Notice is hereby given that a Meeting of
the Wallacetown Community Board will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Thursday, 15
September 2016
7.00pm
Wallacetown Community Centre,
Dunlop Street,
Wallacetown
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Wallacetown Community Board Agenda
OPEN
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MEMBERSHIP
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Chairperson
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Shaun Holland
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Deputy Chairperson
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Frank Shearing
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Members
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Trina Eade
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Peter Laurie
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George Watkinson
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Rae Wilson
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Councillor Gavin Macpherson
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IN ATTENDANCE
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Committee Advisor
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Fiona Dunlop
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Community Engineer
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Moira Tinnock
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Terms of
Reference for Community Boards
This Community Board is
a statutory body with delegated responsibility from Southland District Council.
The board members are elected to represent their community and advocate on
behalf of their community.
It can make decisions
on:
·
Tenders for leases of land
and buildings within its area up to $10,000. For tenders above that value, the
board can make a recommendation to either the Group Manager Services and Assets
or Council’s Activities Performance Audit Committee.
·
Managing local halls and
cemeteries
·
Managing reserves,
plantings, drainage, footpaths, street lighting, camping grounds, wharves,
jetties, lakeshores and slipways, litter control
·
Stewart Island –
governance of the Stewart Island Electrical Supply Authority
·
Te Anau – management
of the Te Anau Airport Manapouri
It can make recommendations to Council on:
·
Estimates, traffic
management, roading, recreation, elderly persons’ housing, noxious plants
control, pest destruction control, temporary road closures, local civil
defence, local welfare, waste management, economic development, resource
consent applications which are referred to the board for feedback, toilets and
local assets.
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Wallacetown Community Board
15 September
2016
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TABLE OF
CONTENTS
ITEM PAGE
Procedural
1 Apologies 5
2 Leave of
absence 5
3 Conflict of
Interest 5
4 Public Forum 5
5 Extraordinary/Urgent
Items 5
6 Confirmation
of Minutes 5
Reports
7.1 Financial
Report to Wallacetown Community Board for the year ended 30 June 2016 11
7.2 Works
and Finance Report to Wallacetown Community Board for the period ended 31 July
2016 19
areas of responsibility
Councillor's Report
At the close of
the agenda no apologies had been received.
2 Leave
of absence
At the close of the
agenda no requests for leave of absence had been received.
3 Conflict
of Interest
Community Board
Members are reminded of the need to be vigilant to stand aside from
decision-making when a conflict arises between their role as a member and any
private or other external interest they might have.
4 Public Forum
Notification to
speak is required by 5pm at least two days before the meeting. Further
information is available on www.southlanddc.govt.nz
or phoning 0800 732 732.
5 Extraordinary/Urgent
Items
To consider, and if
thought fit, to pass a resolution to permit the committee
to consider any further items which do not appear on
the Agenda of this meeting and/or the meeting to be held with the public
excluded.
Such resolution is
required to be made pursuant to Section 46A(7) of the Local Government Official
Information and Meetings Act 1987, and the Chairperson must advise:
(i) the
reason why the item was not on the Agenda, and
(ii) the
reason why the discussion of this item cannot be delayed until a subsequent
meeting.
Section 46A(7A) of the Local Government Official Information and Meetings
Act 1987 (as amended) states:
“Where an item
is not on the agenda for a meeting,-
(a)
that item may be discussed at that meeting if-
(i) that
item is a minor matter relating to the general business of the local authority;
and
(ii) the
presiding member explains at the beginning of the meeting, at a time when it is
open to the public, that the item will be discussed at the meeting; but
(b)
no resolution, decision or recommendation may be made in
respect of that item except to refer that item to a subsequent meeting of the
local authority for further discussion.”
6 Confirmation
of Minutes
6.1 Meeting
minutes of Wallacetown Community Board, 21 July 2016
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Wallacetown Community Board
OPEN MINUTES
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Minutes of
a meeting of Wallacetown Community Board held in the Wallacetown Community
Centre,, Dunlop Street,, Wallacetown on Thursday, 21 July 2016 at 7.00pm.
present
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Chairperson
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Shaun Holland
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Deputy Chairperson
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Frank Shearing
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Members
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Trina Eade
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Peter Laurie
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George Watkinson
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Rae Wilson
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IN ATTENDANCE
Committee
Advisor - Fiona Dunlop, Community Engineer - Moira Tinnock and Community
Partnerships Leader – Michelle Stevenson
1 Apologies
An apology for
absence was received from Cr Macpherson.
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Moved Chairperson Holland, seconded Member Watkinson and
resolved:
That the Wallacetown Community Board accept the apology.
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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
Blair Eade
representing the Wallacetown Volunteer Fire Brigade addressed the Board in
relation to a thermal imaging camera that the Brigade wishes to purchase.
The Board
discussed the matter and agreed that the Chair will contact the Brigade to
obtain further information to be able to discuss it further at the next meeting
of the Board.
5 Extraordinary/Urgent
Items
There were no
Extraordinary/Urgent items.
6 Confirmation
of Minutes
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Resolution
Moved
Chairperson Holland, seconded Member Wilson and resolved:
That the
Wallacetown Community Board confirms the minutes of Wallacetown Community
Board, held on 19 May 2016 as a true and correct record of that meeting.
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Reports
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7.1
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Elected Members' Expense Reimbursements and Allowances
Record No: R/16/7/10239
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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.
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Resolution
Moved Chairperson Holland, seconded
Deputy Chairperson Shearing and resolved:
That the Wallacetown
Community Board:
a) Receives
the report titled “Elected Members' Expense Reimbursements and
Allowances” dated 4 July 2016.
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7.2
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Works and Finance Report to Wallacetown Community Board for the
period ended 31 May 2016
Record No: R/16/5/7888
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Community
Engineer – Moira Tinnock was in attendance for this item.
The Board discussed various issues as
part of the Works and Finance report and are as follows:
Cemetery
·
Prune the trees in the
back of the cemetery that run along to the playground, they are suffocating
the trees planted for beautification and need pruning. Mrs Tinnock
advised that she has emailed a contractor to see what his capabilities are
regarding the task and also asked if he holds a Traffic Management Plan
moving forward for Health and Safety for other township tasks.
·
Cut the inside of the
Cemetery hedge as this is overdue and was not done last time the outside of
the hedge was cut and this is a manual operation. Mrs Tinnock advised
that she has asked Work Scheme to undertake this task with no immediate
timeframe. It is intended that this work will be funded from the
Cemetery Reserves.
·
Repair fence at the rear
of the cemetery where the trees came down. Mrs Tinnock advised that
this repair can be conducted when the fencing at Ailsa Street is completed.
·
Apply a moss repellent to
all head stones. Mrs Tinnock advised that that the Work Scheme has been
requested to undertake this task and no timeframe given and to be funded from
Cemetery Reserves.
·
Paint entrance way.
Mrs Tinnock will give this to SouthRoads to complete as they did an excellent
job at Winton and will be funded from Cemetery Reserves
Placement of no exit
signs on Collean, Kirkoswald and Girvan Streets
·
Trucks and trailers have
be driving up these streets which are dead end streets and are turning around
and damaging the road seal. Mrs Tinnock advised that this request for
no exit signs has been passed onto MWH.
·
Also there is a need to
look at off street parking on these streets and that photos have been
supplied to the Community Engineer about why the parking is required.
Mrs Tinnock advised that she will discuss with South Roads for costings.
RSA gates outside the
school need to be painted. Mrs Tinnock advised that she has emailed the
painter used by Council to paint Council’s memorials for a
costing. An inquiry will need to be made to find out why blue was
chosen for the gates what the meaning is as most memorials are painted
neutral colours and that the paint lasts longer and reduces maintenance
costs.
The flag poles on the
Main Street need to be fixed. Mrs Tinnock advised that the ANZAC Day
flags will no longer be funded and will need to be purchased by the Board.
Ailsa Street Reserve
·
The new trees require a spray round
them to reduce the weeds
·
Fix fence where trees have
landed. There may be a requirement for an excavator to move some debris
·
Shift gate way to allow
large vehicle access
·
Replace broken posts
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Resolution
Moved Chairperson Holland, seconded Member Laurie
and resolved:
That the Wallacetown
Community Board:
a) Receives the
report titled “Works and Finance Report to Wallacetown Community Board
for the period ended 31 May 2016” dated 8 July 2016.
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Areas of responsibility
Chairman Holland advised that he had
recently attended a meeting of the Community Board and Community Development
Area Subcommittee Chairs. He updated the Board on some issues that were
covered at the meeting. One issue of particular interest was that
Community Board members will not liable for penalties under the new Health and
Safety legislation.
Councillor's Report
The Chair passed on to the Board that
Councillor Macpherson and the Group Manager Services and Assets has submitted
to Environment Southland in support of the Alliance Group on behalf of the
Council relating to the timeframe of water discharge consents. They asked
for a longer timeframe on behalf of the Board.
Next meeting
The Board noted that the next meeting is to
be held at 7.00pm on Thursday 15 September 2016.
The meeting concluded at 8.55pm. CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Wallacetown Community Board HELD ON THURSDAY 21 JULY 2016.
DATE:...................................................................
CHAIRPERSON:...................................................
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Wallacetown
Community Board
15 September
2016
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Financial
Report to Wallacetown Community Board for the year ended 30 June 2016
Record No: R/16/8/12302
Author: Moira
Tinnock, 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:
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Business Units
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Actual Transfer to/(from) Reserve
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Budgeted Transfer to/(from) Reserve
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29100 - Administration
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($1,611)
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-
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29102 - Operating
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$4,507
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$7,933
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29107 - Street Works
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$5,049
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-
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29113 - Stormwater
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$2,433
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($59,925)
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29125 - Cemetery
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($57)
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$2,183
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29128 - Beautification
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$4,071
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-
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29132 - Ellerslie Square
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$470
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-
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29146 - Playground Ailsa Street
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$105
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-
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Local Net Transfer to/(from) Reserves
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$14,967
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($49,809)
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3 As
at 30 June 2016, the total funds held in reserves are $311,269.
Significant
Budget Variances
4 Key
reasons for the most significant budget variances are detailed below:
Operating Costs
5 Fencing
for $3,426 at Alisa Street was funded under project costs as part of the land
acquisition by the Community Board.
Street Works
6 The
planned internal loan drawdown of $4,354 was not required and therefore no
interest was payable against the budget of $3,554. Overall, expenditure
was under budget by $600 with the only significant overrun being on street
litter bins of $2,893.
Stormwater
7 The
Community Board cancelled the project of outfall improvements as per the
project table below.
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Activity
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Project Name
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Financial Year
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AP Budget
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Actual cost
2015/16
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Status
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Officer’s Comment
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Stormwater
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Outfall Improvement - West and South
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2015/16
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$60,000
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-
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Cancelled
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Community Board cancelled this project.
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Beautification
8 Expenditure
was $4K under budget as maintenance had not been undertaken to the expected
levels.
Financial
Considerations
Reserves
9 Interest
has been allocated to the reserve accounts. Interest is calculated on the
average balance of the reserves for the year at an interest rate of
3.48%.
Development and Financial Contributions
10 The
total balance of Development and Financial contributions for your community to
30 June 2016 is $9,298 for Sewerage. 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.
Wallacetown - Schedule of Reserve Balance
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Recommendation
That the Wallacetown
Community Board:
a) Receives
the report titled “Financial Report to Wallacetown Community Board for
the year ended 30 June 2016” dated 8 September 2016.
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Attachments
a Wallacetown
Annual Report Figures 30 June 2016 ⇩
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Wallacetown
Community Board
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15 September 2016
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Wallacetown
Community Board
15 September
2016
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Works and Finance Report to Wallacetown Community
Board for the period ended 31 July 2016
Record No: R/16/8/13736
Author: Moira Tinnock, Community Engineer
Approved by: Ian Marshall, Group Manager Services and Assets
☐
Decision ☐
Recommendation ☒
Information
Community
Engineer’s Report
1 Venture
Southland will apply for funding for the proposed painting of the Memorial
gates.
An outcome will not be known until end of November.
Water and Waste
Services Engineer’s Report
2 The
monthly operations reports from Downer are provided to the Board’s
Committee Advisor as they are published. They include data on
Downer’s district-wide operations activities which are presented on a
town-by-town basis.
3 For
the year to date there has been no unplanned expenditure exceeding the $5,000
threshold.
Financial
Considerations
Development and Financial Contributions
4 The
Development and Financial Contributions for the Wallacetown community to date
is $9,298 in Sewerage Contributions. Spending of these funds is
considered by Council staff when projects are in the planning stage. Once
identified as a potential funding source for a project, confirmation from the
Group Manager Services and Assets is sought before undertaking the project to
ensure that the relevant policy and legislative requirements are met.
Reserves
5 Please
find the Reserves Report attached.
Project List
6 The
table below shows all of the projects that are currently planned for
Wallacetown in 2016/2017:
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Activity
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Project
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Type
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Year
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Budget
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Status
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Officer’s Comments
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Roading & Transport
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Dalry Street (between Dunlop and Largs)
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Footpath/kerbing improvements
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16/17
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$50,000
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Not started
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In planning stage.
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Recommendation
That the Wallacetown
Community Board:
a) Receives the
report titled “Works and Finance Report to Wallacetown Community Board
for the period ended 31 July 2016” dated 7 September 2016.
b) Approves applying Wet
and Forget to all headstones in both Cemeteries and is funded from Elvina
Powell Bequest Cemetery Reserves.
c) Approves the
repairs to the fence, replace broken posts and shift gateway in the Ailsa
Street Reserve. Repairs are funded from Reserves.
d) Approves cutting of
the Cemetery Holly Hedge and is funded from Elvina Powell Bequest Cemetery
Reserves.
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Attachments
a Wallacetown Financial
Reports, 31 July 2016 ⇩
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Wallacetown
Community Board
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15 September 2016
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