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Winton Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Winton Community Board held in the Winton Memorial Hall, 2 Meldrum Street, Winton on Monday, 21 November 2016 at 5.30pm.

 

present

 

Members

Geoffrey Jukes

 

 

Natasha Mangels

 

 

Doreen McNaught

 

 

Neville McPherson

 

 

Peter Schmidt

 

 

Brian Somerville

 

 

Councillor Neil Paterson

 

 

IN ATTENDANCE

 

Mayor Gary Tong, Councillor Darren Fraser, Chief Executive – Steve Ruru, Group Manager, Community and Futures – Rex Capil, Committee Advisor – Alyson Hamilton and Community Partnerships Leader – Michelle Stevenson.

 

 

 


Winton Community Board

21 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 Winton Community Board for the 2016 – 2019 triennium.

 

Mayor Tong congratulated the Members present on being elected to the Winton 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 Paterson to the Board

 

Mayor Tong advised that there were no apologies.

 

2

Making and Attesting of Members' Declarations

Record No:         R/16/11/18748

 

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;

 

·         Geoffrey Mervyn Jukes                                   Attested by Mayor Tong

·         Doreen Gaye McNaught                                  Attested by Mayor Tong

·         Neville Warren Mc Pherson                             Attested by Mayor Tong

·         Natasha Ellen Mangels                                    Attested by Mayor Tong

·         Peter Welton Schmidt                                      Attested by Mayor Tong

·         Brian Robert Somerville                                   Attested by Mayor Tong

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson  and resolved:

That the Winton Community Board:

a)         Receives the report titled “Making and Attesting of Members' Declarations” dated 15 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/16/11/18389

 

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

 

Nominee                                          1st Nominator                          2nd Nominator

 

Member Somerville                         Member McNaught                Member Jukes

 

There were no further nominations.

 

The nomination of Member Somerville for Chairperson of the Winton Community Board for the 2016-2019 term was PUT and declared CARRIED.

 

Member Somerville was duly elected Chair of the Winton Community Board.

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

 

Nominee                                          1st Nominator                          2nd Nominator

 

Member Jukes                                 Member McPherson              Member Schmidt

 

There were no further nominations.

 

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

 

Member Jukes was duly elected Deputy Chairperson of the Winton Community Board.

 

 

Resolution

Moved Cr Paterson, seconded Member Schmidt  and resolved:

That the Winton Community Board:

a)         Receives the report titled “Election of Chair and Deputy Chair” dated 14 November 2016.

 

b)         Elects Member Somerville to be Chair of the Community Board for the 2016/2019 Triennium.

 

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

 

Mayor Tong vacated the seat and the Chair, Member Sommerville proceeded to chair the meeting at this point.

 

4          Leave of absence

 

Cr Paterson requested a leave of absence for the period 24 November 2016 to 10 December 2016.

 

Moved Member McPherson, seconded Member McNaught and resolved:

That leave of absence be granted to Councillor Paterson for the period 24 November 2016 to 10 December 2016.

 

5          Conflict of Interest

 

There were no conflicts of interest declared.

 

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/16/10/17637

 

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 Winton Community Board need be aware of.

 

 

Resolution

Moved Member Mangels, seconded Member McNaught  and resolved:

That the Winton Community Board:

a)           Receives the report titled “General Explanation from Chief Executive” dated 27 October 2016.

 

9

Terms of Reference and Delegations 2016/2019

Record No:         R/16/11/18590

 

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.

 

The Chair, Member Somerville expressed concern at the change in agenda preparation commenting that whilst he is not adverse to change he wished his concerns be noted.

 

 

Resolution

Moved Cr Paterson, seconded Member Schmidt  and resolved:

That the Winton 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/16/11/18630

 

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.

 

The Board noted that when the Southland District Council approved the Terms of Reference for the Community Boards at its meeting on 26 October 2016 the frequency of meetings for Community Boards was set down for February, April, June, August, October and December.

 

Members discussed the venue for future Board meetings and agreed that staff investigate the availability of the Winton RSA as an alternative meeting venue.

 

 

 

Resolution

Moved Member McPherson, seconded Member Mangels  and resolved:

That the Winton 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 staff investigate the availability of the Winton RSA & Citizens Bowling Club Incorporated, 37 John Street, Winton, and to liaise with the Chair to confirm cost and availability on the following dates in 2017 commencing at 5.30pm:

 

§  Tuesday, 7 February 2017

§ Monday, 3 April 2017

§ Tuesday, 6 June 2017

§ Monday, 7 August 2017

§ Monday, 9 October 2017

§ Monday, 4 December 2017

 


 


11

Standing Orders

Record No:         R/16/10/17794

 

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 McPherson, seconded Member McNaught  and resolved:

That the Winton 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/16/11/18380

 

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 Schmidt, seconded Member Jukes  and resolved:

That the Winton 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/16/10/17730

 

Community Partnerships Leader - Michelle Stevenson presented this report.

Miss Stevenson advised that the report provides an overview of the forecasted services for the Winton 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.

Miss Stevenson advised Council has streamlined its 2017/2018 Annual Plan process and as a result the Community Board is only required to review 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. 

Miss Stevenson explained 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 McPherson, seconded Member Mangels  and resolved:

That the Winton Community Board:

a)      Receives the report titled “Annual Plan 2017/2018 Confirmation of Budgets” 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)      Approves variations in the Winton 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)

CB Rate                                                                                               $397,811

Memorial Hall Rate                                                                               $31,418

Pool Rate                                                                                               $15,339

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.

           Memorial Hall Fees and Charges

Fee Description                                                                   Rate (GST Incl)

All functions (weddings, cabarets, balls, social, concert,

meals, prize-giving, farewell's, presentations and shows)         $460.00

 

Bowls (half day)                                                                                  $57.50

Bowls (full day)                                                                                 $115.00

Funeral                                                                                               $172.50

Commercial Users (half day)                                                           $230.00

Commercial Users (full day)                                                            $345.00

Meetings (half day)                                                                             $57.50

Meetings (full day)                                                                            $115.00

Ballet - Summer hours (daylight saving)                                           $8.05

Ballet - Winter hours (daylight saving)                                           $11.50

 

Bond (no GST)                                                                                 $400.00

 RSA Hall Fees and Charges

Fee Description                                                                   Rate (GST Incl)

All functions (weddings, cabarets, balls, social, concert, meals, prize giving's, farewell's, presentations and shows)

Lounge 1 & 2 - Full Day                                                                    $172.50

Lounge 1 & 2 - Half Day                                                                     $86.25

Yoga class                                                                                           $34.50

Funeral                                                                                               $172.50

ANZAC Lounge - Full Day                                                               $115.00

ANZAC Lounge - Half Day                                                                $57.50

Bond (no GST)                                                                                  $250.00

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

 

NOTE: Mr Ruru (Chief Executive) left the meeting at this point.

14

Recently adopted Bylaws and Policies

Record No:         R/16/9/16044

 

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 Cr Paterson, seconded Member Schmidt  and resolved:

That the Winton 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 6.30pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Winton Community Board HELD ON MONDAY 21 NOVEMBER 2016.

 

 

 

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

 

 

 

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