Notice is hereby given that a Meeting of
the Winton Community Board will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Monday, 19
September 2016
5.30pm
Southland District Council Office
1 Wemyss Street, Winton
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Winton Community Board Agenda
OPEN
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MEMBERSHIP
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Chairperson
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John McHugh
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Deputy Chairperson
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Brian Somerville
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Members
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Bruce Hughes
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Geoffrey Jukes
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Lynley Mangos
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Doreen McNaught
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Councillor
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Lyall Bailey
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IN ATTENDANCE
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Team Leader Governance
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Chris Dolan
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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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Winton Community Board
19 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
·
Presentation by Ms Joan Scarlet (relevant
Papers associated with the presentation circulated separately)
5 Extraordinary/Urgent
Items 5
6 Confirmation
of Minutes 5
Reports
7.1 Action
Sheet 13
7.2 Financial
Report to Winton Community Board for the year ended 30 June 2016 19
7.3 Works and Finance Report to
Winton Community Board for the period ended 31 July 2016 37
UPDATES
8.1 Local
Liaison Persons Report
The following
is a list portfolios by each Member;
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Works
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Member McHugh & Community Engineer
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Reserves & Cemeteries
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Members McNaught & Mangos
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Buildings
Members to meet prior to 30
September 2016 to set fees and charges for the refurbished Memorial Hall and
the RSA Hall
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Members McNaught & Hughes
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Resource Consents & Trading in Public
Places Bylaw Issues
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Members McHugh & Jukes
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Emergency Management
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Member Hughes
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Community Pool
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Member Mangos
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Skatepark
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Members Hughes & Jukes
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Moores Reserve
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Member Somerville
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Promotions
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Member Somerville
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Community Housing
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Chris Dolan (Team Leader, Governance)
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8.2 Chairperson's
Report
The Chairman,
Member McHugh, to report on matters with which he has been involved since the
Board’s last meeting.
8.3 Councillor's
Report
Councillor Bailey to report on matters from the Council table.
At the close of
the agenda no apologies had been received.
2 Leave
of absence
At the close of
the agenda no requests for leave of absence had been received.
3 Conflict
of Interest
Committee
Members are reminded of the need to be vigilant to stand aside from
decision-making when a conflict arises between their role as a member and any
private or other external interest they might have.
4 Public Forum
·
Presentation by Ms Joan Scarlet (relevant
Papers associated with the presentation circulated separately)
5 Extraordinary/Urgent
Items
To consider, and if
thought fit, to pass a resolution to permit the committee
to consider any further items which do not appear on
the Agenda of this meeting and/or the meeting to be held with the public
excluded.
Such resolution is
required to be made pursuant to Section 46A(7) of the Local Government Official
Information and Meetings Act 1987, and the Chairperson must advise:
(i)
the reason why the item was not on the Agenda,
and
(ii) the reason why the
discussion of this item cannot be delayed until a subsequent meeting.
Section 46A(7A) of the Local Government Official Information and Meetings
Act 1987 (as amended) states:
“Where an item
is not on the agenda for a meeting,-
(a) that
item may be discussed at that meeting if-
(i) that item is a
minor matter relating to the general business of the local authority; and
(ii) the presiding member
explains at the beginning of the meeting, at a time when it is open to the
public, that the item will be discussed at the meeting; but
(b)
no resolution, decision or recommendation may be
made in respect of that item except to refer that item to a subsequent meeting
of the local authority for further discussion.”
6 Confirmation
of Minutes
6.1 Meeting
minutes of Winton Community Board, 25 July 2016
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Winton Community Board
OPEN MINUTES
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Minutes of
a meeting of Winton Community Board held in the Southland District Council
Office, 1 Wemyss Street, Winton on Monday, 25 July 2016 at 5.30pm.
present
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Chairperson
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John McHugh
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Deputy Chairperson
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Brian Somerville
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Members
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Bruce Hughes
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Geoffrey Jukes
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Doreen McNaught
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Councillor
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Lyall Bailey
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IN ATTENDANCE
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Team Leader Governance
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Chris Dolan
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Community Engineer
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Moira Tinnock
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1 Apologies
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Moved Member Jukes, seconded Member Somerville and resolved:
That the apology for non-attendance lodged by Member Mangos be
accepted.
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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
There were no
members of the public seeking speaking rights in the Public Forum.
5 Extraordinary/Urgent
Items
There were no
Extraordinary/Urgent items.
6 Confirmation
of Minutes
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Resolution
Moved Member
McNaught, seconded Member Somerville and resolved:
That the
minutes of Winton Community Board meeting held on 27 June 2016 be confirmed
as a true and correct record.
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Reports
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7.1
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Action Sheet
Record No: R/16/7/11307
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The
Action Sheet from the Board’s previous meeting was circulated for
Members’ information.
Items
arising from the Action Sheet included;
Community
Garden
It was agreed a working party comprising
the Chairperson, Community Engineer, Township Gardener and Community Worker
meet to decide on a suitable site for a community garden with the object
being that this project be driven by the community and not the responsibility
of the Board.
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Resolution
Moved Member Jukes, seconded Member
Hughes and resolved:
That the Winton
Community Board:
a) Receives
the report titled “Action Sheet” dated 19 July 2016.
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7.2
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Works and Finance Report to Winton Community Board for the period
ended 30 June 2016
Record No: R/16/5/7890
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The
Works and Finance Report for the period ended 30 September 2016, was tabled.
Issues
drawn to the attention of the Board included;
§
Stage two levelling at ANZAC Oval has been
completed by. A sump for drainage has been installed by SouthRoads.
§
Councillor Bailey referred to the loan
outstanding in relation to street works and enquired if time was opportune to
repay the loan.
Members
noted the loan outstanding at 30 June 2016 was $119,759.
It was
pointed out that there is sufficient reserve funds to repay the loan.
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Resolution
Moved Member Hughes, seconded Cr
Bailey and resolved:
That the Winton
Community Board:
a)
Receives the report titled “Works and Finance Report to
Winton Community Board for the period ended 30 June 2016” dated 19 July
2016.
b)
Repays the loan outstanding in the streetworks account
from the Board’s capital development reserves account.
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7.3
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Elected Members' Expense Reimbursements and Allowances
Record No: R/16/7/10240
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Report by Sheree Marrah, Finance Manager,
regarding Elected Members’ Expense Reimbursements and allowances, was
tabled.
Mrs Marrah advised the purpose of the
report is to inform Community Boards and Community Development Area
Subcommittees of the recent changes to Council’s Elected Members’
Remuneration and Reimbursements Policy and the associated impact on them.
Members noted the revised policy
amendments were adopted by Council on 8 June 2016 and are effective from 1
July 2016. The Board was
advised that the Remuneration Authority (RA) sets the framework for the
remuneration and reimbursement of local government elected members, namely
the Mayor, Councillors and Community Board members.
1
Mrs Marrah informed Council recently reviewed its Elected
Members’ Remuneration and Reimbursements Policy as a result of some
minor changes required by the RA to mileage and travel time allowances.
2
3
Mrs Marrah explained Council staff recommended
a number of additional amendments to the policy to allow reimbursement of
expenses and the payment of allowances to Community Board members and Council
Subcommittee members.
4
5
The Board noted the revised policy includes
the provision of mileage and travel time allowances as well as expenditure
reimbursements for Community Board and Subcommittee members, in line with
Councillors.
6
Mrs Marrah advised that the specific provisions relevant to Community Boards and Council
Subcommittees incorporated into the revised policy are as follows:
7
·
Mileage allowance, can be claimed in line with Councillors,
where travel exceeds 30 kilometres within a day.
8
·
The mileage allowance will be
paid to elected members at a rate of 74 cents per kilometre
(consistent with the IRD rates) for the first 5,000 kilometres.
·
The rate for travel in
excess of 5,000 kilometres will remain at 37 cents per kilometre. The
30 kilometre round trip threshold (ie, 15 kilometres each way) applies to
visits to Council offices (or other regular meeting venues deemed to be a
Council office for the purpose of this policy). For other Council
requested travel by elected members, no threshold will apply.
·
Travel time
allowance, can be claimed
in line with Councillors, at a rate of $37.50 per
hour, where travel time exceeds 1 hour within a
day.
·
The policy states that where Community Board
or Subcommittee meetings are held at a regular venue other than a Council
office, this location will be deemed to be a Council office for the purposes of mileage and travel
time allowances.
·
Reimbursement for
costs can be claimed for
courses, seminars and training associated with the role of an elected
member. Associated travel and accommodation costs may also be reimbursed
if in accordance with the policy.
9
In regard to the funding of any such claims
the Board was informed although the revised change in mileage and travel time
allowances for Community Board and Council Subcommittee members has not
specifically been budgeted for in 2016/2017.
10
11
Mrs Marrah advised it is anticipated that this
will not be a significant cost to the communities as the majority of elected
members live within 15 kilometres of their nearest Council office and travel
less than one hour to attend meetings.
12
The Board noted payment of allowances and
reimbursements will be funded from local operating budgets of the relevant
Community Board or Subcommittee.
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Resolution
Moved Member Hughes, seconded Member
Jukes and resolved:
That the Winton
Community Board:
a) Receives
the report titled “Elected Members' Expense Reimbursements and
Allowances” dated 4 July 2016.
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7.4
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Central Southland Youth Centre Incorporated - Rent Review for
Occupation of Drill Hall
Record No: R/16/3/3548
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Report by
Mrs Virginia Dillon (Property Officer) advising the annual rental
payable by the Central Southland Youth Centre Incorporated for its lease of
the Drill Hall property is due for review, was tabled.
The Board noted the current rental paid is $500 plus GST
per annum.
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Resolution
Moved Member Jukes, seconded Member
Somerville and resolved:
That the Winton
Community Board:
a) Receives
the report titled “Central Southland Youth Centre Incorporated - Rent
Review for Occupation of Drill Hall” dated 19 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) Determines
that the annual rental payable by the Central Southland Youth Centre
Incorporated for its occupation of the Drill Hall property located at 180
Great North Road, Winton being Part Section 1, Block 1, Town of
Winton for the three year period commencing 15 October 2016 be set at $500
plus GST.
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Updates
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8.1
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Local Liaison Persons Report
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Works
Community Engineer to arrange sowing of
grass in the area at the rear of ANZAC Oval.
Buildings
It was noted the Memorial Hall upgrade is
on schedule.
It was also noted that the Rotary Club
wish to be involved in contributing to the refurbishment at the Hall; also
the club wish to be involved in providing more bike stands within the
Township.
Promotions
Winton Open Day set down for Sunday, 11
December 2016.
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8.2
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Chairperson's Report
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The
Chair reported to the Board on the following matters;
Attendance at the Resource Consent Hearing for
the application lodged by the Winton Skatepark Trust.
Addressed the Winton Business Association.
Discussions relating to the community garden
and air quality monitoring as it affects Winton.
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8.3
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Councillor's Report
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Councillor Bailey reported on issues from
the Council table which included;
Adoption of the Annual Plan
Haast Hollyford Road proposal has been
considered by Council and referred to the Regional Transport Committee
Water and Land Plan submission to Environment
Southland
Winton $1.4 million stormwater upgrade
approved
Cycle Trail hearing
Advised the members that he (Councillor
Bailey) will not be standing at the forthcoming elections
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The meeting concluded at 6.40pm CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Winton Community Board HELD ON MONDAY, 25 JULY 2016.
DATE:...................................................................
CHAIRPERSON:...................................................
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Winton
Community Board
19 September
2016
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Action Sheet
Record No: R/16/9/14999
Author: Alyson
Hamilton, Committee Advisor
Approved by: Alyson
Hamilton, Committee Advisor
☐
Decision ☐
Recommendation ☒
Information
1 The
Action Sheet from the Subcommittee’s previous meeting is circulated for
Members’ information.
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Recommendation
That the Winton
Community Board:
a) Receives
the report titled “Action Sheet” dated 14 September 2016.
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Attachments
a Winton
Community Board Action Sheet - Monday, 19 September 2016 ⇩
b Community
Garden Winton ⇩
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Winton
Community Board
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19 September 2016
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Winton Community Board Action Sheet -
Excluding Public Excluded
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Author
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Due Date
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Subject
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Notes
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Chris Dolan
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1/02/2017
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Roadside Seating - D L Hicks
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The
Board agrees to accept the offer put forward by Mr Hicks but the location
to be decided upon following further discussion with Mr Hicks.
Spoke
to Mr Hicks; awaiting his response to accepting location of Centennial Park
as the preferred site.
The
Chairman and C C Dolan met with Mr Hicks on Monday, 29 February 2016 at
Centennial Park. Mr Hicks happy with Centennial Park as the location
for a suitable seat in memory of the Smeatons.
Seating
will be installed when skatepark project is completed.
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Donna Hawkins
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01/02/2017
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Information Panels - Winton Cemetery
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Sheree Marrah
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21/10/2016
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Loan - Streetworks
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Board
resolves to repay the outstanding loan of $119,759 relating to streetworks,
from the Board’s reserves
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Kevin McNaught
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19/09/2016
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Land Encroachment - ANZAC Memorial
Gates
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Board
resolves to appoint Chairman and Member Jukes and Strategic Property
Manager to negotiate with adjoining landowners
Awaiting
agreement from landowners.
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Moira Tinnock
Chris Dolan
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19/09/2016
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Community Garden
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Board
to confirm community garden issues at meeting on 19 September 2016. (see
papers attached to Action Sheet).
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Recently Closed Action Items
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Author
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Completion Date
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Subject
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Notes
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Winton Community
Board
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19 September 2016
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Winton Community
Board
19 September
2016
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Financial Report to Winton Community Board for the
year ended 30 June 2016
Record No: R/16/8/12288
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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29400 - Administration
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($7,557)
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$17,170
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29401 - Library
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($3,159)
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($1,750)
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29402 - Operating
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($608)
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-
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29407 - Street Works
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($4,303)
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($10,000)
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29410 - Refuse Collection
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($4,830)
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-
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29413 - Stormwater
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($12,754)
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($46,254)
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29425 - Cemetery
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$13,465
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($8,200)
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29428 - Beautification
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($22)
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$194
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29429 - Parks & Reserves
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($47,776)
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($50,000)
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29447 - Swimming Pool
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$14
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-
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29480 - Medical Centre
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$22,563
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$24,080
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29481 - Maternity Centre
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$3,179
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$67
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29482 - Other Leased Properties
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$42,449
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$40,002
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Local Net Transfer to/(from) Reserves
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$661
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($34,691)
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29450 - Memorial
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($154,867)
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($300,000)
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29451 - RSA
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$5,039
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-
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29452 - Drill
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($6,035)
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-
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Hall Net Transfer to/(from) Reserves
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($155,863)
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($300,000)
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3 As
at 30 June 2016 the total funds held in reserves is $1,548,892.
Significant Budget Variances
4 Key
reasons for the most significant budget variances are detailed below:
Street
Works
5 Only
a trial was undertaken on the footpath lichen and moss spraying project.
Under budget by $8.5K for the business unit.
Refuse
6 Increased
levels of service required which exceeded budgets by $4.8K for the 2015/16
financial year.
Stormwater
7 Meldrum
Street project $50K not undertaken in 2015/16.
Cemetery
8 Cemetery
beams project was funded from a budget surplus and no funding was required from
Reserves. Plot levelling project $15K not undertaken in 2015/16.
Parks and Reserves
9 Overspent
by $2,2K from reserves due to unplanned expenditure at Ivy Russell Park
replacing damaged boundary fence.
Drill Hall
10 Unbudgeted
$7.2K expenditure to repair holes and paint Great North Road Frontage.
Project
List
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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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Cemeteries
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New cemetery beams
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2014/15
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-
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$4,890
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Completed
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Two beams installed June 2016.
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Cemeteries
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Levelling Plots and resow grass
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2015/16
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$15,000
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-
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In progress - Design
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More cost effective options need to be investigated to
complete this project. Expected to start 16/17 options for levelling are
being discussed to assist with this projects completion in the most cost
effective way due to large scope of work.
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Community Centres
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Winton Memorial Hall - major upgrade
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2015/16
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$450,000
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$408,087
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In progress - Construction
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Expected to be completed approximately September 2016.
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Council Buildings/ Property
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Winton - Centennial Park Grandstand
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2015/16
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$50,000
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$49,382
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Completed
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Completed March 2016.
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Library Services
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Furniture & Fittings
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2014/15
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-
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-
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Not started
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Parks and Reserves
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Skate park upgrade partial funding
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2015/16
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$50,000
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-
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Not started
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Limited notification process still underway. This
project will not be started by June 2016. Resource Consent hearing held 7.7.16
at Council. Commissioner to make final decision by end of July 2016.
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Public Conveniences
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Winton - Ivy Russell Reserve NEW Public Toilets
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2015/16
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$67,371
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$67,793
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Completed
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The Dipton and Winton Toilet projects were for $ value
purposes progressed as a single project. Under expenditure on either toilet
to be used to offset over expenditure on the other toilet. Completed in June
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Roading and Transport
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Footpath reclamation & lichen spray
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2015/16
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$10,000
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$1,618
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In progress - Construction
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Trial was required to be undertaken of this product to
remove moss and lichen before the contractor is engaged to undertake $10K of
work. Surplus to be carried forward to 16/17 year.
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Roading and Transport
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Concrete kerbs
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2015/16
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$6,000
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$6,277
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Completed
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Work competed in Douglas and Park Street between July and
October 2015.
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Sewerage
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Treatment Upgrade
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2014/15
|
-
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$299,348
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In Progress-Construction
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Sewerage
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Home Street renewal ahead of schedule
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2015/16
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$31,000
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$33,056
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Completed
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Completed.
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Stormwater
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Investigations of flooding - Meldrum Street
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2015/16
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$50,000
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-
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Not started
|
Downer have now established CCTV facilities in Southland
and a detailed programme for sewer and stormwater investigations in the
2016/2017 year is being prepared.
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Stormwater
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Mackenzie Street Repairs
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|
-
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$24,000
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Completed
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Water Supply
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Early Replacement of mains
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2015/16
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$1,000,000
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$742,096
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Completed
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Schedule
of Loan Balances
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Balance
June 2015
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Uplifted Loan
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Principal Repayments
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Balance June 2016
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Years Remaining
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Streetworks
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$119,756
|
-
|
$21,076
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$98,680
|
4
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Financial
Considerations
Reserves
11 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
12 The
total balance of Development and Financial contributions for your community to
30 June 2016 is 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.
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Parks
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Roading
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Sewerage
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Water
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Total
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$81,284
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$69,926
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$151,082
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$183,221
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$485,513
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Winton
Schedule of Reserve Balance
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Recommendation
That the Winton
Community Board:
a) Receives
the report titled “Financial Report to Winton Community Board for the
year ended 30 June 2016” dated 1 September 2016.
|
Attachments
a Winton
Annual Report Figures 30 June 2016 ⇩
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Winton
Community Board
|
19 September 2016
|
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Winton Community
Board
19 September
2016
|
|
Works and Finance Report to Winton Community Board for
the period ended 31 July 2016
Record No: R/16/8/13755
Author: Moira
Tinnock, Community Engineer
Approved by: Ian
Marshall, Group Manager Services and Assets
☐
Decision ☐
Recommendation ☒
Information
Community
Engineer’s Report
1 Ivy
Russel Reserves new public toilet is open.
2 Robyn
Bye is programming work for the Work Scheme to undertake maintenance in
Ivy Russell Reserve focusing on pest plants.
Water and Waste Engineer’s Report
3 The
monthly operations reports from Downer are provided to the Committee Advisor as
they are published. They include data on Downer’s district-wide
operations activities which are presented on a town by town basis.
4 For
the year to date, there has been no unplanned expenditure exceeding the $5,000
threshold.
Financial Considerations
Development and Financial
Contribution
5 The
table below outlines the balances of Development and Financial contributions
for your community to date. Spending of these funds is considered by
Council staff when projects are in the planning stage. Once identified as
a potential funding source for a project, confirmation from the Group Manager
Services and Assets is sought before undertaking the project to ensure that the
relevant policy and legislative requirements are met.
|
Winton
|
|
|
Reserves
Contributions
|
$81,284
|
|
Roading
Contributions
|
$69,926
|
|
Sewerage
Contributions
|
$151,082
|
|
Water
Contributions
|
$183,221
|
|
Winton
Ward
|
|
|
Reserves
Contributions
|
$5,068
|
Reserves
6 Please
find the Reserves Report attached.
Loan
7 The
table below outlines the community loan as at 30 June 2016. The interest
rate applicable on this loan for the 2016/2017 year is 5.72%.
|
|
Business
Unit
|
Balance
June 2016
|
Years
Remaining
|
|
Street
Works (1130)
|
29407
|
$98,679
|
4
|
|
Recommendation
That the Winton
Community Board:
a) Receives
the report titled “Works and Finance Report to Winton Community Board
for the period ended 31 July 2016” dated 14 September 2016.
|
Attachments
a Winton
Project List and Financial Reports, 31 July 2016 ⇩
|
Winton
Community Board
|
19 September 2016
|
Project List
The table below shows the projects that are currently
planned for Winton in 2016/2017 excluding carry forwards from previous years
with an update on their progress. Carry forward projects are yet to be approved
by Council.
|
Activity
|
Project
|
Type
|
Year
|
Budget
|
Status
|
Officer’s Comments
|
|
Parks and Reserves
|
Rising main
replacement
|
|
2016/17
|
$1,600,000
|
|
|
|
Parks and Reserves
|
Levelling Plots
and resow grass
|
|
2016/17
|
$15,000
|
|
|
|
Roading & Transport
|
Footpath
reclamation and lichen spray
|
|
2016/17
|
$8,000
|
|
|
|
Roading & Transport
|
Florence Road
sealing, curb and channel
|
|
2016/17
|
$130,000
|
|
|
|
Roading & Transport
|
Concrete kerbs
|
|
2016/17
|
$6,150
|
|
|
|
Water supply
|
Skate park
upgrade partial funding
|
|
2016/17
|
$50,000
|
|
|
