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Tuatapere Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Tuatapere Community Board held in the Waiau Town & Country Club, 41 King Street, Tuatapere, on Wednesday, 23 November 2016 at 6pm.

 

present

 

Members

Stephen Crack

 

 

Blayne De Vries

 

 

Maurice Green

 

 

Jo Sanford

 

 

Margaret Thomas

 

 

Councillor George Harpur

 

 

IN ATTENDANCE

 

Mayor Gary Tong, Chief Executive – Steve Ruru, Group Manager, Community and Futures – Rex Capil, Committee Advisor – Alyson Hamilton and Community Partnerships Leader – Simon Moran.

 

 

 

 

 


Tuatapere Community Board

23 November 2016

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1             Apologies and Welcome

 

Mayor Tong opened the meeting and welcomed the Members to the Inaugural meeting of the Tuatapere Community Board for the 2016 – 2019 term.

 

Mayor Tong congratulated the Members present on being elected to the Tuatapere Community Board for the ensuing three year term and advised that the role is one of governance and management.  Mayor Tong added that the Southland District Council had appointed Councillor Harpur to the Board.

 

Mayor Tong advised that there were no apologies.

 

2

Making and Attesting of Members' Declarations

Record No:         R/16/11/18751

 

Mayor Tong proceeded to have each member read the required declaration under the Local Government Act, and the Mayor witnessed each declaration.

 

Members, as follows, read their declaration;

 

§  Stephen Anthony Crack                                   Attested by Mayor Tong

§  Simon Blayne De Vries                                    Attested by Mayor Tong

§  Maurice John Green                                        Attested by Mayor Tong

§  Joanne Gail Sanford                                        Attested by Mayor Tong

§  Margaret Frances Thomas                              Attested by Mayor Tong

 

The Board was advised a By-Election is to be held for the remaining member required for the Tuatapere Community Board.

 

Members noted nominations close 22 December 2016.

 

 

Resolution

Moved Mayor Tong, seconded Cr Harpur  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Making and Attesting of Members' Declarations” dated 16 November 2016.

 

b)         Notes that the Mayor has received and witnessed the declaration of the Community Board Members.

 

3

Election of Chair and Deputy Chair

Record No:         R/16/11/18393

 

Mayor Tong called for nominations for the position of Chairperson of the Tuatapere Community Board.

 

There were no nominations received for the position of Chairperson and it was agreed that the election of the Chairperson be deferred to the next meeting of the Community Board scheduled for Tuesday, 21 February 2017.

 

 

 

Mayor Tong then called for nominations for the Deputy Chairperson of Tuatapere Community Board.

 

Nominee                                          1st Nominator                          2nd Nominator

 

Member Thomas                             Member Sanford                    Member Crack

 

There were no further nominations.

 

The nomination of Member Thomas for Deputy Chairperson of the Tuatapere Community Board for the 2016-2019 term was PUT and declared CARRIED.

 

Member Thomas was duly elected Deputy Chairperson of the Tuatapere Community Board.

 

 

Resolution

Moved Member Sanford, seconded Cr Harpur  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Election of Chair and Deputy Chair” dated 10 November 2016.

 

b)         Defers the election of a Chairperson of the Tuatapere Community Board for the 2016/2019 Triennium to the next meeting of the Board scheduled 21 February 2017.

 

c)         Elects Member Thomas to be Deputy Chair of the Community Board for the 2016/2019 Triennium.

 

Mayor Tong vacated the seat and the Deputy Chair, Member Thomas proceeded to chair the meeting from this point.

 

4          Leave of absence

 

There were no requests for leave of absence.

 

5          Conflict of Interest

 

Member De Vries declared a conflict of interest in regards to item 14 – Waiau Star Rugby Club Lease.

 

6          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

7          Public Forum

 

There were no persons seeking speaking rights in Public Forum.

 


 

8

General Explanation from Chief Executive

Record No:         R/16/10/17639

 

Chief Executive – Steve Ruru presented this report.

 

Mr Ruru advised that Clause 21(5) of Schedule 7 of the Local Government Act 2002 requires the Chief Executive Officer to provide an explanation to elected members on certain legislation which controls the way in which the Council’s business may be conducted and the laws affecting elected members.

 

The Board noted the contents of the report and Mr Ruru explained the various parts of the legislation that Members of the Tuatapere Community Board need be aware of.

 

 

Resolution

Moved Member Sanford, seconded Member De Vries  and resolved:

That the Tuatapere Community Board:

a)             Receives the report titled “General Explanation from Chief Executive” dated 26 October 2016.

 

9

Terms of Reference and Delegations 2016/2019

Record No:         R/16/11/18592

 

Chief Executive (Steve Ruru) and Group Manager – Community and Futures (Rex Capil) were present for this item.  The report was presented by Mr Capil.

 

Mr Capil advised that the Terms of Reference and Delegations that were before the Board for noting had been approved by Southland District Council at its meeting on Wednesday 26 October 2016.

 

The Board noted that there were some changes and that they appreciated the explanation from Mr Capil.

 

 

Resolution

Moved Member Green, seconded Member Sanford  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Terms of Reference and Delegations 2016/2019” dated 12 November 2016.

 

b)         Note the Terms of Reference and Delegations for Community Boards approved by Council at its meeting on Wednesday 26 October 2016.

 

10

Schedule of Meetings for 2017

Record No:         R/16/11/18631

 

Committee Advisor (Alyson Hamilton) presented this report.

 

Mrs Hamilton advised the purpose of the report is to seek Board approval of a schedule of meeting dates for 2017 so that meetings can be publicly notified in accordance with the requirements set by the Local Government Official Information and Meetings Act 1987.

The Board noted the Local Government Act 2002 requires that following the Triennial Elections the first meeting or the adoption of a schedule meetings must be approved.

 

Members discussed the alternating meeting venues stating that for consistency the preference is for meetings to be held at the Waiau Hotel.

 

Members agreed that the next meeting of the Board be held at the Waiau Hotel and that commencement time of meetings be amended to 5.00pm.

 

The Board further agreed that a review of meeting venues be undertaken following a three-months trial.

 

 

 

Resolution

Moved Cr Harpur, seconded Member Sanford  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Schedule of Meetings for 2017” dated 15 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)         Agrees that the next meeting of the Board be held at the Waiau Hotel, 47 Main Road, Tuatapere and that a review of meeting venues be undertaken following a 3-month trial period from that date and that commencement time of the meetings be amended to 5.00pm on the following dates in 2017.

           

§ Tuesday, 21 February 2017

§ Tuesday, 11 April 2017

§ Tuesday, 20 June 2017

§ Tuesday, 15 August 2017

§ Tuesday, 17 October 2017

§ Tuesday, 12 December 2017

 


 

11

Standing Orders

Record No:         R/16/10/17797

 

Chief Executive – Steve Ruru presented this report.

 

Mr Ruru advised that the purpose of the report was to inform the Community Board that the Southland District Council adopted Standing Orders at its meeting on Wednesday 26 October 2016.

 

The Board noted the Standing Orders have been adopted for use at all meetings of the Council, Committees, Subcommittees and Community Boards and Community Development Area Subcommittees.

 

 

Resolution

Moved Member Crack, seconded Member Green  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Standing Orders” dated 29 October 2016.

 

b)         Note that Southland District Council at its meeting on Wednesday 26 October 2016 adopted Standing Orders for use at all Council, Committee, Subcommittee, Community Board and Community Development Area Subcommittee meetings of the Southland District Council and that it is required to operate in accordance with the Standing Orders so adopted.

 

12

Elected Members Code of Conduct

Record No:         R/16/11/18385

 

Chief Executive – Steve Ruru presented this report.

 

Mr Ruru advised that the Elected Members Code of Conduct (the Code) was adopted by the Southland District Council at its meeting on Wednesday 26 October 2016.

 

The Board noted that the Code acts as a guide to ensure a standard of behaviour that is expected by all elected members (Councillors, Community Board and Community Development Area Subcommittees) when they are acting under Council delegations.

 

 

Resolution

Moved Member Sanford, seconded Member De Vries  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Elected Members Code of Conduct” dated 15 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)         Notes the Elected Members Code of Conduct for Councillors and members of the Community Boards and Community Development Area Subcommittees of the Southland District Council which was adopted by Council at its meeting on 26 October 2016.

 

e)         Adopts the Elected Members Code of Conduct when acting under its statutory powers as provided for in the Local Government Act 2002.

 

f)          Notes that the Elected Members Code of Conduct must be complied with when the Board is acting under its delegations approved by Council at its meeting on 26 October 2016.

 

13

Annual Plan 2017/2018 - Confirmation of Budgets

Record No:         R/16/10/17839

 

Community Partnerships Leader – Simon Moran presented this report.

Mr Moran advised that the report provides an overview of the forecasted services for the Tuatapere Community Board in 2017/2018. 

1           

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

Mr Moran advised Council has streamlined its 2017/2018 Annual Plan process and as a result the Community Board is only required to review its budgets for significant changes and that consideration should be given to funding any significant changes from reserves where appropriate.

The Board was advised the draft budgets 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 budgets shown for 2017/2018 will be used to set rates for the year beginning 1 July 2017.

 

 

 

Resolution

Moved Member De Vries, seconded Cr Harpur  and resolved:

That the Tuatapere Community Board:

a)      Receives the report titled “Annual Plan 2017/2018 Confirmation of Budgets” dated 14 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 Tuatapere Community Board budgets from year three of the 10 Year Plan.

e)      Adopt the budgets for the year commencing 1 July 2017 for inclusion in the Council’s Draft Annual Plan.

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)

Tuatapere Community Board Rate                                                 $71,832

Tuatapere Community Board Rate Rural                                      $16,083

Tuatapere Hall Rate                                                                          $15,532

Tuatapere Pool Rate                                                                         $11,653

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.

Tuatapere Hall Fees and Charges

Fee Description                                                                   Rate (GST Incl)

Wedding                                                                                             $115.00

Sports Teams                                                                      $11.50 per hour

h)      Advise that there are no key highlights identified for the local area.

 

14

Waiau Star Rugby Club Lease

Record No:         R/16/10/17156

 

Committee Advisor (Alyson Hamilton) presented this report.

 

Member De Vries declared an interest and took no part in discussion or voting on this item.

 

Mrs Hamilton advised the purpose of the report is to approve the issue of a lease to the Waiau Star Rugby Football Club over Council recreation reserve located at 51 King Street, Tuatapere.

 

The Board noted the lease to the Waiau Star rugby club expired on 30 November 2016.

 

Mrs Hamilton advised it is proposed that a lease be issued for a term of 10 years from 1 December 2016 (this year).

 

Mrs Hamilton informed the Tuatapere Recreation Reserve Committee and the Club have agreed to the terms of the draft lease.

 

The meeting sought clarification from staff on the following points;

 

§  The correctness of the wording relating to the Recreation Reserve which is locally  known as the Domain Board.

 

 

§  The correctness of the boundaries highlighted on the map of the recreation reserve at 51 King Street, Tuatapere.

 

Mr Moran to liaise with staff on the above issues and email responses to Board members.

 

 

 

Resolution

Moved Member Green, seconded Member Crack  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Waiau Star Rugby Club Lease ” dated 14 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)         Agrees that a lease of Council recreation reserve at 51 King Street, Tuatapere being Lot 1, DP 11284 be issued to the Waiau Star Rugby Club for a term of 10 years from 1 December 2016 .

e)         Approves of the draft lease to the Waiau Star Rugby Football Club Incorporated as presented to the Board.

f)          Agrees that the annual rental payable for the five year term from 1 December 2016 be set at $1 (GST inclusive).

 

15

Recently adopted Bylaws and Policies

Record No:         R/16/9/16042

 

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

 

 

Resolution

Moved Member Sanford, seconded Member De Vries  and resolved:

That the Tuatapere Community Board:

a)         Receives the report titled “Recently adopted Bylaws and Policies” dated 29 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.

 

 

 

The meeting concluded at 7.00pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Tuatapere Community Board HELD ON WEDNESDAY 23 NOVEMBER 2016.

 

 

 

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

 

 

 

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