Agenda of Lumsden Community Development Area Subcommittee

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Lumsden Community Development Area Subcommittee

OPEN MINUTES

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
Deputy Chairperson	Karen Blakemore
	Evan Hankey
	Gary Maclean
	Chris Palmer
Councillor	Colin Walker John Douglas

IN ATTENDANCE

Committee Advisor

Rose Knowles

Community Engineer

Community Partnership Leader

Community Development Planner, Venture Southland

Bruce Miller

Kelly Tagg

Steven Watson

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;

Playground equipment has arrived and will be installed by Southroads.
Meadow Street drainage completed cost was $37K.
Investigations continuing with Venture Southland into various options for the street flags.
An application has been received to hold a weekly Sunday Market Day around the former Railway Station. A resource consent is required and is being applied for at present.

The subcommittee discussed and agreed to support the Sunday Market.

The gardening contract is due for renewal of a roll over for 2 years plus 1 year.

The subcommittee agreed that the gardening contract be renewed.

Mr W Drummond has volunteered his services to be a Freedom Camping Parking Warden over the tourist season in the Lumsden Township.

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 second stage of the cemetery project with the kerb & channelling needs investigating so it can be included in the 2017/18 Annual Plan.

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.

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.

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.

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:

· Mileage allowance, can be claimed in line with Councillors, where travel exceeds 30 kilometres within a day.

· 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.

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.

The subcommittee noted payment of allowances and reimbursements will be funded from local operating budgets of the relevant Community Board or Subcommittee.

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.

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.

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 10August 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.

	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.
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; Lumsden Hall upgrade Lumsden Heritage Trust Railway project Northern Southland Development Trust brochures. Northern Southland Town Map Health & Safety Workshops for Volunteers and Community Groups Community Organisation and Volunteer futures project Southland Cycling strategy

	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

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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*

Recommendation

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.

Attachments

a Lumsden Project List and Financial Reports, 31 August 2016 ⇩

Lumsden Community Development Area Subcommittee

3 October 2016

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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
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.