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Athol Community Development Area Subcommittee

UNCONFIRMED

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Athol Community Development Area Subcommittee held in the Athol Hall on Wednesday, 16 November 2016 at 5.30pm.

 

present

 

Chairperson

Steve Wilkins

 

 

 

 

Members

Nigel Black

 

 

Annabelle Herbert

 

 

John Peterson

 

 

Esmay Raynes

 

 

IN ATTENDANCE

 

Committee Advisor

Rose Knowles

 

Community Engineer

Bruce Miller

 

Community Partnership Leader

Community Development Planner, Venture Southland

Kelly Tagg

Steve Watson

 

 

PUBLIC GALLERY

 

C Rudolph, R Adams, M Anderson, S McLay, A Inns, R Ainston, E Woods.

 


Athol Community Development Area Subcommittee

16 November 2016

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1          Apologies

 

Moved Chairman Wilkins, seconded Member Black

 

That the apology for non-attendance lodged by Councillor Douglas be accepted.

 

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

 

Moved Chairman Wilkins, seconded Member Raynes

and resolved that the subcommittee go into Public Forum to allow members of the public to speak.

 

Mr E Woods on behalf of the Athol Hunting and Fishing Club expressed their concerns regarding the Athol Recreation Reserve.  Issues raised included;

 

·         New fencing required

·         Mowing Issues

·         Athol Community support the club, with the facilities being well used

·         Improvements at the Club Room and grounds that they have completed

·         Financial support from the CDA to complete the fencing and extra mowing

·         Hunting and fishing members will provide the labour for the new fence.

·         Lease agreement not yet signed

·         Options for funding

 

The Chairman expressed appreciation to Mr Woods and Members of the Athol Hunting and Fishing Club for their attendance at the meeting.

 

Moved Member Black, seconded Member Herbert

and resolved that  the Public Forum be closed and the subcommittee return to the formal meeting.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

Resolution

Moved Member Black, seconded Member Raynes

That the minutes of Athol Community Development Area Subcommittee meeting held on 18 May 2016, be confirmed.

 

Reports

 

7.1

Athol Community Development Area Subcommittee Action Sheet 16 November 2016

Record No:         R/16/10/17806

The Action sheet was circulated for Members information.

Issues arising included the following;

·         Rear fire door at the hall requires maintenance and then painted.

·         Posts and chain to be installed along front of the playground.

·         Athol Railway Display -  Members are in contact with LINZ and the tenant of the land for the display.  Sleepers and rails still to be sourced.

 

 

 

Resolution

Moved Member Raynes, seconded Member Herbert

That the Athol Community Development Area Subcommittee:

a)         Receives the report titled “Athol Community Development Area Subcommittee Action Sheet 16 November 2016” dated 28 October 2016.

 

b)         Notes the responses from staff on the action sheet.

 

 

7.2

Works and Finance Report to Athol Community Development Area Subcommittee for the period ended 30 September 2016

Record No:         R/16/9/15159

Works and Finance report to Athol Community Development Area Subcommittee for the period ended 30 September 2016, was tabled.

Issues noted by the subcommittee included;

·         The green waste maintenance site will be completed by M Sarginson

 

·         The Lumsden Railway Trust have offered two trucks on long term loan for the Athol Railway Display. Athol CDA to meet with Lumsden Railway Trust to discuss the details.

 

·         The mowing of the recreation reserve will be programmed in with the township mowing.

 

The subcommittee discuss the request for financial assistance with the new fence for the Recreation Reserve and agreed to purchase the fencing materials and excavator expenses. Members of the Hunting and Fishing Club to contact the Community Engineer for a purchase order.

 

 

 

Resolution

Moved Member Peterson, seconded Chairman Wilkins

That the Athol Community Development Area Subcommittee:

 

a)            Receives the report titled “Works and Finance Report to Athol Community Development Area Subcommittee for the period ended 30 September 2016” dated 7 November 2016.

 

b)           Approves the financial assistance for the fencing materials and excavator expenses at the Athol Recreation Reserve.

 

 

 

7.6

Annual Plan 2017/2018 - Confirmation of Budgets

Record No:         R/16/10/17632

Report B Miller (Community Engineer) providing an overview of the forecasted services for the Athol Community Development Area Subcommittee in 2017/2018, was tabled.   

The Subcommittee noted it includes any variations from what was forecasted in year three of the 10 Year Plan 2015-2025.

  The Subcommittee also noted that the Southland District Council has streamlined its 2017/2018 Annual Plan process and as a result the Subcommittee is only required to review the estimates for significant changes.  In addition, consideration should be given to funding any significant changes from reserves where appropriate.

The Subcommittee was advised that the draft estimates will be incorporated into the Council’s Draft Annual Plan.  If consultation is required, this will occur in February 2017 and March 2017.  Once the plan is finalised (and subject to any changes resulting from submissions), the estimates shown for 2017/2018 will be used to set rates for the year beginning 1 July 2017.

 

 

 

Resolution

Moved Member Herbert, seconded Member Peterson

That the Athol Community Development Area Subcommittee:

a)      Receives the report titled “Annual Plan 2017/2018 Confirmation of Budgets” dated 7 November 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)      Approves variations in the Athol Community Development Area Subcommittee estimates from year three of the 10 Year Plan.

e)      Budgets for the year commencing 1 July 2017 be adopted for inclusion in the Council’s Draft Annual Plan (subject to any amendments made at the meeting).

 

f)       Requests the levy of the following rates and charges (including GST) for the year commencing 1 July 2017 based on the approved budgets in (e) above.

Rate Description                            Rate (GST Incl)

CDA Rate                                                  $5,541

Hall Rate                                                    $6,806

g)      Requests the setting of the hall fees and charges (including GST) for the year commencing 1 July 2017 for inclusion in the 2017/2018 Annual Plan.

 

7.3

Financial Report to Athol Community Development Area Subcommittee for the year ended 30 June 2016

Record No:         R/16/8/12461

Financial Report for the period ended 30 June 2016 prepared by Bruce Miller, Community Engineer, was tabled.

The subcommittee noted the reasons for significant budget variances. These included;

 

Operating Costs

Cheque payment of $1,304 from Country Pirates Rugby Club was not budgeted resulting in $2K transferred to reserves.

Beautification

Parks and Reserves Projects have been carried forwarded to 2016/17 financial year.

Playground

No significant maintenance required.

Hall

Operating and maintenance costs $4K more than budgeted for electrical work and window painting.

 

Resolution

Moved Member Black, seconded Member Herbert

That the Athol Community Development Area Subcommittee:

a)         Receives the report titled “Financial Report to Athol Community Development Area Subcommittee for the year ended 30 June 2016” dated 21 October 2016.

 

7.4

Elected Members' Expense Reimbursements and Allowances

Record No:         R/16/7/10192

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           

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.

3           

4          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.

 

5          Mrs Marrah advised that the specific provisions relevant to Community Boards and Council Subcommittees incorporated into the revised policy are as follows:

6           

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

7           

·                      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.

 

8          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.

9          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 Peterson, seconded Member Herbert

That the Athol Community Development Area Subcommittee:

a)      Receives the report titled “Elected Members' Expense Reimbursements and Allowances” dated 4 July 2016.

 

7.5

Recently adopted Bylaws and Policies

Record No:         R/16/9/15964

Report by R Rout (Policy Analyst), notifying the Subcommittee of bylaws and policies which have been adopted by Southland District Council, was tabled.

 

 

 

Resolution

Moved Member Black, seconded Member Herbert

That the Athol Community Development Area Subcommittee:

a)           Receives the report titled “Recently adopted Bylaws and Policies” dated 28 September 2016.

 

b)            Notes that the Cemetery Management Policy, the Cemetery Bylaw 2016, the Ashton Flats Roading Bylaw, and the Gambling Venue and TAB Venue policies came into effect on 1 October 2016.

 

c)         Notes that the Signs and Objects on Roads and Footpaths Bylaw 2016 will come into effect on 1 July 2017.

 

8.0     Updates

 

8.1     Chairperson’s Report

 

The Chairman, Steve Wilkins, reported on matters with which he has been involved since the subcommittee’s last meeting.

 

·      Greenwaste site being well utilised

·      Toilets very busy

·      Conversations with the tenant of the leased land where the Railway project will be placed.


 

8.2     Hall Report

 

          Members discussed and approved the proposed conditions of hiring the hall for long term provided by the Property Manager and the application for a Resource Consent that Mr S Robertson has requested to set up an art gallery from 17 December to 30 April 2017 in the Athol Hall.

 

8.3     Venture Southland Report

 

          Mr Steve Watson, (Community Development Planner, Venture Southland), gave an update to the subcommittee. These included;

 

·                Local maps

·                Applications for funding

·                Market Day in Lumsden

 

8.4     Councillor’s Report

 

          Due to the absence of Councillor Douglas there was no Councillors report.

 

 

 

 

The meeting concluded at 7.20pm           CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE ATHOL Community Development Area Subcommittee HELD ON 16 NOVEMBER 2016

 

 

 

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

 

 

 

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

 

 

 

CHIEF EXECUTIVE OFFICER:……………………