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Waikaia Community Development Area Subcommittee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Waikaia Community Development Area Subcommittee held in the Waikaia Community Centre on Wednesday, 30 November 2016 at 6.20pm.

 

 

 

present

 

Chairperson

Ray Dickson

 

 

 

 

Members

Barry Lawrence

 

 

Mark Shirley

 

 

Shirley Walker

 

 

 

 

 

 

 

Councillor

Brian Dillon

 

 

IN ATTENDANCE

 

Committee Advisor

Community Engineer

Rose Knowles

Bruce Miller

 

Community Partnership Leader

Kelly Tagg

 

 


Waikaia Community Development Area Subcommittee

30 November 2016

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1          Apologies

 

There were no apologies received.

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

There were no persons seeking speaking rights in Public Forum.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

Resolution

Moved Member Walker, seconded Chairman Dickson

That the minutes of Waikaia Community Development Area Subcommittee, held on 11 May 2016, be confirmed.

 

Reports

 

7.1

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

Record No:         R/16/8/12459

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;

Stormwater

No costs have been charged by Environment Southland for monitoring this year. 
The surplus funds have been transferred to the separate stormwater reserve.  The drain filling and stormwater reserves have been combined.

Beautification

All budgets were underspent in relation to level of service required.

Playground

No major maintenance required in this financial year.

Administration

Donation of $20,931 was paid out to the Switzers Museum for the museum project.

 

Resolution

Moved Member Walker, seconded Member Lawrence

That the Waikaia Community Development Area Subcommittee:

a)         Receives the report titled “Financial Report to Waikaia Community Development Area Subcommittee for the year ended 30 June 2016” dated 1 November 2016.

 

 

7.2

Works and Finance Report to Waikaia Community Development Area Subcommittee for the period ended 31 October 2016

Record No:         R/16/10/16652

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

Issues noted by the subcommittee included;

·         Spending during this period has been for routine work ie, playground inspections, toilet cleaning and mowing.

·         Map of the walkway required for completion of the information sign.

 

 

 

Resolution

Moved Chairman Dickson, seconded Member Shirley

That the Waikaia Community Development Area Subcommittee:

a)         Receives the report titled “Works and Finance Report to Waikaia Community Development Area Subcommittee for the period ended 31 October 2016” dated 23 November 2016.

 

 

 

7.3

Annual Plan 2017/2018 - Confirmation of Budgets

Record No:         R/16/10/17887

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

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

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

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

 

 

Resolution

Moved Member Walker, seconded Chairman Dickson

That the Waikaia Community Development Area Subcommittee:

a)      Receives the report titled “Annual Plan 2017/2018 Confirmation of Budgets” dated 18 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 Waikaia Community Development Area Subcommittee budgets from year three of the 10 Year Plan.

e)      Budgets for the year commencing 1 July 2017 be adopted for inclusion in the Council’s Draft Annual Plan.

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)

Waikaia CDA Rate                                                                $27,340

 

 

 

7.4

Elected Members' Expense Reimbursements and Allowances

Record No:         R/16/7/10237

Report by Sheree Marrah, Finance Manager, regarding Elected Members’ Expense Reimbursements and allowances, was tabled.

Mrs Marrah advised the purpose of the report is to inform Community Boards and Community Development Area Subcommittees of the recent changes to Council’s Elected Members’ Remuneration and Reimbursements Policy and the associated impact on them.

Members noted the revised policy amendments were adopted by Council on 8 June 2016 and are effective from 1 July 2016.  The subcommittee was advised that the Remuneration Authority (RA) sets the framework for the remuneration and reimbursement of local government elected members, namely the Mayor, Councillors and Community Board members.

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 subcommittee noted the revised policy includes the provision of mileage and travel time allowances as well as expenditure reimbursements for Community Board and Subcommittee members, in line with Councillors.

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

 

 

 

Resolution

Moved Chairman Dickson, seconded Member Shirley

That the Waikaia Community Development Area Subcommittee:

a)      Receives the report titled “Elected Members' Expense Reimbursements and Allowances” dated 14 October 2016.

 

 

7.5

Recently adopted Bylaws and Policies

Record No:         R/16/9/16035

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

 

 

 

Resolution

Moved Member Lawrence, seconded Member Walker

That the Waikaia Community Development Area Subcommittee:

a)         Receives the report titled “Recently adopted Bylaws and Policies” dated 14 October 2016.

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

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

 

 

8.0     Updates

 

8.1     Chairperson’s Report

 

The Chairman, Ray Dickson, reported that the quality of the lawn mowing in the township and at the cemetery have not been to a good standard and that there has been Health and Safety issues with the mower and operator.  

 

Mr Dickson advised that other local people are interested in mowing the lawns.

 

Mr B Miller (Community Engineer) will visit the operator and discuss his future role as the mowing operator.

 

8.2     Councillors Report

 

Councillor Dillon updated the Subcommittee on various Council issues. These included;

 

·         Two new Councillors

·         Re structure of Committees

·         Council Tour

·         Launch of SWORD

·         Regional Transport Committee

 

 

 

 

The meeting concluded at  7.45pm

 

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Waikaia Community Development Area Subcommittee HELD ON 30 NOVEMBER 2016.

 

 

 

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

 

 

 

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

 

 

 

CHIEF EXECUTIVE OFFICER:……………………