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Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday 16 November 2016

10.30am

Council Chambers
15 Forth Street
Invercargill

 

Council

 

OPEN MINUTES FOR CONFIRMATION

 

 

 

TABLE OF CONTENTS

ITEM                                                                                                                                   PAGE

 

5.1       Meeting minutes of Council, 26 October 2016                                                           2

9.7       Meeting minutes of Activities Performance Audit Committee, 7 September 2016 3

9.8       Meeting minutes of Otautau Community Board, 25 August 2016                           3

9.9       Meeting minutes of Riverton/Aparima Community Board, 29 August 2016          3

9.10     Meeting minutes of Tuatapere Community Board, 16 August 2016                       3

9.11     Meeting minutes of Lumsden Community Development Area Subcommittee, 3 October 2016                                                                                                                  3


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Council

 

OPEN MINUTES

 

 

 

Minutes of the Inaugural Meeting of the Southland District Council for the 2016/2019 Triennium held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 26 October 2016 at 10am.

 

present

 

Mayor

Mayor Gary Tong

 

Deputy Mayor

Paul Duffy

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Chief Executive - Steve Ruru, Group Manager, Services and Assets – Ian Marshall, Group Manager, Environmental Services – Bruce Halligan, Group Manager, Community and Futures – Rex Capil, Chief Financial Officer – Anne Robson, Chief Information Officer – Damon Campbell, People and Capability Manager – Janet Ellis, Group Manager – Customer Support – Trudy Hurst, Communications Manager – Louise Pagan, Committee Advisor - Fiona Dunlop and Team Leader, Governance – Chris Dolan.

 


MIHI/POWHIRI

 

Councillors Elect Frazer and Perham were called into the Chamber by Te Ao Marama.

 

1          Apologies

 

There were no apologies.

 

 

2          Welcome

 

Chief Executive Officer – Steve Ruru welcomed those present to the meeting.

 

3

Making and Attesting of Members' Declarations

Record No:    R/16/10/17159

 

 

Chief Executive Officer  – Steve Ruru called Mayor Tong forward to make his declaration as Mayor Elect.

 

I, GARY IAN TONG, declare that I will faithfully and impartially, and according to the best of my skill and judgment, execute and perform, in the best interests of Southland District, the powers, authorities, and duties vested in, or imposed upon, me as Mayor of the Southland District Council by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act.

 

Mayor Tong signed his declaration which was witnessed by the Chief Executive Officer and was presented with the Chains of Office.

 

Mayor Tongs called all Councillors Elect to come forward individually to make their declarations as Elected Members of Southland District Council.

 

I, Stuart Andrew Baird, Brian John Dillon, John Robert Douglas, Paul Duffy, Bruce James Ford, Darren Paul Frazer, George Edward James Harpur, Julie Ann Keast, Ebel Kremer, Gavin John MacPherson, Neil Robert Paterson and Nicholas Mark Perham declare that I will faithfully and impartially, and according to the best of my skill and judgement, execute and perform, in the best interests of the Southland District, the powers, authorities, and duties vested in or imposed upon me as a member of the Southland District Council by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act.

 

 

Resolution

Moved Mayor Tong, seconded Cr Baird and resolved:

That the Council:

a)         Receives the report titled “Making and Attesting of Members' Declarations” dated 17 October 2016.

 

b)         Notes that the Chief Executive has received and witnessed the declaration of the Mayor

 

c)         Notes that the Mayor has received and witnessed the declaration of Council members. 

 

(People and Capability Manager – Janet Ellis, Group Manager – Customer Support – Trudy Hurst left the meeting at this point.)

 

4          Conflict of Interest

 

There were no conflicts of interest declared.

 

 

5          Extraordinary/Urgent Item

 

There were no Extraordinary/Urgent items.

 

 

6

General Explanation from Chief Executive

Record No:    R/16/9/16117

 

Chief Executive – Steve Ruru was present for this item.

 

Mr Ruru explained the various parts of legislation that the Mayor and Councillors need to be aware of as Elected Members of Southland District Council.

 

 

Resolution

Moved Councillor Duffy, seconded Cr Kremer and resolved:

That the Council:

1.       Receives the report titled “General Explanation from Chief Executive” dated 17 October 2016.

 

 

7

Setting of Date and Time for First Meeting of Southland District Council

Record No:    R/16/9/16119

 

Chief Executive – Steve Ruru was present for this item.

 

Mr Ruru advised that the Council was required to set a date and time for the first meeting of the Southland District Council.

 

 

Resolution

Moved Cr Harpur, seconded Cr Ford and resolved:

That the Council:

a)         Receives the report titled “Setting of Date and Time for First Meeting of Southland District Council” dated 17 October 2016.

 

b)         Agree that the first meeting of the Southland District Council for the 2016/2019 triennium be held in the Council Chamber, 15 Forth Street, Invercargill at 10.30am on Wednesday 16 November 2016.

 

 

 

 

8

Appointment of Deputy Mayor

Record No:    R/16/9/15557

 

Mayor Tong advised that he was intending to have Councillor Duffy as Deputy Mayor for the 2016/2019 Triennium and that Councillor Duffy had agreed to undertake the role again.

 

 

Resolution

Moved Cr Dillon, seconded Cr Paterson and resolved:

That the Council:

a)         Receives the report titled “Appointment of Deputy Mayor” dated 18 October 2016.

 

b)         Confirm the Mayor’s appointment of Councillor Duffy to be the Deputy Mayor of Southland District Council for the 2016/2019 Triennium.

 

 

9

Terms of Reference for Community Boards and Subcommittees of Southland District Council

Record No:    R/16/9/16127

 

Team Leader, Governance – Chris Dolan was present for this item. 

 

Mr Dolan explained to the meeting the Terms of Reference for Community Boards and Subcommittees as outlined the report.

 

 

Resolution

Moved Cr Macpherson, seconded Cr Paterson and resolved:

That the Council:

a)         Receives the report titled “Terms of Reference for Community Boards and Subcommittees of Southland District Council” dated 19 October 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)         Approve the Terms of Reference as attached to the minutes (appendix 1) for the Community Boards and Subcommittees of Southland District Council.

 

 

 

 

10

Appointment of Elected Members to Community Boards and Subcommittees

Record No:    R/16/10/16939

 

Mayor Tong advised that the report was before the meeting to appoint Elected Members to Community Boards and various Subcommittees including Community Development Areas for the 2016/2019 Triennium.

 

He also advised that an Elected Member appointment for the Tuatapere Community Board would be included in the list of appointees as it had been left out of the report.

 

 

Resolution

Moved Mayor Tong, seconded Cr Douglas recommendation a, b with and addition (as indicated) and c and resolved:

That the Council:

a)         Receives the report titled “Appointment of Elected Members to Community Boards and Subcommittees” dated 19 October 2016.

 

b)         Agree the appointment of Councillors to the following Community Boards:

 

Community Board

Councillor Appointee

 

 

Edendale-Wyndham

Councillor Duffy

Otautau

Councillor Baird

Riverton/Aparima

Councillor Perham

Stewart Island/Rakiura

Councillor Ford

Te Anau

Councillor Kremer

Tuatapere

Councillor Harpur

Wallacetown

Councillor Macpherson

Winton

Councillor Paterson

 

c)         Agree the appointment of Councillors to the following Subcommittees:

 

Subcommittee

Councillor Appointee

 

 

Athol Community Development Area

Councillor Douglas

Balfour Community Development Area

Councillor Dillon

Browns Community Development Area

Councillor Frazer

Colac Bay Community Development Area

Councillor Harpur

Dipton Community Development Area

Councillor Frazer

Garston Community Development Area

Councillor Douglas

Gorge Road and Districts Community Development Area

Councillor Keast

Limehills/Centre Bush Community Development Area

Councillor Frazer

Lumsden Community Development Area

Councillor Douglas

Manapouri Community Development Area

Councillor Kremer

Mossburn Community Development Area

Councillor Douglas

Nightcaps Community Development Area

Councillor Perham

Ohai Community Development Area

Councillor Perham

Orepuki Community Development Area

Councillor Harpur

Riversdale Community Development Area

Councillor Dillon

Thornbury Community Development Area

Councillor Baird

Tokanui Community Development Area

Councillor Keast

Waikaia Community Development Area

Councillor Dillon

Woodlands Community Development Area

Councillor Duffy

Five Rivers Water Supply

Councillor Douglas

Matuku Water Supply

Councillor Douglas

Te Anau Basin Water Supply

Councillor Kremer

Ohai Railway Fund Subcommittee

Mayor Tong and Councillors Harpur and Perham

Ohai-Nightcaps and Districts Doctors House and Surgery Subcommittee

Councillor Perham

Riverton Harbour Subcommittee

Councillor Perham

Stewart Island/Rakiura Jetties Subcommittee

Councillor Ford

Stewart Island/ Rakiura Visitor Levy Allocations Subcommittee

Chair of the Community and Policy Committee

Milford Community Trust

Councillor Kremer

 

 

11

Standing Orders

Record No:    R/16/9/16120

 

Chief Executive – Steve Ruru was present for this item.

 

Mr Ruru advised that the Standing Orders were before the meeting for adoption for use at all Council, Committee, Subcommittee, Community Board and Community Development Area Subcommittee meetings.

 

 

Resolution

Moved Cr Ford, seconded Cr Harpur and resolved:

That the Council:

a)         Receives the report titled “Standing Orders” dated 19 October 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)         Adopt the Standing Orders for use at all Council, Committee, Subcommittee, Community Board and Community Development Area Subcommittee meetings of the Southland District Council.

 

 

12

Elected Members Code of Conduct

Record No:    R/16/9/16121

 

Chief Executive – Steve Ruru was present for this item.

 

Mr Ruru advised that the Code of Conduct was before the meeting for adoption by Council and would apply to Councillors and members of Community Boards and Community Development Area Subcommittees.

 

 

Resolution

Moved Cr Dillon, seconded Cr Kremer recommendations a to c and d with a change to the content of the Code of Conduct (as indicated with strikethrough and underline):

That the Council:

a)         Receives the report titled “Elected Members Code of Conduct” dated 19 October 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)         Adopt the Elected Members Code of Conduct for Councillors and members of the Community Boards and Community Development Area Subcommittees of the Southland District Council with a change as follows to the Code:

 

Health and Safety in Employment Act 1992 Health and Safety at Work Act 2015

Council has obligations to provide a safe working place for staff and members of the public.  Attendance to health and safety concerns is part of the responsibility of each staff member and elected member.

 

Significant penalties exist where the provisions of the Health and Safety in Employment Act Health and Safety at Work Act 2015 are not adhered to.

 

 

13

Southland Museum and Art Gallery Annual Report for the Year Ended 30 June 2016

Record No:    R/16/10/16989

 

Group Manager, Environmental Services – Bruce Halligan was in attendance for this item.

 

Mr Halligan advised that the report was to inform the meeting on the Southland Museum and Art Galley Annual Report for the year ended 30 June 2016.

 

Resolution

Moved Cr Paterson, seconded Cr Macpherson and resolved:

That the Council:

a)         Receives the report titled “Southland Museum and Art Gallery Annual Report for the Year Ended 30 June 2016”.

 

 

14

Management Report

Record No:    R/16/10/17162

 

Chief Executive – Steve Ruru was present for this item.

 

Mr Ruru advised that his report was informing Councillors on various issues of importance.

 

 

Resolution

Moved Cr Perham, seconded Cr Douglas and resolved:

That the Council:

a)         Receives the report titled “Management Report” dated 18 October 2016.

 

 

Public Excluded

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

Resolution

Moved Cr Ford, seconded Cr Keast and resolved:

That the public be excluded from the following part(s) of the proceedings of this meeting.

C15 Proposed District Plan 2012 - Variation 2 - Concessions Rule

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Proposed District Plan 2012 - Variation 2 - Concessions Rule

s7(2)(j) - The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage.

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.

 

That the Chief Executive Officer, Group Manager – Community and Futures, Chief Information Officer, Group Manager – Services and Assets, Group Manager – Environmental Services, Chief Financial Officer, Communications Manager, Committee Advisor, Team Leader – Governance and Senior Resource Management Planner - Policy, be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C15 Proposed District Plan 2012 - Variation 2 - Concessions Rule. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

 

The public were excluded at 10.39am.

 

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available unless released here.

 

 

The meeting concluded at 10.55am.             CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY 26 OCTOBER 2016.

 

 

 

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

 

 

 

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

 


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Activities Performance Audit Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Activities Performance Audit Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 7 September 2016 at 9am.

 

present

 

Chairperson

Lyall Bailey

 

Mayor

Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

Rodney Dobson

 

 

John Douglas

 

 

Bruce Ford

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Neil Paterson

 

 

IN ATTENDANCE

 

Chief Executive (Steve Ruru), Group Manager Environmental Services (Bruce Halligan), Group Manager Community & Futures (Rex Capil), Group Manager Services and Assets (Ian Marshall), Chief Financial Officer (Anne Robson), People and Capability Manager (Janet Ellis) Communications Manager (Louise Pagan) and Committee Advisor (Alyson Hamilton).

 

 

 

 


1          Apologies

 

Moved Cr Paterson, seconded Cr Dobson and resolved:

That the apologies lodged by Councillors Macpherson and Duffy be accepted.

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

 

Cr Kremer declared a conflict of interest to items;

 

C9.1    Contract 16/17 – Operation of Lions Park Toilets

C9.2    Contract 16/15 – Manapouri Township Maintenance

C9.3    Contract 16/16 – Te Anau Township Maintenance

 

4          Public Forum

 

There were no members of the public seeking speaking rights.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Cr Harpur, seconded Cr Douglas  and resolved:

That the minutes of Activities Performance Audit Committee meeting held on 20 July 2016 be confirmed as a true and correct record.

 

Reports for Recommendation

 

7.1

Road Pavement Rehabilitation Programme 2016/2017

Record No:    R/16/8/13786

 

Hartley Hare, Roading Asset Management Engineer – Transport, was in attendance for this item.

Mr Hare advised the purpose of the report is to outline the sections of road currently being considered for inclusion in the 2016/2017 Pavement Rehabilitation Programme, whilst seeking the Committee’s feedback and endorsement of the proposed actions. 

Mr Hare explained the sites have been selected as they require renewal to overcome their structural deterioration which is unlikely to be able to be dealt with as economically through heavy duty maintenance.

The Committee noted the sections of road currently being considered for inclusion in the 2016/2017 Pavement Rehabilitation Programme that is currently being worked on.

 

 

Mr Hare sought the Committee’s endorsement of this programme and the planned procurement processes.

 

Mr Hare responded to Members queries relating to reduced road rehabilitation compared to road maintenance, funding and where monies are being spent.

 

 

 

Resolution

Moved Cr Douglas, seconded Cr Harpur  and resolved:

That the Activities Performance Audit Committee:

a)      Receives the report titled “Road Pavement Rehabilitation Programme 2016/2017” dated 25 August 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 sites below be included in the 2016/2017 Pavement Rehabilitation Programme, and be approved for investigation, design and release for procurement:

1.       Wreys Bush Mossburn Road [RP 22750 - 23470]

2.       Dipton Castlerock Road [RP 5820 - 23470]

3.       Two Chain Road [RP 2900 - 3720]

4.       Otapiri Gorge Road [RP 3760 - 4030]

5.       Otapiri Gorge Road [RP 5150 - 7150]

e)      Determines that more detailed work continue on looking at the options for Brydone Glencoe Road from RP 9400 – 10300 and these be reported back to APAC at a later date.

f)       Delegates authority to the Chief Executive to let contracts for the projects listed in d) above subject to satisfactory tenders being received that provide value to the Southland District Council.

 

Reports

 

8.1

Customer Service Survey Results

Record No:    R/16/8/13194

 

Trudie Hurst, Group Manager Customer Service, was in attendance for this item.

 

Mrs Hurst advised the purpose of this report is to provide the results of the Customer Service surveys completed for 2015/2016.

Mrs Hurst informed that each month officers randomly select from the “Request for Service” system a sample of each type of request made, to complete a customer satisfaction survey as part of Council’s key performance indicators in the Long Term Plan.

 

The Committee noted the results are then reflected in the Annual Report.

 

Mrs Hurst explained the surveys are completed by Customer Support staff and often the staff member completing the survey will have been the person who took the original call.  This can create a bias in Council’s favour from the customer.  Overall the results are very positive, highlighting officers are perceived as being very helpful and there are no major systemic issues raised.

The Committee was advised that in the future officers are looking to complete these via an online survey tool so as to counter the bias and create efficiency in completing the surveys, entering the data and completing the analysis. 

Mrs Hurst informed currently it takes approximately 15 hours per month; officers will aim to reduce this down to 5 hours per month with the introduction of the online survey.  The majority of those surveyed have an email address and access to the internet so this is no different to the number of people officers attempt to call yet do not answer. 

 

Mrs Hurst advised the survey results included subject matters relating to staff helpfulness, timeliness, outcome and overall customer comments. It was pleasing to see the high percentages of customer satisfaction in these areas.

 

Cr Baird queried the proposed online survey stating that he felt too much was happening on-line.

 

Mrs Hurst responded that it is proposed to trial the online survey tool and review the process after a three month trial.

 

 

Resolution

Moved Cr Ford, seconded Cr Keast  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “Customer Service Survey Results” dated 31 August 2016..

 

8.2

Health and Safety

Record No:    R/16/8/13472

 

Janet Ellis (People and Capability Manager) and Bruce Halligan (Group Manager Environmental Services) spoke to this item.

Mrs Ellis advised the purpose of this report is to provide an update on health and safety activity within the Southland District Council.

 

Mrs Ellis informed as part of the due diligence process Councillors are required to keep up to date with health and safety matters, understand the nature of the business, audit its hazards and risks, ensure there are appropriate reporting and investigation processes in place and monitor and verify that appropriate actions are being taken.

 

The Committee was advised that in November 2016, Southland District Council will use an external consultant to undertake a Health and Safety Gap Analysis.

Mrs Ellis explained the gap analysis will include a review of Southland District Council’s Health and Safety Management System, discussions with key operational leaders and visit operational locations and talk with workers, this would include key contractors.

Mrs Ellis advised as result of the gap analysis there will be a written report covering findings including recommendations.  The estimated cost for this gap analysis is $14,000 plus GST and applicable disbursements.

 

Mrs Ellis advised that following a focus on near miss reporting by staff and as a result there have been an increase of staff reporting on accidents/incidents/near misses.

 

Mr Halligan reported that due to a number of staff in the Animal Control team over their career that have been threatened by Dog Owners and to ensure their safety, these staff, as well as a member of staff who are often out of cell phone coverage; have been given as part of their roles a Spot Device. 

 

Mr Halligan explained the Spot Device is used when staff are entering a dangerous property or where they are in a life threatening situations and can be used to call for assistance without cellphone coverage.

 

The Committee noted procedures are being put in place to ensure the right people are contacted if an emergency arises.

 

Mrs Ellis reported on the progress of the Health and Safety Toolkit and updated on a focus on Contractor Health and Safety Management.

 

Cr Paterson queried whether Health and Safety issues relating to Forestry Operations are included in this report.

 

Mr Marshall responded any reports are forwarded to staff for collation and summary and reported to the Committee.

 

Cr Harpur queried whether Council supplied Health and Safety forms for Contractors to compete.

 

Mrs Ellis responded it is the Contractor responsibility to complete their own forms and forward to Council accordingly.

 

 

 

Resolution

Moved Cr Dobson, seconded Cr Paterson  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “Health and Safety” dated 31 August 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.

f)          Notes the finalisation of the Health and Safety Toolkit.

 

8.3

Nuisance Complaints Survey

Record No:    R/16/8/13201

 

Bruce Halligan (Group Manager Environmental Services) spoke to this item.

 

Mr Halligan advised the Nuisance Complaints Survey provides Council with useful feedback about its response to noise and environmental health complaints. He explained that this allows reporting on whether levels of service (as outlined in the Council’s Long Term Plan) are being achieved.

 

Mr Halligan informed a number of negative responses are to be expected, as there are times when the complainant is being unreasonable and the rights of those being complained about needs to be respected.

 

The Committee noted that some complaints do take some time to resolve, for example a time period for compliance may be agreed upon, or another type of approval may be needed to continue an activity on site.

Mr Halligan confirmed staff do thoroughly investigate complaints where the complainant advises it is of an ongoing nature, as opposed to one off problems. 

Mr Halligan added appropriate action is taken in the event that a person is repeatedly causing a nuisance, such as serving a notice.

 

Mr Halligan responded to Cr Kremer’s query regarding the use of the use of cameras stating that Council are investigating camera options.

 

Mayor Tong expressed appreciation to staff for attending to these complaints as there are occasions that they can be unpleasant.

 

 

Resolution

Moved Cr Dillon, seconded Cr Keast  and resolved:

That the Activities Performance Audit Committee:

a)         Receives the report titled “Nuisance Complaints Survey” dated 31 August 2016.

 

Public Excluded

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

Resolution

Moved Cr Dillon, seconded Cr Harpur  and resolved:

That the public be excluded from the following part(s) of the proceedings of this meeting.

C9.1    Contract 16/17 - Operation of Lions Park Toilets. Recommendation of Tender

C9.2    16/15 - Manapouri Township Maintenance - Approval of Tender Evaluation Process

C9.3    Contract 16/16 - Te Anau Township Maintenance. Recommendation of Tender

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Contract 16/17 - Operation of Lions Park Toilets. Recommendation of Tender

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.

16/15 - Manapouri Township Maintenance - Approval of Tender Evaluation Process

s48(1)(d) - Check to make report confidential.

 

That the exclusion of the public from the part of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation.

Contract 16/16 - Te Anau Township Maintenance. Recommendation of Tender

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.

That the Chief Executive (Steve Ruru), Group Manager Environmental Services (Bruce Halligan), Group Manager Community & Futures (Rex Capil), Group Manager Services and Assets (Ian Marshall), Chief Financial Officer (Anne Robson), People and Capability Manager (Janet Ellis), Strategic Manager Property (Kevin McNaught), Communications Manager (Louise Pagan) and Committee Advisor (Alyson Hamilton) be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C9.1 Contract 16/17 Operation of Lions Park Toilets. Recommendation of Tender. C9.2 Contract 16/15 Manapouri Township Maintenance Approval of Tender Evaluation Process. C9.3 Contract 16/16 Te Anau Township Maintenance. Recommendation of Tender. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

 

The public were excluded at 9.50am.

 

 

The meeting concluded at 10.10am              CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Activities Performance Audit Committee HELD ON WEDNESDAY, 7 SEPTEMBER 2016.

 

 

 

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

 

 

 

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

 


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Otautau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Otautau Community Board held in the Southland District Council Office, 176 Main Street, Otautau on Thursday, 25 August 2016 at 2pm.

 

present

 

Chairperson

Andre' Bekhuis

 

Deputy Chairperson

Tony Vincent

 

Members

Ken Davidson

 

 

Peter Gutsell

 

 

Peter Herrick

 

 

Amber Joyce

 

Councillor

Stuart Baird

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

Team Leader, Governance

Chris Dolan

 

Community Partnership Leader

Kelly Tagg

 

Community Engineer

Greg Erskine

 

 

PUBLIC GALLERY

 

Peter Morris

Maureen Johnston

 

 


1          Apologies

 

There were no apologies received.

 

2          Leave of absence

 

Member Amber Joyce requested a leave of absence for the Board’s meeting scheduled for 6 October 2016.

 

Moved Member Davidson, seconded Member Gutsell and resolved:

That leave of absence be granted to Member Joyce for the Board’s October meeting.

 

3          Conflict of Interest

 

Member Bekhuis and Member Herrick declared a conflict of interest in regards to item 9.1 –Otautau New Life Church Extensions.

 

4          Public Forum

 

Moved Deputy Chairperson Vincent, seconded Member Herrick and resolved that the Otautau Community Board go into public forum to allow members of the public to speak.

 

Peter Morris

 

Mr Morris introduced himself to the Board advising he is the President of the Otautau Combined Sports Complex and wished to address the Board on issues relating to;

 

    Proposed Community Centre

    Ownership of Combined Sports Complex

    McIvor Trust

 

Dealing with each of the above separately;

 

Proposed Community Centre

 

Mr Morris advised that since the closure of the Town Hall there is the lack of a community centre within the township and it is proposed by the Otautau Complex Committee Incorporated that the Complex be considered as the Otautau Community Centre for use by the public for various sporting / community activities. Mr Morris sought direction from the Board on how to proceed.

 

Mr Morris advised the Society is aware there will be a need for a change in the Society’s constitution and possible name change, however he felt that these are issues that can be addressed.

 

Mr Morris explained that he felt it is also important for the Otautau community to have input in this decision and it is intended to hold a public meeting to ascertain the public opinion and support for this suggestion in due course.

 

Mr Dolan (Team Leader, Governance) responded to Mr Morris advising that for the Society to become a Community Centre it will require a formal approach to be made to Council advising of a name change and that the constitution of the organisation would need to be that the objects of the organisation is for the facility to be available for community use at all times.

 

Further to this Mr Morris queried Council charging rates plus lease and rental fees as well as the various licencing fees and inspection fees required, which he felt are excessive.

 

In regard to the rentals being paid by the Society Mr Dolan explained the rental is a decision of the Board however in other areas where a community centre is situated on Council property a lease is entered into at a peppercorn rental and suggested contact with the Finance Department querying the rentals and negotiating same.

 

Ownership of Combined Sports Complex

 

Mr Morris raised the issue of ownership of the Otautau Complex and felt that there has been a change of name of the complex to the Southland District Council stating this action was not a request from the Society and queried the reasoning behind this.

 

Mr Dolan responded to Mr Morris advising that the Property Manager has confirmed the whilst Council own the land ownership remains with the Otautau Sports Complex Incorporated.

 

McIvor Trust

 

Mr Morris expressed concern at the lack of information in regards to the McIvor Trust and how funding from this Trust can be obtained.

 

Mr Dolan explained the history of the McIvor Trust advising that funds are held with Perpetual Guardian and all applications have to be endorsed by the Otautau Community Board and subsequently forwarded back to Perpetual Guardian for their consideration.

 

The Chair expressed appreciation to Mr Morris for his presentation to the Board.

 

Moved Member Herrick, seconded Member Vincent and resolved:

That the Otautau Community Board moves out of public forum.

 

5          Extraordinary/Urgent Items

 

Moved Member Herrick, seconded Member Vincent and resolved:

That the Otautau Community Board consider the following item as a matter of urgent business in order that a decision can be made before the next ordinary meeting, subject to Section 46A of the Local Government Official Information and Meetings Act 1987

Item 1: Otautau New Life Church Extensions

 

6          Confirmation of Minutes

 

Resolution

Moved Member Joyce, seconded Member Herrick  and resolved:

That the minutes of Otautau Community Board meeting held on 14 July 2016 be confirmed as a true and correct record.

 

Reports

 

7.1

Action Sheet

Record No:    R/16/8/13410

 

The Action Sheet from the Board’s previous meetings was circulated for members information.

 

Issues arising from the Action Sheet included;

 

Otautau Town Hall disposal

 

The meeting was informed the tender documentation has been publically advertised with the closing date of tenders being Friday, 2 September 2016. A report is to be presented to the Board in due course summarising tenders received.

 

Members queried where the Community Hall rate will be directed following the Hall sale.

 

The Board was advised the Hall rate will continue for the 2016/2017 financial year with any surplus monies being placed in the Otautau Hall reserves.

 

Tennis Courts – Holt Park

 

The Community Engineer advised the Tennis Club is to liaise directly with SouthRoads to discuss repair work options.

 

 

Resolution

Moved Member Davidson, seconded Member Joyce  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Action Sheet” dated 16 August 2016.

 

7.2

Works and Finance Report to Otautau Community Board for the period ended 30 June 2016

Record No:    R/16/7/10785

 

The Works and Finance Report prepared by Mr Greg Erskine (Community Engineer) for the period ended 30 June 2016, was tabled.

 

Walking track

 

The Community Engineer reported on a recent meeting with the Chair, Members Davidson and Gutsell on a walkover of a possible walking/cycling route to the Alex McKenzie Park and Arboretum.

 

Mr Erskine advised the first issue was obtaining access from the corner of the existing footpath and up and onto the area. Discussion about walkway ramps, poles, safety of users in both directions, access to the adjacent land and possible costs to provide the minimum safe route was undertaken.

Mr Erskine advised costs of up to $20K could be spent in this area with ongoing maintenance even if a solution could be found.

The Board noted once on to the higher ground, it became obvious that the land on the inside of the fence would be far more suitable for a track than the land on the roadside.  The slope of the ground on the outside would require timber support on the outer edge of a new pathway along with significant undercutting to provide a solid base for the track surface.

 

Mr Erskine advised that walking south towards the gully the poor ground conditions on the road side of the fence continued with uneven ground, slopes, power poles and water table issues to deal with.

 

Mr Erskine explained once again the farm side of the fence was easier walking and discussion was undertaken of the possibility of having a second fence providing about a 2.0 m walking lane.  This would be a grass track that needed maintenance with mowing and weedspraying but was safely away from the road traffic.

The meeting noted long term agreement with landowners would be required to get this accepted.

Further to this the meeting was advised that from the house on the right a track could be built in the road reserve to the Arboretum with main issue being the wet ground from the Arboretum boundary to the road access.

Mr Erskine advised the corner is a major issue with the property owners John McKenzie and Murrell McDonald being the affected property owners.  It was agreed the Community Engineer liaise with both parties to ascertain their interest in a possible cycle/walking track in this area.

The Chair advised the meeting that the property owner Mr McKenzie is open to discussion on shifting the fenceline for the purpose of a walkway.

 

Cr Baird suggested to the meeting of the possibility of this project being run by a community group i.e. the Lions Club.

 

 

Resolution

Moved Member Herrick, seconded Deputy Chairperson Vincent  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Works and Finance Report to Otautau Community Board for the period ended 30 June 2016” dated 17 August 2016.

 

b)           Requests the Community Engineer liaise with property owners Mr John McKenzie and Mr Murrell McDonald to ascertain their interest of shifting the fenceline for the purpose of a possible cycle/walking route to continue along the Main Street to the Alex McKenzie Park and Arboretum.

 

 

7.3

Toilet at Alex McKenzie Park

Record No:    R/16/8/12582

 

Report by Kevin McNaught, Strategic Manager, regarding the toilet situated at the Alex McKenzie Park and Arboretum, was tabled.

 

Mr McNaught advised the Board at its June 2016 meeting considered the issue of the cleaning of the toilet at the Alex McKenzie Park and Arboretum.

Mr McNaught informed the previous resolutions to come out of the consideration, was to advise the Alex McKenzie Memorial Arboretum Charitable Trust Board (the Trust) who operate the park including the toilets, that the Board offers no objection to the cleaning of the toilets to be funded from the rates collected for park, and that staff are to investigate the possibility of the toilet becoming part of Council’s public toilets network.

Mr McNaught explained given the background to this property, Council staff would not support the toilet becoming part of Council’s public toilet network, and recommend it should remain the responsibility of the Trust as per the lease agreement.

 

The Board was informed that if the Board wish to increase any funding to the Trust to help offset the toilet cleaning costs, this should be by way of a contribution from a local rate.

 

Following discussion on this issue Members declined to contribute funding toward cleaning costs of the toilets and concurred with Mr McNaught’s comments regarding the cleaning of the toilets remain the responsibility of the Trust as per the lease agreement.

 

 

 

Resolution

Moved Member Herrick, seconded Deputy Chairperson Vincent  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Toilet at Alex McKenzie Park” dated 10 August 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 not to pursue the inclusion of the toilet at the Alex McKenzie Park and Arboretum as part of Council’s public toilet network

e)         Determines that the resolution of 2 June 2016 is still appropriate, in that the Board has no objection to the toilet cleaning costs being funded from the rates collected for the operation of the park.

 

Updates

8.1

Areas of Responsibilities

 

Works

 

Member Davidson reported of rhododendrons replaced outside the township. He added the gravel accessways along Mary Street to be resealed in due course.

 

Parks & Reserves

 

Member Herrick reported on an issue with drainage at Holt Park which has been fenced off to prevent vehicular access. Further work is to be undertaken in this area.

 

Member Herrick expressed concern at the number of dogs wondering around the park which is designated as on a leash only.  Member requested staff advise animal control to undertake extra patrols in this area.

 

Community Housing

 

Member Vincent reported on an issue with one of its tenants who has had to be reminded of the tenancy obligations.

 

 

8.2

Chairman's Report

 

The Chairman, Member Bekhuis reported on an approach from a young group proposing a skatepark for Otautau.

 

Member Bekhuis advised the group are to liaise with Venture Southland staff in regards to planning and funding of this project.

 

8.3

Councillor's Report

 

Councillor Dobson reported on issues from the Council table which included;

 

    Adoption of Annual Plan

    Cycle Trail Hearing

    Increase of rates for Otautau township

    Resignation of Chair Ohai CDA due to ill health

    Advised the members that Councillor Dobson will not be standing at the forthcoming elections

 

The Chair and Member Herrick declared an interest and vacated the room at this point.

 

Member Vincent (Deputy Chairperson) chaired the meeting from this point.

 

9.1       Extraordinary/Urgent Items

 

9.2

Otautau New Life Centre Extensions

 

Communication from Mr de Wolde seeking Board support by way of a letter of endorsement to accompany the New Life Church grant application to the Lotteries Commission and the Community Trust of Southland for extensions to the New Life Church and becoming a possible community hub, was tabled.

The Board was informed that whilst the New Life Church intended to lodge their funding application by Sunday, 28 August 2016; this date has now been deferred to March 2017.

The Board in discussing this issue felt that further information relating to a survey recently undertaken in the Otautau Township by Mr Peter Johnstone (Southland Institute Technology) be obtained prior to a decision being made.

Members agreed that this matter lie on the table pending the information requested by the Board being received and that Members arrange an informal meeting to discuss this issue further.

 

Resolution

Moved Member Gutsell, seconded Member Vincent  and resolved:

a)    Receives the report titled “Otautau New Life Centre Extensions” dated 19 August 2016.

 

b)    Agrees that the communication lie on the table pending further information relating to the survey be presented to the Board at its next meeting scheduled Thursday, 6 October 2016.

 

 

The Chair and Member Herrick returned to the meeting at this point with Member Bekhuis resuming the Chairs position.

 

 

The meeting concluded at 4.10pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON THURSDAY, 25 AUGUST 2016.

 

 

 

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

 

 

 

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

 


sdclogo

 

 

Riverton/Aparima Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Riverton/Aparima Community Board held in the Southland District Council Office, 117 Palmerston Street, Riverton on Monday, 29 August 2016 at 5.30pm.

 

present

 

Chairperson

Blair Stewart

 

Deputy Chairperson

Jan Breayley

 

Members

Timothy Anderson

(arrived @ 5.44pm)

 

Neil Linscott

 

 

Bruce Shields

 

 

Andrew Wilson

 

Councillor

Rodney Dobson

 

 

IN ATTENDANCE

 

Team Leader, Community Engineers

Ray Hamilton

 

Team Leader, Governance

Chris Dolan

 

Community Partnership Leader

Kelly Tagg

 

Community Engineer

Greg Erskine

 

 

PUBLIC GALLERY

David North

Denis Bartley

 

 

 


1          Apologies

 

            An apology was received from Member Anderson for lateness.

           

Moved Member Linscott, seconded Member Breayley and resolved:

That the Riverton Aparima Community Board accepts the apology for lateness lodged by Member Anderson.

 

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 section of the meeting.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Member Linscott, seconded Member Stewart  and resolved:

That the minutes of Riverton/Aparima Community Board meeting held on 25 July 2016 be confirmed as a true and correct record.

 

Reports

 

Member Anderson arrived at this point.

 

7.1

Action Sheet

Record No:    R/16/8/13413

 

The Action Sheet from the Board’s previous meeting is circulated for Members’ information, was tabled.

 

Issues reported to the Board included;

 

Dump Station Site and Railway Esplanade

 

The Community Engineer advised on the following;

 

Ø  Discussions with Mr Loader (LINZ) about the potential use of the area resulted that LINZ are open to discussion about future usage.

 

Ø  Sewer connection is 85 metres from the possible site and the water line is situated in the road reserve. An estimated cost for this project is $20K.

 

Ø  If the project is confirmed then property staff will approach LINZ to see whether a lease can be negotiated over the land.

 

It was noted relevant consents will be requested on this project.

 

Taramea Bay Landscaping Project

 

The Community Engineer advised that he has spoken to the landscaper; plants will go in after summer, types and numbers to be confirmed for ordering/growing off site. Concrete cutting of area to be undertaken in August.

 

Survey Costs – Footpaths

 

The Strategic Manger Property advised that the Community Board is responsible for footpaths and associated costings. The land owner has requested that this occupation of his property be rectified. While the issue has just been identified it till needs resolution as part of the Board’s footpath obligations.

 

Riverton Signage

 

The Chairman tabled an illustration of the proposed “Welcome to Riverton/Aparima” signage.  Members endorsed the site plan tabled.

 

 

Resolution

Moved Member Anderson, seconded Member Linscott  and resolved:

That the Riverton/Aparima Community Board:

a)    Receives the report titled “Action Sheet” dated 22 August 2016.

 

b)    Requests staff to confirm ownership then establish the cost on locating a dump site on the land including a sewerage connection; and furthermore enquire if New Zealand Motor Home Association if this organisation want to contribute.

 

c)    Endorses the site plan illustrating the “Welcome to Riverton/Aparima” signage tabled and the Community Engineer arrange for such signage to be erected on the corner of Downing and High Streets.

 

7.2

Works and Finance Report to Riverton Community Board for the period ended 30 June 2016

Record No:    R/16/8/12443

 

Works and Finance Report for the period ended 30 June 2016, was tabled.

 

Issues reported to the Board included;

 

§  The Riverton cemetery fence wind protection has been repaired and some temporary fencing has been installed to keep whitebaiters cars off the large grass reserve to the west of the new cemetery.

§  Temporary repairs are being undertaken under the focal point viewing platform where the old wall has been damaged by wave action.

§  NZTA are aware of the failed sealing work at the end of the bridge. The ground temperatures are too cold to be undertaking the necessary resealing but will be completed as soon as conditions allow.

§  The maintenance budgets are slightly under spent this year but there have been several projects that haven’t been completed.

 

Riverton Recreation Reserve – Grandstand

 

The Community Engineer tabled three grandstand replacement options ranging in price from $86,359 to $141,833 (excl GST).

 

After discussion on this issue the Team Leader Community Engineer Mr Ray Hamilton agreed to investigate a 4-bay shed option for the grandstand project.

 

Water and Wastewater

 

The Chair expressed his concern at the lack of knowledge relating to water and wastewater projects being carried out within the Township.

 

It was agreed that an invitation be extended to Mr Bevan McKenzie (Manager Water and Waste) to attend the next meeting of the Board.

 

 

Resolution

Moved Member Linscott, seconded Member Shields  and resolved:

That the Riverton/Aparima Community Board:

a)         Receives the report titled “Works and Finance Report to Riverton Community Board for the period ended 30 June 2016” dated 22 August 2016.

 

Updates

 

8.1

Local Liaison Persons Report.

 

Community Pool

 

Member Shields reported that the pool will reopen for the season in September 2016.

 

Emergency Management

 

Member Linscott reported on a well-attended meeting of various organisations held recently.

 

Resource Consents

 

Member Shields tabled an e-mail response from Mr Roy (Team Leader, Resource Management) relating to the McCullough resource consent application at 76 Walker Street. The Board noted the response covered issues relating to stormwater, sealing and platform density.

 

Riverton Harbour

 

The Chair advised that discussions are being held with wharf owners relating to areas of responsibility insofar as ownership of wharves are concerned.

 

Riverton Heritage and Tourist Centre Trust

 

Member Linscott reported on his attendance at the recent Trust Annual General Meeting.

 

 

8.2

Chairperson's Report

 

The Chairman, Member Stewart reported on matters with which he has been involved since the Board’s last meeting. This included;

 

§  Riverton Volunteers Day – successful

§  Meeting with Ray Hamilton and Greg Erskine regarding the Grandstand.

§  Concern at the lack of support and information from staff regarding the stormwater and wastewater within the Township.

 

8.3

Councillor's Report

 

Councillor Dobson reported on matters from the District table. These included;

 

§  Adoption of Annual Plan

§  Hearing on submissions on Gaming and TAB Policy

§  Workshop on Long Term Plan

§  Attendance at Ohai Railway Fund Committee and CDA recent meetings

§  Acknowledgement of those re-standing at next election

§  Deloitte’s report on Around the Mountain Cycle Trail.

 

 

 

The meeting concluded at 6.40pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Riverton/Aparima Community Board HELD ON MONDAY, 29 AUGUST 2016.

 

 

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

 

 

 

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

 


sdclogo

 

 

Tuatapere Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Tuatapere Community Board held in the Waiau Hotel, 47 Main Road, Tuatapere, Tuatapere on Tuesday, 16 August 2016 at 6.05pm.

 

present

 

Chairperson

Justin Lewis

 

Deputy Chairperson

Ann Horrell

 

Members

Stephen Crack

 

 

David Norman

 

 

Jo Sanford

 

 

Margaret Thomas

 

Councillor

George Harpur

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Simon Moran

 

Community Engineer

Leighton Hare

 

 


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 members of the public seeking speaking rights in the Public Forum section of the meeting.

 

5          Extraordinary/Urgent Items

 

Moved Member Lewis, seconded Member Horrell and resolved:

That the Tuatapere Community Board consider the following items as a matter of urgent business in order that a decision can be made before the next ordinary meeting, subject to Section 46A of the Local Government Official Information and Meetings Act 1987

Item 1: SDC Community Services Award – (Public Excluded Item)

 

6          Confirmation of Minutes

 

Resolution

Moved Member Thomas, seconded Member Crack  and resolved:

That the minutes of Tuatapere Community Board meeting held on 5 July 2016 be confirmed as a true and correct record.

 

Reports

 

7.1

Action Sheet

Record No:    R/16/8/12695

 

There were no items for discussion on the Action Sheet.

 

 

Resolution

Moved Member Sanford, seconded Member Crack  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Action Sheet” dated 8 August 2016.

 


 

7.2

Works and Finance Report to Tuatapere Community Board for the period ended 30 June 2016

Record No:    R/16/7/10774

 

Works and Finance Report for the period ended 30 June 2016 prepared by Leighton Hare, Community Engineer, was tabled.

 

The Community Engineer provided a detailed breakdown of budget variances explaining the overall expenditure is significantly lower than budget.

 

 

Resolution

Moved Member Crack, seconded Member Horrell  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Works and Finance Report to Tuatapere Community Board for the period ended 30 June 2016” dated 21 July 2016.

 

7.3

Elected Members' Expense Reimbursements and Allowances

Record No:    R/16/7/10236

 

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.

 

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.

 

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.

 

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.

 

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.

 

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.

 

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

 

Member Thomas queried reimbursement of subscriptions that she has paid to the Tuatapere Promotions and Borland Lodge Groups in regard to her attendance at these meetings as a representative of the Community Board.

 

The Board sought a response from staff in regard to possible reimbursement to Member Thomas.

 

 

Resolution

Moved Member Horrell, seconded Member Norman  and resolved:

That the Tuatapere Community Board:

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

b)      Requests staff investigates reimbursement for meeting subscriptions that are attended by Board members.

 

7.4

Submissions from the Annual Plan 2016 2017

Record No:    R/16/7/10905

 

 

Report by Shannon Oliver, Planning and Reporting Analyst, regarding a submission from the Annual Plan 2016/2017.

 

Ms Oliver advised as part of the Annual Plan 2016/2017 consultation process, submissions were received that related to various project suggestions and opportunities throughout the District.

 

Ms Oliver explained at the deliberation meetings, Council made a recommendation to forward the submitters project suggestions to the relevant Community Board or Community Development Area subcommittees for their follow up and investigation if considered viable and appropriate.

 

The Board noted the submission received is in relation to the Tuatapere area with the submitter suggesting allocating some funds for repainting of the Waiau River bridge railings.

 

 

Resolution

Moved Member Crack, seconded Member Sanford  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Submissions from the Annual Plan 2016 2017” dated 15 July 2016.

 

Updates

 

8.1

Chairman's Report

 

The Chair, Member Lewis, reported on activities with which he has been involved since the Board’s last meeting.  These included;

 

    Invitation from Tuatapere Fire Brigade Honours Night for three Board members to attend. Members to discuss amongst themselves of their availability.

 

    Update on Borland Lodge Annual General Meeting.

 

    Letter of appreciation received from Avril Johnston regarding the donation of two garden sheds.  Member Lewis expressed appreciation to Cr Harpur for erecting the garden sheds at the community gardens.

 

8.2

Areas of Responsibilities

 

Members provided updates on their respective portfolios as follows;

 

    Member Crack reported an area of Domain ground is being cleared in readiness for planting of a collection of heritage fruit trees kindly donated by Robyn and Robert Guyton.

 

    Member Norman reported the trees situated at Elder Park are scheduled to be harvested. In regard to the proceeds of this harvesting Member Norman felt there is an historical agreement that the monies be distributed to local schools. It was agreed Mr Moran follow-up on this matter and circulate the results of his investigation to Members via e-mail.

 

 

    Member Norman enquired as to the possibility of a whiteware collection for Tuatapere. It was agreed staff investigate options and report back at the next informal meeting of the Board. It was also suggested an approach be made to the local Lions Club with the view of assisting in this project.

 

    Member Thomas was advised to liaise with Property staff in regard to recent flooding in the Hall caused by blocked spouting with subsequent repair work required to carpets and wood panelling.

 

8.3

Councillor's Report

 

Councillor Harpur expressed concern at lack of rubbish bins within the Township suggesting mini skip bins be placed on the Main Street, and by the toilets at the Clifden bridge. Staff to obtain costings for the hire of two mini skip bins.

 

Councillor Harpur raised the issue of mobile vending at the Clifden bridge stating that he felt a consent for this purpose lies with Council. Staff to investigate and report back at the next informal meeting of the Board.

 

Public Excluded

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

Resolution

Moved Member Thomas, seconded Member Horrell  and resolved:

That the public be excluded from the following part(s) of the proceedings of this meeting.

C10.1  Public Excluded Minutes - Tuatapere Community Board - 5 July 2016

C10.2  Nomination for SDC Community Services Award – (Public Excluded Item)

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Public Excluded Minutes - Tuatapere Community Board - 5 July 2016

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.

That the Committee Advisor, Alyson Hamilton, Community Partnership Leader, Simon Moran, and Community Engineer, Leighton Hare be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1 Public Excluded Minutes - Tuatapere Community Board - 5 July 2016, C10.2 Nomination for SDC Community Services Award – (Public Excluded Item). This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

The public were excluded at 7.08pm.

 

RETURN TO OPEN MEETING

 

The Board returned to Open Meeting at this point.

 

 

The meeting concluded at 7.20pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Tuatapere Community Board HELD ON TUESDAY, 16 AUGUST 2016.

 

 

 

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

 

 

 

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

 


sdclogo

 

 

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, 3 October 2016 at 6pm.

 

present

 

Chairperson

Robin Scott

 

 

Evan Hankey

 

 

Gary Maclean

 

 

Chris Palmer

 

 

Colin Walker

 

 

IN ATTENDANCE

 

Committee Advisor

Rose Knowles

 

Team Leader Community Engineer

Manager, Environment Health

Community Partnership Leader

Community Development Planner, Venture Southland

Ray Hamilton

 

 

Michael Sarfaiti

 

Kelly Tagg

 

Steven Watson

 

 

PUBLIC GALLERY  Greg Tither 

                                                Brian Ross


1          Apologies

 

 Moved Member Walker, seconded Member Maclean and resolved;

 

That the apology for non-attendance lodged by Member Blakemore 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 Member Maclean, seconded Member Palmer

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

 

Mr G Tither expressed his objection to the proposed Market days to be held every Sunday in Lumsden around the railway precinct.

 

Issues raised included:

 

·         Stall holders can set up with little costs, selling produce, meat, bakery, deli etc all of which is available in Lumsden now.

·         Hugh disadvantage for registered businesses in Lumsden with the associated costs of running a business.

·         Closure of three rural Four Square supermarkets

·         Fully support the freedom campers who do support the local businesses.

·         Who is going to benefit from this market proposal?

·         Fully support one off gala days and stalls at this site as this is good for the community.

·         Letter of objection has been lodged against the proposal via the resource consent process.

 

The Chairman informed Mr Tither that the resource consent for the market day is in the very early stages and that a report will come to the CDA for comment in the near future.

 

Mr B Ross expressed his concerns regarding the freedom camping in the railway precinct in Lumsden.

 

Issues raised included;

 

·         Has the CDA had an informal meeting regarding the freedom camping

·         Letter from the CDA in June said that Mr Ross would be informed of any outcomes from the workshop.

·         Conflict of interest with the railway display and freedom camping.

·         Objection to the tents and washing visible from the motels.

 

The Chairman informed Mr Ross that the CDA has just had a workshop and the subcommittee is still deciding on the best options to make the freedom campers less visible and that the CDA has appointed a warden whom they are working with at present to decide on a job description.

 

Mr M Sarfaiti (Manager Environment Health) advised the meeting that the freedom camping is at present still a trial and that if a change to the bylaw is required, Council will consult with the public at this time.

 

The Chairman expressed appreciation to Mr Tither and Mr Ross for their attendance at the meeting and presentations to the subcommittee.

 

Moved Member Walker, seconded Member Maclean

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 Walker, seconded Member Palmer

That the minutes of Lumsden Community Development Area Subcommittee, meeting held on 15 August 2016, be confirmed.

 

Reports

 

7.1

Lumsden CDA  Action Sheet 3 October 2016

Record No:    R/16/9/15743

The Action sheet was circulated for Members information.

Issues arising included the following;

  • Southroads have completed the installation of the new play equipment.
  • Investigations are continuing into the various options for the street flags.
  • Cemetery kerb and channelling project is nearly complete.

 

 

 

Resolution

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.

 

 

 

 

 

7.2

Works and Finance Report to Lumsden Community Development Area Subcommittee for the period ended 31 August 2016

Record No:    R/16/9/14672

Works and Finance report to Lumsden Community Development Area Subcommittee for the period ended 31 August 2016, was tabled.

Issues noted by the subcommittee included;

  • Meadow Street drainage completed cost was $37K.
  • Working with Mr Drummond re the freedom camping warden position.
  • Landscape Architect  is a present investigating options to make the tents at the freedom camping site less visible.

 

Chairman Scott advised that the neighbours to the tent area object to a fence being installed along the front of the trees.

 

Mr R Hamilton (Team Leader Community Engineers) advised the subcommittee that the quote from Southroads for the cemetery project was accepted. The quote was very competitive and there would not of been any value in compiling tender documents and requesting 3 quotes. Southroads are using Fulton Hogan to complete the sealing and Allan Contracting to complete the kerb and channel, and these suppliers would be the other source of quotes.

 

 

 

Resolution

Moved Member Walker, seconded Member Palmer

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.

 

 

7.3

Financial Report to Lumsden Community Board for the year ended 30 June 2016

Record No:    R/16/8/12314

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

No internal work scheme costs were incurred, the budget was to do with the cycle trail and heritage area.

Street Works

These costs to complete Meadow Street drainage was allocated to roading contractor maintenance.

Refuse Collection

Extra spending on bins was due to the holiday period, (not Freedom Camping related costs).

The subcommittee noted a detailed project list which gave Members the status of projects that were planned for 2015/2016.

 

 

 

Resolution

Moved Member Maclean, seconded Member Palmer

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.

 

 

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.

 

·      Cluster meeting for Mararoa Waimea Ward held in Lumsden recently

·      Lumsden Heritage Trust has obtained another railway carriage and it will be installed this week.

·      Freedom Camping issues; questioner’s for feedback from campers and residents will be circulated.

·      Recreation Ground lease issues; need for a meeting of all interested parties to be organised.

·      Swimming pool committee changes.

 

 

8.2       Venture Southland

 

Mr S Watson, (Community Development Planner, Venture Southland) reported on matters with which he has been involved with. These included;

 

·         Assistance with applications for funding round which closed on 30 September 2016

·         Northern Southland Resource Centre Cycling Event

·         Mossburn kiosk

·         Town maps

·         Heritage Trust carriage

·         Lumsden Senior Citizens funding application

·         Riversdale Golf Club

·         Quotes for Trellis fence materials from Member Palmer for the freedom camping tent area.

 

8.3       Councillor’s Report

 

            Councillor Douglas was absent from the meeting, hence no report.

 

 

 

 

 

The meeting concluded at

8.15pm                                                           CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Lumsden Community Development Area Subcommittee HELD ON 3 OCTOBER 2016

 

 

 

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

 

 

 

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