjacent Real Journey’s can be put in place.

 

Refuse Bins:

 

The Area Engineer tabled a Paper outlining where additional rubbish/recycle bins are proposed within the high usage areas of the Township.

 

The Board considered the options presented which covered tilt bins, recycle bins and recycle pods.

 

The Chair acknowledged the options presented by the Area Engineer however commented that it is not in her opinion what is envisaged for the provision of rubbish/recycle in the high user areas within the town.

 

Member Carran added that her preference was for a skip bin type facility and that the provision of additional skip bins be on a trail period only.

 

The skip bins preferred were to be of a type with cover and an adequate opening to accommodate plastic retail shopping bag size.

 

The Board requested that this project be given priority to ensure the skip bins are in place by the start of the summer season i.e. Labour Weekend with three to four skip bins to be placed in the identified “hot spots” around the town centre.

 

Public Conveniences:

 

Staff to confirm that the Board is not making any financial contribution for the public use of the toilets at the Hollyford Boulevard Cafe.

 

Alfresco Dining:

 

Area Engineer advised he has distributed relevant Policy and Application Papers to the current Alfresco operators and is awaiting completed application forms from these operators.

 

Concern was expressed that one of the Alfresco Dining operators is using Council provided seating bays as a dining area which contravenes the Policy for Alfresco Dining.  It was noted that this matter will be rectified when the affected operator applies for a renewal of the appropriate licence.

 

Unformed Private Road (Burnby Drive)

 

The Board was advised that the Area Engineer will arrange signage to the effect that this particular private road is not a public road and is not maintained.

 

 

 

 

Resolution

Moved Member O'Loughlin, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the report titled “Action Sheet” dated 6 October 2015.

 

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.

 

 

 

7.2

Works and Finance Report to Te Anau Community Board for the period ended 31 August 2015

Record No:    R/15/9/16506

 

The Works and Finance report for the period ended 31 August 2015, prepared by N Lewis (Area Engineer) was tabled.

 

Issues arising included;

 

·           The new Frisbee Golf Course at Ivon Wilson Park held its official opening day and was a well-attended and successful day.

·           All current Alfresco Dining operators have been visited by the Area Engineer to introduce the new policy and request for them all to complete the relevant application to bring the register up to date.

·           Discussions have taken place with Kepler Lions Club regarding the installation of another public BBQ; this is with the club at present.

 

In regard to the project list within the Works and Finance report the issue of the projects dealing with sewerage were raised, in particular those two projects dealing with the Oxidation Ponds where budgets of $789,121 (renewal) and $474,033 (construction) are listed.  The Board requested that staff provide more detailed information relating to these two budgets.

 

An enquiry was raised insofar as the current status with the pumptrack adjacent the skatepark.  The Area Engineer responded by stating he is meeting with Mr A McDonald in  near future to progress this project.  Member Cockburn offered her services to assist with funding applications on this project.

 

 

 

 

 

 

Resolution

Moved Member Matheson, seconded Member Deaker 

That the Te Anau Community Board:

a)    Receives the report titled “Works and Finance Report to Te Anau Community Board for the period ended 31 August 2015” dated 30 September 2015.

 

b)    Requests staff to provide detailed information relating to two projects dealing with the Oxidation Ponds where budgets of $789,121 (renewal) and $474,033 (construction) are listed outlined in the Project List within the Works and Finance Report.

 

 

 

7.3

Te Anau Airport Manapouri Works and Finance Report for the period ending 31 August 2015

Record No:    R/15/9/17505

 

Te Anau Airport Manapouri Works and Finance report for the period ended 31 August 2015, prepared by E Pearce (Airport Manager), was tabled.

 

 

Resolution

Moved Member Deaker, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Manapouri Works and Finance Report for the period ending 31 August 2015” dated 5 October 2015.

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.

 

 

 

7.4

Te Anau Airport Manapouri Manager's Report

Record No:    R/15/9/17458

 

The Airport Manager’s report  discussing operational issues, aircraft movements, operator changes and management matters, was tabled.

 

The Airport Manager advised the members of following matters;

 

  • The Airport is expecting a slight increase in tour group traffic through the terminal building this year with indications that the airport may benefit from short timeframe Asian tours groups entering directly from China into Auckland and Christchurch International Airports.
  • All staff have been completely trained both by the Airport staff on apron management and aircraft loading by Alliance staff.
  • The Cessna aircraft types requiring extensive rebuild and aging aircraft requirements over the last couple of years.  Cessna aircraft cater for over half of the airport’s small aircraft movements. There have been a number of small recreational airports being affected by this aircraft type requiring extensive re-building along with less discretionary income issues.   
  • There has been little progress with GroupEAD Limited regarding the maintenance of our GPS approach but it is expected to hear from this company prior to Christmas with a plan going forward.  The approach is still compliant and operational and benefiting all that use it. 
  • Kiwi Regional Airline has been keeping the Airport Management staff up to date with their roll out of services to the domestic market and have recently made positive comment that Te Anau Airport Manapouri is still within the sights to operate a limited service to the region.  It is hoped the airport will be  included in their second phase of growth in the next 12 months or so.
  • Fulton Hogan have inspected the runway seepage and are in consultation with the area engineer. An outcome should follow in the next reporting period.   

·         Joint exercise with the emergency services for a simulated aircraft crash on the airfield.     

  • Due to the unanticipated mobility impaired works that were required for building consent requirements, there has been a dramatic increase in budgeted expenditure from $2,100 annual budget, to an expenditure of $9,088.  This work is now complete and should not affect future budgets.  Additional increases in insurance again has provided an unbudgeted increase overall by $2,000. 

 

Following consideration of the contents of this report the Board enquired as to the current status of the Airport Development Review findings. 

 

It was agreed that staff be requested to provide an updated report on the Airport Development Review findings.

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Cr Kremer 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Manapouri Manager's Report” dated  28 September 2015.

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)         Requests staff provide an update on the Airport Development Review.

 

7.5

Te Anau Community Events Charitable Trust - Annual Report

Record No:    R/15/10/17780

 

Report by Mrs Labruyère (Area Officer) advising of the Annual Report of the Te Anau Community Charitable Trust, was tabled.

 

The Board noted the first section of the report outlined in detail the activities of the Te Anau Community Events Charitable Trust and the Event Co-ordinator position and the second section updated the Board on the Trust’s Annual Report for the year ended 30 June 2015.

 

Staff advised the Board that at the 2014/15 Estimates meeting held in December 2014 the Events Co-ordinator position was allocated $14,000 per annum up to 30 June 2018.  The Board’s expectation is that the Te Anau Community Charitable Trust Co-ordinator Position should be self- supporting at that time (2018).

 

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member Deaker 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Community Events Charitable Trust - Annual Report” dated 6 October 2015.

 

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)         Notes the content of the Annual Report of the Te Anau Community             Events            Charitable Trust in the context of the Board’s 2016/2017             Estimates which is   scheduled for Wednesday 2 December 2015.

 

 

 

7.6

Request for Funding - Te Anau Community Events Charitable Trust

Record No:    R/15/10/17778

 

Report by Mrs Labruyère (Area Officer) advising the Te Anau Community Events Charitable Trust intend to update the events sign at the entrance to the Township on Luxmore Drive and enquires whether the Board would be interested in contributing financially towards the sign, was tabled.

The Trust advised that the Te Anau Events sign at the entrance to Te Anau is used by community groups including Te Anau Events Trust to advertise events coming up in the Fiordland area and that the sign is in urgent need up of updating.

 

The Trust stated it wishes to update the main sign so if there are no events occurring the sign looks professional, so the proposal is that when there is an event coming up a smaller event sign will be put on over the welcome picture to advertise the upcoming event.

 

The Trust advised it is seeking financial support from the Te Anau Community Board to assist in this project.  The Trust believe this will help the Te Anau Community Events Charitable Trust support the smaller community groups in the Te Anau area.

 

In discussing the proposal the Board was supportive of the project however believed the Trust should be seeking funding from organisations such as Meridian Energy, or Southland District Council Amenity Fund, and furthermore the Trust should ensure any wording on the sign complies with NZTA regulations, and any new sign must comply with the Building Code and Resource Management Act.

 

 

Resolution

Moved Member O'Loughlin, seconded Member Deaker 

That the Te Anau Community Board:

a)         Receives the report titled “Request for Funding - Te Anau Community Events Charitable Trust” dated 6 October 2015.

 

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)         Supports the proposal of the Te Anau Community Events Charitable Trust to create a new sign at the entrance to the township however the Board will not be making a financial contribution towards the upgrading of the sign and suggests that the Trust seek funding from organisations such as Meridian Energy and  the Southland District Council’s Amenity Fund.

 

e)         Advises the Trust the NZTA approval is required for any signage to be erected adjacent a state highway and the wording on such signage is required to comply with NZTA regulations.

 

f)          Advises the Trust that any new signage must comply with the Building Act and the Resource Management Act .

 

 

 

 

 

 

 



Updates

 

8.1

Local Liaison Reports

Record No:    R/15/10/17661

 

Resource Consent:

 

The Chair reported that the resource consent application from Evans Freight Ltd has been declined however the applicant has been advised that the opportunity to reapply for resource consent is available providing the applicant make changes to the original application.

 

Rural:

 

Member Cockburn reported that she attended a Water and Land Seminar and enquired of the Board whether they would be interested to submit to the Environment Southland Water Quality Plan. Members agreed to the Board lodging a submission and  Member Cockburn was given permission to complete such submission.

 

Tourism:

 

Member Matheson commented to the upcoming tourism session and advised of the Tourism Expo held Wednesday 14 October.

 

Trails Trust:

 

Member Cockburn tabled a communication relating to consultation with the Department of Conservation and the community over any further development of cycling track within the area.

 

Member Cockburn outlined what the consultation details involved.  The Board agreed for a letter of  support to be sent to the Trust.

 

Member Cockburn also sought an indication from where the Board think the most appropriate start point of the Trail is.  Board members felt the most appropriates start point would be along Steamers Beach past the Department of Conservation carpark towards the Yacht Club.

 

Member Cockburn added that the proposed start date for the development of the track is January 2016 with stage one being from the control gates to Queens Reach.

 

Moved Member Matheson, seconded Cr Kremer

and resolved that this Board agrees to forward a letter of support to the Trails Trust on the issues raised by Member Cockburn highlighting the Board’s support for the Trail by way of the Board’s financial contribution to same.

 

 

 

 

 

 

 

8.2

Chairperson's Report

Record No:    R/15/10/17663

 

Member Carran reported on matters with which she has been involved since the Board’s last meeting, these included;

 

  • Attendance at Community Board /CDA Chairs meeting were the Council’s Organisational Review was discussed.

 

  • Board members have had the opportunity to put projects forward for 2015/2016 Estimates.

 

 

 

 

 

8.3

Councillor's Report

Record No:    R/15/10/17665

 

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

 

  • Council’s Annual Plan signed off.
  • Round the Mountain Cycle Trail Update.
  • Council working party on the organisation review.
  • Local Government re-organisation and involvement of local and central government.

 

 

   

9.0       Consideration of Urgent Business

 

9.1       Fiordland Vintage Machinery Museum Incorporated

 

A communication from Fiordland Vintage Machinery Museum Incorporated advising the Board of the Society’s on-going growth and need for expansion hence its seeking of any funding options that maybe available to the Society, was tabled.

 

The communication outlined the background to on-going projects and growth of the Society explaining the reasons to construct for a showroom on their site with an indicative cost of $100,000.  Due to the cost of such a project the Society is seeking funding options that maybe available from Southland District Council.

 

The Area Officer reported to the  Board that no provision for funding has been made for this project in the Board’s LTP for 2015-2025, however despite that recommended that the Board suggest to the Museum Society that in the first instance they meet with Venture Southland staff to discuss funding options relative to the overall project.

 

In discussing the communication the Board support the proposal in principle and the recommendation put forward by staff.

 

            Moved Chairperson Carran, seconded Member Matheson and resolved:

a)     That the Te Anau Community Board receives the communication from Fiordland Vintage Museum Incorporated.

 

 b)   The Museum Society liaise with Venture Southland to discuss funding options relative to the overall project.

c)    That a letter be sent to the Museum Society advising of the Board’s support “in principle” and the process the Society needs to pursue as outlined in (b) above.


 

 

 

4.10pm                                               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Anau Community Board HELD ON 14 OCTOBER 2015.

 

 

 

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

 

 

 

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

 


sdclogo

 

 

Te Anau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Te Anau Community Board held in the Community Room, Fiordland Medical Centre, Luxmore Drive, Te Anau on Wednesday, 2 December 2015 at 2pm.

 

present

 

Chairperson

Ann Carran

 

Deputy Chairperson

Rachel Cockburn

 

Members

Sarah Greaney

 

 

Kara Matheson

 

 

Tony  O'Loughlin

 

Councillor

Ebel  Kremer

 

 

IN ATTENDANCE

 

Area Officer, Te Anau

Jenny Labruyere

 

Area Engineer

Nick Lewis

 

Accountant

Shelley Dela Lana

 

 

 

PUBLIC GALLERY

 

M Buchanan, A Stevenson

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1          Apologies

 

Moved Member O'Loughlin, seconded Member Greaney and resolved:

That the  Te Anau Community Board accept the apology for non-attendance lodged by Member Deaker.

 

2          Leave of absence

 

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

 

3          Conflict of Interest

 

            There were no conflicts of interest declared.

 

4          Public Forum

Moved Deputy Chairperson Cockburn, seconded Member O'Loughlin

 

and resolved that the Te Anau Community Board go into public forum to allow members of the public to speak.

M Buchanan- Kepler Lions - BBQ Lions Park

Mrs Buchanan tabled a Paper providing quotations for materials and ground works that the Kepler Lions are proposing for the installation of a community BBQ in Lions Park.  The Board noted the quotations tabled totalled $21,054.85 inclusive of GST.

Members enquired whether other interested parties were available to provide support for this project; it is understood there maybe support from the Te Anau Lions Club.

The Chair commented that she would like to see consistency between this project and the recent development of the BBQ at the Boat Harbour.   The Chair added that this issue will be discussed as a formal agenda item later in the meeting and Kepler Lions will be advised of the Board decision in due course.

 

Moved Member Greaney, seconded Member Matheson

and resolved that the  Te Anau Community Board moves out of public forum.

 

 

5          Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Member O'Loughlin, seconded Deputy Chairperson Cockburn 

Meeting minutes of Te Anau Community Board, held on 14 October 2015 be confirmed.

 

 

 

 

Reports

 

7.1

Action Sheet

Record No:    R/15/11/21343

 

Public Wharf

 

Area Engineer reported that the Faith Group has had discussions with the building control officer; the group is now to seek engineering advice to progress the project.

 

Recycle Bins

 

The Board noted the comments of the Area Engineer that the contractor is keeping on top of rubbish collections.

 

The Chair repeated her request that appropriate  rubbish bins be installed in strategic areas throughout the township and this matter be put in place as soon as possible.

 

Fiordland College Student Exchange Arrangement

 

The Area Officer advised the International Relations Committee met on 26 November 2015 and verbal advice has been received that the Sister City Committee is prepared to pay $75 annual subscription to the International Relations Committee for the first year on behalf of the college.   Furthermore the Committee will be writing to the college of this decision.

 

Public Convenience – Hollyford Boulevard Toilets

 

The Area Engineer confirmed that the Board is no longer making financial contributions to the toilets at this site, and that this contribution ceased in March 2012.

 

Fiordland Museum Society

 

The Area Officer reported that a letter has been forwarded to the Society advising that the Community Development Planner (Venture Southland) will be assisting the Society with funding proposals.

 

Te Anau Community Events Charitable Trust

 

The Area Officer confirmed that a letter has been sent to the Trust in response to  issues relating to the proposed signage at the entrance to the township.

 

Sewage Budgets

 

The Water & Waste Manager reported that the budgets of $789,000 (renewals) and $474,000 (construction) for the Oxidation Ponds relate to the on-going inlet screen upgrade and pond desludging projects.

 

 

Resolution

Moved Member Matheson, seconded Member O'Loughlin 

That the Te Anau Community Board:

a)         Receives the report titled “Action Sheet” dated 25 November 2015.

 

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.

 

 

 

7.2

Works and Finance Report to Te Anau Community Board for the period ended 31 October 2015

Record No:    R/15/11/20662

 

 

The Works and Finance report for the period ended 31 October 2015, prepared by N Lewis (Area Engineer), was tabled.

 

Issues noted by the Board included;

 

  • Concern has been expressed by library staff at the extra usage of the library toilet by bus passengers queuing at the entrance way of the library.  Issues of this nature will be drawn to the Library Manager.

 

  • The Area Engineer reported the Te Anau Cycle Incorporated have made a suggestion of another track alongside the Fiordland Trails Trust  track on Golf Course Rd.  The Board considers this should not be a priority and made the suggestion that Te Anau Cycle Incorporated liaise with Fiordland Trails Trust on this matter.

 

  • The Area Engineer tabled correspondence from the Fiordland College Astronomy Team advising members of the Team propose to install a semi- permanent scaled model of the Solar System along the lakefront walkway from Real Journey’s to the Upukerora River mouth.  Details of the Solar system proposal were outlined to the Board.  While the Board support the proposal in principle members expressed concern at the presentation of the project and requested before the system is installed the Astronomy Team is to provide the Board with a concept plan.  The Area Engineer to follow this through .

 

Skatepark

 

The issue of vehicles entering onto the skate ramp and reserve area surrounding the skatepark was raised.

 

 

Following the discussion on this issue and to overcome the problem the Board agreed for staff to arrange the installation of suitable bollards; such cost to be charged against the Parks and Reserves  general account.

 

 

 

Resolution

Moved Member O'Loughlin, seconded Member Greaney 

That the Te Anau Community Board:

a)         Receives the report titled “Works and Finance Report to Te Anau Community Board for the period ended 31 October 2015” dated 19 November 2015.

 

 

 

7.3

Fiordland Community Swimming Pool - Annual Report

Record No:    R/15/11/21071

 

The Annual Report and Annual Financial Report for the year ended 31 May 2015 of the Fiordland Community Swimming Pool, was tabled.

 

The Society advised that an amount of $31,275.00 was received from the pool rate for 2014/15.

 

The Society thanked the Board for setting the Pool rate at $17.19 per property for the 2015/16 season, and request the same for 2016/2017 as the cost of running the pool continues to  increase.

 

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Chairperson Carran 

That the Te Anau Community Board:

a)    Receives the report titled “Fiordland Community Swimming Pool - Annual Report” dated 19 November 2015.

 

b)    Consider the request put forward by the Fiordland Swimming Pool Society for this Board to set the pool rate for 2016/17 at $17.19 per property, at the Board’s 2016/17 Estimates meeting.

 

 

 

7.4

Rent Review - Fiordland Community Centre

Record No:    R/15/10/19117

 

The report by V Dillon (Property Officer) advising the rental payable for the lease of land, buildings and improvements by the Fiordland Community Events Centre Trust, was tabled.

The Property Officer added the lease of the land and building from Council which the Trust lease is classified as Local Purpose Reserve.

The Board noted that the Trust pays all services levied on the property which includes;

  • One water meter ($170.00)
  • 18 sewerage ($7,106.49) and
  • Three wheelie bins ($421.50)

The Board was advised the current rental is set at $1.00, including GST.

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the report titled “Rent review - Fiordland Community centre” dated 10 November 2015.

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)         Determines that the annual rental payable by the Fiordland Community Events Centre Trust for its lease of Council premises at 22 Luxmore Drive, Te Anau being Lot 1, DP 351732 for the three year term commencing 1 January 2016 be $1.00, GST inclusive.

 

7.5

Venture Southland report regarding the Te Anau Kepler Lions' request for assistance with the installation of a community BBQ in Lions Park

Record No:    R/15/11/21210

 

Purpose

Report by D Zadravec (Community Planner, Venture Southland) analysing funding options available for the installation of a community BBQ in Lions Park, was tabled.

 

Ms Zadravec drew the Board’s attention to the letter from Te Anau Kepler Lions which   requested the Te Anau Community Board for assistance with the installation of a coin operated BBQ and shelter in Lions Park.

3        The Board was advised Te Anau Kepler Lions have committed some savings and plan to undertake further fundraising from public funders to help fund this project.

Ms Zadravec commented there appears to be a community wish to install another BBQ at the Lions Park which may have more benefit for the local community due to the vicinity of the playground.   She added the Te Anau Kepler Lions are committed to helping this project but following the negative response from the Meridian Community Fund are not confident they can achieve it on their own hence the approach to the Community Board for financial assistance.

The Board was advised the total project cost as per quotes obtained by the group is approximately $24,000 including GST ( the group is not GST registered.)  This figure may be reduced slightly if the group can secure some donations in kind.  This excludes the cost of supplying water to the site which the Board has previously discussed and allocated funding for both the existing and proposed BBQ areas.

Furthermore the cost of the BBQ is $11,439.00 excluding GST; it is hoped the  Board would contribute this amount.  Ms Zadravec stated the Te Anau Kepler Lions would contribute $10,046.20 including GST to cover the engineering cost to design the frame and construct the shelter, earthworks and electrical works.  The group has $5,000 of savings from their previous fundraising tagged for this project.

In relation to options available Ms Zadravec outlined the following;

1.0      The first option would be for the cost of the project  ($11,439.00 excl GST)is shared by the group and the Board for the BBQ, plus water connection.  The split is approximately even once the GST implications on each party are considered.  The group would make an application of approximately $5,000 to a gaming society for the site works (other than water) and the shelter. 

 

2.0      In the second option the Board does not contribute beyond the cost of a water connection to the BBQ area;  the responsibility to fund the project rests with the group which has to fundraise approximately $10,000.

In discussing the proposal the Board was supportive of contributing $11,439.00 excluding GST for the installation of BBQ and shelter and fund the water connection to the site in Lions Park and the on-going opportunities and maintenance.

The Board also agreed to the installation of a water connection to the other BBQ facility at the Boat Harbour, such cost to be charged against the reserves contribution account.

 

 

 

 

Resolution

Moved Cr Kremer, seconded Member Greaney 

That the Te Anau Community Board:

a)         Receives the report titled “Venture Southland report regarding the Te Anau Kepler Lions' request for assistance with the installation of a community BBQ in Lions Park” dated 25 November 2015.

b)         Determines that this matter or decision be recognised 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 to contribute $11,439.00 excluding GST for the proposed installation of a BBQ and shelter for community use in Lions Park, in addition to the previously committed funds towards the installation of water connection to the site, such expenditure to be a charge against the reserves contribution account.

e)         Resolves to commit funds for the ongoing operation and maintenance of this amenity.

f)          Resolves to write a letter of support for the Te Anau Kepler Lions to assist the group’s fundraising efforts.

 

 

7.6

Te Anau Airport Manapouri Manager's Report

Record No:    R/15/11/21032

 

The Airport Manager’s (Evan Pearce), report outlining operational issues, aircraft movements, operator changes and management matters, was tabled.

 

Items arising included;

 

  • Expected grow in passenger numbers and potentially new clients i.e. “Young at Heart”  group.
  • On-going issues with the poor quality disbursement pump system and field irrigation piping of the sewer system.
  • Increase in budgeted expenditure from $2,100 annual budget, to an expenditure of over $9,000 for unanticipated mobility impaired works required for building consents.  Work is now completed.
  • Additional increase in insurance costs with an overall increase by $2,000.

 

 

Resolution

Moved Cr Kremer, seconded Member O'Loughlin 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Manapouri Manager's Report” dated 18 November 2015.

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.

 

 

 

 

7.7

Annual Plan 2016/2017 - Draft Estimates Report

Record No:    R/15/10/19281

 

Tabled before the Board was a report which provided an overview of the forecasted services for the Te Anau Community Board in 2016/2017.  It includes any variations from what was forecasted in year two of the Long Term Plan (LTP) 2015-2025. 

Staff advised that;

1.0  Council has streamlined its 2016/2017 Annual Plan process and as a result the Board is only required to review your estimates for significant changes.  In addition, consideration should be given to funding any significant changes from reserves where appropriate.

2.0  The draft estimates will be incorporated into the Council’s draft Annual Plan which will be released for consultation in February 2016.  Once the plan is finalised (and subject to any changes resulting from submissions), the estimates shown for 2016/2017 will be used to set rates for the year beginning 1 July 2016.

Issues  of note that were drawn to the attention of the Board included projects which outlined key variances from what was originally include in Year two of the Long Term Plan and what is planned now.  These key variances are;

 

Project Description

Annual Plan 2016/2017

LTP 2016/2017

Variance

Funding

Comments

Water to BBQ and possible second site

$10,000

-

$10,000

Reserves

New project requested by Board.

Town entrance signs

$20,000

-

$20,000

Rates & Reserves

New project requested by Board.

Formation and in ground reticulation

-

$8,362

($8,362)

Reserves

This project has been removed as not required currently but maybe at a later point.

MacKinnon Loop lateral replacements

$113,200

-

$113,200

District Funding

This section has had 11 repairs recently as the laterals were installed in 1967.

Hydrants, meters and valves

-

$393,996

($393,996)

District Funding

Work will not proceed at this stage and any interim replacements will be maintenance.

Scheme Management Plan

-

$7,564

($7,564)

District Funding

Removed due to being included in the Te Anau Wastewater Scheme Project.

Other Variances

Business Unit

Account

Annual Plan

2016/2017

LTP 2016/2017

Variance

Comments

Library

Toilet Supplies

$300

$98

$202

Increase use expected with the change to being available for public use.

In discussing the variances listed above the Board agreed to delete the following;

  • Water to BBQ $10,000 – this project is now to be bought forward, and part of the 2015/2016 financial year with costs to be charged against the reserve contribution account.
  • Formation and ground reticulation – this project has been removed currently but maybe required at a later point.

 

  • Scheme Management Plan -  this project has been removed currently but maybe required at a later point.

In addition to the discussion on the estimates the Board requested the following issues be pursued acknowledging that there is no funding set aside for these projects and they are discussions points only at this point;

  • Creation of a working party which is to include representation from the Community Board, Destination Fiordland, Te Anau Cycle Incorporated and staff for the development and branding of linkage cycleway within the area.

 

  • Creation of action plan for streetlighting within the township in view of the funding available in 2015/16 and 2016/17.

 

  • Development of new projects that are to be pursued;

 

                      i.        Support for retirement options

                     ii.        Streetlighting/pathway to link Alpine Terrace area to township

                    iii.        Water park track development

 

 

 

 

Resolution

Moved Cr Kremer, seconded Member Greaney 

That the Te Anau Community Board:

a)         Receives the report titled “Annual Plan 2016/2017 - Draft Estimates Report” dated 25 November 2015.

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)         Approves variations in the Te Anau Community Board estimates from year two of the Long Term Plan as follows;

·                 Town Entrance Signs – New project 2016/17 ($20,000)

·                 Hydrants Meters and Values - work not proceeding

·                 McKinnon Loop laterals replacements – new project 2016/2017             ($113,000)

·                 Library – new project 2016/2017 ($300).

e)         Estimates for the year commencing 1 July 2016 be adopted for inclusion in the Council’s Draft Annual Plan; subject to following amendment;

·      Water to BBQ $10,000 – this project is now to be bought forward and part of the 2015/2016 financial year with costs to be charged against the reserve contribution account.

·      Formation and ground reticulation – this project has been removed currently but maybe required at a later point.

·      Scheme Management Plan -  this project has been removed currently but maybe required at a later point.

 

f)          Requests the Council to levy of the following rates and charges (including GST) for the year commencing 1 July 2016 based on the approved estimates in (e) above.

Rate Description                                                                    Rate (GST Incl)

Te Anau CB Rate                                                                        $737,003

Fiordland Pool Rate                                                                    $36,622

Sandy Brown Road Utility Loan                                                $20,048

 

g)         Identifies the key highlights for 2016/2017 as follows;

·      Footpath Renewal

·      Kerb & Channel Renewals

·      Streetlighting

·      Town Entrance Signs

·      New Pontoon

·      MacKinnon Loop Lateral Replacements

 

 

7.8

Te Anau Manapouri Airport Annual Plan 2016/2017 - Draft Estimates Report

Record No:    R/15/11/19608

 

Tabled before the Board was a report which provided an overview of the forecasted services for the Te Anau Manapouri Airport in 2016/2017.  It includes any variations from what was forecasted in year two of the Long Term Plan (LTP) 2015-2025. 

Staff advised that;

1.0  Council has streamlined its 2016/2017 Annual Plan process and as a result the Board is only required to review your estimates for significant changes. In addition, consideration should be given to funding any significant changes from reserves where appropriate.

2.0  The draft estimates will be incorporated into the Council’s Draft Annual Plan which will be released for consultation in February 2016.  Once the plan is finalised (and subject to any changes resulting from submissions), the estimates shown for 2016/2017 will be used to set rates for the year beginning 1 July 2016.

 

Issues of note that were drawn to the attention of the Board were as follows;

  • There are no key variances from what was originally included in year two of the Long Term Plan and what is planned now.

 

  • The runway reseal project is being funded by rates ($60,080), reserves ($30,094) and the balance of $204,013 via an internal loan.  As a result rates are proposed to be held at the same fixed rate per rating unit as last year ($128) – this project to proceed only if required.

 

 

 

 

Resolution

Moved Cr Kremer, seconded Deputy Chairperson Cockburn 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Manapouri Airport Annual Plan 2016/2017 - Draft Estimates Report” dated 25 November 2015.

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)         Approves the Te Anau Manapouri Airport estimates from year two of the Long Term Plan.

e)         Recommends the estimates for the year commencing 1 July 2016 be adopted for inclusion in the Council’s Draft Annual Plan, subject to the runway reseal project to proceed only if required.

f)          Requests the Council to levy of the following rates and charges (including GST) for the year commencing 1 July 2016 based on the approved estimates in (e) above.

Rate Description                                                                      Rate (GST Incl)

Te Anau Manapouri Airport Rate                                            $342,014

g)         Identifies the key highlight for 2016/17 for the airport as follows;

·         Resealing project if required.

 

 

UPDATES

 

8.1

Local Liaison Reports

Record No:    R/15/10/17662

 

Parks & Reserves

·      Tree damage around the town due to weather conditions

·      Damaged Gyro Wheel at Lions Park has been repaired

 

Resource Consent

·      Approval of the O’Loughlin consent has been granted.

 

Tourism

·      Recent Destination Fiordland Board meeting

·      Venture Southland Project & Activities Report

·      Destination Fiordland membership drive

 

Community Events Centre

·      Lack of support from the Trust in regard to proposed Climbing Wall on the exterior of the building.

·      Good numbers of bookings

·      New Sound Proof Curtains and Public Announcement System

·      Sponsorship signage due for renewal

·      LED lighting replacement

·      Storage of equipment safety issues

·      Cleaning issues

 

Fiordland Trails Trust

·      Funding targets reached.

 

Retirement Options

·      Looking into the set-up of a Trust system

·      Information received from West Otago Trust to assist in consideration of options.

 

Milford Community Trust

·      Discussions as to Community Events facility at Milford

·      Appointment of Term Leader – Emergency Services  for the 2015/16 season confirmed.

 

 

 

 

 

8.2

Chairperson's Report

Record No:    R/15/10/17664

 

Member Carran reported on matters with which she has been involved since the Board’s last meeting; these included.

 

  • Suggestion relating to the installation of Memorial to lost persons, potentially along the lakefront
  • Tourism number increases

 

 

 

8.3

Councillor's Report

Record No:    R/15/10/17666

 

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

 

  • Recent Governor General visit
  • Te Anau Wastewater Discharge Project Committee meeting to be held 16 December  to consider Peer Review Options
  • Organisational Review
  • Freedom Camping hearing- Council endorsed Te Anau Community Board’s recommendation
  • Round the Mountain Cycle Trail hearing
  • Health and Safety presentation to  joint Councils recently held
  • Attendance at Northern Southland Chairs/Area Engineers meeting – request for Te Anau Community Board to participate in future meetings
  • Annual Plan and Council meetings and workshops coming up

 

 

   

 

9.0       Public Excluded

 

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

Resolution

Moved Member Greaney, seconded Member O'Loughlin 

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:

 

10.0     Te Anau Airport Manapouri- Strategic Direction and MGJV relationship update report.

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

Te Anau Airport Manapouri- Strategic Direction and MGJV relationship update report.

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.

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

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.

 

That the Area Officer and Area Engineer be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items Te Anau Airport Manapouri – Strategic Direction and MGJV relationship Update Report. 

This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

4.05pm            The public were excluded.

 

 

11.0     Return of Open Meeting

 

            The Board returned to Open Meeting at  this point.

 

 

5.00pm                                                           CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Anau Community Board HELD ON 2 DECEMBER 2015.

 

 

 

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

 

 

 

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

 


sdclogo

 

 

Te Anau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Te Anau Community Board held in the Turnbull Room, Distinction Hotel & Villas, 64 Lakefront Drive, Te Anau on Wednesday, 27 January 2016 at 2.00pm.

 

present

 

Chairperson

Ann Carran

 

Deputy Chairperson

Rachel Cockburn

 

Members

Sarah Greaney

 

 

Tony  O'Loughlin

 

 

 

 

 

IN ATTENDANCE

 

Area Officer, Te Anau

Jenny Labruyere

 

Area Engineer

Nick Lewis

 

Manager, Area Offices

Chris Dolan

 

Strategic Manager, Property

Kevin McNaught

 

 


1          Apologies

 

Moved Member Greaney, seconded Deputy Chairperson Cockburn and resolved:

That the  Te Anau Community Board accept the apologies for non-attendance from Councillor Kremer and Members Deaker and Matheson.

 

2          Leave of absence

 

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

 

3          Conflict of Interest

 

            There were no conflicts of interest declared.

 

4          Public Forum

 

Moved Member Greaney, seconded Member O'Loughlin and resolved that the Te Anau Community Board go into public forum to allow members of the public to speak.

 

Ian Willans

 

Mr Willans addressed his letter on the agenda where he expressed concern at the state of the bluegum trees along the Te Anau Lakefront.

 

Mr Willans advised he has previous experience with bluegum trees in particular where a bluegum tree had fallen on his property some years ago.

 

Mr Willans felt the trees on the lakefront are progressively deteriorating and in fact parts of the trees are dead.

 

Mr Willans added that he noted the staff recommendation on his report is have an Arborist to establish the state of the trees:  Mr Willans felt that it doesn’t need an Arborist to see that the trees are a danger.  He also noted that research indicates the same issue was discussed some eight years ago and no action has been taken. 

 

The Chair thanked Mr Willans for his presentation.

 

Moved Member O'Loughlin, seconded Member Greaney and resolved that the Te Anau Community Board moves out of public forum.

 

5          Extraordinary/Urgent Items

 

Moved Deputy Chairperson Cockburn, seconded Member O'Loughlin and resolved:

That the Te Anau Community Board consider the following items 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: - Traffic Control – Te Anau Lakefront

6          Confirmation of Minutes

 

Resolution

Moved Member O'Loughlin, seconded Member Greaney 

Meeting minutes of Te Anau Community Board, held on 2 December 2015 be confirmed.

 

 

Reports

 

 

7.1

Action Sheet

Record No:    R/16/1/791

 

Action Sheet issues affecting the Te Anau Community Board were tabled.

 

Issues arising from the Action Sheet included;

 

Skatepark/Pumptrack:

 

It was agreed that the proposal for bollards to be installed at the skatepark be deferred until the proposed joint skatepark/pumptrack project is finalised.

 

Te Anau Kepler Lions - Lions Park BBQ:

 

The Area Engineer outlined to the Board the current position based on information received from the Community Development Planner.  Following this the Board expressed its concern at the lack of information coming from Community Development Planner on this particular project.  It was agreed that the Chair expresses the Board’s concern to the Group Manager Community & Futures on this issue.

 

Pontoon:

 

Area Engineer reported of an on-site meeting with Emtech where elements that would affect the pontoon as well as the needs of the community were discussed.  It was agreed the Area Engineer report back to the next meeting on issues discussed with Emtech including the options of a fixed or floating structure.

 

The Board also discussed the various issues at the Boat Harbour area, i.e. erosion, trees, extension to swimming pontoon and these be part of a Bluegum Point beautification project with the Board requesting this project be completed by the end of October 2016. 

 

Public Wharf:

 

Area Engineer reported the “Faith Group” have commenced contracting the design and building consent processors to develop the wharf.

 

 

 

 

Recycling Bins:

 

The issue of refuse within the township over the Christmas/New Year period, was discussed in depth.  The Board noted comments expressed by Councillor Kremer where he voiced his concern at the overflow of rubbish left surrounding the bins around the town.

 

The Chair expressed her disappointment that she had to arrange for the placement of several rubbish bins immediately prior to the Christmas period despite previous  requests for these to be put in place.

 

The Chair emphasised  it is the Board’s expectation to have appropriate refuse bins placed in strategic locations throughout the township (i.e. service station, popular eateries, supermarket, kiosk, laundry mat, transfer station, Milford Road NZTA Layby, Boat Harbour) during the period from Labour Weekend to Easter of each year.

 

The Chair requested that staff talk to shop proprietors advising that township bins are not  to be used for commercial rubbish.  It was also agreed that staff arrange for public notification of the locations of additional bins for public use.  The Board also requested that the problem of refuse during the peak tourist season be published via the Advocate and relevant signage be placed on bins.

 

Signage:

 

The Board requested that the previous discussions with NZTA relating to signage in particular the entrance to the town sign be pursued.

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member Greaney 

That the Te Anau Community Board:

a)         Receives the report titled “Action Sheet” dated 19 January 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.

 

 

 

7.2

Works and Finance Report to Te Anau Community Board for the period ended 31 December 2015

Record No:    R/16/1/384

 

The Works and Finance report for the period 2 December 2015, prepared by N Lewis (Area Engineer), was tabled.

 

Issues of note included;

 

  • Extra rubbish bins were situated at several locations in the township for the high use Christmas and New Year period to help with the increased demand.

 

  • Several trees and limbs were downed during a high wind/ storm recently and contractors were sent to investigate and attend to dependant on location and public risk- these may require further clean-up work.

 

  • Some Lions Park playground equipment has been damaged and  hence removed for repairs.

 

  • Circus Aotearoa is to be held at Lions Park 8-12 March .  The Board agreed for patrons attending the circus to have free use of the Lions Park toilets during the circus performances. 

 

In regard to the Lions Park toilets the Board agreed that the issue of payment by tokens for the use of the toilets be progressed, such matter to be put in place prior to 1 April 2016.

 

  • The Area Engineer raised the issue of a new slide at Lions Park playground and sought input from members.  The Board agreed that the Area Engineer pursue options (on a smaller scale) to playground equipment as put in place in Christchurch at the Margaret Mahy playground.

 

The Board discussed further development of playgrounds within Te Anau.  As a result of the discussion the Board’s preference to rational playgrounds within the Township.  The Board confirmed that it wishes to maintain playgrounds at Lions Park and the Boat Harbour rather than develop any others.

 

In view of this the Area Engineer is to indicate to the developer of the Delta subdivision that the Board is only prepared to develop and maintain two playgrounds in the township namely Lions Park and the Boat Harbour.

 

  • The Area Engineer informed members of the volunteer work carried out by Mr Chris Morison in regard to the eradication of wasps within the town and sought the Board’s agreement to acknowledge this work by way of a letter of appreciation on behalf of the Community.

 

  • The Area Engineer bought the Board’s attention to an offer from a member of the Japanese community who wishes to  donate a replacement tree which was planted as a memorial to victims of an air crash in Fiordland on 30  December 1989.  The Board offered no objection to this offer.

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member O'Loughlin 

That the Te Anau Community Board:

a)         Receives the report titled “Works and Finance Report to Te Anau Community Board for the period ended 31 December 2015” dated 13 January 2016.

 

 

 

7.3

Proposed Upgrade of Real Journeys Te Anau Lakefront Building

Record No:    R/15/12/23036

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member O'Loughlin   

Resolved that Paul Norris be granted speaking rights on this issue.

 

 

Mr Paul Norris Director of Operations of  Real Journeys was in attendance for this particular item.

 

Report by K McNaught (Manager, Strategic Property) advising Council staff were invited to a meeting with Paul Norris and Fiona Black from Real Journeys regarding a proposal to upgrade the company’s lakefront building in Te Anau, was tabled.

 

Mr McNaught advised that as the site upon which the building is situated is owned by Council and held by way of a roadline licence, the meeting was simply a preliminary to identify any issues of concern to Council and the approval processes which would need to be followed.

 

It was noted from the company’s presentation that the proposed Te Anau lakefront Visitor Centre renovation will not change the area being occupied by the company.  In particular the company does not propose to increase the building footprint as a result of the proposed building renovation.

 

Furthermore the proposed redevelopment will also involve landscaping and the development of an outside seating area adjacent to the “Luminosa” wharf.  The proposed seating area will not be restricted to the use of Real Journeys’ clients only or impede pedestrian access along the lakefront between the wharves and the Real Journeys Lakefront Visitor Centre.

Real Journeys were advised of the following:

·                      As the land is road the final decision will be that of the Council. However, this will not be considered until the thoughts and or position of the Te Anau Community Board were obtained.

·                      It was suggested that Real Journeys take the issue up directly with the Community Board, which the company did by submitting a letter advising of the proposed development.

·                      Roadline licences are normally at the pleasure of Council with a relatively short period for termination notice.  In reality the period of a licence is related to the notification period and the current licence is 12 months.

·                      Given that the proposal is to upgrade an existing building, as opposed to the development of a new one (which would not be allowed by Council as the landowner), and the existing building footprint is not being enlarged, that a notification period of five years may be acceptable. This was based on the view that it is likely that any proposal that might be put forward by the Council at that location, would likely take that long to progress given the need for public consultation and LTP processes.  It is noted the request is for an initial notification period of 10 years followed by five years after that.

 

·                      Rental would continue to be based on commercial rates.

Mr McNaught considered that as the land status is road, any licences are issued and authorised by Council, however as set out above this will not be referred for consideration without first seeking comment from the Community Board as to its position.

Mr McNaught further advised the Board of the proposal and as pointed out as part of the process it is requested that the Board consider what is set out in the letter and make the relevant comments or recommendations to Council.

The company submitted that this proposal;

  • Does not increase the footprint of the land
  • Maintains public access either side of the Visitor Centre
  • Shows the company continue to pay commercial rental for the site

The Board was advised the project will be completed by winter 2017.

In discussing the proposal Members were supportive of the project and felt it would be a positive move for the township in particular Real Journeys will secure the location of this building for years to come and such investment requires a long term lease arrangement for it to be financially viable.

 

Suggestion was made that the walkway be widened to 2.5 meters and that this be recognised by the company.

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member O'Loughlin 

That the Te Anau Community Board:

a)            Receives the report titled “Proposed Upgrade of Real Journeys Te Anau Lakefront Building” dated 11 January 2016.

 

b)            Recommends to the Council that Real Journeys Licence to Occupy part of an Unformed Road on the Te Anau Lakefront held by the Real Journeys that there notification period be increased from one year to ten years for the first ten years and then have a five year notification period thereafter.

 

c)            That the company provide for the walkway to be widened by 2.0 to 2.5 metres.

 

Resolution

Moved Deputy Member Greaney, seconded , seconded Member O'Loughlin 

 

 

 

7.4

Lakefront Bluegum Trees - Safety Hazard

Record No:    R/16/1/403

 

Report by Mrs Labruyère (Area Officer) following a communication from Mr I Willans who requested the Te Anau Community Board investigate the state of bluegum trees along the lakefront of Te Anau, was tabled.

 

In his communication Mr Willans expressed his concern at  the state of the bluegum trees along the lake frontage, particularly with the poor condition of the trees and the proximity of the trees to the public walkway which is well utilised by local residents and tourists.  Mr Willans is of the opinion that it is only a matter of time before a serious or even fatal accident will occur.

 

Mr Willans suggested that if the trees were to be removed a replanting programme of New Zealand native plants could be put in place.

 

In her report Mrs Labruyère provided previous background Papers relevant to previous requests for the trees to be removed.

 

The Board noted that staff had recommended that an Arborist be contracted to carry out an inspection of the trees and establish whether the trees constitute a safety hazard and report to the Board.

 

In considering this request the Board noted the presentation by Mr Willans in the Public Forum section of the meeting.

 

Member O’Loughlin was not in favour of employing an Arborist and in fact his preference is for the trees to be felled at base level.

 

It was the feeling of the other members that some action was required for some of the trees to be removed.  As a result of the discussion the Board agreed to carry out an on-site inspection with a qualified contractor to identify which trees should be removed. 

 

The Board was informed that with trees on roadline Council approval will be required to remove any or all of the trees.

 

Staff were requested to investigate whether the roadline reserve contribution could be used for any costs incurred.

 

 

 

Resolution

Moved Member Greaney, seconded Deputy Chairperson Cockburn 

That the Te Anau Community Board:

a)         Receives the report titled “Lakefront Bluegum Trees - Safety Hazard” dated 18 January 2016.

 

b)         Recommends that staff instigate an inspection of trees by an experienced qualified contractor to accompany the Board on  an on-site inspection to  establish the state of trees, including whether the trees constitute a safety hazard, and furthermore establish whether any costs incurred can be charged against the roading reserve contribution.

 

 

 

 

 

 

7.5       Local Elections Timetable

 

            Record No:    R/15/12/22741

 

            The local election timetable was prepared by the Council’s Electoral Officer, Mr Ofsoske of Election Services Limited, was tabled.

           

            Moved Member O'Loughlin, seconded Member Greaney and resolved

That the Te Anau Community Board receives the report titled “Local Elections timetable 2016.

 

7.6

Te Anau Airport Manapouri Manager's Report

Record No:    R/16/1/835

 

The Airport Manager’s report discussing operational issues, staffing, assets, safety and security, was tabled.

 

Items noted from the Airport Manager’s report included;

 

  • Steady Alliance Airlines arrivals on Tuesdays and Saturdays with the occasional third arrival thrown in the mix.  During February and March the airline will be adding a Thursday arrival.  The flow on benefits from these groups provides support for a number of businesses in the region.
  • A number of independent charters provided by Air Chatham’s using Te Anau as a destination including another charter in January carrying 44 passengers and three independent charters organised between Merv Halliday of Te Anau and the Air Chatham’s company, an increase from one last year to three this year and has a positive outlook.      
  • Providing parking for a number of small private jets and a large 45 ton global express jet.
  • Fully booked with weddings in the weekends spanning February and March with enquires most weeks and with some wedding clients have used some of our local operators to provide unique transportation options.
  • Increased part time ground handling staff by one to cater for on-call call outs, as these are becoming more regular.
  • Additional refueling training has been completed with the recent issue of a fuel handlers certificate gained.
  • The airport manager will re-engage with the Airways New Zealand to work on improvements and further integration of the GNSS approach into the Airways system. 

 

 

Resolution

Moved Member O'Loughlin, seconded Deputy Chairperson Cockburn 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Manapouri Manager's Report” dated 20 January 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.

 

 

 

UPDATES

 

8.1       Liaison Persons

 

            Tourism

 

Te Anau accommodation at a premium and concern was raised relating to traffic flows with the increase in tourism in the township.

 

            Community Events Centre

 

·         New sound proof curtains have been erected and the Real Journey’s Health and Safety officer is to inspect the Events Centre at no cost.

·         New sound system to be investigated

·      The issue of upgrading the kitchen facility at the centre was raised and this to be bought to the attention of the Trust.

·      It was agreed the Area Officer forward the Board representative on the Trust a copy of the airport charging/hiring regime.

 

Fiordland Trails Trust

 

It was reported that tenders have been let for stage one and two of the Te Anau Manapouri Trail and investigations are being ascertained regarding costs for stage three.

 

Fiordland Retirement Options

 

It was reported that the draft Trust Deed is being formulated with the option of the land at the Luxmore subdivision being suggested as a suitable location.

 

 

9.0       Consideration of Urgent Business

 

9.1       Traffic Control – Te Anau Lakefront

 

           

Moved Member O'Loughlin, seconded Chairperson Carran and resolved:

That the Te Anau Community Board consider the following items 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:  Traffic Control – Te Anau Lakefront

 

The Board considered the need to extend the angle car parking spaces along the foreshore between the roundabout and the boat harbour.

 

A photographic exhibit of campervan parking on the lakefront, was tabled.

 

Following discussions on the issue the Board requested the Area Engineer investigate possible improvements to the issues relating to angle carparking spaces along the foreshore and the same issue be inspected by Board members when inspecting the state of the bluegum trees.

 

 

Public Excluded

 

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

Resolution

Moved Chairperson Carran, seconded Member Greaney 

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  Community Service Award - Confidential Report

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

Community Service Award - Confidential Report

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

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.

 

That the Kevin McNaught (Strategic Manager, Property), Chris Dolan (Manager, Area offices), Mrs J Labruyère (Area Officer), N Lewis (Area Engineer) be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

4.15pm            The public were excluded.

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available unless released here.

 

 

4.25pm                                               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Anau Community Board HELD ON 27 JANUARY 2016.

 

 

 

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

 

 

 

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

 


sdclogo

 

 

Te Anau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Te Anau Community Board held in the Turnbull Room, Distinction Hotel & Villas, 64 Lakefront Drive, Te Anau on Wednesday, 2 March 2016 at 2.00pm.

 

present

 

Chairperson

Ann Carran

 

Deputy Chairperson

Rachel Cockburn

 

Members

Mark Deaker

 

 

Sarah Greaney

 

 

Kara Matheson

 

Councillor

Ebel  Kremer

 

 

IN ATTENDANCE

 

 

Group Manager

Community & Futures

Rex Capil

 

Committee Advisor

Jenny Labruyère

 

Community Engineer

Nick Lewis

 

 


1          Apologies

 

Moved Deputy Chairperson Cockburn, seconded Member Matheson and resolved:

That the Te Anau Community Board accept the apologies for non-attendance from Member O’Loughlin.

 

 

2          Leave of absence

 

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

 

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

Moved Member Greaney, seconded Member Deaker and resolved that the Te Anau Community Board go into public forum to allow members of the public to speak.

R Willett

Mr Willett enlightened the Board with a brief history of Te Anau and how the Quintin McKinnon statue came about and how it was finally decided to be located at its present site on the lakefront adjacent the Department of Conservation office.  Mr Willett pointed out that due to the growth of trees in the area the statue is covered in shade and not visible to public and sought the Board’s support to have the statue re-located to what is now known as ANZAC Reserve.

 

D Wairau

Mr Wairau believes Te Anau is the gateway to Fiordland and seeks the Board’s support to consider a gateway type structure at the entrance into Te Anau on the state highway.

Mr Wairau works with the Community Youth who have a passion to assist and believes the Board have the power to source funding for such a structure.

Mr Wairau also advised he has constructed a recycled cycling sculpture which he is prepared to offer to the Cycle Trail as a feature for the trail.

The Chairperson thanked Mr Willett and Mr Wairau for their presentations to the Board.

There were no directions resulting from the presentations.

 

Moved Member Matheson, seconded Member Greaney and resolved that the  Te Anau Community Board moves out of public forum.

 

 

 

 

5          Extraordinary/Urgent Items

 

Moved Deputy Chairperson Cockburn, seconded Member Greaney and resolved:

That the Te Anau Community Board consider the following items 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:  Wasps in Te Anau Township

Item 2:  Te Anau Airport Manapouri Onsite Sewerage Treatment Operations

 

 

6          Confirmation of Minutes

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member Greaney 

That the minutes of Te Anau Community Board confirms the minutes of the meeting, held on 27 January 2016.

 

Reports

 

 

7.1

Action Sheet

Record No:    R/16/2/2783

 

 

Action Sheet issues affecting the Te Anau Community Board were tabled.

 

Issues arising from the Action Sheet included;

 

Skatepark/Pumptrack

 

The Community Engineer advised he recently attended a meeting with Venture Southland’s Community Planner and Te Anau Cycle Incorporated to discuss the way forward for the pump track project.   Following the meeting a quotation of $59,130 + GST has been received from Tom Hay Builder, which excludes contingencies, project  management and any improvements such as seating, shade sail and water fountain. 

 

The Community Engineer added the Board set aside $80,000 in 2015/16 financial year for extensions to the skatepark and/or pump track.  The Board noted there was more support from the community for a pump track, and that the skatepark extension would be considered as a separate project.

 

The Community Planner, Ms Zadravec,  enquired “whether the Board wishes to focus on establishing the pump track for which there was clear support, and pay for it in full.  Alternatively “does the Board wish to fundraise for some of the cost of the pumptrack and hold back some funding for the skatepark extension that will cost more, and for which a financial contribution would be required again for this project to be able to go to public funders.”

Ms Zadravec advised further that if the pumptrack is a clear priority then she would suggest that the Board may want to fund it in full and implement it immediately.

 

Ms Zadravec recommended an application to the Community Trust of Southland for say $5000, and perhaps the Lottery Grants Board for $5,000 to $10,000.  Ms Zadravec advised that any application for funding will mean a delay in establishing the pumptrack.

 

Furthermore, Ms Zadravec added funding for the “add ons” (seating, shade sail and drinking fountain) could be applied for to the Council’s Community Initiatives Fund which closes at the end March.

 

In discussing this matter members agreed to progress the pumptrack project  with construction to take place this winter, and seek funding of 25% to Community Trust of Southland and 20% to Lotteries Grants Board, and with the inclusion of signage total costings are expected in the vicinity of $70,000.

 

Members also agreed for an initial skatepark upgrade for seating/ shade sail and drinking fountain facilities to be the first stage for the coming winter/spring and seek funding from the Council’s Community Initiatives Fund of $3,000 to progress this stage.

 

Members of the Board believed it best to re-evaluate the skatepark extension once the pumptrack has been developed to decide if there is still a need for future development.

 

The Board requested the Community Engineer to scope costings for the pumptrack development and also the seating/ shade sail and drinking fountain at the skatepark.

 

It was also agreed that Members Carran and Greaney to act as signatories for any funding applications associated with this project.

 

 

Resolution

Moved Member Greaney, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the report titled “Action Sheet” dated 25 February 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)         Agrees for Venture Southland Community Planner to seek funding for the pumptrack project up to $70,000 with 25% from Community Trust of Southland and 20% Lotteries Grants Boards .

e)         Agrees for Venture Southland Community Planner to apply to Council’s Community Initiatives Fund for $3,000 for seating/shade sail and drinking fountain for the skatepark upgrade.

f)          Agrees for Members Carran and Greaney to act as signatories for any such funding applications associated with this project.

 

 

7.2

Works and Finance Report to Te Anau Community Board for the period ended 31 January 2016

Record No:    R/16/2/1644

 

The Works and Finance report for the period 31 January 2016, prepared by N Lewis  (Committee Engineer), was tabled.

 

Issues of note included:

 

In discussing the project list members sought clarification on the sewerage lateral replacement/oxidation ponds/Glade pump station upgrade such clarification to involve reporting on the following issues; 

 

  • Lateral replacement being investigated.
  • Oxidation Ponds construction
  • Glade pump station upgrade
  • Height of perimeter walls in view of the Wastewater Discharge Project.

 

 

Resolution

Moved Member Matheson, seconded Member Greaney 

That the Te Anau Community Board:

a)         Receives the report titled “Works and Finance Report to Te Anau Community Board for the period ended 31 January 2016” dated 22 February 2016.

b)        Request clarification of sewerage activities as provided in the project list of the Works and Finance report tabled.

 

 

7.3

Approval for an Approved Trading in Public Places Location - Steamers Beach, Te Anau

Record No:    R/16/2/2576

 

1        Report by S Wilson (Environment Health Officer) seeking authorisation from the Community Board for a site to be used as a trading location under the Trading in Public Places Bylaw 2013, was tabled.

2        Ms Wilson advised the Trading in Public Places Bylaw controls trading in streets, reserves, recreation grounds and public places to ensure appropriate standards of convenience, safety and civic values are maintained.  It also controls activities within public places which may have an adverse effect on other users of these facilities or adjoining areas. 

Ms Wilson added an application from a new operator wanting to trade from the Steamers Beach area along the Te Anau lakefront, and are seeking the Board’s approval of the site, has been received .

Furthermore, the applicant A T Experience Limited, is seeking to operate a Stand Up Paddle Board hire service and has requested that the Board consider the use of the Steamers Beach area along the Te Anau lakefront as a suitable site for a trading location.

Ms Wilson added the applicant has advised the Department of Conservation regarding this proposal, and the Department have no concerns or concession requirements at this stage.

The Community Engineer raised no concern with the site and suggested specific conditions relating  to water based and non-motorised activities only.

In discussing the request members believed there to be no need to restrict mobile trading on Steamers Beach to water based activities and suggested allowing food cart operators be based along the beach providing conditions including removal of refuse by traders, and traders hold public liability insurance to mitigate any health and safety issues.

Furthermore, Members requested the placement of a suitable refuse bin to be placed along the foreshore for use by the public.

 

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member Greaney 

That the Te Anau Community Board:

a)         Receives the report titled “Approval for an Approved Trading in Public Places Location - Steamers Beach, Te Anau” dated 22 February 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)         Approves the site at Steamers Beach, Te Anau Lakefront to be used as a trading location under the Trading in Public Places Bylaw 2013,  including other types of Trading in Public Place operators providing conditions are complied with, and all operators to hold public liability insurance.

e)         Requests staff arrange the placement of a suitable refuse bin along the foreshore for use by the public.

 

 

 

7.4

Report to Te Anau Community Board - 2 March 2016 - Te Anau Airport Manapouri Manager's Report

Record No:    R/16/2/1918

 

Report by E Pearce (Airport Manager), outlining operational issues, Safety & Security, staffing, and Financial reporting, was tabled.

 

Issues raised included;

 

  • Large aircraft movements up by 46%
  • Large aircraft income increased
  • Small aircraft movements  and income down slightly
  • Airways New Zealand improvement works  including GNSS approach into  Airways system.

 

Resolution

Moved Member Deaker, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the report titled “Report to Te Anau Community Board - 2 March 2016 - Te Anau Airport Manapouri Manager's Report ” dated 9 February 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.

7.5

Te Anau Airport Manapouri Works and Finance Report for the period ending 31 January 2016

Record No:    R/16/2/1920

 

The Te Anau Airport Works and Finance Report for the period ending 31 January 2016, was tabled.

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Manapouri Works and Finance Report for the period ending 31 January 2016” dated 24 February 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.

 

8.0      

 

8.0

CONSIDERATION OF URGENT BUSINESS

8.1

Wasps in Te Anau Township

 

Communication raising concern at the number of wasps within the township, was tabled.

 

The communication outlined comments made on facebook at the local Community’s frustration with the number of wasps especially around the some businesses.

 

The writer suggested Council employ a professional person to eradicate the problem, however the Community Engineer advised wasps on private land are the responsibility of the land owner and that wasps on Council land are managed by Council through the local garden contractor.

 

Mr Lewis added that where public have concern they may report it to Council who will advise how best to deal with the problem.  Mr Lewis also advised Environment Southland currently have the Pest Management Plan out for public consultation and that this would be the opportune time to submit prior to the closing date of 31 March 2016.

 

In discussing the matter Members agreed the Community Engineer to respond to the facebook page in regard to responsibilities of Council and private land owners, and advise of the Environment Management Plan submission document out for consultation.

 

Resolution

Moved Member Greaney, seconded Member Matheson

 

Resolution

That the Te Anau Community Board agrees for staff to respond to the facebook page in regard to the responsibilities of Council and private land owners relating to the eradication of wasps and advise of the Environment Southland’s Management Plan submission document is out for public consultation.

 

 

8.2

Te Anau Airport Manapouri Onsite Sewerage Treatment Operations.

Record No: r/16/3/3205

 

Report by I Marshall (Group Manager, Services & Assets), updating the Board on the problems being experienced with the onsite sewerage treatment operations at the Te Anau Airport – Manapouri, was tabled.

 

Mr Marshall advised the Board that;

 

  • In September last year the pump that pushes the effluent to the irrigation bed failed.  Upon investigation it was discovered the cause of the failure was burn-out due to overloading.
  • The reason for the overloading was blockage of the jets that are the discharge points in the sub-soil irrigation lines.  The effluent in the lines is a healthy medium for algae growth and these algae block the jets.  The problem then is the jets are all buried underground and are not able to be accessed for cleaning.
  • The immediate solution from an operational perspective was to stop trying to use the discharge field and allow the effluent to store in the plant itself.  When it reaches capacity a waste disposal contractor is called and he pumps the effluent from the plant and disposes of it into the town sewerage system.
  • This process is perfectly adequate for dealing with the problem.  When the fault occurred the plant needed to be emptied and since then there have been 14 occasions when the contractor has pumped the plant out.  The frequency of the need for emptying will reduce as the peak season declines.
  • The problem with the process is cost.  Each empty costs $300 and although there is a savings from not having to run the pump in the treatment plant it is not a viable long term solution to operate in this way.

 

Mr Marshall added the options for fixing, modifying or replacing the discharge system have been investigated.  There are a number of options and they each have varying capital costs and have varying operational costs.  Analysing the alternatives requires modelling both capital and operational costs over multiple years.

The options were outlined as follows;

·         Clear the existing jets and install a new pump

·         Construct a new sub-soil irrigation field and install a new pump

·         Construct a new surface irrigation field and install a new pump

·         Construct a pipeline to connect to the Manapouri sewer reticulation and install an appropriate new pump.

Mr Marshall informed that the capital costs range in the area of $16,000 to $35,000 and the operational comparisons have not yet been calculated.

The Board was advised the next step will be to complete these comparisons and bring the analysis and a recommendation to the Board so that a decision on the capital expenditure can be made.  This report will be included in the agenda for the next Te Anau Community Board meeting and in the meantime the current modus operandi will continue.  It is a perfectly satisfactory solution but because of its higher cost it is not a viable long term solution.

Mr Marshall added there are no consenting issues with the current operations.  The plant does not have or need a specific consent and the current operation means there is no discharge to land or water.

In discussing the report members expressed concern at the lack of information to date and requested the Board be kept informed as to options for the way forward.

 

 

Resolution

Moved Chairperson Carran, seconded Member Cockburn

 

Resolved that the Te Anau Community Board receives the report titled “Te Anau Airport Manapouri onsite sewerage treatment operations ” dated 2 March 2016

 

 

 

 

 

Reports

 

 

9.1

UPDATE REPORTS

Record No:    R/16/2/2764

 

Rural

 

River Liaison AGM raised the following issues;

  • Pest Management Review
  • River Committee establishment of an environment code of practice
  • Works completed on upper side of the Upukerora bridge
  • Environment Southland farm management plan for farmers

 

Tourism:

  • Busy tourism season is highlighting infrastructure capacity issues such as traffic/parking/accommodation/refuse
  • Freedom Camping education
  • Driving safer campaign/ encouraging more coach transport
  • Inaugural Te Anau Enduro Event

 

Event Centre:

 

  • Investigation into more effective sound system
  • Signage tendering to gather revenue
  • Mens toilet upgrade

 

Trails Trust

 

  • Stage 1 to Department of Conservation to start after Easter
  • Stage 2 from Queens Reach to Control gates under construction
  • Fish and Game funding support
  • Seeking further funding for stages 3 and 4

 

Retirement Options:

 

  • Formation of a Trust completed. Trust consists of 5 members, with Treasurer and Secretary being non trust members.
  • Concept plans provided for Trustees consideration
  • Council Kremer to approach Council regarding the possible use of Luxmore subdivision land.

 

 

 

Chairperson’s Report

 

The Chairperson, Member Carran reported on the following matters;

 

  • Tourism industry growth
  • Potential development of Park & Ride options
  • Camp site numbers overflowing especially in the National Park
  • Accommodation increase pressures
  • Local Minister of Parliament working with Department of Conservation, Milford Sound Development Authority and Council to give insight into traffic flows/accommodation/Infrastucture and Emergency Services in regard to costs and impact on local community from increase in tourism and believes business confidence  will assist with collaboration.
  • Local Preschools full to capacity.

 

 

Councillor’s Report

 

Councillor Kremer reported on matters from the Council table;

 

  • Cycle Trail progression
  • Organisational Review
  • Community Partnership Leaders position(2) being re-advertised
  • Wastewater Discharge Project Committee workshop
  • Milford Opportunities
  • Attended NZMCA official opening

   

 

C10.0  Public Excluded

 

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  Community Service Award - Confidential Report

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

Community Service Award - Confidential Report

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

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.

 

That the Staff be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items Community Service Awards. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

4.35pm The public were excluded.

 

 

4.40pm                                               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Anau Community Board HELD ON 3 MARCH 2016.

 

 

 

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

 

 

 

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

 


sdclogo

 

 

Te Anau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Te Anau Community Board held in the Turnbull Room, Distinction Hotel & Villas, 64 Lakefront Drive, Te Anau on Wednesday, 13 April 2016 at 2.00pm.

 

present

 

Chairperson

Ann Carran

 

Members

Mark Deaker

 

 

Kara Matheson

 

 

Tony  O'Loughlin

 

Councillor

Ebel  Kremer

 

 

IN ATTENDANCE

 

Manager, Services & Assets

Ian Marshall

 

Manager, Community & Environment

Rex Capil

 

Committee Advisor

Jenny Labruyère

 

Community Engineer

Nick Lewis

 

 

PUBLIC GALLERY

 

Ross Cockburn


1          Apologies

 

Apologies for non-attendance were lodged by Members Cockburn and Greaney.

 

Moved Member O'Loughlin, seconded Cr Kremer and resolved:

That the Te Anau Community Board accept the apologies for non-attendance from Members Cockburn and Greaney.

 

2          Leave of absence

 

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

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

Moved Member Matheson, seconded Member O'Loughlin and resolved that the Te Anau Community Board go into public forum to allow members of the public to speak.

 

Ross Cockburn - Fiordland Retirement Housing Trust

 

Mr Cockburn spoke on behalf of the Fiordland Retirement Housing Trust seeking the Board’s support to enable leasing land previously set aside for the purpose of developing retirement housing.

 

Mr Cockburn outlined the establishment of the Trust is to enable the development of draft concept plans and a feasibility study to assist in the development of this project, and sought the support of the Community Board and Council.

 

Moved Member Matheson, seconded Member O'Loughlin and resolved that the Te Anau Community Board moves out of public forum.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Cr Kremer, seconded Member Matheson 

That the Te Anau Community Board confirms the minutes of the meeting, held on 2 March 2016.

 

 

 

 

 

Reports

 

 

7.1

Action Sheet

Record No:    R/16/4/4939

 

Action Sheet issues affecting the Te Anau Community Board were tabled.

 

Issues arising from the Action Sheet included;

 

Pumptrack

 

It was reported to the Board that funding applications are underway with the Community Initiatives Fund and The Community Trust of Southland. 

 

The Board was advised the Lottery Grants Board application closes in August with outcomes in early December.  This raised concern with the Board who requested a detailed report outlining monies available and from what sources, to determine if it is necessary to continue with this application.

 

Pontoon

 

The Chair requested the Engineer to give priority in progressing this project.

 

Lakefront Bluegum Trees

 

The Board requested a clear indication of costings to implement the first stage of trimming/removal of trees, where monies are to be accessed and timeframes for the project, such report to be presented to the Board workshop in May.

 

Sewerage Activities – Te Anau

 

Mr Evans (Strategic Manager, Water & Wastewater), provided an explanation on issues raised by the Board in regard to the sewerage activities as outlined in the March 2016 Works and Finance report.

 

Te Anau Airport Sewerage Treatment Operations

 

Mr Marshall advised that Council is working to establish whether a chemical dosing system may enable continued use of the existing scheme, and reassured members that the Board will be kept informed of the investigations.

 

Lions Park Toilets - Tokens

 

The Board was advised this project is currently on hold while negotiations take place with the supplier of the token system.

 

In discussing the Lions Park toilets the Board was advised of a suggestion to allow Southland District Council library card holders free access to the Lions Park toilets.  Members were supportive of the concept, however requested  staff  provide a report as this is a Council matter and would require  Council approval.

 

 

 

Lions Park Playground

 

Members have provided feedback to the Engineer on equipment desired and have requested this project be progressed with a detailed report on options and costings to be provided to the Board outlining where monies are to be accessed and timeframe to progress this project.

 

Town Centre Recycle Bins

 

In discussing the recycle bins for the town centre members requested options and costings be available for the workshop which is set down for 25 May 2016.

 

As a result of further discussions members requested the ability to review aspects of the Te Anau Township Maintenance Contract such as scope and levels of service prior to the new contract going to tender.

 

Signage

 

The Chair advised that the new loop entrance sign is due to be installed this week.

 

 

Resolution

Moved Cr Kremer, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the report titled “Action Sheet” dated 6 April 2016.

 

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Governance 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.

 

 

 

7.2

Works and Finance Report to Te Anau Community Board for the period ended 29 February 2016

Record No:    R/16/3/3691

 

The Works and Finance report for the period 29 February 2016, prepared by N Lewis (Community Engineer), was tabled.

 

Issues of note included;

 

  • Removal of extra rubbish bins and collection during the increased demand period.

 

  • Engineer and Dog Control staff have met to determine locations of new dog control signage to be erected relating to Dog Control Bylaw changes.

 

  • Engineer and Mr N Stirling (NZMCA) met to discuss the public dump station and possible improvements or relocation of the dump station. 

 

In discussing this matter members questioned the principles around exemptions to sewerage contributions and costings in relation to the New Zealand Motor Caravan Association (NZMCA), and the possible installation of a dump station on the Association’s land in Alpine Terrace, and requested the original consent lodged by NZMCA be revisited.  Mr Marshall agreed to investigate this matter and report back to the Board’s next meeting.

 

  • The Engineer advised the Board of issues raised by cycle track user groups in particular around Health & Safety requirements and liabilities.  Members requested a report by the Engineer responsible for District Reserves outlining Council’s standards in relation to cycle track usage, and health and safety for Ivon Wilson Park.

 

 

Resolution

Moved Member Matheson, seconded Cr Kremer 

That the Te Anau Community Board:

a)    Receives the report titled “Works and Finance Report to Te Anau Community Board for the period ended 29 February 2016” dated 5 April 2016.

 

b)    Requests the Group Manager (Services & Assets) to report to the Board on the consent conditions applicable to the land owned by NZMCA in Alpine Terrace with the possibility of the fees  and charges contribution for water and waste being revisited.

 

c)    Request the Engineer responsible for District Reserves provide a report outlining Council’s standards in relation to cycle track usage, and health and safety for Ivon Wilson Park.

 

7.3

Bluegums - Te Anau Lakefront

Record No:    R/16/4/4698

 

1        Communication from Mrs Irene Barnes expressing her disappointment that the bluegum trees on the Te Anau lakefront are to be limbed only and not completely removed, was tabled.

3        The Board noted this communication is as a result from a previous request from Mr Ian Willans who asked the Board to consider the removal of the bluegums on the lakefront.

It was noted the Board has inspected the trees in question and are currently progressing a removal/maintenance and beautification plan for the lakefront to assist with an ongoing plan for the future maintenance and development of the foreshore.

In discussing the communication from Mrs Barnes the Board agreed to acknowledge same outlining the decision to progress with tree removal and that a workshop is to be held to develop an on-going tree maintenance and beautification programme for the lakefront.  

 

 

Furthermore, Members requested a copy of Mr Dowling’s report be sent to Mrs Barnes and Mr Willans for their information.

 

 

 

 

Resolution

Moved Member Matheson, seconded Member Deaker 

That the Te Anau Community Board:

a)         Receives the report titled “Bluegums - Te Anau Lakefront” dated 6 April 2016.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Confirms its earlier decision to progress a removal/maintenance plan for the bluegums on the lakefront together with a beautification plan for the area.

e)         Acknowledges the communication from Mrs Barnes by advising the writer of the Board’s proposal for the lakefront trees.

 

 

7.4

Fiordland Retirement Housing Trust

Record No:    R/16/4/4932

 

Communication from the Fiordland Retirement Housing Trust seeking the Board’s support for the Trust to develop a retirement housing complex on the land adjacent to the Medical Centre, was tabled.

 

The Board was advised the Trust seeks the support of the Board to obtain a 99 year lease from the Southland District Council at a peppercorn rent on the land in question, furthermore the Trust seeks Council waiver the various development costs involved including the reserves contributions, connection fees, and services costs.

 

The Trust considers these waivers to be instrumental in attracting a commercial operator to develop such a project and believes the overall development costs have been one of the major impediments to attracting a commercial  operator to date.

 

The Trust advised that the aim is to commence fundraising once it has fully developed a business plan and secured the site for development on acceptable terms.

 

The Board was supportive of the Trust’s proposal and agreed a report from staff is required for this project to progress.

 

 

Resolution

Moved Chairperson Carran, seconded Member Deaker 

That the Te Anau Community Board:

a)            Receives the report titled “Fiordland Retirement Housing Trust” dated 6 April 2016.

 

b)         Seeks a detailed report from Council staff on the request of the Fiordland Retirement Housing Trust  for the lease of the land adjacent the medical centre, and seeks Council waiver the various development costs involved including the reserves contributions, connection fees, and services costs.

 

7.5

Report to Te Anau Community Board - 13 April 2016 - Te Anau Airport Manapouri Manager's Report

Record No:    R/16/4/4792

 

The Airport Manager’s report prepared by I Marshall (Group Manager, Services and Assets) discussing operational issues, staff, assets, safety and security and financial matter, was tabled.

 

Issues raised included;

  • The overall growth factor since statistics were collected indicating a steady annual growth in passenger numbers over the summer operating period of nearing 8%.
  • The Airport Manager has re-engaged with the Airways New Zealand to work on improvements and further integration of the GNSS approach into the Airways system.
  • An injury sustained by a guest at a recent wedding function occurred as a result of poor lighting conditions.  Remedial action is underway with Fiordland Electrical to install appropriate lighting.
  • A recent wind event caused damage to the chimney top has now been repaired.

 

 

Resolution

Moved Cr Kremer, seconded Member O'Loughlin 

That the Te Anau Community Board:

a)         Receives the report titled “Report to Te Anau Community Board - 13 April 2016 - Te Anau Airport Manapouri Manager's Report ” dated 31 March 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.

 

 

7.6

Te Anau Airport Manapouri Works and Finance Report for the period ending 29 February 2016

Record No:    R/16/4/4795

 

The Te Anau Airport Manapouri Works and Finance for the period ending 29 February 2016 Report, prepared by I Marshall (Group Manager, Services and Assets), was tabled.

 

 

Resolution

Moved Member Matheson, seconded Member Deaker 

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Manapouri Works and Finance Report for the period ending 29 February 2016” dated 5 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.

 

 

Updates

 

 

8.1

Liaison Reports

Record No:    R/16/4/4974

 

 

Resource Consents

 

It was reported that has been an increased number of building consents for the Te Anau area.

 

Tourism and Events

 

Cycling rebranding – development of regional cycling strategy.

 

Milford Community Trust

 

  • Traffic/parking concerns
  • On-going roading responsibilities and optional issues with the Department of Conservation
  • Resignation of Trustee Welsh (Milford Development Authority) representative; nominations to be called for.

 

Chairperson’s Report

 

The Chairperson, Member Carran reported on the following matters;

 

  • Positive feedback over the supermarket’s extra skip bin during the busy summer season.
  • Positive comments from visitors regarding the appearance of the town
  • Parking issues with campervans in the town centre and a reminder to business staff to use the lane at the rear of businesses and Events Centre parking availability.

 

Councillor’s Report

 

Councillor Kremer reported on matters from the Council table;

 

  • Council Annual Plan hearings
  • Round the Mountain Cycle trail hearings
  • Te Anau Wastewater Discharge Project Committee meeting with Pattle Delamore Partners consultants identifying key options for consideration.
  • Milford Opportunities – Initial discussions being held to develop Terms of Reference.

 

 

 

Public Excluded

 

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

Resolution

Moved Member O'Loughlin, seconded Member Matheson 

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  Airport Users Concerns Over Sewage Discharge

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

Airport Users Concerns Over Sewage Discharge

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

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.

 

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

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.

 

That the staff be permitted to remain at this meeting, after the public has been excluded, namely I Marshall, R Capil, J Labruyère, N Lewis because of their knowledge of the items Airport Users Concerns Over Sewage Discharge. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

 

The public were excluded at 3.45pm.

 

Return to Open Meeting

 

The Board returned to the Open meeting at this point.

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available unless released here.

 

 

The meeting concluded at 4.15pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Anau Community Board HELD ON 13 APRIL 2016.

 

 

 

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

 

 

 

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

 


 

sdclogo

 

 

Te Anau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Te Anau Community Board held in the Turnbull Room, Distinction Hotel & Villas, 64 Lakefront Drive, Te Anau on Wednesday, 25 May 2016 at 2.00pm.

 

present

 

Deputy Chairperson

Rachel Cockburn

 

 

Members

Mark Deaker

 

 

 

Sarah Greaney

 

 

 

Kara Matheson

 

 

Councillor

Ebel  Kremer

 

 

 

IN ATTENDANCE

 

Mayor Tong

 

 

Manager, Community & Environment

Rex Capil

 

Strategic Manager, Property

Kevin McNaught

 

Committee Advisor

Jenny Labruyère

 

Community Engineer

Nick Lewis

 

Community Partnership Leader

Simon Moran

 

Group Manager Customer Support

Trudie Hurst

 

 


1          Apologies

 

Apologies for non-attendance were lodged by Members Carran and O’Loughlin.

 

Moved Member Matheson, seconded Member Deaker and resolved:

That the Te Anau Community Board accept the apologies for non-attendance from Members Carran and O’Loughlin.

 

2          Leave of absence

 

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

 

3          Conflict of Interest

 

Member Matheson declared a conflict of interest in respective of the public excluded report entitled “Rent Review – Real Journey’s Licence to Occupy Road Reserve, Te Anau.”

 

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

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Cr Kremer, seconded Member Deaker 

That the Te Anau Community Board confirms the minutes of the meeting, held on 13 April 2016.

 

Reports

 

 

7.1

Action Sheet - May 2016

Record No:    R/16/5/7158

 

Action sheet issues affecting the Te Anau Community Board were tabled.

 

Issues arising from the action sheet included;

 

Pontoon

 

Community Engineer advised he is expecting further information in the near future which he will forward to the Board for discussion.

 

 

 

Lakefront Bluegums

 

Community Engineer advised some of the smaller trees marked for removal are currently being attended to by the township contractor.

 

Members discussed the Dowling Report relating to the lakefront bluegums and agreed for the immediate removal of priority one, and priority two trees.  In regard to priority three trees these be removed as identified in the report.  It was also agreed priority four and five trees, as identified for maintenance work in the report, be on a staged managed basis.

 

The Board agreed further that $50,000 be set aside for the removal of priority one, two and three trees due to the urgency from a health and safety aspect, and these funds be  a charge against the Board’s reserves account.

 

Following further discussion the Board requested a further workshop to discuss a foreshore management plan for replanting, maintenance, view shafts, landscaping and beautification and that this management plan be given priority in order that a concept plan for the lakefront be put in place prior to June 2017 so as funding can be allocated for on-going works in the Annual and Long Term Plans.

 

Resolution

Moved Member Greaney, seconded Member Matheson

resolved that Te Anau Community Board

 

a)    Agrees for the removal of those trees as identified as priority one and priority two as outlined in the consultant’s report entitled “Te Anau Waterfront Trees”,  with immediate effect.

 

b)    Agrees for priority three tree be removed as identified in the report immediately.

 

c)    Agrees for priority four and five trees as identified in the report being maintained on a staged managed process.

 

d)    Recommends to Council that up to $50,000 be set aside for the removal of priority one, two and three, and these funds be a charge against the Board’s reserve account.

 

e)    Request staff convene a workshop for the Board to discuss the lakefront management plan for replanting, maintenance and landscaping of the lakefront with the object that such plan for landscaping, beautification and maintenance be put in place prior to June 2017.

 

Recycle/Refuse Bins

 

In discussing the town centre recycle/refuse bins the Community Engineer commented that he believes more and larger bins be placed in the supermarket area rather than a skip bin concept.  The Board agree with this suggestion.

 

Board members also requested to trial two refuse bins one at each end of Steamers Beach area for the coming summer season (i.e. in place before Labour Weekend).

 

In regards to style and costings for replacement bins it was agreed the Community Engineer prepare a report for the Board’s July meeting.

 

Ivon Wilson Park

 

The Board was advised that any issues involving the park users to be dealt with by the Council staff who will advise on Council’s stance for compliance and use of Ivon Wilson Park.

 

Lion Park Toilets

 

Mr McNaught advised  the new tokens process is underway, and arrangements with major operators whose clients use the toilets to operate a token system, will be put in place.

 

 

Resolution

Moved Cr Kremer, seconded Member Greaney  

Resolved that the Te Anau Community Board:

 

a)         Receives the report titled “Action Sheet - May 2016” dated 17 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)         Agrees for additional larger bins be located in the supermarket area.

 

f)             Requests staff to install two refuse bins,  one at  each end of Steamers Beach.

 

g)            Requests the Community Engineer prepare a report on style and costings for replacement bins, such report to be available for the Board’s July meeting.

 

 

 

7.2

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

Record No:    R/16/4/6026

 

The Works and Finance report for the period ended 30 April 2016, prepared by N Lewis (Community Engineer), was tabled.

 

The Board noted Stormwater sump and kerb clean-up works have begun with the onset of leaf fall.

 

 

Resolution

Moved Member Matheson, seconded Cr Kremer 

That the Te Anau Community Board:

a)         Receives the report titled “Works and Finance Report to Te Anau Community Board for the period ended 30 April 2016” dated 17 May 2016.

 

 

 

7.3

Pedestrian Crossing

Record No:    R/16/5/6387

 

Communication from Mr Allan Youldon requesting the Board to support the installation of a raised pedestrian crossing on Lakefront Drive, adjacent the Kingsgate Hotel area, was tabled.

 

The Board noted Mr Youldon considers there is a large amount of foot traffic crossing the road in this particular area and vehicles travel above the speed limit.  He suggested a raised pedestrian crossing may assist in slowing down the traffic speed.

 

In discussing the request members believed this matter be considered in conjunction with the development of the lakefront beautification plan so that it can tie in with cycling and walkway changes that may form part of the concept plan.

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the communication titled “Pedestrian Crossing” dated 3 May 2016.

 

b)         Requests staff respond to Mr Youldon advising of the Board’s decision to incorporate the request of a pedestrian crossing on Lakefront Drive when developing the lakefront beautification concept pan.

 

 

7.4

Land at 28 Pop Andrew Drive for Fiordland Retirement Housing Trust

Record No:    R/16/4/5849

 

1          Report by Mr K McNaught (Strategic Manager, Property), following the request from the Fiordland Retirement Housing Trust to have a 99 year lease on the land at 28 Pop Andrew Drive, was tabled.

2          Mr McNaught advised the Board that;

       The land at 28 Pop Andrew Drive which is adjacent to the Te Anau Medical Centre, has been retained by the Board and Council, with the intention of it being used for some form of retirement housing.

 

1              The Trust has written requesting a 99 year lease of the land.

2               

3              The Board noted that staff recommended that a lease option not be pursued, rather a freehold transfer of the land to the Trust for $1.00 be considered the best option on the conditions:

·                      That a business case for the Trust’s operations be approved by Council.

·                      That the land can only be transferred to other Trust’s with similar or like purposes including; and

·                      That a disposal of the land other than to a Trust with similar or like purposes must be subject to Council approval which if given may be subject to any conditions that Council considers appropriate in the circumstances.

4              Mr McNaught pointed out to the Board that the main issue with the request as presented, is that Council would always be party to the operations of the Trust, and any occupation arrangements, simply because Council would be the owner of the land.  It is considered that this is not in the best interest of Council, the Trust or any third party.

Mr McNaught added of a much less issue for all parties, would be the freehold transfer of the land to the Trust as that makes it the landowner, and all Council would be concerned with, would be compliance with the conditions of the transfer being complied with.  This type of arrangement is not unprecedented, as Council has a similar one with the Fiordland Health Trust which was put in place when the land was transferred to them for the new medical centre and ambulance bay.

 

Mr McNaught outlined three options for the Board to consider with the preferred option being that the land be transferred to the Trust freehold for $1.00 subject to conditions, and the next steps be that staff meet with the Trust to relay the Board’s preferred position and discuss agreeable conditions.

 

The Board was advised that the Retirement Housing Trust is awaiting the outcome of a feasibility study which will determine the Trust’s progress.

 

Resolution

Moved Cr Kremer, seconded Member Greaney 

That the Te Anau Community Board:

a)         Receives the report titled “Land at 28 Pop Andrew Drive for Fiordland Retirement Housing Trust” dated 26 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)         Resolves not to lease the land at 28 Pop Andrew Drive being Lot 2, DP 377140 to the Fiordland Retirement Trust for 99 years at a peppercorn rental as requested.

e)         Resolves that the Board’s preference is to transfer the freehold title to the land to the Trust for $1.00 on specific conditions including approval of a sustainable business case for the Trust’s operations and an appropriate offer back clause to Council in the event that the Trust were to dispose of the property in the future.

f)          Resolves to request the Strategic Property Manager to meet with the Fiordland Retirement Trust to discuss the Board’s preference and to report back on what would be agreeable conditions to the Trust for a freehold transfer for $1.00 consideration.

 

 

7.5

Venture Southland Report re Pump Track Te Anau - Funding Considerations

Record No:    R/16/5/6656

 

Report by Ms D Zadravec (Community Development Planner) following the Board’s request to further develop the recreational area around the skatepark in Te Anau by developing a new pumptrack and improving the rest area by providing shade, a water fountain and more seating, was tabled.

 

The Board noted the Area Engineer has been working with community members on the development of this project and that one quote has been obtained so far with the total project costs of the pump track and the rest area estimated at $74,580 + GST (excluding project management, contingencies and fees).

It was reported that while reserve funding has been set aside for this project, the Board also requested that Venture Southland staff assist with applications for public funding.

Ms Zadravec stated The Board previously stated that it wished to undertake this project in winter 2016. The decision to apply for public funding will impact the timeframes for this project. It is generally recommended not to commence a project before the outcomes of all funding applications have been received. Following the above fundraising plan this would mean that the project would not be able to commence before December 2016.

However, with the exception of events, Ms Zadravec advised funders generally do allow the applicant to commence the project once the application has been submitted. The risk exists that the application(s) would be declined however as the Board has sufficient reserves this risk may be acceptable. It should be noted that projects that have been commenced or completed prior to an application being heard can sometimes be considered a lower priority by funders. The specific requirements of individual funders were outlined to the Board.

At this point Ms Zadravec outlined comments relating to how the shortfall will be covered.  This included;

       All funders ask how the shortfall will be covered should they not approve the grant, and a credible answer has to be provided to this question that demonstrates the need for funding but also shows that the project won’t be doomed without the grant in question. The suggested response to this question is:

       The Board holds reserves that were tagged for the development of this recreational area, including the development of a new pump track, improvements to the rest area and the extension of the existing skatepark. Should there be a shortfall the pump track and rest area will be prioritised; all available funding will be applied to the completion of these elements of the project and the skatepark extension will be postponed and other funding sought for it.

Staff sought a direction from the Board on the above.

Ms Zadravec recommended that an application to the Community Trust of Southland is made as soon as possible, no later than early June. Notwithstanding the implications for Lottery funding, this would allow the project to commence early in winter as is the Board’s wish. Having the outcome of this application would be very helpful in the preparation of other applications as it will remove the guesswork about the level of funding still required. Upon receiving the outcome from the Community Trust, the Board has the option to reconsider the funding situation and possibly decide to forgo further funding applications and fund the shortfall from reserves in order to complete the project before spring.

It was further noted Venture Southland staff are available to make the application to the Community Trust of Southland once the alternative quote(s) have been obtained by the Board.

In discussing the report members enquired as to the number of quotations that have been received.  The Community Engineer advised one quotation has been received, and one company would only consider the work if they could quote for the whole job which would not include any donated materials or labour, and the remaining company has never replied to the invitation to quote.

Members requested this information be formally advised to Venture Southland staff for inclusion in any funding application.

Members considered the Meridian Manapouri Community Fund be applied for as it is the Board’s desire to pursue all funding options for the pumptrack and skatepark upgrade, however would be prepared to underwrite the pumptrack if there was a need for such.

 

 

Resolution

Moved Member Matheson, seconded Member Deaker 

That the Te Anau Community Board:

a)    Receives the report titled “Venture Southland report re pump track Te Anau - funding considerations” dated 11 May 2016.

 

b)    Provides direction on how to address the question about the funding shortfall as per point 16 in the report.

 

c)    Confirms that Venture Southland is to prepare and submit an application to the Community Trust of Southland  and the Meridian Manapouri Community Fund as suggested in points 21/22 in the report.

 

d)         Requests the Community Engineer to provide to the Community Development Planner written confirmation in regard to quotations sought by potential providers including the lack of response to same.

 

 

 

 

7.6

Bylaw Review Process

Record No:    R/16/4/5211

 

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 Greaney, seconded Cr Kremer 

That the Te Anau Community Board:

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

 

 

7.7

Draft Unmanned Aerial Vehicles Policy

Record No:    R/16/4/5660

 

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 of the lakefront that could be affected by the use of unmanned vehicles however it was felt that the Policy covers any possible  affected areas in the Te Anau township.

 

 

 

Resolution

Moved Cr Kremer, seconded Member Deaker 

That the Te Anau 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.

 

 

7.8

Remuneration for Chairs and Members of Community Boards

Record No:    R/16/5/6277

 

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

 

Ms Marrah outlined that 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.

 

Ms Marrah advised that at the Council meeting on 27 August 2016, Council has approved the Authorities proposed remuneration rates for all elected members, including Community Board chairs and members and as a result, remuneration levels  are proposed to increase by 2.5% for all Southland District Council elected members from 1 July 2016.

 

 

Resolution

Moved Member Greaney, seconded Cr Kremer 

That the Te Anau Community Board:

a)         Receives the report titled “Remuneration for Chairs and Members of Community Boards” dated 2 May 2016.

 

 

 

8.1

Update Reports

Record No:    R/16/5/7185

 

Tourism and Events

 

       Preparations underway for the anticipated growth for next tourist season.

       Haast Hollyford Highway public meeting.

 

 

 

Fiordland Trails Trust

 

       Official opening 26 June 2016 for legs one and two of stage one.

       Formation of Cycle Fiordland Group to establish connectivity and signage for the town and area as a whole.

       Cycle Fiordland group wish to seek clarification as to the $10,000 funding i.e. when it becomes available, how to access it and purpose for use of these funds.  Community Engineer to investigate this matter.

 

8.2                  

Councillors Report

 

Councillor Kremer reported on activities from the District Council tabled;

 

       Community Conversations meeting

       Te Anau Wastewater Discharge Project Committee site visit to Wanaka

       Memorandum of Understanding between Te Anau Wastewater Discharge Project Committee and Fiordland Sewerage Options Inc developed prior to mediation which is scheduled to be held in June.

 

 

 

Public Excluded

 

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

Resolution

Moved Cr Kremer, seconded Member Greaney 

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  Rent Review - Real Journeys Licence to Occupy Road Reserve, Te Anau

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

Rent Review - Real Journeys Licence to Occupy Road Reserve, Te Anau

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

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.

 

That the staff be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items Mayor Tong, R Capil, K McNaught, S Moran, T Hurst, N Lewis, J Labruyère because of their knowledge on Real Journey’s rent review.  This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

The public were excluded at 3.25pm

 

RETURN TO OPEN MEETING.

 

The Board returned to Open Meeting at this point.

 

 

3.30pm                                               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 Te Anau Community Board HELD ON 25 MAY 2016.

 

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

 

 

 

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

 


sdclogo

 

 

Tuatapere Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Tuatapere Community Board held in the Waiau Town & Country Club, 41 King Street, Tuatapere on Tuesday, 5 July 2016 at 6pm.

 

present

 

Chairperson

Justin Lewis

 

Deputy Chairperson

Ann Horrell

 

Members

Stephen Crack

 

 

David Norman

 

 

Margaret Thomas

 

Councillor

George Harpur

 

 

IN ATTENDANCE

 

Community Engineer

Leighton Hare

 

Committee Advisor

Alyson Hamilton

 

 


1          Apologies

 

Moved Member Crack, seconded Member Horrell and resolved:

That the Tuatapere Community Board accept the apology lodged by Member Sanford.

 

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 members of the public seeking speaking rights in the Public Forum section of the meeting.

 

5          Extraordinary/Urgent Items

 

Moved Member Horrell, seconded Member Norman and resolved:

That the Tuatapere 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:  Nomination for SDC Community Services Award – (Public Excluded Item)

 

6          Confirmation of Minutes

 

Resolution

Moved Member Norman, seconded Member Horrell  and resolved:

That the minutes of Tuatapere Community Board meeting held on 24 May 2016 be confirmed as a true and correct record.

 

Reports

 

7.1

Action Sheet

Record No:    R/16/6/9587

 

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

 

Issues arising from the Action Sheet included;

 

Tuatapere Promotions

 

The Chair reported on discussions held at an informal meeting of the Board in regard to a communication received from the Tuatapere & Districts Promotion Group regarding the issue of freedom camping in Tuatapere.

Members felt that at the time the Freedom Camping Bylaw was under review in August 2016 the formal decision of the Board was made taking into consideration the public reaction in opposition to freedom camping within the township and that if the Promotions Group wish to progress this matter then that group need to canvas support within the community to be able to submit when the bylaw is under review.

 

Members commented that in regards to Freedom Camping within the township the public are able to liaise with the Waiau Town & Country Club where their car park is available for self-contained vehicles.

 

 

Resolution

Moved Member Crack, seconded Member Thomas  and resolved:

That the Tuatapere Community Board:

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

 

b)           Requests staff advise the Tuatapere & District Promotions Group that the that the formal decision of the Board was made taking into consideration the public reaction in opposition to freedom camping within the township and that if the Promotions Group wish to progress this matter then that group need to canvas support within the community and subsequently prepare a submission when the Freedom Camping Bylaw is under review.

 

7.2

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

Record No:    R/16/5/7887

 

Works & Finance Report for the period ended 31 May 2016 prepared by Leighton Hare, Community Engineer, was tabled.

 

The Board was informed as follows;

·                    Aerial photographs of Greenheart 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.

·                    Some of the signs relating to the Dog Control Bylaw have been installed. This includes signage at the Domain, prohibiting dogs from entering the main rugby field and one at the southern town entrance.  Further signage will be erected in due course.

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

The Community Engineer responded to a query regarding mileage claims advising this budget is available for members attendance at council related meetings.

 

 

Resolution

Moved Member Thomas, seconded Member Horrell  and resolved:

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.

 

Updates

 

8.1

Chairman's Report

 

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

 

§  Attendance at CB/CDA Chairperson’s meeting

§  Attendance at Todd Barclay meeting

§  Attendance at Tracks meeting

§  Attendance at Community Conversations meeting

 

8.2

Areas of Responsibilities

 

Members provided updates on their respective portfolios as follows;

 

§  Member Norman advised of the proposed removal of trees at Elder Park.

 

§  Member Norman informed that he has been working with Property staff in regards to clarifying ownership of the area of land adjacent the rugby club which belongs to the recreation reserve. Staff have noted this on file.

 

§  Member Thomas reported of an issue with the Hall key, currently located at the Dairy, which is not always open therefore difficult for users to obtain the key. To solve this Member Thomas advised of providing a key to the more regular users.

 

§  Member Horrell expressed appreciation to Members for their attendance at the recent Tracks meeting.

 

8.3

Councillor's Report

 

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

 

§  Annual Plan approved

§  Cycle Trail update

§  Forestry Inspection

§  Heritage Funding

§  Building of the Catlins toilet block deferred to next year

 

Cr Harpur expressed appreciation to all the Members for their assistance over the previous three years and wished everyone well in the ensuing elections.

 

C10.0  Public Excluded

 

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

Resolution

Moved Member Horrell, seconded Member Norman  and resolved:

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

 

C10.1  Nomination for SDC Community Service Award – (Public Excluded Item)

 

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matt