Notice is hereby given that a Meeting of the Lumsden Community Development Area Subcommittee will be held on:
Date: Time: Meeting Room: Venue:
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Monday, 3 October 2016 6pm SDC Office, Lumsden |
Lumsden Community Development Area Subcommittee Agenda
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MEMBERSHIP
Chairperson |
Robin Scott |
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Deputy Chairperson |
Karen Blakemore |
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Evan Hankey |
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Gary Maclean |
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Chris Palmer |
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Colin Walker |
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IN ATTENDANCE
Committee Advisor |
Rose Knowles |
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Team Leader, Community Engineers |
Ray Hamilton |
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Contact Telephone: 0800 732 732 Postal Address: PO Box 903, Invercargill 9840 Email: emailsdc@southlanddc.govt.nz Website: www.southlanddc.govt.nz
Full agendas are available on Council’s Website |
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Terms of Reference for CDAs
This CDA is a subcommittee of Southland District Council and has delegated responsibility.
The CDA members are elected to represent and advocate for their community.
It can make decisions on:
· Managing local halls and cemeteries
· Managing reserves, plantings, drainage, footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and slipways, litter control
It can make recommendations to Council on:
· Priorities for services and development within the community
· Local rates
· Spending outside the approved annual budget
Lumsden Community Development Area Subcommittee 03 October 2016 |
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 Lumsden CDA Action Sheet 3 October 2016 13
7.2 Works and Finance Report to Lumsden Community Development Area Subcommittee for the period ended 31 August 2016 15
7.3 Financial Report to Lumsden Community Board for the year ended 30 June 2016 21
8.1 Chairperson’s Report
The Chairperson, Member Scott, to report on matters with which he has been involved since the subcommittee’s last meeting.
8.2 Committee Reports
Works & Cemetery – K Blakemore, R Scott
Hall – C Walker, E Hankey
Community Housing –C Walker
Water Supply – K Blakemore, E Hankey
Information Centre – C Palmer
8.3 Councillor’s Report
Councillor Douglas to report on activities from the District Council table.
1 Apologies
At the close of the agenda no apologies had been received.
2 Leave of absence
At the close of the agenda no requests for leave of absence had been received.
3 Conflict of Interest
Committee Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.
4 Public Forum
Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.
5 Extraordinary/Urgent Items
To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.
Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:
(i) the reason why the item was not on the Agenda, and
(ii) the reason why the discussion of this item cannot be delayed until a subsequent meeting.
Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:
“Where an item is not on the agenda for a meeting,-
(a) that item may be discussed at that meeting if-
(i) that item is a minor matter relating to the general business of the local authority; and
(ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but
(b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”
6 Confirmation of Minutes
6.1 Meeting minutes of Lumsden Community Development Area Subcommittee, 15 August 2016
Lumsden Community Development Area Subcommittee
OPEN MINUTES
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Minutes of a meeting of Lumsden Community Development Area Subcommittee held in the SDC Office, Lumsden on Monday, 15 August 2016 at 6pm.
present
Chairperson |
Robin Scott |
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Deputy Chairperson |
Karen Blakemore |
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Evan Hankey |
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Gary Maclean |
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Chris Palmer |
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Councillor |
Colin Walker
John Douglas |
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IN ATTENDANCE
Committee Advisor |
Rose Knowles |
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Community Engineer Community Partnership Leader Community Development Planner, Venture Southland |
Bruce Miller
Kelly Tagg
Steven Watson |
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1 Apologies
There were no apologies received.
2 Leave of absence
There were no requests for leave of absence.
3 Conflict of Interest
There were no conflicts of interest declared.
4 Public Forum
There were no persons seeking speaking rights in Public Forum.
5 Extraordinary/Urgent Items
There were no Extraordinary/Urgent items.
6 Confirmation of Minutes
Resolution Moved Member Blakemore, seconded Member Hankey That the minutes of Lumsden Community Development Area Subcommittee, meeting held on 13 June 2016, be confirmed. |
Reports
7.1 |
Works and Finance Report to Lumsden Community Development Area Subcommittee for the period ended 30 June 2016 Record No: R/16/7/10770 Works and Finance report to Lumsden Community Development Area Subcommittee for the period ended 30 June 2016, was tabled. Issues noted by the subcommittee included;
The subcommittee discussed and agreed to support the Sunday Market.
The subcommittee agreed that the gardening contract be renewed.
The subcommittee supported that Mr W Drummond be appointed Freedom Camping Parking Warden with the Area Engineer and Chairman to meet with Mr Drummond to discuss what is required.
The subcommittee agreed to include the project in next year’s Annual Plan and requested the Area Engineer to obtain 3 quotes to kerb & channel the entranceway to the cemetery. |
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Resolution Moved Member Maclean, seconded Member Walker That the Lumsden Community Development Area Subcommittee: a) Receives the report titled “Works and Finance Report to Lumsden Community Development Area Subcommittee for the period ended 30 June 2016” dated 9 August 2016.
b) Requests the Area Engineer to obtain 3 quotes for the kerb & channel project at the Lumsden Cemetery. |
7.2 |
Elected Members' Expense Reimbursements and Allowances Record No: R/16/7/10215 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 subcommittee 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 subcommittee 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 Subcommittee 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 subcommittee 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 Blakemore, seconded Member Hankey That the Lumsden Community Development Area Subcommittee: a) Receives the report titled “Elected Members' Expense Reimbursements and Allowances” dated 10 August 2016.
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7.3 |
Northern Southland's Cycle and Celebrate Day - 12 November 2016 Record No: R/16/8/12726 Communication from the Northern Southland Community Resource Centre Charitable Trust requesting permission for a market day, was tabled. The subcommittee noted that the market day will be held around the former Railway Station in conjunction with an event called “Northern Southland Cycle Celebrate” on 12 November 2016 from 11am -3pm. The subcommittee also noted that permission for parking on the green space beside the Fire Station was being sort, and requesting the freedom campers be requested to relocate from the area in the morning of the event. |
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Resolution Moved Member Walker, seconded Chairman Scott That the Lumsden Community Development Area Subcommittee: a) Receives the report titled “Northern Southland's Cycle and Celebrate Day - 12 November 2016” dated 10 August 2016.
b) Agrees to support the Northern Southland Community Resource Centre Charitable Trust Market Day and Cycle Event, and granting permission to park on the green space beside the Fire Station and relocating the freedom campers on the morning of the 10 August 2016.
c) Requests the Committee Advisor to advise the Trust of the subcommittee’s decision. |
7.4 |
BBQ proposals Record No: R/16/8/12737 Proposals from C Palmer (CDA Member) requesting the CDA investigate installing a BBQ on the village green and the Lumsden Lions Club requesting permission to install a BBQ and picnic table in the Lumsden Railway Precinct, was tabled. The subcommittee considered the proposals and agreed to support the Lumsden Lions Club with the installation of a BBQ, and picnic table being installed on the green area on the edge of the playground. The subcommittee requested that the Lions Club be notified that they would met all costs associated with the project and that they are responsible for maintenance and any malfunctions with the BBQ. |
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Resolution Moved Member Palmer, seconded Member Maclean That the Lumsden Community Development Area Subcommittee: a) Receives the report titled “BBQ proposals” dated 10 August 2016.
b) Agrees to support the Lumsden Lions Club proposal to install a BBQ and picnic table on the green area on the edge of the playground.
c) Requests the Committee Advisor to advise the Club of the subcommittee’s decision.
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7.5 |
Report to Lumsden Community Development Area Subcommittee - 15 August 2016 - Venture Southland Update on Community Initiatives Record No: R/16/7/11799 Report by Steven Watson, (Community Development Planner), Venture Southland entitled “Update on Community Initiatives”, was tabled. The subcommittee was advised of the local and regional initiatives, which included;
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Resolution Moved Member Blakemore, seconded Member Maclean That the Lumsden Community Development Area Subcommittee: a) Receives the report titled “Report to Lumsden Community Development Area Subcommittee - 15 August 2016 - Venture Southland Update on Community Initiatives” dated 27 July 2016. |
8.0 Updates
8.1 Chairperson’s Report
The Chairman, Rob Scott, reported on matters with which he has been involved since the subcommittee’s last meeting.
· Lions Club Public Notice Board to be installed adjacent the Council Area Office.
· Lumsden Soccer Club have tidied and using the Recreation Grounds.
· Lumsden Heritage Trust proposal to obtain another railway carriage and to replace the steps up to the platform.
· Freedom Camping issues; informal meeting to be arranged.
8.2 Committee Reports
Community Housing - Member Walker advised that two of the residents are currently in hospital.
Hall – Member Hankey advised that a verandah has been constructed over the kitchen doors.
8.3 Councillor’s Report
Councillor Douglas reported on matters from the District Council table. These included;
· Cycle trail update
· Lumsden Pool Meeting
The meeting concluded at
8pm The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.
CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Lumsden Community Development Area Subcommittee HELD ON 15 AUGUST 2016
DATE:...................................................................
CHAIRPERSON:...................................................
Lumsden Community Development Area Subcommittee 3 October 2016 |
Lumsden CDA Action Sheet 3 October 2016
Record No: R/16/9/15743
Author: Rose Knowles, Committee Advisor
Approved by: Rose Knowles, Committee Advisor
☐ Decision ☐ Recommendation ☒ Information
The Action Sheet from the Subcommittee’s previous meetings is circulated for Members’ information.
That the Lumsden Community Development Area Subcommittee: a) Receives the report titled “Lumsden CDA Action Sheet 3 October 2016” dated 23 September 2016.
b) Notes the responses from staff on the action sheet.
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a Lumsden CDA Action Sheet 3 October 2016 ⇩
Lumsden Community Development Area Subcommittee |
03 October 2016 |
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Lumsden Community Development Area Subcommittee 3 October 2016 |
Works and Finance Report to Lumsden Community Development Area Subcommittee for the period ended 31 August 2016
Record No: R/16/9/14672
Author: Bruce Miller, Community Engineer
Approved by: Ian Marshall, Group Manager Services and Assets
☐ Decision ☐ Recommendation ☒ Information
Community Engineer’s Report
1. Playground equipment has arrived and will be installed by SouthRoads when we have the site prepared.
2. Correspondence from local Lions regarding proposal for a barbeque installation.
3. Meadow Street drainage completed cost was $37K.
4. Flags - we are still scoping the various options, and will contact the chair at the earliest.
Water and Waste Engineer’s Report
5. The monthly operations reports from Downer are provided to the Committee Advisor as they are published. They include data on Downer’s district-wide operations activities which is presented on a town by town basis.
6. For the year to date there has been no unplanned expenditure exceeding the $5,000 threshold.
Financial Considerations
Development and Financial Contributions
7. 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.
Sewerage |
$29,473 |
Water |
$42,563 |
Reserves
8. Please find the Reserves Report attached.
Project List
9. The table below shows all of the projects that are currently planned for Lumsden in 2016/2017. Items in Bold and Italics are carried over from previous financial years.
Activity |
Project |
Type |
Year |
Budget |
Status |
Officer’s Comments |
Cemeteries |
Improve driveway |
LOS |
1617 |
$46,000 |
Not Started |
Due to start end of September 2016. |
Parks & Reserves |
Upgrade railway heritage area |
Maint Plan |
1516 |
$25,625 |
In progress - Construction |
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That the Lumsden Community Development Area Subcommittee: a) Receives the report titled “Works and Finance Report to Lumsden Community Development Area Subcommittee for the period ended 31 August 2016” dated 22 September 2016. |
a Lumsden Project List and Financial Reports, 31 August 2016 ⇩
Lumsden Community Development Area Subcommittee 3 October 2016 |
Financial Report to Lumsden Community Board for the year ended 30 June 2016
Record No: R/16/8/12314
Author: Bruce Miller, Community Engineer
Approved by: Ian Marshall, Group Manager Services and Assets
☐ Decision ☐ Recommendation ☒ Information
1 Please note 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 |
24300 - Administration |
$4,370 |
$5,557 |
24301 - Library |
$105 |
- |
24302 - Operating |
($5,440) |
($7,870) |
24307 - Street Works |
$12,699 |
($58,740) |
24310 - Refuse Collection |
($7,176) |
- |
24313 - Stormwater |
$3,167 |
($17,111) |
24325 - Cemetery |
($6,284) |
- |
24328 - Beautification |
$1,826 |
- |
24332 - Recreation Reserve |
$49 |
- |
24346 - Playground |
($760) |
- |
24349 - Camping Ground |
$1,200 |
$1,200 |
24389 - Information Centre |
($731) |
- |
Interest on Reserves * |
$61 |
- |
Local Net Transfer to/(from) Reserves |
$3,086 |
($76,964) |
24350 – Hall |
($19,992) |
($18,576) |
* Interest Received was processed through 10315 business unit
3 As at 30 June 2016 the total funds held in reserves is $257,030.
Significant Budget Variances
4 Key reasons for the most significant budget variances are detailed below:
Operating Costs
5 No internal work scheme costs were incurred, the budget was to do with the cycle trail and heritage area.
Street Works
6 These costs to complete Meadow Street drainage was allocated to roading contractor maintenance.
Refuse Collection
7 Extra spending on bins was due to the holiday period, (not Freedom Camping related costs).
Stormwater
8 See item 6 above.
Project List
Activity |
Project Name |
Financial Year |
AP Budget |
Actual cost 2015/16 |
Status |
Officer’s
Comment |
Cemeteries |
Installation of coil and sump |
2015/16 |
- |
$5,960 |
Completed |
Completed February 2016 |
Community Centres |
Exterior repaint |
2015/16 |
$19,000 |
$20,845 |
Completed |
Completed in final quarter of year. |
Parks and Reserves |
Upgrade Railway Heritage area |
2015/16 |
- |
- |
In progress - Construction |
Equipment ordered end of April 2016 received 18 July 2016. |
Roading and Transport |
Drainage Replacement (listed as footpath) |
2015/16 |
$68,000 |
$40,602 |
Completed |
Completed 100% June 2016. |
Sewerage |
Install guiderails to Pump Station |
2015/16 |
$40,000 |
$6,769 |
Completed |
Work carried out by Downer. |
Sewerage |
New manhole at Pump Station |
2015/16 |
$24,000 |
- |
Deleted |
Project no longer required. |
Sewerage |
Pumps |
2015/16 |
$8,763 |
$2,169 |
Completed |
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Stormwater |
Investigation Studies in relation to Reticulation Renewal |
2015/16 |
$20,000 |
$5,313 |
Completed |
Investigations completed and proposals to be provided to Community Board |
Financial Considerations
Reserves
9 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
10 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.
Sewerage |
Water |
Total |
$29,473 |
$42,563 |
$72,036 |
Lumsden
Schedule of Reserve Balance
That the Lumsden Community Development Area Subcommittee: a) Receives the report titled “Financial Report to Lumsden Community Board for the year ended 30 June 2016” dated 26 September 2016. |
a Lumsden Annual Report Figures 30 June 2016 ⇩