Agenda of Edendale-Wyndham Community Board

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Edendale-Wyndham Community Board

OPEN MINUTES

Minutes of a meeting of Edendale-Wyndham Community Board held in the Wyndham Memorial Hall,, Balaclava Street,, Wyndham on Tuesday, 2 August 2016 at 7.30pm.

present

Chairperson	Pam Yorke
Deputy Chairperson	Denise Fodie
Members	Lindsay Donald
	Dean Rabbidge
	Andrew Roy
	Nathan Stewart

IN ATTENDANCE

Councillor Keast, Committee Advisor Fiona Dunlop, Community Engineer Kushla Tapper and Community Partnerships Leader Michelle Stevenson.

1 Apologies

An apology for absence was received from Councillor Duffy and an apology for lateness was received from Dean Rabbidge.

Moved Chairperson Yorke, seconded Member Stewart and resolved:

That the Edendale-Wyndham Community Board accept the apologies.

2 Leave of absence

There were no requests for leave of absence.

3 Conflict of Interest

Nathan Stewart advised that he had a conflict of interest in relation to item 7.1 Venture Southland Report - Wyndham District Community Pool Business Plan.

4 Public Forum

There was no public forum.

5 Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

(Denise Fodie joined the meeting at 7.32pm.)

6 Confirmation of Minutes

Resolution

Moved Chairperson Yorke, seconded Member Donald and resolved:

That the Edendale-Wyndham Community Board minutes of the meeting held on 24 May 2016 are confirmed as a true and correct record of that meeting.

Reports

7.1	Venture Southland Report - Wyndham District Community Pool Business Plan Record No: R/16/7/10984
	Tina Harvey – Venture Southland Community Development Planner was in attendance for this item. Mrs Harvey advised that the purpose of the report was to present the Wyndham District Community Pool Business Plan. This is in response to a request by the Edendale-Wyndham Community Board from their meeting held in July 2015 and the subsequent letter to the Wyndham District Community Pool Incorporated dated 19 August 2015. The Board noted that at their meeting on 28 July 2015, Venture Southland provided a report titled Venture Southland Report – Community Pool Rating Request Update. This report was a summary of information supplied by both the Wyndham District Community Pool Incorporated and the Edendale Community Pool Society. They also noted that at the July 2015 meeting a resolution was passed requesting that the Wyndham District Community Pool Incorporated submit an updated Business Plan in July 2016 following the end of their financial year. This was required to enable the Board to view two years of pool operation and associated financial information. (During discussion on the item Dean Rabbidge joined the meeting at 7.54pm.)

	Resolution Moved Chairperson Yorke, seconded Deputy Chairperson Fodie recommendations a to c, d with changes (as indicated) and e with an addition (as indicated) and resolved: That the Edendale-Wyndham Community Board: a) Receives the report titled “Venture Southland Report - Wyndham District Community Pool Business Plan” dated 26 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) ~~Considers a one off grant to the Wyndham District Community Pool Incorporated.~~ d) Approves a one off grant to the Wyndham District Community Pool Inc for the 2016/2017 financial year on the provision of an invoice for non-operating costs up to $1000 (GST excl). e) Requests Venture Southland to work alongside Southland District Council staff to investigate possible options for ongoing financial support for the Wyndham Community Pool.

7.2

Financial Implications of the Edendale Community Centre Project not proceeding

Record No: R/16/6/9646

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

Miss McNamara advised that the purpose of the report was to provide the Edendale-Wyndham Community Board with information on the funds held in the Edendale Community Centre Operating Reserve and Edendale Hall Grant upgrade Reserve. This includes the processes to advise the Southland District Council Allocations Committee (Financial and Reserve Contribution Fund) that grant funds received are no longer required and how interest and Edendale Hall rates received can be used for other purposes.

The Board noted that following considerable investigation the decision was made at the Board’s meeting on 22 March 2016 that they no longer wished to explore the provision of a community centre to be located in Edendale.

Miss McNamara also advised that at 30 June 2015 there was $272,323 held in reserves relating to the Edendale Hall which are a combination of grants received towards the capital project ($127,600), along with rates received over the years and interest paid on the reserves (totalling $144,723).

The Board also noted that in addition to the reserves the Southland District Council Allocations Committee (Financial and Reserve Contribution Fund) has $200,000 tagged for the completion of the community centre project. With the decision to no longer pursue the option of a community centre in Edendale any grants received for the specific completion of this project will need to be returned to the funder.

Miss McNamara further advised that the rates collected must be used for the purpose they were collected and a resolution of Council is required to use rates for other than what they were collected for.

Resolution

Moved Member Roy, seconded Member Rabbidge and resolved:

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Financial Implications of the Edendale Community Centre Project not proceeding” dated 26 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) Agrees to advise the Southland District Council Allocations Committee by way of memorandum that the Edendale-Wyndham Community Board is no longer pursuing the community facility and that the funds held for this purpose are no longer required.

e) Delegates the Chairperson of the Edendale-Wyndham Community Board the authority to sign the memorandum to Southland District Council Allocations Committee.

7.3

Disposal Edendale Town Hall Property

Record No: R/16/6/8726

1 The Board noted that the purpose of the report was for the Edendale-Wyndham Community Board to consider whether the Edendale Public Hall property is surplus to requirements and make the relevant recommendation to the Southland District Council.

The Board at its meeting in August 2014 resolved to close the Edendale Hall for public use and following that decision, ongoing discussions have been held within the Community regarding the location and type of facility needed for the future.

Also resolved at the March 2016 meeting were the decisions that it did not wish to pursue the Rugby Club option and also not to explore other sites or options for the provision of a community centre facility located in Edendale.

The Board further noted that a decision must be made as to the future of the existing Edendale Hall property including the existing building.

Resolution

Moved Deputy Chairperson Fodie, seconded Member Rabbidge and resolved:

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Disposal Edendale Town Hall Property” dated 26 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.

d) Recommends to the Southland District Council that the existing
Edendale Public Hall property which includes the existing hall building and described as Allotment 53, DP 106 and Lot 2, DP 5626 and contained in CFR’s SL80/37 and SL216/59 are surplus to requirements and should be disposed of.

7.4

Submissions from the Annual Plan 2016-2017

Record No: R/16/7/10883

The Board noted that the item has come to the Board as part of the follow up from the Annual Plan submission process.

They also noted that during deliberations on the Annual Plan, Council made a recommendation to forward submitters project suggestions to the relevant Community Board or Community Development Area Subcommittee for their follow up and investigation if considered viable and appropriate.

The submission that the Board were asked to receive was from Rodney Leitch with a suggestion for the use of the old BNZ buildings in Wyndham.

Resolution

Moved Member Roy, seconded Deputy Chairperson Fodie and resolved:

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Submissions from the Annual Plan 2016-2017” dated 26 July 2016.

7.5

Letter from Chair to Group Manager Services and Assets - Contractor Issues

Record No: R/16/6/8751

The Chair advised the Board that she had not received a response from the Group Manager Services and Assets to her letter of 4 June 2016.

Community Engineer Kushla Tapper advised the Board that other contractors can be requested to do other work if the main contractor for the area is unable to complete the task.

Resolution

Moved Chairperson Yorke, seconded Member Donald and resolved:

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Letter from Chair to GM Services and Assets - Contractor Issues” dated 17 June 2016.

7.6

Elected Members' Expense Reimbursements and Allowances

Record No: R/16/7/10207

The Community Board noted that the report was to inform them of recent changes to the Southland District Council Elected Members’ Remuneration and Reimbursements Policy which was adopted by Council at its meeting on 8 June 2016 and effective from 1 July 2016.

Resolution

Moved Deputy Chairperson Fodie, seconded Chairperson Yorke and resolved:

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Elected Members' Expense Reimbursements and Allowances” dated 26 July 2016.

7.7

Works and Finance Report to Edendale/Wyndham Community Board for the period ended 30 June 2016

Record No: R/16/5/7858

Kushla Tapper – Community Engineer was in attendance for this item.

Mrs Tapper advised that:

· The felling of the old Macrocarpas commenced on Memorial Drive Wyndham, outside the Golf Club on Monday 18 July 2016 and was almost complete at the time of the meeting.

· A short section of hedge along Raglan Street, opposite the police station was also removed as part of the tree felling as the hedge was unable to be topped this season due to wet ground, and was causing ongoing icing and shading issues.

· Stormwater is an ongoing issue for Edendale and Wyndham. As a result the “Three Waters” Department is working with the Community Engineer to devise a long term strategy to improve the outfall issues at Wyndham. In the short term, this involves further CCTV, water blasting more lines and some root cutting of infiltrated lines near the intersection of Cardigan Road and Balaclava Street in Wyndham. It is hoped that this will resolve the repeated flooding issues occurring on Nightingale Street, particularly near number 31. Stormwater Reserves will be used to fund this necessary work.

· There has not been a repeat flooding event at “Little Ones” on Ferry Road, Edendale since the soak hole was installed at the back of the property. The soak hole was dug by Caldwell Contracting, to handle the overflow coming from their gravel yard, into to other low lying properties. Council has obtained prices to install a concrete lined soak hole at the road edge of the day care centre, if necessary. The cost for this work in full is approximately $5,000. It is believed that a new soak hole would clog up with silt within 3 years, requiring extensive cleaning/re-drilling. Alternative ideas are being evaluated, such as a planted soakage field into the reserve across the road. There are obvious concerns regarding water quality when working close to an old rubbish dump, which are being carefully considered.

· Prices have been obtained from three contractors to paint the traffic islands/kerbs in Wyndham and that each contractor was asked to provide two price options, with different extent of works.

The map below advises of the traffic islands to be painted in Wyndham as per the options:

Option 1 = sites A-D.

Option 2 = sites A – E (E being three large traffic islands along Florence Street)

The prices received for the options were as follows:

Contractor	Option 1	Option 2
Fulton Hogan	$1,220	$1,808
Work Scheme	$3,035	$4,385
McDonough’s	$5,643	$12,865

All three contractors allowed for appropriate traffic management and brushing the kerb prior to paint application. The areas were all sprayed in June 2016, so that any lichen/moss currently growing will have time to die before painting in mid to late spring. Work Scheme had also specifically allowed for trimming of vegetation where plants were overgrown.

· At the May 2016 meeting there was an update regarding the condition rating of the footpaths in the entire Southland District Council network. All hard surface (not gravel) footpaths were rated from 1 (near new condition) to 5 (poor, unsafe condition). The rating applied to a street length of path, on each side. Other comments such as overgrown trees, potholes etc were noted, where these resulted in a significant disruption to the use of the path.

The following is a summary which applies for Edendale and Wyndham footpaths:

Total m² of path rated	44,441
m² Grade 4	1,111	3%
m² Grade 3	12,437	28%
m² Grade 2	27,346	63%
m² Grade 1	3,156	7%

There were no paths rated as a Grade 5 but the following sites were noted as Grade 4:

Township	no	Start	End	Side	Length	Total Area	Material	Age	Comment
EDENDALE	HUNTER ST	11	193	Left	182	491.4	Asphalt	31
WYNDHAM	ALMA ST	1021	1149	Left	128	179.2	Concrete	41	Trip hazard greater than 20mm Slabbing of concrete footpath section Overgrown vegetation on path Cracking/severe cracking
WYNDHAM	FLORENCE ST STH	296	364	Left	68	122	Concrete	36	Trip hazard greater than 20mm Slabbing of concrete footpath section Cracking/severe cracking
WYNDHAM	MALTA ST	16	111	Left	95	161	Concrete	32	Overhead vegetation blocking use of path Cracking/severe cracking
WYNDHAM	REDAN ST	232	337	Right	105	157.5	Concrete	26	Trip hazard greater than 20mm Slabbing of concrete footpath section Cracking/severe cracking

Information contained in the condition rating report, advised that there is approximately 600m² of significantly cracked concrete path, over four sites. An example of cost is a 98m² section of Scutari Street (Wyndham) footpath which was replaced with 100mm thick reinforced concrete and the approximate cost equated to $140/m². The cost of a 600m² area would be an approximate expectation cost around $120/m² for concrete replacement at 75mm thick. The total would equate to approximately $72,000. With current budgets of $20,000/year for issue in biannual packages, this would have to be split into two contracts over 4 years.

As a result of cost for concrete replacement, it is worth considering that replacement of existing concrete paths with a chip seal footpath in most residential streets. There is not the full life expectancy of concrete due to street trees causing tripping hazards, and the original base and concrete layers were not thick enough. This option would significantly reduce the replacement cost per m².

The condition rating report should be used for establishing a maintenance programme initially dealing with the worst hazards such as trip hazards and slabbing. By dealing with these hazards, the condition rating may well improve at the next assessment round and then a long term renewal plan can be developed.

It would be prudent to focus on significant repairs first, before wholesale a renewal and still utilising the renewal funding that has been rated for.

The following table summarises the key reasons for significant budget variances, as per the financial tables contained in the officer’s report:

Business Unit	Tracking	Comments
Administration	Income under Expense over	Interest on reserve is added at the end of the financial year, not shown in these figures. Salaries were higher than the budgeted value. This will reoccur for 2016/2017 also.
Operating Costs	Expense under	Approximately $3,000 underspend available to offset overspend in Beautification.
Street Works	Expense under but ok.	Slight underspend on general maintenance and rubbish collection. Remaining budget can be added to capital reserve for footpath renewals and maintenance.
Beautification	Expense is over	Overspent by $2,600 on spraying and hedge work. Offset by underspend in Operating Costs.
Recreation Reserves	Income over	$4,000 of “general recoveries” received, not budgeted for.
Playgrounds	Expense under	Underspend will help rebuild reserve that was used to fund last year’s work.
Edendale Cemetery	Income and Expenses over	There have been a lot of burials at this cemetery recently, more than the predicted number for the full year. Additional expenses also incurred with hedge / fence replacement and noxious control within the forest plantation. Overall deficit = $4,750, which will be 50% ward funded.
Wyndham Cemetery	Income and Expenses under	There have been fewer burials at this cemetery than the predicted number for the year. Overall deficit of $980.
Edendale Hall -	Income is under Expense is over	$78,346 was budgeted for Grant income, however the project was cancelled. $3,300 was spent on ‘professional services’, before project was officially cancelled..
Wyndham Camp Ground	Income and Expenses under	Lower turnover than budgeted. Overall surplus of $1,100.
Stormwater Drainage	Income is under and Expense is over	~60% of income is “interest on reserves”, which is received at the end of financial year. The interest had been budgeted to roll into general reserve. Due to culvert collapse in Wyndham, September 2015, this allocation has been used.

As noted in the table below which shows all of the projects that were planned for Edendale and Wyndham in 2015/2016.

Activity	Project Name	Type	Year	Budget	Status	Officer’s Comment
Community Centres	Edendale Community Centre upgrade	LOS	15/16	$500,000	Deleted	Community Board deleted this project.
Community Housing	Exterior and roof repaint of house	MAINT PLAN	15/16	$13,000	Complete	Completed March 2016.
Community Housing	Exterior and roof repaint	MAINT PLAN	15/16	$15,000	Tender	Quotes collected and awaiting authority to proceed.
Public Conveniences	Edendale Seaward Road Toilets	MAINT PLAN	15/16	$8,000	Complete	Completed March

The Board noted the table below outlines the balance of Development and Financial Contributions for the Edendale and Wyndham communities to 30 June 2015 plus any amounts invoiced for this financial year to date. Spending of these funds is considered by Council staff when projects are in the planning stage. Once identified as a potential funding source for a project, confirmation from the Group Manager - Services and Assets is sought before undertaking the project to ensure that the relevant policy and legislative requirements are met.

Edendale Reserves Contributions	$12,369
Wyndham Reserves Contributions	$2,982

Resolution

Moved Deputy Chairperson Fodie, seconded Member Roy and resolved:

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Works and Finance Report to Edendale/Wyndham Community Board for the period ended 30 June 2016” dated 26 July 2016.

b) Resolves to proceed with Kerb Painting in Wyndham, Option 2, to Fulton Hogan, after vegetation is trimmed back by another contractor.

c) Resolves to proceed with high priority footpath repairs (eg significant tripping hazards), utilising the renewals budget.

7.8	Update on Request for Proposal to Lease Wyndham Camping Ground, 135 Cardigan Road Record No: R/16/7/10821
	Kushla Tapper – Community Engineer was in attendance for this item. Mrs Tapper advised that the purpose of the report was to inform the Board of the process that has been undertaken regarding the potential to lease the Wyndham Camping Ground to a private entity and to seek the Board’s direction or approval for the next step in the process. The Board noted that the Wyndham Camping Ground had been operated by the Wyndham Community Board (and now the Edendale-Wyndham Community Board) for some time. The grounds have been managed in a very simple manner, with a paid custodian to arrange bookings, accept payments and clean the facilities. Advertising and promotion as a business has been minimal, as this is not a core activity for a Community Board. Mrs Tapper also advised that historically, the Camping Ground required a significant subsidy from the Wyndham township rate. For the past three years, the Camping Ground following some significant improvement work to the ablutions block, and a reduced cost for the mowing maintenance contract has essentially enabled it to break even. The Board noted that they had requested that the Camping Ground be offered publicly for lease as a business, to gauge interest and reduce the rate burden for local ratepayers. A Request for Proposal (RFP) was prepared and advertised in June 2016. Six people requested copies of the RFP. Five individuals are based in Wyndham, one is based in Australia. Only one proposal was submitted by an interested party. A copy of the RFP (version 2) and the proposal from James Garthwaite were attached to the Officer’s report.

	Resolution Moved Member Rabbidge, seconded Deputy Chairperson Fodie and resolved: That the Edendale-Wyndham Community Board: a) Receives the report titled “Update on Request for Proposal to Lease Wyndham Camping Ground, 135 Cardigan Road” dated 26 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) Initiate negotiations with James Garthwaite, for the lease of the Wyndham Camping Ground (via the Community Engineer and the Property Team). e) Request that officers report back to the Board for final approval of the lease agreement, once negotiated.

7.9

Action Sheet - Edendale-Wyndham Community Board

Record No: R/16/7/11718

The Board noted that various issues on the action sheet had been finalised.

These included the Strategic Property Manager reporting to the Board on the Edendale Hall disposal and the Community Engineer reporting on Wyndham tree felling and the Wyndham Camping Group request for proposal.

Resolution

Moved Chairperson Yorke, seconded Member Roy and resolved:

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Action Sheet - Edendale-Wyndham Community Board” dated 26 July 2016.

Committee Reports

8.1

Southland District Council Bylaw and Policy Consultations

Record No: R/16/7/11706

The Chair advised the Board that here were numerous bylaws and policies that had been open for consultation and were now closed

8.2

Portfolios

Record No: R/16/6/8769

Updates were given for the following items from Community Board members.

· Edendale Hall/Memorial Hall Wyndham/Community Centre

The Chair advised that quotes have been received the asbestos on the back wall of the Wyndham Hall, replacement of the fluorescent lights with LEDs and the repainting of the interior.

· Resource Management

Nothing to report.

· Factory Liaison

Nothing to report.

· Emergency Management

Nothing to report.

· Reporting to Ensign/Edendale Informer/Wyndham Messenger

Denise Fodie advised that there were numerous matters to report in the locally received communications. The main items to be reported would be about the Hall and the Wyndham Pool.

· Edendale Pool

Nothing to report.

· Edendale Wyndham Community Health Trust

It was reported that there is a vacant space at the Centre.

· RSA Scholarship

It was reported that the Trust have received applications, which have been finalised.

8.3

Chairperson's Update

Record No: R/16/6/8770

Pam Yorke updated the Board on various issues. She advised that Council had received communication from the lessees of the Baltic Street land.

Councillor's Report

9.1

Councillor's Report

Record No: R/16/6/8771

The Chair on behalf of Cr Duffy advised that he had attended the recent LGNZ Conference held in Dunedin along with Cr Keast.

Also advised was:

· That there is concern regarding the Governments proposal to amend the Local Government Act to enable the Local Government Commission to have power over aspects of a Council service delivery and is being forwarded without consultation. Invercargill City Council has taken out a page in the Southland Times to explain the situation.

· That Southland District Council won the Local Government Excellence Award for Best Practice in the Infrastructure Management category. The award was through cooperation with Fonterra and the Roadroid programme.

· That the Pre-Election report has been released.

· That a strategic plan for the District Libraries is being worked on following the review that was carried out earlier in 2016 to align the libraries and service centres with the Communities to support the local residents.

· Tha Council is working on potential changes for Wyndham and the Stewart Island library and support services to provide a consistent services and future proof it to benefit the communities.

9.2

Next Meeting

Record No: R/16/6/8772

The Board noted that the next meeting is to be held on Tuesday 27 September at 7.30pm in the Bistro at the Pioneer Tavern, Ferry Road, Edendale.

The meeting adjourned at 9.41pm. CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON TUESDAY 2 AUGUST 2016.

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

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

Edendale-Wyndham Community Board

27 September 2016

AGREEMENT FOR LEASE[KT1]

WYNDHAM CAMPING GROUND

AGREEMENT made this day of 2016

BETWEEN the Southland District Council a body corporate under the Local Government Act 1974 (hereafter called “the Lessor”) of the one part

AND James Garthwaite of “Southern Style Adventures” (hereafter called “the Lessee”) on the other part

WHEREBY the Lessor in exercise of its powers under Section 54(1)(a) of the Reserves Act 1977 agrees to lease and the Lessee agrees to take a lease of the land described in the Schedule hereto for the purposes of a Camping Ground UPON AND SUBJECT to the following covenants conditions and provisions as set out herein PROVIDED HOWEVER that if any provisions set out in the said Schedule shall be in conflict with any of the following covenants conditions powers and provisions the provisions of the Schedule shall prevail.

SCHEDULE

LOCATION: 135 Cardigan Road, Wyndham.

LAND [KT2] : Lot 1 DP 4536

AREA: 0.8043 hectares more or less.

TITLE REFERENCE: Gazette 1953 page 593 Southland District Council as a Recreation Reserve.

TERM: Three years commencing on 1 November 2016.

RIGHTS OF RENEWAL: For a further two terms of three years each.

RENTAL: $500 per calendar month GST exclusive.

RENT REVIEW: Three yearly from the date of commencement (such as may be agreed).

USE OF LANDS: The Lessee shall be permitted to use the land the subject of this lease for a Camping Ground and associated activities.

THE LESSEE agrees with the Lessor as follows:

1. THAT the Lessee shall at all times in respect of the said lands and all parts thereof comply with all acts regulations and bylaws for the time being in force with reference to such lands and with all lawful requirements of all public bodies and authorities and the inspector or other officer or officers appointed or acting under such regulations or bylaws and will execute all works directed or required in respect of the said lands under the said acts regulations or bylaws but nothing herein contained shall require the Lessee to effect any structural alterations additions or repairs.

2. THE Lessee shall comply with all conditions of any consents required to be granted pursuant to the Reserves Act 1977, the Resource Management Act 1991, the Building Act 1991 or any other consents required to be given under any Act of Parliament or Bylaws of any authority having jurisdiction in the area which the land is situated.

3. THE Lessee will at all times during the term keep the land, all buildings, fences, , gates, enclosures and other structures and improvements now erected or made or which may hereinafter be erected or made on the land or on the boundaries thereof in good repair order and condition. Minor maintenance items such as stove elements, light switches, power sockets, broken taps etc shall be the responsibility of the Lessee. Major works such as refurbishments, renewal of structures, significant failures in equipment etc shall be the responsibility of the Lessor.

4. THE Lessee shall permit any person or persons appointed by the Lessor to inspect the lands and all buildings erections and installations and the Lessee will immediately comply with all directions from the Lessor.

5. THE Lessee shall pay unto the Lessor the rent hereinbefore reserved at the time and in the manner prescribed in the said Schedule free of exchange and all other deductions.

6. THE Lessee shall pay and discharge all existing and future power and telephone charges, duties, impositions and outgoings whatsoever (excluding rates, camp registrations and licence fees) imposed upon the said lands and every part or parts thereof during the said term.

7. NOTHING contained or implied in this lease shall be deemed to confer on the Lessee any right to acquire the fee simple in the said lands.

8. THE Lessee shall not at any time during the said term assign, sublet, mortgage or otherwise dispose of his interest or any part thereof in the Lease without the consent in writing of the Lessor. Such consent shall not be unreasonably or arbitrarily withheld.

9. THE Lessee will not erect any buildings or other significant structures on the said land without the prior consent in writing of the Lessor. Such consent shall not be unreasonably or arbitrarily withheld.

10. THE Lessee will not erect or display or permit to be erected or displayed any hoardings or advertising matter of any description on the said lands or on the building without the written consent of the Lessor. Such consent shall not be unreasonably or arbitrarily withheld.

11. THE Lessee will not do or permit or suffer anything to be done in or upon the land and any buildings thereon or any part or parts thereof which may be or become a nuisance or annoyance or cause damage or inconvenience to the Lessor or to the owners or occupiers of any neighbouring land or lands.

12. THAT the Lessor shall not be liable for any accident, injury or damage suffered by or caused to any property or person arising out of or by reason of the use of the said lands by the Lessee or during the course of construction or alteration of any building or improvements on the said land by the Lessee and the Lessee shall indemnify and keep the Lessor indemnified from and against all actions, suits, claims, costs and demands howsoever arising out of the use of the said land by the Lessee, its members, licensees, invitees, servants, workmen or otherwise.

13. THAT the Lessee will during the said term use the said land only for the purposes of the business detailed in the said Schedule and for other purposes reasonably incidental thereto and if at any time the Lessor is of the opinion that the lands leased are not being used or is not being sufficiently used for the purpose specified in the schedule the Lessor after making such enquiries as the Lessor thinks fit and giving the Lessee an opportunity of explaining the usage of the lands leased and if satisfied that the lands leased are not being used or is not being sufficiently used for the purposes specified in the Schedule may terminate the lease on such terms as the Lessor deems appropriate.

14. THAT the Lessee shall be responsible for the maintenance of the ground including tracks and paths of the said lands provided however that the Lessor may agree if and when requested to do so by the Lessee for its agents or workmen to undertake maintenance work at the grounds with any such maintenance work to be charged out to the Lessee at cost.

16. THAT the Lessor will continue to insure the said buildings against loss by fire, earthquake and inadvertent damage caused without any fault or negligence on the part of the Lessee.

17. THAT the Lessee will keep and maintain in good order and condition all surface water drainage and electric connections to buildings situated on the land. Maintenance of underground services shall be the responsibility of the Lessor, unless it is otherwise proved that activities undertaken by the Lessee have significantly contributed to their failure.

18. THAT the Lessee shall mow the camping ground and ensure that the surroundings are kept clean tidy and litter free, and keep clean and clear from weeds and keep open all creeks drains ditches and watercourses upon the said land provided that if there is a breach of this covenant the Lessor may do any work necessary to remedy the breach and charge the Lessee the reasonable cost of the work.
Currently there are 4 x Red lid (Rubbish) and 2 x Yellow lid (Recycling) Wheelie Bins that are included within the rates account. If the Lessee requires additional bins at the grounds, the 2016/2017 price is $142.54 including GST per annum.

19. THAT the Lessee shall undertake all construction and development on the site at this own cost.

20. THAT all camping activities must be undertaken in accordance with the Camping Ground Regulations 1985.

THE LESSOR agrees with the Lessee as follows:

21. The Lessee paying the rent and performing and observing all the covenants and agreements herein expressed and implied shall quietly hold and enjoy the land throughout the term without any interruption by the Lessor or any person claiming under the Lessor.

22. ALL or any of the powers and functions exercisable by the Lessor under these covenants and conditions may from time to time be exercised by the Chief Executive of the Lessor or by any persons authorised in that behalf by the Chief Executive.

23. THE LESSEE shall not be liable to contribute towards the cost of erection and maintenance of boundary fencing.

24. THAT all said camp fees and related charges (e.g. coin operated shower and dryer income) collected shall be retained by the Lessee for his/her own use and benefit absolutely. Donations received for use of the Campervan Dump Station shall be held by the Lessor, for use in Campervan related activities.

IT IS MUTUALLY AGREED by and between the parties as follows:

25. THAT the covenants and provisions implied in leases by the Property Law Act 1952 shall not be implied herein.

26. THAT this Lease agreement may be cancelled by the Lessor if the Lessee fails to pay rent for more than 2 months, or breaches any conditions of the Lease. The Lessor shall give written notice to the lessee, specifying the breach or default and specify the time in which the breach or default shall be remedied (minimum 30 days). Failure to remedy in stated time shall result in cancellation of the Lease agreement. The Lessee shall remain liable for rent and expenses until the cancellation date and the Lessee shall not be entitled to compensation for any improvements effected by the Lessee on the said land. The Lessee shall leave the said land in a clean and tidy state to the satisfaction of the Lessor.

27. IF any buildings on the said lands are destroyed or so damaged as to be rendered untenantable, unfit for habitation, or for carrying on the business of the Lessee, then the term hereby created shall cease. The Lessee remains liable for rent accrued to the day of such cessation.

28. THAT in the event of the Lessee wishing to surrender this Lease during the currency of the term such surrender shall be accepted by the Lessor.

29. UPON the expiration or sooner determination of this Lease the Lessee shall not be entitled to compensation for any improvements effected by him. However, if appropriate, the Lessee may remove all improvements effected or purchased by him or sell them to an approved incoming Lessee.

30. nothing in the foregoing provisions shall exclude or restrict the right of the Lessee to obtain relief against any forfeiture or determination of the lease or of its rights to a renewal thereof in the same case and on the same conditions as if the lease had been granted otherwise than in the execution of statutory powers in that behalf.

31. THAT in the case of any difference or dispute arising as to any clause matter or thing herein contained or implied or as to the construction hereof or arising in any way in respect of this Lease such difference or dispute shall be referred to the arbitration of two independent persons one to be chosen by the Lessor and the other to be chosen by the Lessee and an umpire to be chosen by the arbitrators before entering upon the consideration of the matters submitted and every such reference shall be deemed a submission to arbitration within the meaning of the Arbitration Act 1996 or any Act in substitution therefor and shall be conducted and take effect accordingly except only insofar as the provisions of the said Act are hereby expressly modified.

32. THAT the Lessee and the Lessor shall be responsible for their own costs incurred in the preparation, execution and administration of this lease agreement.

33. ALL infrastructure existing in the ground at the date of commencement of the lease and all subsequent infrastructure placed in the ground by either the Lessor or Lessee shall remain or shall immediately become the property of the Lessor and the Lessee shall not be entitled for any compensation for the placement of the said infrastructure, unless otherwise agreed in writing.

34. THAT the Lessor and Lessee agree that public access to the land shall be available at all times provided however that the right of the public shall not allow them to use any camping facilities or enter any buildings of the Lessee without the consent of the Lessee.

IN WITNESS WHEREOF these presents have been executed by or on behalf of the parties hereto:

THE COMMON SEAL of the )

SOUTHLAND DISTRICT COUNCIL )

was hereunto affixed in the presence of: )

_________________________________ MAYOR

_________________________________ CHIEF EXECUTIVE

SIGNED by the said )

as Lessee )

in the presence of: )

_________________________________ Witness

_________________________________ Name

_________________________________ Address

Info from RFP document:

1.1. Proposal Inclusions

Interested parties are invited to submit a proposal to lease the Grounds, in the form of a business plan outlining how the Camping Ground will be run and what value Council will be paid for the lease.

As a basis, the following assumptions can be made:

The Southland District Council will arrange and pay for the following items:

· Annual SDC and ES Rates

· Mowing - until further notice - unless otherwise requested within the RFP.

· Annual Camping Ground Registration

· Insurance for buildings

· Wheelie bins (rated) x 3

· Renewal of assets as required

· Hedge cutting.

The Lessee will be responsible for:

· Power charges

· Cleaning and consumables

· Minor maintenance - potholes, tap-ware, stove, electrical, spot painting etc.

· Spraying - insect control, weeds

· Advertising

· Toilet requisites.

The Lessee’s income will include:

· Rentals / site hire

· Money from coin operated showers, washing machines etc.

· Waste station donations.

Example costs incurred for the 2014/2015 financial year

This table shows which costs are likely to be incurred by Council vs the Lease holder:

Edendale-Wyndham Community Board

27 September 2016

sdclogo

Financial Report to Edendale-Wyndham Community Board for the year ended 30 June 2016

Record No: R/16/8/12310

Author: Kushla Tapper, Community Engineer

Approved by: Ian Marshall, Group Manager Services and Assets

☐ Decision ☐ Recommendation ☒ Information

1 These financial results are subject to review by Audit NZ in September, and therefore may change.

Summary of Reserve Movement

2 As illustrated on the attached business unit and reserve reports:

Business Units	Actual Transfer to/(from) Reserve	Budgeted Transfer to/(from) Reserve
23200 - Administration	($3,482)	$4,430
23202 - Operating	$6,217	-
23207 - Street Works	$22,855	$20,896
23213 - Stormwater	$11,375	$14,341
23228 - Beautification	($2,639)	-
23232 - Recreation Reserve	$4,578	-
23246 - Playground	$1,697	-
23325 - Cemetery Edendale	($1,763)	$906
23348 - Pool Edendale	($568)	-
29901 - Library Wyndham	$10	-
29925 - Cemetery Wyndham	($489)	-
29949 - Camping Ground Wyndham	$1,191	-
29982 - Museum Wyndham	$48	-
Local Net Transfer to/(from) Reserves	$39,029	$40,573
23350 - Hall Edendale	($12,877)	($215,617)
29950 - Hall Wyndham	($35)	$1,449

3 As at 30 June 2016 the total funds held in reserves is $754,893.

Significant Budget Variances

4 Key reasons for the most significant budget variances are detailed below:

Administration

5 Salaries were over budget by $4K due to a pay increase that was not budgeted for. Interest of $3,208 was received under Operating Costs against the budget of $4,430.

Operating Costs

6 A few minor projects were embarked upon this financial year. $2.8K spent against a budget of $6K.

Streetworks

7 Rubbish collection was $1,1K less than budgeted. Council did not use Taskforce for any repairs we were waiting for the footpath condition rating report. The planned $20K was transferred to reserves for future use which was enhanced by a further $2K underspend.

Beautification

8 Overall overspent by $2.6K predominantly on spraying and hedge work. This was offset by an under spend in Operating Costs.

Recreation Reserve

9 $4K of “General Recoveries” received for power account refunds received and not budgeted for.

Playground

10 The overall surplus of $1,208 will help rebuild the reserve that was used to fund last year’s work.

Edendale Cemetery

11 Higher Interment Fees of $5.7K were offset by higher Interment Costs. Additional expenses were incurred with hedge / fence replacement and noxious control within the forest plantation. The Ward made a significant contribution to the fence project at the end of the financial year.

Wyndham Camping Ground

12 Camp Fees collected were $3,562 less than budget. Costs were managed in line with reduced revenue with a surplus of $541

Project List

Activity	Project Name	Financial Year	AP Budget	Actual cost 2015/16	Status	Officer’s Comment
Community Centres	Edendale Community Centre upgrade	2015/16	$500,000	-	Deleted	Community board deleted this project
Community Housing	Edendale Community Housing	2015/16	$13,000	$20,044	Completed	Completed in March.
Community Housing	Wyndham Community Housing	2015/16	$15,000	-	In Progress - Tender	Intend to be done within 16/17. Costs higher than estimated.
Public Conveniences	Edendale Seaward Road Toilets	2015/16	$8,000	$3,690	Completed	Completed in March.

Financial Considerations

Reserves

13 Interest has been allocated to the reserve accounts calculated on the average balance of the reserves for the year at an interest rate of 3.48%. This interest is now included within the business units and the financial report.

Development and Financial Contributions

14 The total balance of Development and Financial contributions for Edendale and Wyndham to 30 June 2016 are in the table below. Spending of these funds is considered by Council staff when projects are in the planning stage. Once identified as a potential funding source for a project, confirmation from the Group Manager Services and Assets is sought before undertaking the project to ensure that the relevant policy and legislative requirements are met.

Edendale Parks	$12,455
Wyndham Parks	$3,002

Description: sdc_print

Edendale-Wyndham

Schedule of Reserve Balance

Recommendation

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Financial Report to Edendale-Wyndham Community Board for the year ended 30 June 2016” dated 19 September 2016.

Attachments

a Edendale-Wyndham Annual Report Figures 30 June 2016 ⇩

Edendale-Wyndham Community Board

27 September 2016

sdclogo

Works and Finance Report to Edendale/Wyndham Community Board for the period ended 31 August 2016

Record No: R/16/8/13805

Author: Kushla Tapper, Community Engineer

Approved by: Ian Marshall, Group Manager Services and Assets

☐ Decision ☒ Recommendation ☐ Information

Community Engineer’s Report

1 Footpaths. A comprehensive schedule of quantities for repair is being created for pricing and rationalisation before issuing a package of work across the two townships. The Wet and Forget application during winter is working well.

2 Wyndham Cemetery. A new water hose has been set up at the Wyndham cemetery, supplying water at the gateway for cultural purposes. This was relatively cheap to achieve, utilising irrigation hosing and in-line valve taps from the existing water collection barrel.

3 Edendale Cemetery Panels Project. This project is timed for October and will include removal of the existing shed, old cattle stop and two old trees. The Pioneer Lions are paying for the shelter construction and installation, as well as the re-vamped entrance way.
Water will also be supplied near the gateway, in conjunction with the installation of the new shelter as the water collection point.

4 Edendale Cemetery Redwoods. There have been a few tree deaths over the first two years. IFS have prepped these areas for planting with replacement trees during September.

5 Cell Phone Tower. 2^o erected a new tower on land adjacent to the Edendale Cemetery, in accordance with their resource consent.

6 Wyndham Camping Ground. Negotiations have commenced with the new Lessee, who will take over the operations from 1 November 2016. Some urgent repairs were required in the Portacom building, following an electrical wiring fault which melted part of the internal walls. No one was hurt.

Community Engineer’s Financial Report

7 The following table summarises the key reasons for significant budget variances, as per the financial tables on the following pages:

Business Unit	Tracking	Comments
Administration	Expense under, however expected to overspend	Salaries are paid quarterly, so no payments have been made yet. Note that the approved salary values are significantly higher than the budgeted value, so there will be over expenditure in this business unit.
Recreation Reserves	Expense over, not a concern	The summary table shows 26% of budget spent for 17% of the year. This is expected, as rates are $4K, paid at the start of the financial year.
Edendale Cemetery	Income and Expenses over	There have been a lot of burials at this cemetery recently, so income is balancing out expenditure. The replacement of dead redwood trees will be coded here, to be funded from the cemetery reserve created by the pine forest.
Wyndham Cemetery	Income and Expenses under	There have been few burials at this cemetery, so low income and low expenses.
Edendale Pool	Expenses under	Usually receive an invoice near the end of the financial year.
Edendale Hall	Expense is over	The summary table shows 73% of budget spent for 17% of the year. This is expected, as the majority of budgeted expenses are rates, paid at the start of the financial year.
Wyndham Hall	Expenses over, ok	Majority of planned expenditure is rates, depreciation and insurances, all paid at the start of the financial year.
Wyndham Camp Ground	Income under Expenses over	Typical start to financial year. Low income over winter and high expenses (rates) paid at the start of the financial year.
Wyndham Museum	Expenses over, ok	Planned expenditure consists of rates, depreciation and insurances, all paid at the start of the financial year.

Project List

8 The table below shows all of the projects that were planned for Edendale and Wyndham in 2016/2017. (Items in Bold and Italics are carried over from previous financial years.)

Activity	Project Name	Type	Year	Budget	Status	Officer’s Comment
Community Housing	Edendale Community Housing	Maint Plan	1617	$15,360	Planning	External painting.
*Community Housing*	*Wyndham Community Housing painting*	*Maint Plan*	*1516*	*$15,000*	*In progress*	*External Painting quoted. Carried over as quotes were excessive. Report to come to Board.*
Roading & Transport	Footpath upgrade	REN	1617	$44,864	Planning stage	Focus on widespread safety improvements. Schedule of quantities for repair is being created before issuing a package of work across the two townships.

Financial Considerations

Development and Financial Contributions

9 The table below outlines the balance of Development and Financial Contributions for your community to 30 June 2016 plus any amounts invoiced for this financial year to date. Spending of these funds is considered by Council staff when projects are in the planning stage. Once identified as a potential funding source for a project, confirmation from the Group Manager - Services and Assets is sought before undertaking the project to ensure that the relevant policy and legislative requirements are met.

Edendale Reserves Contributions	$12,455
Wyndham Reserves Contributions	$3,002

Reserves

10 Please find the reserves report attached.

Recommendation

That the Edendale-Wyndham Community Board:

a) Receives the report titled “Works and Finance Report to Edendale/Wyndham Community Board for the period ended 31 August 2016” dated 20 September 2016.s

Attachments

a Edendale/Wyndham Financial reports, 31 August 2016 ⇩

Edendale-Wyndham Community Board

27 September 2016

Edendale-Wyndham Community Board Action Sheet

Open Action Items

Author	Due Date	Subject	Notes
Ian Marshall	16/08/2016	Letter from Chair to GM Services and Assets - Contractor Issues	The Board noted the letter that the Chair sent to the GM Services and Assets on 4 June 2016 and that a response to the letter had not been received.
Susan McNamara	16/08/2016	Financial Implications of the Edendale Community Centre Project not proceeding	Note that the meeting approved the recommendations in the report. Advise the Southland District Council Allocations Committee by way of memorandum that the Edendale-Wyndham Community Board is no longer pursuing the community facility and that the funds held for this purpose are no longer required. Prepare the memo that the Chairperson of the Edendale-Wyndham Community Board needs to sign under delegated the authority to the Southland District Council Allocations Committee. •Signed memorandum received from Chairperson. Awaiting new Committees to be set up after the election to add the memo to the relevant Committee agenda.
Kushla Tapper	16/08/2016	Works and Finance Report to Edendale/Wyndham Community Board for the period ended 30 June 2016	Note that the Board approved the recommendations in the report. Action recommendations b and c as follows: b) Resolves to proceed with Kerb Painting in Wyndham • Option 2 • to Fulton Hogan • after vegetation is trimmed back by another contractor. c) Resolves to proceed with high priority footpath repairs (eg significant tripping hazards) • utilising the renewals budget. •Fulton Hogan advised of approval to proceed with kerb painting in October / November; Footpath hazards being logged as comprehensive programme for pricing.
Kushla Tapper	16/08/2016	Update on Request for Proposal to Lease Wyndham Camping Ground, 135 Cardigan Road	Note that the meeting approved the recommendations in the report. Initiate negotiations with the successful lessee and report back to the Board for final approval of the lease agreement once negotiations.
Kevin McNaught	16/08/2016	Disposal Edendale Town Hall Property	Note that the meeting approved the recommendations in the officers report Action recommendation d as follows: d) Recommends to the Southland District Council that the existing Edendale Public Hall property which includes the existing hall building and described as Allotment 53 • DP 106 and Lot 2 • DP 5626 and contained in CFR’s SL80/37 and SL216/59 are surplus to requirements and should be disposed of.
Kevin McNaught	09/02/2016	Works and Finance Report to Edendale/Wyndham Community Board for the period ended 31 December 2015	Note the direction from the Community Board in recommendation c. •The Board needs to be more specific of what is in breach of the lease conditions to be enforced. Please advise details. •Given a potential conflict of interest I have in relation to this action point I have requested the Community Engineer to deal with the action point.
Kevin McNaught	07/06/2016	Chairperson's Update

Recently Closed Action Items

Author	Completion Date	Subject	Notes
Fiona Dunlop	30/08/2016	Action Sheet - Edendale-Wyndham Community Board	Update action sheet for next meeting. •Action Sheet updated for September 2016 meeting •Action completed by: Fiona Dunlop Completed
Fiona Dunlop	08/08/2016	Draft Unmanned Aerial Vehicles Policy	Note that the Community Board approved the recommendations in the report and confirms that there are no local areas that should be considered as restricted or prohibited areas for the use of unmanned aerial vehicles. •The Officer has noted that the Edendale-Wyndham Community Board advised that there are no local areas that should be considered as restricted or prohibited for the use of unmanned aerial vehicles. •Action reassigned to Fiona Dunlop by: Fiona Dunlop •Action completed by: Fiona Dunlop Re-assigned to Fiona Dunlop for finalisation as the report author has left the Council.
Kushla Tapper	12/08/2016	Works and Finance Report to Edendale/Wyndham Community Board for the period ended 30 April 2016	Please action recommendations b • c • d and e. •Action point b) Requested prices from three contractors. Prices range from $1200 to $2000. This item will be included in the Works and Finance Report. •Action point c) Summarised report attached in separate document. •Action point d) Wyndham Camping Ground RFP was advertised in late May for closing 11 July in time for next meeting. This item will be included in the Works and Finance Report. •Action Point e) Contractor approved by Council's Health and Safety process. Felling project well underway. Likely to be completed by the time of the next meeting. •Footpath summary is included in the Works and Finance Report. •Wyndham Camping Ground RFP (action item d) is included in a separate report for the 2 August meeting. •Action completed by: Kushla Tapper all completed in time for 2 August meeting. See minutes.
Virginia Dillon	24/08/2016	Sports clubs paying rent for use of Edendale recreation reserve	Note that the Community Board received the report and added a new recommendation b which is as follows: b) Request that Officers revise annual rentals for Edendale to bring them into alignment with Wyndham reserves and to also include the Edendale Vintage Machinery club. Please action recommendation b. •Ongoing •Action completed by: Virginia Dillon report required
Kevin McNaught	12/08/2016	Action Sheet - Edendale-Wyndham Community Board	Report to the 22 March 2016 meeting on the process for the disposal of the Edendale Hall and Edendale Reserve Holder leases. •Due to issues with hall building over internal title boundary and neighbour access points onto hall property • this has been delayed until resolved. Discussed onsite with CB Chair •Action completed by: Kevin McNaught hall report already presented to board
Tina Harvey	07/09/2016	Venture Southland Report - Wyndham District Community Pool Business Plan	Note that the meeting considered the report and made changes to recommendations d and e. Note that the meeting approved a one off grant to the Wyndham District Community Pool Inc for the 2016/2017 financial year on the provision of an invoice for non-operating costs up to $1000 (GST excl). Requests Venture Southland to work alongside Southland District Council staff to investigate possible options for ongoing financial support for the Wyndham Community Pool. •The finance team are preparing a report to go to the September Edendale Wyndham Community Board meeting. •Action completed by: Tina Harvey. The Finance team are preparing a report to be presented at the September Edendale Wyndham Community Board meeting.

Action Items Being Monitored

Author

Completion Date

Subject

Notes

Anne Robson

12/01/2016

Annual Plan 2016/2017 - Draft Estimates Report

Note that the Community Board requested that Council investigate the District funding of library services.

• Action completed by: Anne Robson Library and finance staff have noted the community board request to review the funding of libraries. A discussion paper incorporating community views will be prepared in due course for Council to discuss the issue. Any decision would be incorporated into the draft 2018-2028 long term plan.

Committee Advisor	Fiona Dunlop
Community Engineer	Kushla Tapper