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Community and Policy Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Community and Policy Committee held in the Council Chamber, 15 Forth Street, Invercargill on Wednesday, 14 December 2016 at 9am.

 

present

 

Chairperson

Julie Keast

 

Mayor

Gary Tong

 

Councillors

Brian Dillon

 

 

John Douglas

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Group Manager, Community and Futures - Rex Capil, Group Manager, Environmental Services - Bruce Halligan, Group Manager, Services and Assets – Ian Marshall, Communications Manager – Louise Pagan and Committee Advisor – Alyson Hamilton.

 


 

1          Apologies

 

Apologies for absence were received from Councillors Baird and Duffy.

 

Resolution

Moved Cr Douglas, seconded Cr Paterson  and resolved:

That the Community and Policy Committee receive the apologies.

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

 

Cr Fraser declared an interest on item 7.1-Use of Unmanned Aerial Vehicles Policy.

 

Cr Harpur declared an interest on item 8.4 relating to the Otahu Flat School Restoration Committee.

 

4          Public Forum

 

Caroline Loo

 

Caroline Loo addressed the meeting outlining her role within the Loss and Grief Centre advising that the centre provides a safe and trusted place for people to come share their struggles and grief.

 

Mrs Loo advised in the six months they have been open they have received 450 visits from individuals across all age groups and have provided in home support for several younger children and run teenagers support groups.

 

Mrs Loo advised funding is being sought to provide monies for operational costs including staff to be on site at the Loss and Grief Centre situated in Invercargill.

 

Members noted it is intended to have trained and experienced staff in the field to ensure that the public receive appropriate and professional support.

 

Mayor Tong commented this is a worthwhile organisation undertaking great work.

 

Ali Meade

 

Ali Meade addressed the meeting advising she has recently commenced work at Environment Southland as the Biodiversity Programme Leader and part of that role is looking after the High Value Area programme.

 

Ms Meade proceeded to present the annual project report expressing appreciation to the Council for their continued monetary support.

 

Ms Meade informed the programme is reviewed and updated to meet the changing needs of landowners and the increased priority that Environment Southland is now placing on Biodiversity.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

Reports – Strategy and Policy

 

7.1

Use of Unmanned Aerial Vehicles (UAV) Policy

Record No:         R/16/11/18552

 

Robyn Rout (Policy Analyst), and Kevin McNaught (Strategic Manager, Property) were in attendance for this item.

 

Cr Fraser declared an interest and took no part in discussions or voting on this item.

 

Mr McNaught advised this report seeks approval from the Community and Policy Committee to release a draft ‘Use of Unmanned Aerial Vehicles Policy’ for public consultation.

 

Mr McNaught informed the draft “Unmanned Aerial Vehicles Policy” outlines Southland District Council’s approach to the use of Unmanned Aerial Vehicles, such as drones, above Council owned or controlled land or property.

 

Mr McNaught explained the draft Policy was presented to the Policy Review Committee in March 2016, since that time, feedback has been sought from Community Boards and Community Development Area Subcommittees (CDAs) regarding any areas where flying should be prohibited.

 

Members noted no regions were identified, so no prohibited areas have been listed in the draft Policy.

 

Officers are seeking Committee endorsement that the Policy be released for public consultation, for a six week period from the 17th of December 2016 until 31 January 2017.

 

Members queried if there is to be a charge for applications received from the public requesting permission to fly UAV vehicles outside the permitted area.

 

Mr McNaught responded there is no charge and it is expected the application will be handled in a timely manner.

 

 

 

Resolution

Moved Cr Ford, seconded Cr Douglas  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Use of Unmanned Aerial Vehicles Policy” dated 5 December 2016.

b)         Determines that this matter or decision be recognised 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)         Endorses the “Use of Unmanned Aerial Vehicle Policy” to be released for        public consultation for a six week period from the 17th of December 2016 until 31 January 2017.

 

Reports – Community Assistance

 

8.1

Return of Funds to the Financial and Reserve Contribution Fund

Record No:         R/16/11/19382

 

Susan McNamara (Management Accountant) was in attendance for this item.

 

Miss McNamara advised the purpose of the report is to advise of the return of grant funds received by the Edendale-Wyndham Community Board for the development of a community centre in Edendale.

 

Miss McNamara explained the Southland District Council Allocations Committee previously provided the Edendale-Wyndham Community Board with funds to enable the completion of a community centre based in Edendale.

 

Miss McNamara advised the funds were made available from the Financial and Reserve Allocation Contribution Fund.

 

Members noted two grants totalling $105,000 have been paid to the Community Board and $200,000 has been committed by the Allocations Committee towards this project but not paid.

 

The Committee was informed a decision to no longer proceed with the development of a community centre in Edendale was made by Edendale-Wyndham Community Board on 22 March 2016.

 

Miss McNamara advised the return of the $105,000 to the Financial and Reserve Allocation Contribution Fund will be completed by journal in the accounting system.

 

 

Resolution

Moved Cr Ford, seconded Cr Harpur  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Return of Funds to the Financial and Reserve Contribution Fund” dated 7 December 2016.

 

b)         Acknowledges the return of $105,000 from the Edendale-Wyndham Community Board and the cancellation of the $200,000 grant committed to the Community Centre in Edendale due to the decision by the board not to proceed with the project.

 


 

 

8.2

District Heritage Fund Application Summary

Record No:         R/16/11/19610

 

Bronwyn Affleck (Administration Manager) was in attendance for this item.

 

Mrs Affleck reported the purpose of the Southland District Heritage Fund is to support the conservation of heritage collections and encourage the development and application of professional museum standards to heritage collections held within the Southland District Council boundaries.

 

Mrs Affleck explained the fund is available to assist with the day to day running of the local museum, heritage centre or similar type organisation.

 

The committee noted $60,000 is funded from rates and available for distribution per annum.

 

Mrs Affleck provided a summary of applicants and proposed recommendation for the committee to consider.  These being;

 

Riverton Heritage and Tourist Centre Trust (Te Hikoi)

$21,500

Thornbury Vintage Tractor Club

$  4,500

Waikaia Museum (Switzers)

$  5,750

Waikawa Museum

$  7,500

Wyndham & Districts Historical Society

$  3,000

Tuatapere Bushman’s Museum

Defer

 

 

 

Resolution

Moved Cr Harpur, seconded Cr Ford  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “District Heritage Fund Application Summary” dated 6 December 2016.

 

b)         Approves the allocation of funds for the District Heritage Fund as follows;

 

Riverton Heritage and Tourist Centre Trust (Te Hikoi)

$21,500

Thornbury Vintage Tractor Club

$  4,500

Waikaia Museum (Switzers)

$  5,750

Waikawa Museum

$  7,500

Wyndham & Districts Historical Society

$  3,000

Tuatapere Bushman’s Museum

Defer

 


 

 

8.3

Northern Southland Development Fund Application Summary

Record No:         R/16/11/19625

 

Bobbi Brown (Group Manager Tourism, Events And Community) spoke to this item.

 

Mrs Brown advised the purpose of the Northern Southland Development Fund is to reflect the substantial community support Meridian Energy has received for Project White Hill and to offset any perceived loss of amenity values resulting from the development of the White Hill Wind Farm.

 

Mrs Brown explained the fund is to provide for the creation, maintenance and enhancement of facilities, amenities and programmes for the long term betterment and advantage of the people of the Northern Southland community to enable them to provide for their social, economic environmental and cultural wellbeing.

Mrs Brown reported of a recent meeting of the Northern Southland Development Fund Working Group who considered six applications, assessing their merit in accessing a grant from this fund.

 

The Committee noted the balance of the fund as at 1 July 2016 was $327,500 with the interest only ($7,869) being available for distribution for the funding round closing 30 September 2016.

 

Mrs Brown proceeded to provide a summary of the applications received and recommended allocations as follows;

 

Dipton School

$   450

Lumsden Heritage Trust

$1,000

Lumsden Playcentre

$   400

Northern Southland Community Resource Centre Charitable Trust

$1,000

Parent to Parent Southland

Declined

St John Northern Southland

$5,000

 

 

Resolution

Moved Cr Douglas, seconded Cr Kremer  and resolved:

That the Community and Policy Committee:

a)           Receives the report titled “Northern Southland Development Fund Application Summary” dated 6 December 2016.

 

b)           Approves the allocation of funds for the Northern Southland Development Fund as follows;

 

Dipton School

$   450

Lumsden Heritage Trust

$1,000

Lumsden Playcentre

$   400

Northern Southland Community Resource Centre Charitable Trust

$1,000

Parent to Parent Southland

Declined

St John Northern Southland

$5,000

 


 

 

8.4

Southland District Council Community Initiatives Fund Application Summary

Record No:         R/16/11/19563

 

Bobbi Brown (Group Manager Tourism, Events And Community) and Bronwyn Affleck (Administration Manager) spoke to this item.

 

Cr Harpur declared an interest and took no part in discussions or voting on the item relating to the Otahu Flat School Restoration Committee.

 

Mrs Affleck advised the purpose of the Southland District Council Community Initiatives fund is to support the development of community facilities and amenities, sport and recreational activities and community programmes.

 

The Committee noted $100,000 is available for distribution per annum.

 

Mrs Affleck proceeded to provide a list of applicants and proposed funding recommendations for consideration by the Committee as follows;

 

Balfour Home and School

$1,000

 

Brydone Community Centre Inc

$1,500

 

Central Southland Senior Citizens Centre

$   750

 

Central Southland Vintage Machinery Club

$2,000

 

Edendale Plunket

$   500

 

Edendale Wyndham Community Board

$   750

 

Eventing Southland

$1,000

 

Fiordland Rowing Club Inc

$2,000

 

Gorge Road Community Development Area Subcommittee

Nil

 

Gorge Road Country Club

$1,500

 

Heritage South

$1,500

 

Kingswell High School Re-union

not eligible

 

Lions Club of Wyndham Charitable Trust

$1,500

Nil

 

Lumsden Heritage Trust

$2,000

 

Lumsden Playcentre

$1,000

 

Makarewa Playcentre

$   500

 

Menzies Netball Centre

$   800

 

Nightcaps CDA

$   750

 

Northern Southland Community Resource Centre Charitable Trust

$1,000

 

Orawia Community Centre

$2,000

 

Otahu Flat School Restoration Committee

$1,000

 

Otahuti Tennis Club

$   750

 

Otautau Flowers, Quilts & Craft Days

$   500

 

Otautau Plunket

$   500

 

Otautau Promotions

$   750

 

Parent to Parent Southland

Nil

 

Project Litefoot Trust

Nil

 

Riversdale Golf Club

$2,000

$3,000

 

Riversdale Playcentre

$1,000

 

Riverton/Aparima Community Board

$   750

 

Riverton Heritage & Tourist Centre Trust (Te Hikoi)

$1,000

 

South Catlins Charitable Trust

$1,000

 

Southern Naturally Inc

$   400

 

Southland Life Education Community Trust

$2,500

 

Southland Loss & Grief Interest Group

Nil

 

Stadium Southland

Nil

 

Stewart Island Community Centre Trust

$2,000

 

Stewart Island/Rakiura Community Board

$   750

 

Takitimu District Pool

$1,510

 

Te Anau Community Board

$600

deferred

 

Te Anau Tennis Club

$2,500

$3,000

 

Te Anau Youth Worker Trust

$1,000

 

Thornbury CDA

$   750

 

Thornbury Vintage Tractor and Implement Club

$1,000

 

Venture Southland - Water Treatment Course (a)

$   680

 

                                 Water Treatment Course (b)

$3,000

 

 

 

Wallacetown Community Board

Nil

Welcome Rock Trails

Nil

Winton A&P Assn

$1,000

 

Winton Central Bowling Club Inc

$1,000

Winton Community Board

Nil

Winton Community Support

$1,000

$1,500

Winton Contract Bridge Club

$1,000

Winton Football Club Inc

$   600

Winton Golf Club Inc

$1,000

Winton Library

$1,000

Woodlands Bowling Club Inc

withdrawn

Wyndham & Districts Historical Society

$1,000

Wyndham Edendale Community Health Trust

$1,000

Wyndham Rugby Club

$1,500

Youthline Southland Inc

$2,000

 

 

Resolution

Moved Cr Ford, seconded Cr Kremer  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Southland District Council Community Initiatives Fund Application Summary” dated 6 December 2016.

 

b)         Approves the allocation of funds for the Community Initiatives Fund as follows including amendments made indicated by a strikethrough;

 

Balfour Home and School

$1,000

Brydone Community Centre Inc

$1,500

Central Southland Senior Citizens Centre

$   750

Central Southland Vintage Machinery Club

$2,000

Edendale Plunket

$   500

Edendale Wyndham Community Board

$   750

Eventing Southland

$1,000

Fiordland Rowing Club Inc

$2,000

Gorge Road Community Development Area Subcommittee

Nil

Gorge Road Country Club

$1,500

Heritage South

$1,500

Kingswell High School Re-union

not eligible

Lions Club of Wyndham Charitable Trust

$1,500

Nil

Lumsden Heritage Trust

$2,000

Lumsden Playcentre

$1,000

Makarewa Playcentre

$   500

Menzies Netball Centre

$   800

Nightcaps CDA

$   750

Northern Southland Community Resource Centre Charitable Trust

$1,000

Orawia Community Centre

$2,000

Otahu Flat School Restoration Committee

$1,000

Otahuti Tennis Club

$   750

Otautau Flowers, Quilts & Craft Days

$   500

Otautau Plunket

$   500

Otautau Promotions

$   750

Parent to Parent Southland

Nil

Project Litefoot Trust

Nil

Riversdale Golf Club

$2,000

$3,000

Riversdale Playcentre

$1,000

Riverton/Aparima Community Board

$   750

Riverton Heritage & Tourist Centre Trust (Te Hikoi)

$1,000

South Catlins Charitable Trust

$1,000

Southern Naturally Inc

$   400

Southland Life Education Community Trust

$2,500

Southland Loss & Grief Interest Group

Nil

Stadium Southland

Nil

Stewart Island Community Centre Trust

$2,000

Stewart Island/Rakiura Community Board

$   750

Takitimu District Pool

$1,510

Te Anau Community Board

$600

deferred

Te Anau Tennis Club

$2,500

$3,000

Te Anau Youth Worker Trust

$1,000

Thornbury CDA

$   750

Thornbury Vintage Tractor and Implement Club

$1,000

Venture Southland - Water Treatment Course (a)

$   680

                                   Water Treatment Course (b)

$3,000

Wallacetown Community Board

Nil

Welcome Rock Trails

Nil

Winton A&P Assn

$1,000

Winton Central Bowling Club Inc

$1,000

Winton Community Board

Nil

Winton Community Support

$1,000

$1,500

Winton Contract Bridge Club

$1,000

Winton Football Club Inc

$   600

Winton Golf Club Inc

$1,000

Winton Library

$1,000

Woodlands Bowling Club Inc

withdrawn

Wyndham & Districts Historical Society

$1,000

Wyndham Edendale Community Health Trust

$1,000

Wyndham Rugby Club

$1,500

Youthline Southland Inc

$2,000

 


 

8.5

Southland District Council SportNZ Rural Travel Fund Application Summary

Record No:         R/16/11/19417

 

Bobbi Brown (Group Manager Tourism, Events And Community) and Bronwyn Affleck (Administration Manager) spoke to this item.

 

Mrs Affleck reported the purpose of the SportNZ fund is to assist with transport expenses associated with participating in regular local competitions.

 

Mrs Affleck advised sports clubs and school based clubs for age groups between 5-19 years are eligible to apply.

 

Members noted that whilst $13,000 is available for distribution per annum this amount has increased to $15,353 due to two grants not being uplifted in the prior year.

 

Mrs Affleck provided a summary of applicants and proposed recommendation for the committee to consider.  These being;

 

Balfour Hockey Club

$   500

Central Southland College

$1,000

Fiordland Athletics Club

$1,500

Netball Fiordland Club Inc

$1,500

Northern Southland College – Equestrian, Tennis, Touch, Cricket

$1,000

Waiau Area School - Football

$   250

Winton Cricket Club

$1,200

 

 

Resolution

Moved Cr Douglas, seconded Cr Harpur  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Southland District Council SportNZ Rural Travel Fund Application Summary” dated 6 December 2016.

 

b)         Approves the allocation of funds for the SportNZ Rural Travel Fund as follows;

 

Balfour Hockey Club

$   500

Central Southland College

$1,000

Fiordland Athletics Club

$1,500

Netball Fiordland Club Inc

$1,500

Northern Southland College

$1,000

Waiau Area School - Football

$   250

Winton Cricket Club

$1,200

 

The meeting concluded at 10.35am              CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Community and Policy Committee HELD ON WEDNESDAY, 14 DECEMBER 2016.

 

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

 

 

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