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Community and Policy Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Community and Policy Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 15 March 2017 at 11am.

 

present

 

Chairperson

Julie Keast

 

Mayor

Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

IN ATTENDANCE

 

Chief Executive (Steve Ruru) Group Manager, Community and Futures (Rex Capil), Group Manager, Services and Assets (Ian Marshall), Communications Manager (Louise Pagan) and Committee Advisor (Alyson Hamilton).

 

 

 

 

 

 


Community and Policy Committee

15 March 2017

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1          Apologies

 

An apology for non-attendance has been lodged by Councillor Perham and an apology for lateness from Councillor Baird.

 

Resolution

Moved Cr Paterson, seconded Cr Dillon  and resolved:

That the Community and Policy Committee accept the apology for non-attendance from Councillor Perham and lateness from Councillor Baird.

 

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 was no public forum.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Cr Macpherson, seconded Cr Frazer  and resolved:

That the Community and Policy Committee confirm the minutes of the meeting held on Wednesday 1 February 2017 as a true and correct record of that meeting.

 

Reports for Recommendation

 

7.1

Request for Te Anau - Tako Town (Japan) Friendship Relationship

Record No:         R/17/2/2576

 

Rex Capil (Group Manager, Community and Futures) presented this item.

Mr Capil advised the purpose of the report is to provide background information to the latest request from Tako Town (Japan) for the Te Anau Community Board to consider a Friendship Relationship request.

 

Mr Capil advised the Te Anau Community Board forwarded a request from Fiordland College and Tako Town in Japan in late 2015 for consideration of Council’s International Relations Committee to establish some form of student and citizen exchange.

 

Mr Capil informed this request was followed up with a letter from the Southland District Council Mayor to the Mayor of Tako Town in March 2016.

Member noted that subsequent to this letter exchange the Mayor of Tako Town has contacted the Te Anau Community Board Chair to further consider the request and gauge interest in formalising a Friendship Relationship between Te Anau and Tako Town.

 

Mr Capil advised the Te Anau Community Board has referred the request to Council for consideration of an appropriate course of action going forward.

 

Mr Capil explained the Te Anau Community Board is an unincorporated body and as such is a separate legal entity to the Southland District Council as per section 51 of the Local Government Act 2002.  In addition to its statutory role, defined in section 52, to represent the interests of the Te Anau community, the Board operates in accordance with the Southland District Council Community Board Terms of Reference approved on 26 October 2016.

 

Further to this the Te Anau Community Board is seeking direction from Council as to whether it should enter into a relationship with Tako Town given that it is outside the scope of its terms of reference.

 

Members queried the location and population of Tako Town.  Councillor Kremer responded the town is situated outside Tokyo and has a population of approximately 15,000 persons.

 

In discussing this issue the Committee agreed to support the Te Anau Community Board request to enter into a friendship relationship with Tako Town and were informed by Mr Capil a report to confirm Council support is to be forwarded to the next meeting of the Te Anau Community Board.

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Duffy  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Request for Te Anau - Tako Town (Japan) Friendship Relationship ” dated 21 February 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)         Encourages and supports the Te Anau Community Board involvement with Tako Town as part of a Friendship Relationship.

 


 

Reports

 

8.1

Draft Significance and Engagement Policy

Record No:         R/17/1/1590

 

Robyn Rout (Policy Analyst) presented this report

Ms Rout advised the report seeks approval from the Community and Policy Committee to consider and endorse the draft Significance and Engagement Policy for release for public consultation.

 

Ms Rout explained the Significance and Engagement Policy enables Council and its communities to identify the degree of significance attached to particular matters, and it provides clarity about how and when communities will be engaged.

 

Members noted the draft Significance and Engagement Policy has been revised to make it clearer and easier for Council staff to apply. The revised Policy outlines a 3-step process which involves:

 

§  Determining significance

§  Identifying community views

§  Deciding how and when to engage with the community

 

Ms Rout advised a key revision to the policy is a change to the factors that Council would use to assess significance.  Ms Rout added this change has been made to improve usability for staff and to better align the factors with what Council is legally required to consider.

 

Ms Rout also advised this report sought approval from the Committee to release the draft Significance and Engagement Policy for public consultation from the 18 March until the 21 April 2017.

 

Councillor Duffy suggested some minor amendments to the draft policy document. These being;

 

Engagement with Iwi/Maori …openly engaging with iwi/Maori through this channel and through the Te Roopu Taiao forum.

 

Methods of engagement…delete woolshed meetings.

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Dillon  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Draft Significance and Engagement Policy” dated 7 March 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)         Endorses the draft Significance and Engagement Policy for release for  public consultation from the 18 March 2017 to 21 April 2017, subject to the amendments agreed to at this meeting.

 

Councillor Baird arrived at this point - 11.20am

 

8.2

Creative New Zealand Creative Communities Scheme

Record No:         R/17/2/3110

 

Rex Capil (Group Manager, Community and Futures) presented this item.

 

Mr Capil advised the report provides an update on grants awarded at a recent meeting of the newly appointed Creative New Zealand Creative Communities Scheme - Community Committee.

 

Mr Capil explained the Creative Communities Committee is managed by Venture Southland staff who will provide an update to this Committee following a funding round.

 

 

Resolution

Moved Mayor Tong, seconded Cr Harpur  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Creative New Zealand Creative Communities Scheme” dated 7 March 2017.

 

8.3

Venture Southland Quarterly Report - December 2016

Record No:         R/17/2/3427

 

Paul Casson (Chief Executive, Venture Southland) presented this item.

 

Mr Casson advised the report contains a complete breakdown of Venture Southland’s Business Plan Key Objectives/Performance Measures for the second quarter of 2016/17.

 

Mr Casson outlined highlights within the report. These included:

 

§  Digital Survey complete – 214 responses received.  Internet speed test complete and submission made to Rural Broadband Initiative/ Ultra-Fast Broadband/ Mobile Black Spot Fund Crown Fibre process.

 

§  Memorandum of Understanding (MOU) signed with Ministry of Business, Innovation and Employment (MBIE) outlining a collaborative approach forward between MBIE and Venture Southland. The MOU is consistent with the Southland Labour Market Strategy, Youth Futures Initiative and enables the implementation of The Regional Labour Market and Settlement activities. 

 

 

 

§  Paper submitted to Electricity Authority aimed at promoting equitable transmission pricing and the associated benefits for Southland. The document included coordinated submissions from Southland stakeholders.

 

§  Southland secured the Ultimate Waterman event (1 – 9 April 2017) which will be filmed as a 3 part documentary by Red Bull Media House and available online free to a worldwide audience. Location scouting and promotional support are being provided. 

 

§  The Southern Regional International Education Strategy has been completed. The document was been sent to Education New Zealand for feedback and was presented to the Southern Education Alliance Governance Group for feedback and approval on the 21 November 2016 prior to the Southern Regional Development Strategy launch on the 30 November 2016.

 

§  A funding provision agreement has been entered into between Education New Zealand (ENZ) and Venture Southland for three years.

 

Councillor Douglas enquired as to the aerial magnetic survey and whether it is going to plan.

 

Mr Casson responded the first portion of survey work is completed and the second component is in progress.  Mr Casson added the southern Southland area commissioned by Invercargill City Council, Southland District Council, Gore District Council and Environment Southland has been completed ahead of schedule and a report is currently being prepared to undertake interpretation of this data.

 

Councillor Duffy referred to the statistic of 13.4% of youth not in employment, education or training and whether this is a concern.  Mr Casson responded the statistics are correct and advised this is a New Zealand wide-issue and cited a variety of reasons i.e. distance, location, drugs, alcohol, substance abuse etc.

 

Members were advised of a proposal for the Singapore Airforce Training being based in Southland, Mr Casson advised this proposal is still being considered as well as a proposal for Singapore Airforce training to be based in Ohakea.

 

Mr Capil reinforced Mr Casson’s comments regarding the partnership with Venture Southland and Southland District Council (SDC) to assist with the further development of the SDC community planning approach to link in with the implementation of the Southland Regional Development Strategy; and the SDC Community and Futures Group’s work associated with the Community Futures project.

 

Mr Casson circulated an update on Wood Energy South for the Members information.

 

 

Resolution

Moved Cr Douglas, seconded Cr Macpherson  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Venture Southland Quarterly Report - December 2016” dated 8 March 2017.

 

 

 

 

 

The meeting concluded at 11.40am              CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Community and Policy Committee HELD ON WEDNESDAY 15 MARCH 2017.

 

 

 

 

 

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

 

 

 

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