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Notice is hereby given that a Meeting of the Winton Community Board will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Tuesday, 7 February 2017

5.30pm

Southland District Council Office

Wemyss Street, Winton

 

Winton Community Board Agenda

 

OPEN

 

 

 

MEMBERSHIP

 

Chairperson

Brian Somerville

 

Deputy Chairperson

Geoffrey Jukes

 

Members

Natasha Mangels

 

 

Doreen McNaught

 

 

Neville McPherson

 

 

Peter Schmidt

 

 

Councillor Neil Paterson

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Michelle Stevenson

 

 

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference for Community Boards

 

This Community Board is a statutory body with delegated responsibility from Southland District Council. The board members are elected to represent their community and advocate on behalf of their community.

 

It can make decisions on:

 

·                     Tenders for leases of land and buildings within its area up to $10,000. For tenders above that value, the board can make a recommendation to either the Group Manager Services and Assets or Council’s Activities Performance Audit Committee.

·                     Managing local halls and cemeteries

·                     Managing reserves, plantings, drainage, footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and slipways, litter control

·                     Stewart Island – governance of the Stewart Island Electrical Supply Authority

·                     Te Anau – management of the Te Anau Airport Manapouri

 

It can make recommendations to Council on:

 

·                     Estimates, traffic management, roading, recreation, elderly persons’ housing, noxious plants control, pest destruction control, temporary road closures, local civil defence, local welfare, waste management, economic development, resource consent applications which are referred to the board for feedback, toilets and local assets.

 


Winton Community Board

07 February 2017

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TABLE OF CONTENTS

ITEM                                                                                                                                   PAGE

Procedural

1          Apologies                                                                                                                        5

2          Leave of absence                                                                                                           5

3          Conflict of Interest                                                                                                         5

4          Public Forum                                                                                                                  5

5          Extraordinary/Urgent Items                                                                                          5

6          Confirmation of Minutes                                                                                               5

Reports

7.1       Council Report                                                                                                             17

7.2       Winton Football Club Incorporated - request for funding                                      27

7.3       Request to Remove or Lower Four Beech Trees - Ivy Russell Reserve               31  

UPDATES

8.1       Chairperson’s Report

 

            The Chairperson, Member Somerville to report on activities with which he has been involved since the Board’s last meeting.

8.2       Councillor’s Report

 

            Councillor Paterson to report on matters from the District Council table.


 

1          Apologies

 

At the close of the agenda no apologies had been received.

 

2          Leave of absence

 

At the close of the agenda no requests for leave of absence had been received.

 

3          Conflict of Interest

 

Board Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4          Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

5          Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i)            the reason why the item was not on the Agenda, and

(ii)        the reason why the discussion of this item cannot be delayed until a subsequent meeting.

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a)       that item may be discussed at that meeting if-

(i)         that item is a minor matter relating to the general business of the local authority; and

(ii)        the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)          no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

6          Confirmation of Minutes

6.1         Meeting minutes of Winton Community Board, 21 November 2016


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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 Partnership Leader – Michelle Stevenson.

 

 

 


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.

 

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

 

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 was present for this item.

 

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.

 

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) spoke to this item.

 

Mrs Hamilton reported 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.

 

Mrs Hamilton advised the meeting schedule for the Winton Community Board is required to be set for 2017.  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 spoke to this item.

 

Mr Ruru reported that the purpose of the report was to advise 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 was present for this item.

 

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 was present for this item.

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.

 

 

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:...................................................

 

 


Winton Community Board

7 February 2017

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Council Report

Record No:        R/17/1/1532

Author:                 Michelle  Stevenson, Community Partnership Leader

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Chief Executive

Southland Regional Development Strategy (SoRDs)

1        One of the key attributes of the SoRDS work to date has been the desire to ensure that a ‘whole of Southland’ or Southland Inc approach is adopted to the development of the region. This approach requires that public, private and volunteer sections of the Southland community come together to drive the development of the region as a whole. Unless a united approach is pursued then there is a very real risk that the changes needed to achieve the goals set through the SoRDS Strategy will not be achieved. 

2        Work is being progressed via the Mayoral Forum to look at the structures that might be used to drive implementation of the Action Plan. The results of this work will be reported to each of the four Southland Councils and the other entities that need to be formally involved in the new structures over the next few months. There will also be a need for a public consultation process to be completed to enable the proposed model to be implemented. In the interim it is appropriate that Council move to formally endorse the Action Plan. The latter is the subject of separate order paper item.

Rural Fire

3        The Fire and Emergency Management Bill, which provides for the establishment of Fire and Emergency Management NZ (FENZ) from 1 July 2017, continues to progress through the parliamentary legislative process with it being reported back from the Select Committee prior to the Christmas break.

4        The FENZ Bill provides for the merger of Rural Fire Authorities, which have traditionally been a responsibility of local authorities, and the NZ Fire Service into the new FENZ entity. As such it signals a significant change for local authority responsibilities in this area. Important changes proposed through the Bill include:

·    The transfer of Rural Fire Authority responsibilities to FENZ from 1 July 2017. This includes the assets and operating capability within the Southern Rural Fire Authority

·    The repeal, from 1 July 2018, of territorial authorities’ fire prevention and risk reduction powers under the Local Government Act 2002

·    The repeal, from 1 July 2017 of territorial authority specific bylaw making power for preventing the spread of fires.

Fluoridation of Drinking Water

5        The Health (Fluoridation of Drinking Water) Amendment Bill is currently before the Health Select Committee with submissions closing on 2 February. The intent of the Bill is to transfer responsibility for making decisions on fluoridation of water supplies from local authorities to District Health Boards (DHBs).

6        The Bill as currently drafted allows, but does not require, DHBs to determine whether they should direct local authorities to either fluoridate, or not, community drinking water supplies.

7        Under the Bill the cost of fluoridating water would be carried by the local authority concerned. Officers do not see a need for this Council to lodge a submission on the Bill.

Local Government Survey

8        Local Government NZ (LGNZ) will be repeating, in March 2017, the New Zealand Local Government Survey that was initially undertaken in 2014. The survey will again be undertaken by Colmar Brunton and cover some 3,000 citizens and businesses across New Zealand. Findings from the 2014 survey included that:

·      public and business satisfaction with local government services is generally good

·      there is low awareness of the wide range of services local government provides – and the services tend to be under-valued, especially as they affect our daily lives

·      local government is seen to play an important role in developing the prosperity and wellbeing of New Zealand, although there is a sense that local government can achieve more than it does

·      local government performance factors such as financial management and community leadership are viewed as current weaknesses, although local engagement is generally working

·      local government does not enjoy a strong reputation with the public and businesses. On a comparable basis, New Zealand local government service satisfaction is rated similarly to countries such as the United Kingdom and Australia.

9        There is clearly work that the sector as a whole, as well as individual local authorities, can and need to do to enhance their performance and reputation. The findings from the survey will be used to inform the work that is being undertaken in this area.

Local Government Minister

10      Following the change in Prime Minister and subsequent Cabinet changes there has been a change in the Minister of Local Government. The Hon Anne Tolley now assumes responsibility for the portfolio taking over from the Hon Peseta Sam Lotu-Iiga.

11      With the change in Minister it can be expected that central government will continue to place a strong focus on sector reform and lifting the performance of local government in relation to the provision of core infrastructure.

 

Customer Support

Library Services

12      In December, the refurbished Stewart Island Library and Area Office was opened.  With increased hours for the community, the library now catalogued and a self-issue machine in place, a great space for the community has been created.  Feedback from residents at the opening was positive with around 50 people coming through on the day.

13      The District Library was pleased to receive funding to help complete the Vince Boyle Collection to be housed at the Winton Library.  An opening is being planned with members of the Boyle family invited to share in this historic resource they have donated.

14      Te Anau Library hours have changed with no late nights, a longer Saturday and being open on Monday mornings.  Feedback has been positive and customers are enjoying the longer access on Saturdays.  Hours across all libraries will be reviewed in 2017. 


 

Customer Service Delivery

15      The Customer Support team are completing a review of the most common customer inquiries through Council and analysing how we could make these as simple and easy for customers through a variety of channels.  Changing an address has come through as the number one Request for Service across the District.  As a result, a project is in progress to look at how we can streamline this process for customers and staff.  We are aiming to have a potential solution ready to trial internally in February 2017.

16        Customer Support have enlisted the Community Partnership Leaders to prepare a report on what and how our residents want to access Council Services across the District.    This will involve market research across the District so we have a clear understanding of what our customers want, combined with our data on how customers choose to interact with us today.    The report is anticipated to be completed by June 2017.  Since we had been investigating the possibility of moving the Wyndham Library and Area Office to the Wyndham Memorial Hall, we will put this project on hold so as to ensure a consistent approach to the District as a whole.

 

Environmental Services

Animal Control

17      The Environmental Health team is preparing for the introduction of Dog registration fee discounts in July this year. There will be a communications programme developed to raise awareness of the changes. The programme will include promotion on Council’s website, First Edition articles, and reviewing online registration. 

18      Work has also been progressed with a research exercise looking at dog attacks in the District over the last few years to determine whether there are trends or other offence patterns that can be identified to help reduce future attacks. The findings will be reported to the Regulatory Committee in the near future.

Food Act 2014

19      The new Food Act 2014 came into effect from 1 March 2016.

20      Food businesses have to transition to the new Food Act 2014 according to a schedule set by the Ministry for Primary Industries.  In this District the most significant group of businesses that have to transition in the first year (by 31 March 2017) are those with alcohol on-licenses.  Most of these businesses have already transitioned. Officers will continue to encourage the small number remaining to transition by the required date.

Freedom Camping

21      Freedom Camping has continued to be a topical issue right across the country over the holiday period. In Southland District there has been a considerable amount of freedom camping activity in some parts of the District such as Lumsden, the South Catlins and Clifden Bridge.

22      At the time of writing there have been few significant problems or issues and a generally positive response to Council’s more proactive approach to liaison with campers in some of these areas. However, Council is also closely watching legislative developments in this area, with a strong push from some parts of the country for a more consistent approach to bylaws and/or a stronger approach to regulating freedom camping, particularly non self-contained vehicles and tents.

 

 

Fencing of Swimming Pools

23      The Building (Pools) Amendment Act 2016 came into effect on 1 January 2017. The Act repealed the Fencing of Swimming Pools Act 1987 and included new pool safety provisions in the Building Act 2004 including:

·      A requirement for three-yearly inspections of all swimming pools. Officers are currently assessing the impact of this change.

·      Allowing safety covers to be used as barriers for spa pools and hot tubs.

·      Introducing additional enforcement tools for territorial authorities, including notices to fix.

24      The amendments place more emphasis on the home owner taking responsibility for their pools. The swimming pool register will need to be updated to remove all pools under 5 m sq. The traditional spa pool which made up the bulk of the register is no longer covered by the legalisation.  As yet there is no acceptable solution in place to assess barriers as being compliant but the Government has been consulting on options which might assist in this regard.

Earthquake Prone Buildings

25      The Earthquake Prone Buildings legalisation has also been updated via an amendment to the Building Act 2004 that was passed into law last year. The new framework draws on lessons learned from the Canterbury earthquakes, the findings of the subsequent Royal Commission, and public submissions. It aims to:

·      establish a more effective and nationally consistent framework for identifying and remediating earthquake-prone buildings

·      better target those districts, buildings and parts of buildings that pose the greatest risk

·      provide improved information for territorial authorities (e.g. local councils), building owners, engineers and the public

·      strike an appropriate balance between protecting people from harm in an earthquake, the cost of strengthening or removing earthquake-prone buildings and impacts on heritage.

26      The Southland District Council is the only District in the country to have all three earthquake zones in the one District. All of the earthquake prone buildings in the District have been identified and are recorded on a register, and are being identified on LIMs. Council will need to identify buildings of high seismic risk and ensure these are assessed by engineers within the specified time period.

Building Consents

27      Building consent numbers for December 2016 are down by 5.33%, the average residential cost and size is approximately the same from those of the corresponding 2015 period. Half way through the year and consent numbers are up slightly but the value is back 16.62%. The number of consents being lodged remains high, these are predominately from the Te Anau area.  

Edendale Bypass

28      The notice of requirement for the State Highway Bypass in Edendale is expected to be lodged with Council prior to the end of January. The New Zealand Transport Agency have requested that the application be publicly notified and have indicated that they will be requesting that a Commissioner is appointed to make the decision.

 

Community and Futures

2017/2018 Annual Plan

29      Significant progress has been made on the preparation of the draft Annual Plan and associated consultation document.

30      Local estimates meetings have been completed and staff are preparing the consultation document in line with the feedback and direction provided by Councillors at the workshop in December 2016. Given that the draft plan is largely in line with what the 10 Year Plan forecasted for the 2017/18 year, the consultation document is more of an update on the 10 Year Plan story about how the Council is progressing with the plan.

31      The Consultation Document will be used to inform and update the community about the key changes from the LTP and highlight some of the projects/programmes scheduled for the 2017/18 year and advise readers how they can provide feedback to Council about the plan.  The draft of the consultation document and supporting documents will be considered by Council in February before being released for public comment.

Strategic Planning Workshop

32      Significant work has been put into preparing for the Councillors Strategic Planning workshop to be held in early February, Te Anau.

33      The workshop provides an opportunity for Councillors to set their goals for the current triennium and the overall strategic framework within which the 2018 10 Year Plan will be developed.

Community Board/CDA Planning

34      Leadership Planning and goal setting workshops will be run throughout the District for Community Boards and CDA’s during April 2017. The workshops, which are to be run in groups of 3-5 Boards/CDA’s per workshop are intended to help each Board develop a Community Leadership Plan outlining the goals and strategic priorities that they have for their community in the current triennium and beyond.

35      It will be important that the Plans developed for each community reflect Council’s overall priorities for the District as a whole. In this way Council can ensure that Community Boards/CDAs are moving in a direction that is consistent with its goals for the district and that resources are prioritised between different areas in a way that reflects the resources available to Council as a whole.

36      The Leadership Planning and goal setting workshop for the Winton Community Board is scheduled for 3 April 7pm, directly following the next Winton Community Board meeting.  Food will be provided, and the workshop will include elected representatives from the following areas: Winton Community Board, Wallacetown Community Board, Limehills/Centre Bush Community Development Area Subcommittee, Browns Community Development Area Subcommittee, and Dipton Community Development Area Subcommittee.

Community Organisation & Volunteer Sector Project

37      Council have commissioned Venture Southland to undertake this project on its behalf.  Council have requested face-to-face interviews be conducted with a representative sample of community organisations to help determine future needs and the level of service throughout the District.  This project will be completed by Venture Southland in February 2017, and analysis and recommendations made by the Community Partnership Leader to the Councils Executive Leadership Team in May 2017.

 

Stewart Island Community Facilities Project

38      Council have commissioned Venture Southland to undertake this project on its behalf.  Council have requested research to help determine the current and future use of community facilities on the Island.  This project will be completed by Venture Southland in March 2017, and analysis and recommendations made by the Community Partnership Leader to the Stewart Island Community Board in June 2017.

Stewart Island Wharfing Infrastructure Project

39      Council have tendered for registrations of interest to undertake a Community and Stakeholder Engagement process, and Business Operational Plan on Stewart Island wharfing infrastructure.  Council currently own 5 of the 7 wharves on the Island, and have been offered opportunity to take over Golden Bay wharf, being divested by Southport NZ.  Council identified the need to take a more strategic view of the current and future wharfing infrastructure on the Island, and the importance of the community and stakeholder needs, tourism to the Island and aquaculture, which may have local, district, regional and national implications. Tenders close at the end of February, and the Community and Stakeholder engagement will begin in March 2017.

Milford Opportunities Project

40      With the funding announcement made for the Milford Opportunities Project at the launch of SoRDS, work has been underway to set up the Governance Group so that we can get the project underway. The following points outline the intended process:

·    Have a Governance Group (GG) appointed and a meeting in place for March. The GG to be made up of an Independent Chair, and one representative from each of the following - Council, DoC, Iwi, Business, and MBIE. Approaches, including a letter formally requesting a representative from these organisations, will be made shortly.

·    Council are likely to receive the funding from MBIE although we will continue working closely with DoC on the project

·    The Government’s $250,000 will be spent on scoping the project including any remuneration required for the GG, the contractor writing the investment proposal, the project manager if the investment proposal gets the go ahead.

·    The GG to be a ‘voluntarily’ formed group (i.e. not a formal committee of DoC or Council) that will make recommendations to DoC and Council.

·    The GG will discuss and finalise the Terms of Reference (ToR) and approve the advertising of the contract to prepare the Investment Proposal – it will be proposed that there is a delegation made to DoC and Council to appoint the contractor so that we can get on with the project

·    Initial ToR to include a 9 month time frame for its existence with a decision point milestone on whether or how the project proceeds by September 2017.

·    If it proceeds, then the ToR will need to be reviewed to reflect the timeframes for undertaking and reporting on the projects that have been scoped in the Investment Proposal

·    Concurrently, with the Investment Proposal work the Project Management Team can be set up and an Expressions of Interest process run to identify potential project manager candidates.

 

 

Venture Southland

41      Southland will receive $13.3 million to connect key communities with fibre under the Ultrafast Broadband programme (UFB2). Winton, Te Anau, Riverton West, Bluff and Otatara have been announced as locations which will receive fibre between July 2017 and December 2024. No timetable for each location has yet been published

42        Southland is identified as having almost complete wireless coverage, however feedback from communities reveals this is not the case. Results of internet speed tests and the Southland Internet and Mobile Surveys (over 1000 responses were received to these surveys in 2015 and 2016) have been submitted to MBIE and Crown Fibre. Assessment of mobile signal coverage on the Southland road network is also being undertaken.

43        Venture Southland staff are currently working on the funding accountability and auditing requirements for the five grants received for the Winton Memorial Hall upgrade. 

44        Moores Reserve Combined Sports Complex Trust are in the last stages of finalising the plans and total project cost for the facility. Once this has been completed work will begin on a funding plan and subsequent applications.

45      Venture Southland are working alongside the Central Southland Vintage Machinery Club to prepare funding applications for replacing the roof on the Club’s building.  Applications are being prepared and submitted to Lion Foundation, Southern Trust, SDC Community Initiatives Fund, Lottery Environment and Heritage and Community Trust of Southland.

46      SDC Holiday Programme was recently held again in rural Southland communities, with a 23% growth in the number of participants overall.  The programme was run for 3 days in Winton and there were 72 participants.  Feedback has once again been positive.

47      Southland tourism will be at its busiest over the next couple of months.  Central Southland can expect increases in tourists and vehicles, related to Chinese New Year.

Services and Assets

Roading Contracts

48      Tender documents for the Alternative Coastal Route Improvement Project in the Catlins area and the three Maintenance Alliance contracts were finalised and released in December 2016.

49      The release of these tender documents represent an important milestone in what are all sizeable projects/contracts for Council. As a result there has been significant work involved in reaching this stage of the process. The four tenders close in mid-February and will be subjected to a tender evaluation process prior to recommendations being made to Council.

NZTA Liaison

50      Having a close working relationship with the Planning and Investment division of the NZ Transport Agency (NZTA) is important for both organisations given the size of investment that they make in Southland transport networks.

51      In recent months good progress has been made in developing a strong working relationship with our NZTA liaison person. Unfortunately, the relationship that we are developing could be affected by a reorganisation which we understand may be occurring in the near future. This situation creates a risk to the Council that we will not receive the most effective or appropriate level of support.


 

Te Anau Wastewater

52      In December 2016, Council reached a settlement agreement with Fiordland Sewage Options (FSO) in relation to their appeal against the resource consents granted for the wastewater disposal system proposed for the Kepler block.

53      The agreement provides for Council agreeing to investigate the potential to develop a disposal system at an alternative site known as the Smith Block, located in Sinclair Road Te Anau, in return for FSO withdrawing the appeal. The agreement has a series of steps in it with Council retaining the right to exercise the Kepler consent should the investigations indicate that the Smith block is not viable at any stage.

54      Work is being progressed to ‘map out’ the tasks that need to be completed and the timelines for them. An outline of the project plan will be bought through to Council and the Te Anau Wastewater Project Committee once finalised. There will also be a need for regular consultation with key stakeholders and affected parties. A Consultation Plan is currently being developed. Making progress on the key tasks will be a priority for the start of 2017.

 

Finance

55      Income and expenditure for Winton is on track and within expected levels. 

56      Capital expenditure for Winton in the year to date shows higher than expected expenditure.  This is attributed to the additional costs of the Memorial Hall, where $110,000 of additional grants sitting in reserves were approved for use by Council in September 2016.

57      The remaining capital expenditure is on schedule and predicted to fall within allocated annual budget.

 

Recommendation

That the Winton Community Board:

a)         Receives the report titled “Council Report” dated 27 January 2017.

 

 

Attachments

There are no attachments for this report.  

 


Winton Community Board

7 February 2017

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Winton Football Club Incorporated - request for funding

Record No:        R/16/12/20391

Author:                 Alyson Hamilton, Committee Advisor

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        The purpose of this report is for the Winton Community Board to consider a request from the Winton Football Club Inc seeking funding from the Board to assist toward the purchase of a defibrillator in the amount of $400.00.

 

Summary

2        Winton Football Club Inc wishes to purchase a defibrillator as part of a New Zealand Football initiative to have every football club in New Zealand with a device in the event of an emergency situation arising at sporting events.

3        It is intended to have the defibrillator located at Moores Reserve (Winton) and to have it available for use by other sports clubs and the general public.

4        Currently the nearest defibrillator is situated across the other side of town from the sporting area at the New World in Winton.

5        Funding has been obtained from the Fonterra Grassroots scheme and the Football Club are contributing toward the cost of the defibrillator which is expected to cost $1,440.00 (excl GST).

6        Football Club volunteers will be trained by St John’s personnel on the use of the defibrillator and will receive ongoing training at no cost to the Winton Football Club.

 

Recommendation

That the Winton Community Board:

a)         Receives the report titled “Winton Football Club Incorporated - request for funding” dated 30 January 2017.

 

b)         Considers the request from the Winton Rugby Club Incorporated for a contribution of $400 toward the purchase of a defibrillator with the view of declining the application due to setting a precedence of further requests being received from other sporting and non-sporting organisations.

 

 

Attachments

a         Winton Football Club letter to Winton Community Board - request for contribution toward purchase of defibrillator    

 


Winton Community Board

07 February 2017

 


 


 


Winton Community Board

7 February 2017

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Request to Remove or Lower Four Beech Trees - Ivy Russell Reserve

Record No:        R/16/12/20679

Author:                 Moira Tinnock, Community Engineer

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                              Recommendation                         Information

 

  

Purpose

1        To seek direction from the Winton Community Board regarding a request to remove or lower four Beech trees in Ivy Russell Reserve.

Summary

2        Ms J Scarlet and Mrs D Andrews own properties in Hillary Street, Winton, and considered four beech trees in Ivy Russell Reserve were blocking daylight onto their properties.  A presentation and request to remove or lower the trees was made in a public forum presentation to the Winton Community Board in September 2016. 

3        In order for the Board to arrive at a decision, I have sought professional advice from Wayne Phillips, Contract Manager, Asplundh on the following matters:

•        The state of the trees;

•        Removal of the trees and the connotations that may arise in the event the trees are removed.

4        Mr Phillips surmised via email that he considered the trees in the reserve to be far away enough from properties to not be an issue, apart from some shading during winter, and to leave the trees to keep growing as their form was good and healthy.  He concluded that this specimen is endemic to the Southland region and would live for a couple of hundred years if they were allowed to.

5        In considering the request for the removal or lowering of the trees the Community Board should take into consideration the following:

·              The maintenance of a pleasing environment.

·              The desirability of protecting public reserves containing trees.

·              The value of the tree as a public amenity.

·              Any historical, cultural or scientific significance of the tree; and any likely effect on ground stability.

·              The cost of harvesting and re-instatement of the area.

·              The development of the adjoining land having taken place with the full knowledge of the trees and their alleged, potential effect.

·              The water table run-off.

Legislative Requirements

The Reserves Act 1977 Section 42 (2) states “The trees or bush on any recreation reserve, or government purpose reserve, or local purpose reserve shall not be cut or destroyed, except in accordance with a permit granted under section 48A or unless the administering body of the reserve is satisfied that the cutting or destruction is necessary for the proper management or maintenance of the reserve, or for the management or preservation of other trees or bush, or in the interests of the safety of persons on or near the reserve or of the safety  of property adjoining the reserve, or that the cutting is necessary to harvest trees planted for revenue producing purposes.

Given the situation that exists at Ivy Russell Reserve and given the conditions of the Reserves Act, there is no legal justification for removing the trees.

 

Recommendation

That the Winton Community Board:

a)         Receives the report titled “Request to Remove or Lower Four Beech Trees - Ivy Russell Reserve” dated 30 January 2017.

 

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 request to remove or lower the trees is based purely on the shading the trees create, that the trees are healthy and that the Reserves Act does not permit tree removal on the basis of shading.

e)         Determines that the request to remove or lower four Beech trees in Ivy Russell Reserve be declined 

 

 

Attachments

There are no attachments for this report.