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Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday 15 March 2017

2pm

Council Chambers
15 Forth Street
Invercargill

 

Council

 

OPEN MINUTES FOR CONFIRMATION

 

 

 

TABLE OF CONTENTS

ITEM                                                                                                                                   PAGE

 

5.1       Meeting minutes of Council, 23 February 2017                                                          2

9.2       Meeting minutes of Wallacetown Community Board, 6 December 2016              62

9.3       Meeting minutes of Stewart Island/Rakiura Community Board, 6 December 2016 70

9.4       Meeting minutes of Edendale-Wyndham Community Board, 28 February 2017 83

 


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Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Thursday, 23 February 2017 at 1pm.

 

present

 

Deputy Mayor

Paul Duffy

 

Councillors

Brian Dillon

 

 

John Douglas

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Chief Executive Officer – Steve Ruru, Group Manager, Environmental Services – Bruce Halligan, Group Manager, Community and Futures – Rex Capil, Chief Financial Officer – Anne Robson, People and Capability Manager – Janet Ellis, Group Manager, Customer Support – Trudie Hurst, Communications Manager – Louise Pagan and Committee Advisor – Fiona Dunlop.

 

 


1          Apologies

 

Apologies were received from Mayor Tong and Councillor Baird.

 

Resolution

Moved Cr Harpur, seconded Cr Paterson  and resolved:

That Council accept the apologies from Mayor Tong and Cr Baird.

 

 

2          Leave of absence

 

Councillor Paterson advised that he was seeking leave of absence for meetings being held between 7 and 14 March 2017.

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Kremer and resolved:

That Council grant Councillor Paterson leave of absence for meetings being held between 7 and 14 March 2017.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4      Public Forum

 

1.         Wendy Joy Baker addressed the meeting on various issues.  She had praise for new signage around the district for “Dogs on Leads”, Youth Award presentation at 1st February meeting and pictorial/information signage at Nightcaps.
Miss Baker raised concerned with the following:

·           Cycle Trail maintenance at Mossburn and asked if there is a maintenance schedule

·           Ongoing concerns with uncontrolled dogs

·           Request for service complaints and lack of follow-up to some of her emails

·           Dog control report to Regulatory and Consents Committee meeting of 23 February 2017

She also mentioned:

·           ACC dog bite injury claim information for Southland for the 2015 and 2016 years

·           a letter she had received from the Associate Minister of Local Government

·           2016 National Dog Control Survey

 

She also tabled a 2015 letter from the Ombudsman regarding her complaint to them over correspondence with the Council.

 

Papers that Miss Baker referred to during her public forum time have attached to the minutes as appendix 1.

 

2.         Alana Barrett addressed the meeting regarding issues that she and ratepayers of Ohai have.  She advised that back in 2012 there was a public meeting held regarding the transfer of reserves when District Funding was brought in.

 

She stated that $485,000 from Ohai reserves of was transferred from the targeted rate and that the capital costs of the Cycle Trail was not disclosed to the 119 people whose signatures were collected at the public meetings. 

 

The following year $365,000 was removed from the Nightcaps Community Development Area reserves again with no disclosure of the capital cost of the cycle trail disclosed to the Nightcaps Community Development Area.

 

She believes that the action of acquiring the 119 signatures on false and misleading documentation was performed by the officers for the purpose of obtaining all of the reserves of the Ohai and Nightcaps ratepayers and this was an act of fraud.

 

She mentioned that Cr Stuart Baird had been removed from the Ohai Community Development Area Subcommittee and Nightcaps Community Development Area Subcommittee and the Ohai Railway Fund Committee on 26 October 2016 and that it was illegal as there is documentation of the final proposal for the electorate and that he was the Elected Member for the Wallace area and that it states that he is to be on those Committees. 

 

Miss Barrett advised that the residents of the Ohai and Nightcaps areas were not told of this prior to the Election and many of the other ratepayers are not happy that the Councillor has been removed.

 

Miss Barrett stated that the Ohai Railway Fund Committee Triennial meeting has been removed from the Ohai area this year because it has always been alternated between Nightcaps and Ohai.  She commented that it is now on at 2pm on Friday 31 March 2017 in Otautau.

 

She commented that the non-consultation of putting it on at a time that doesn’t suit people in the area is objected to also and that can the meeting be changed to be held at the Nightcaps Town Hall at 7.30pm on Friday 31 March 2017.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Council Minutes

 

Resolution

Moved Cr Ford, seconded Cr Frazer and resolved:

That Council confirms the minutes of the meeting, held on 1 February 2017 as a true and correct record of that meeting.

 

Reports - Policy and Strategy

 

 

7.1

Draft Easter Sunday Shop Trading Policy

Record No:    R/17/1/1591

 

Group Manager, Community and Futures – Rex Capil was in attendance for this item.

 

Mr Capil advised that the purpose of the report is to present the draft Easter Sunday Shop Trading Policy to Council for adoption.

 

The Meeting noted that on the 1st of February 2017 the Community and Policy Committee endorsed the revised Easter Sunday Shop Trading Policy after considering submissions. The Committee also recommended to Council that the draft Policy be adopted.

 

Mr Capil further advised that a late submission had been received on the draft Policy, which raised concerns about the consequences of forgetting God and ignoring the primary reason for the Easter holiday. This submission has also been included as an attachment, for Councils information.

 

 

Resolution

Moved Cr Ford, seconded Cr Douglas and resolved:

That the Council:

a)         Receives the report titled “Draft Easter Sunday Shop Trading Policy” dated 23 February 2017.

b)         Receives the late submission on the draft Easter Sunday Shop Trading Policy.

c)         Adopts the draft Easter Sunday Shop Trading Policy as attached to the minutes as appendix 2.

 

 

7.2

Draft Remission and Postponement of Rates on Maori Freehold Land Policy

Record No:    R/17/1/1593

 

Finance Manager – Sheree Marrah was in attendance for this item.

 

Mrs Marrah advised that the purpose of the report was to present the draft Remission and Postponement of Rates on Maori Freehold Land Policy to Council for adoption.

The Meeting noted that on the 1st of February 2017 the Community and Policy Committee endorsed the draft Policy after considering the submission received. The Committee also recommended to Council that the draft Policy be adopted.

 

 

Resolution

Moved Cr Keast, seconded Cr Perham and resolved:

That the Council:

a)         Receives the report titled “Draft Remission and Postponement of Rates on Maori Freehold Land Policy” dated 13 February 2017.

b)         Adopts the draft Remission and Postponement of Rates on Maori Freehold Land Policy as attached to the minutes as appendix 3.

 

 

 

7.3

Draft Stewart Island/Rakiura Visitor Levy Policy

Record No:    R/17/2/1891

 

Group Manager, Community and Futures – Rex Capil was in attendance for this item.

 

Mr Capil advised that the purpose of the report was to present the draft Stewart Island/Rakiura Visitor Levy Policy to Council for adoption.

 

The Meeting noted that on the 1st of February 2017, officers presented a revised Stewart Island/Rakiura Visitor Levy Policy to the Community and Policy Committee. The Committee suggested some additional minor changes, endorsed the Policy, and recommended to Council that the Policy be adopted.

 

 

Resolution

Moved Cr Paterson, seconded Cr Dillon and resolved:

That the Council:

a)         Receives the report titled “Draft Stewart Island/Rakiura Visitor Levy Policy” dated 13 February 2017.

 

b)         Adopts the Stewart Island/Rakiura Visitor Levy Policy as attached to the minutes as appendix 4

 

 

 

7.4

2017 Southland District Council Scholarship Recipients

Record No:    R/17/1/1783

 

Group Manager, Community and Futures – Rex Capil was in attendance for this item.

 

 

1          Mr Capil advised that the Southland District Council Community and Policy Scholarship and Bursaries Interview Panel conducted scholarship applicant interviews on 19 January 2017.  He also advised that no applications had been received for the Community Outward Bound 18 – 27 year category.

The Meeting noted that following the interviews, the following applicants were successful:

·                  Robert Grove and Sophie Sangster - Centennial Bursary ($2,000 each recipient)

·                  Samantha Chandler $1,000 and Richard Crouchley $1,500 - Valmai Robertson Arts Scholarship ($2,500 contestable):

·                  Maree Small - “Eric Hawkes Memorial” Community Outward Bound Scholarship 27 years and over:

·                  Peter Meikle - “Eric Hawkes Memorial” Employee Outward Bound Scholarship.

 

 

Resolution

Moved Cr Keast, seconded Cr Macpherson and resolved:

That the Council:

a)         Receives the report titled “2017 Southland District Council Scholarship Recipients” dated 16 February 2017.

 

b)         Approves the 2017 Southland District Council Scholarship recipients as recommended by the Southland District Council Scholarship and Bursaries Interview Panel – being

·        Centennial Bursary ($2,000 each recipient):
Robert Grove and Sophie Sangster

·        Valmai Robertson Arts Scholarship ($2,500 contestable):
Samantha Chandler $1,000 and Richard Crouchley $1,500

·        “Eric Hawkes Memorial” Community Outward Bound Scholarship 27 years and over:
Maree Small

·        “Eric Hawkes Memorial” Employee Outward Bound Scholarship:
Peter Meikle

 

 

7.5

Submission on transmission pricing methodology

Record No:    R/17/2/2679

 

Communications Manager – Louise Pagan was in attendance for this item.

 

 

Mrs Pagan advised that the purpose of the report was to seek Council’s approval of the draft submission to the Electricity Authority on the review of transmission pricing methodology.

The Meeting noted that the report presents a draft submission to the Electricity Authority regarding its review of transmission pricing methodology and that this submission is to the supplementary consultation after Venture Southland wrote a submission on behalf of the Councils to the first round.

Mrs Pagan also advised that the methodology changed from the first round and Venture Southland is again writing a submission looking at the issues in depth. Council is seeking a fairer way of assigning costs of the national electricity grid.

 

Resolution

Moved Cr Frazer, seconded Cr Perham and resolved:

That the Council:

a)         Receives the report titled “Submission on transmission pricing methodology” dated 16 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)         Approves the draft submission (as attached to the Officers report) to the Electricity Authority on the transmission pricing methodology.

 

 

Reports - Operational Matters

 

 

8.1

Approval of Unbudgeted Expenditure by the Limehills/Centre Bush Community Development Area Subcommittee for Limehills Stormwater Maintenance Project

Record No:    R/17/1/1492

 

 

 

The purpose of the report was to seek Council’s approval to spend up to $9,505.00, excluding GST of unbudgeted expenditure on mechanical cleaning of the Limehills stormwater ditches.  The budgeted expenditure to mechanically clean the stormwater ditches is $11,695.00 for the 16/17 financial year leaving a shortfall of $9,505.00.

The Meeting noted that the Limehills/Centre Bush Community Engineer requested price quotes based on the current Limehills stormwater system map held by Council.  The range of received quotes to date are from $19,580.00 to $21,200.00, excluding GST.  The current budget to undertake the above work is $11,695.00.

The Meeting also noted that the Limehills/Centre Bush Community Development Area Subcommittee has requested approval to spend up to $9,505.00, excluding GST, to be funded from the stormwater reserve to start works. Pricing in the open market for this work to be undertaken has not occurred for a number of years and because of this, the budget now does not reflect the actual costs of completing the mechanical cleaning.

It was further noted that the mechanical cleaning of the ditches was budgeted to occur in the 14/15 financial year and it was not undertaken.  The $11,695.00 was carried forward into the 15/16 financial year but the stormwater ditches were sprayed instead of being mechanically cleaned. 

 

Resolution

Moved Cr Frazer, seconded Cr Paterson and resolved:

That the Council:

a)         Receives the report titled “Approval of Unbudgeted Expenditure by the Limehills/Centre Bush Community Development Area Subcommittee for Limehills Stormwater Maintenance Project” dated 16 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)         Approves the request of the Limehills/Centre Bush Community Development Area Subcommittee for approval of unbudgeted expenditure of up to $9,505.00, excluding GST, to be funded from the Board’s stormwater reserve to progress mechanical cleaning of the stormwater ditches.

 

 

Reports - Governance

 

 

9.1

Financial Report for the month ended 31 December 2016

Record No:    R/17/1/1619

 

Management Accountant – Robert Tweedie and Chief Financial Officer – Anne Robson were in attendance for this item.

 

Mr Tweedie advised that the report outlined the financial results for the six months to 31 December 2016 or 50% of the financial year.

 

 

Resolution

Moved Cr Keast, seconded Cr Kremer and resolved:

That the Council:

a)         Receives the report titled “Financial Report for the month ended 31 December 2016” dated 17 February 2017.

 

 

9.2

Triennial Agreement 2016 - 2019

Record No:    R/17/2/2163

 

Group Manager, Community and Futures – Rex Capil was in attendance for this item.

 

Mr Capil advised that the under the Local Government Act 2002 local authorities within a region are required to have in place a Triennial Agreement containing protocols for communication and co-ordination amongst them during the period until the next triennial general election of members.

 

The Meeting noted that the Triennial Agreement between the Southland District Council, Environment Southland, Gore District Council and Invercargill City Council for the period from 2016 to 2019 which will take effect from 1 March 2016 is attached to the Officers report.

 

Mr Capil advised that Officers have reviewed the draft Triennial Agreement and the contents remained largely unchanged from the previous Triennium.

 

The Meeting further noted that once adopted the Triennial Agreement remains in force until it is replaced by another Agreement.  However, there is provision for the Agreement to be amended in the event the Councils wish to change any of the protocols.

 

 

Resolution

Moved Cr Douglas, seconded Cr Dillon and resolved:

That the Council:

a)         Receives the report titled “Triennial Agreement 2016 - 2019” dated 13 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)         Approves the Mayor and Chief Executive executing the Triennial Agreement (as attached to the officers report) under seal pursuant to Section 15 of the Local Government Act 2002.

 

 

9.3

Milford Community Trust - Statement of Intent 2017-2020.

Record No:    R/17/2/2326

 

Group Manager, Community and Futures – Rex Capil will be in attendance for this item.

 

Mr Capil advised that the purpose of the report was to get Council to note the contents of the Milford Community Trust - Statement of Intent 2017-2020 and approve of the document accordingly.

 

The Meeting noted that the draft Statement of Intent was circulated to all stakeholders being Southland District Council, Environment Southland and the Department of Conservation for comment. Following that process, the draft Statement of Intent was subsequently considered by the Milford Community Trust at its meeting held on 7 December 2016.

 

Mr Capil advised that the Trustees made some minor changes to the document and following this the Trust formally resolved to adopt the Statement of Intent for 2017-2020 and now submits to Council for approval.

 

 

Resolution

Moved Cr Kremer, seconded Cr Paterson and resolved:

That the Council:

a)         Receives the report titled “Milford Community Trust - Statement of Intent 2017-2020.” dated 13 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)         Approves the Milford Community Trust - Statement of Intent 2017-2020.

 

 

 

9.4

Minutes of the Colac Bay Community Development Area Subcommittee Meeting dated 12 July 2016

Record No:    R/17/1/1661

 

 

 

Resolution

Moved Cr Harpur, seconded Cr Macpherson and resolved:

That Council receives the minutes of the Colac Bay Community Development Area Subcommittee meeting held 12 July 2016 as information.

 

 

Public Excluded

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

Resolution

Moved Cr Keast, seconded Cr Frazer and resolved:

That the public be excluded from the following part(s) of the proceedings of this meeting.

C10.1 Unbudgeted Expenditure for External Painting Projects at the Wyndham and Edendale Community Housing Units

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

 

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

 

Unbudgeted Expenditure for External Painting Projects at the Wyndham and Edendale Community Housing Units

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.

 

That the Chief Executive Officer, Group Manager, Environmental Services, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, People and Capability Manager, Group Manager, Customer Support, Communications Manager and Committee Advisor, be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1 Unbudgeted Expenditure for External Painting Projects at the Wyndham and Edendale Community Housing Units. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

The public were excluded at 1.43pm.

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available unless released here.

 

 

 

The meeting concluded at 1.45pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON THURSDAY 23 FEBRUARY 2017.

 

 

 

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

 

 

 

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

 


APPENDIX 1

 

 

 

 

 

 

 

 







 



















 


APPENDIX 2

 

SOUTHLAND DISTRICT COUNCIL

EASTER SUNDAY SHOP TRADING POLICY

 

 

This policy applies to: Southland District

 

 

 

 

DOCUMENT CONTROL

 

Policy owner: Group Manager Environmental Services

TRIM reference number:

R/2016/10/17248

Effective date: 23 February 2017

 

Approved by: Council

Date approved: 23 February 2017

 

Next review date: 2022

 

 

 

 

CONTENTS

 

1.           PURPOSE.. 1

2.           DEFINITIONS AND ABBREVIATIONS.. 1

3            BACKGROUND.. 1

4.           POLICY DETAILS.. 2

4.1      Shop Trading Permitted

4.2      The Right To Refuse To Work

4.3      Scope

4.4      Review

4.           ROLES AND RESPONSIBILITIES.. 2

5.           ASSOCIATED DOCUMENTS.. 2

6.           REVISION RECORD.. 3

 

 


 

EASTER SUNDAY SHOP TRADING POLICY

 

 

1.    PURPOSE

 

The purpose of this policy is to allow all shops in the Southland District to open on Easter Sunday. This policy will:

·         promote ease of business;

·         recognise the needs of the retail and tourism sectors;

·         apply a consistent and simple approach to Easter Sunday shop trading.

 

2.    DEFINITIONS AND ABBREVIATIONS

 

 

Term

Meaning

Shop

is a building, place, or part of a building or place, where goods are kept, sold, or offered for sale, by retail; and includes an auction mart, and a barrow, stall, or other subdivision of a market; but does not include -

(a) a private home where the owner or occupier's effects are being sold (by auction or otherwise); or

(b) a building or place where the only business carried on is that of selling by auction agricultural products, pastoral products, and livestock, or any of them; or

(c) a building or place where the only business carried on is that of selling goods to people who are dealers, and buy the goods to sell them again.

Employer 

has the same meaning as in s5 of the Employment Relations Act 2000

Shop Employee

means an employee within the meaning of s6 of the Employment Relations Act 2000 who works in or from a shop.

Southland District

is the area depicted in Appendix 1.

 

 

3     BACKGROUND

 

In 2016 the Shop Trading Hours Act 1990 (the Act)  was amended, allowing Councils to introduce a policy letting shops trade on Easter Sunday.

 

Council can apply the policy to the whole District, or just to a particular region or regions. A policy cannot define specific opening hours, what types of shops may open, or for what purposes a shop may open.

 

 

4.    POLICY DETAILS

 

4.1       Shop Trading Permitted

 

This policy allows all shops to trade on Easter Sunday.

 

4.2       Right to refuse to work

 

Employers must comply with the provisions relating to a Shop Employees right to refuse to work, as is set out in the Act and in the Employment Relations Act 2000.

 

Employers and Shop Employees must also give notice in accordance with the time provisions set out in the Act.

 

4.3       Scope

 

This Policy applies to the whole of the Southland District. A map outlining the boundaries of the Southland District is included as Appendix 1.

 

This Policy does not apply to the sale or supply of alcohol. Alcohol sale and supply is regulated under the Sale and Supply of Alcohol Act 2012.

 

4.4       Review

 

This Policy will be reviewed within five years of adoption.  The Act requires the use of the Special Consultative Procedure when adopting, reviewing and determining whether to amend, revoke, replace or continue the policy.

 

 

4.    ROLES AND RESPONSIBILITIES

 

 

Party/Parties

Roles and Responsibilities

Environmental Services

Providing advice on the content and scope of the policy. Advising on adopting, reviewing, amending, revoking, replacing or continuing the policy.

Strategy and Policy

Adopting, reviewing, amending, revoking, replacing or continuing the policy. Undertaking consultation in accordance with the Special Consultative Procedure.

Communications

Developing a communications strategy and assisting with consultation.

 

 

5.    ASSOCIATED DOCUMENTS

 

The sale and supply of alcohol on Easter Sunday aligns with the Act. The sale and supply of alcohol is restricted by the Sale and Supply of Alcohol Act 2012.

 

This policy aligns with the Southland Regional Development Strategy’s objective of generating an ease of doing business in Southland.

 

 

6.    REVISION RECORD

 

Date

Version

Revision Description

22 February

R/16/10/17248

Policy introduced

 

 

 

 

 

 

 


 

 

APPENDIX 1. Map of the Southland District

 

APPENDIX 3

 

SOUTHLAND DISTRICT COUNCIL

DRAFT REMISSION AND POSTPONEMENT OF RATES ON MĀORI FREEHOLD LAND

 

 

This policy applies to:  Council and owners of Māori freehold land

 

 

1              DOCUMENT CONTROL

 

Policy owner:

Community and Futures

TRIM reference number:

R/16/8/13717

Effective date:

1/07/2017

Approved by: Council

 

Date approved: 23 February 2017

 

Next review date:

1/07/2020

 

 

CONTENTS

 

1.           PURPOSE.. 6

2.           DEFINITIONS AND ABBREVIATIONS.. 6

3.           POLICY DETAILS.. 6

3.1         Background. 6

3.2         Objectives. 7

3.3         Conditions and Criteria for the Postponement and Remission of Rates on Maori Freehold Land  7

3.4         Postponement of Rates. 7

3.5         Remission of Penalties. 8

3.6         Remission of Rates. 8

3.7         Existing decisions on Maori Freehold land. 8

3.8         Length of decision. 8

4.           ROLES AND RESPONSIBILITIES.. 9

5.           ASSOCIATED DOCUMENTS.. 9

6.           REVISION RECORD.. 9

 


REMISSION AND POSTPONEMENT OF RATES ON MĀORI FREEHOLD LAND

 

 

1.    PURPOSE

 

            Southland District Council has developed the Remission and Postponement of Rates on Māori Freehold Land Policy (the Policy) to ensure fair and equitable collection of rates from all sectors of the community.  The Policy recognises that certain Māori-owned lands have particular features, ownership structures or other circumstances that make it appropriate to provide rates relief.

 

            The Policy provides the framework for granting remissions and postponements for the payment of rates and penalties on Māori freehold land, as is adopted under Section 102(2)(e) and Section 108 of the Local Government Act (2002).

 

 

2.    DEFINITIONS AND ABBREVIATIONS

 

Term

Meaning

LGA

Local Government Act (2002)

LGRA

Local Government (Rating) Act (2002)

Maori freehold land

Land whose beneficial ownership has been determined by the Māori Land Court by freehold order.

Service Rates

Sewerage and water rates, recycling and rubbish bin collection rates

Waahi Tapu

Place sacred to Maori in the traditional, religious, ritual or mythological sense.

 

 

3.    POLICY DETAILS

 

3.1       Background

 

The Southland District Council carries out its rating function in accordance with the requirements of the LGRA and the LGA.

 

All Māori freehold land in the Southland District is liable for rates in the same manner as if it were general land (as per section 91 LGRA).

 

Māori Freehold land is defined in the LGRA as land whose beneficial ownership has been determined by a freehold order issued by the Māori Land Court.  Only land that is the subject of such an order may qualify for remission or postponement under this policy.

 

Whether rates are remitted in any individual case will depend on the individual circumstances of each application.  Schedule 11 of the LGA identifies the matters which must be taken into account by Council when considering rates relief on Māori freehold land.

 

When considering the objectives listed below Council must take into account:

               the desirability and importance of the objectives (3.2) to the District; and

               whether remitting the rates would assist attainment of those objectives.

 

3.2       Objectives

 

The objectives of rates remission and postponement on Māori freehold land by Council are:

(a)          supporting the use of the land by the owners for traditional purposes;

(b)          recognising and supporting the relationship of Māori and their culture and   traditions with their ancestral lands;

(c)          avoiding further alienation of Māori freehold land;

(d)          facilitating any wish of the owners to develop the land for economic use;

(e)          recognising and taking account of the presence of Waahi Tapu that may affect the use of the land for other purposes;

(f)           recognising and taking account the importance of the land in providing economic and infrastructure support for marae and associated papakainga housing (whether on the land or elsewhere);

(g)          recognising and taking account of the importance of the land for community goals relating to:

i.              the preservation of the natural character of the coastal environment,

ii.             the protection of outstanding natural features,

iii.            the protection of significant indigenous vegetation and significant habitats of indigenous fauna;

(h)          recognising the level of community services provided to the land and its occupiers;

(i)            recognising matters related to the physical accessibility of the land.

 

3.3       Conditions and Criteria for the Postponement and Remission of Rates on Maori Freehold Land

 

Conditions for the rates to receive rates remission include for defined Maori freehold land to be:

·                        Maori freehold land as set out in the definitions

·                        not occupied by a dwelling, out-building or commercial building; and

·                        not used for economic benefit.

 

Applications for remission of rates on Māori freehold land must be made in writing, and should include:

       a description of the size, position and current use of the land,

       an indication of the ownership and documentation that shows the land which is subject to the application for rates remission is Māori freehold land,

       outline future plans for the land (if any),

       sources and level of income generated by the land (if any),

       financial accounts if requested,

       outline the reason for the request,

       describe how the application meets any one or more of the objectives listed in 3.2.

 

Council may grant a remission of up to 100% of all rates, except Service Rates.

 

3.4       Postponement of Rates

 

Council does not postpone rates for Māori freehold land; however, it will remit 100% of rates (excluding Service Rates) on application, if the application meets the criteria set out in 3.3.

 

 

 

 

3.5       Remission of Penalties

 

Remission on rates penalties on Māori freehold land will be subject to application meeting the criteria set out in 3.3.  Each application will be considered on its merits and remission will be granted where it is considered just and equitable to do so.

 

Where significant arrears exist, penalties may be remitted whilst regular payments are made to reduce the arrears balance. 

 

Decisions on remission of penalties will be made on the same basis as remission of rates, with the delegated authority to remit penalties being given to the Chief Financial Officer, with recommendations from the Finance Manager.

 

3.6       Remission of Rates

 

An application for remission of rates must be considered by the Chief Financial Officer.

 

All rates on Māori freehold land whose owners name or names (or the name of the lessee) appears on the valuation roll (under Section 92 of the LGRA) will be collected in the usual manner of rate collection and follow up.

 

All rates, rates arrears and penalties on Māori freehold land vested in trustees will be collected from income derived from that land and held by the trustees for the beneficial owners, but limited to the extent of the money derived from the land and held by the trustees on behalf of the beneficial owner or owners (as per Section 93 LGRA).

 

For Māori freehold land, any person who actually uses the land whether for residing, farming, storage or any other use, whether they have a lease or not, is liable to pay the rates (as per Section 96 LGRA).  The rates invoice will be delivered to that person and the rates will be collected in the usual manner.  Section 97 of the LGRA provides for the person to be treated as having used the whole of the land for the whole financial year, unless they can establish otherwise.

 

Rates arrears on Māori freehold land shall be reviewed annually and amounts determined by Council as uncollectible shall be written off (for accounting purposes) on such land.

 

3.7       Existing decisions on Māori Freehold land

 

Any decisions made by Council regarding rates remissions on Māori freehold land before
1 July 2017 remain recognised by Council.

 

3.8       Length of decision

 

Decisions regarding rates remission on Māori freehold land remain in perpetuity, unless the land becomes occupied or used for economic benefit. In this case, it is expected that the landowners would advise Council of the change in land use. If there is evidence of the use of the land for occupation or economic benefit, Council may request financial statements regarding the property in order to review a decision. Reviews of decisions regarding rates remission for Māori freehold land will be made by the Chief Financial Officer.

 

 

 

 

4.    ROLES AND RESPONSIBILITIES

 

Party/Parties

Roles and Responsibilities

Finance Manager

Receive applications and make recommendations to Chief Financial Officer for remission of rates on Māori freehold land.

 

May request financial statements regarding the property if there is evidence that the land is occupied or being used for economic benefit.

 

May write off rates if the application is accepted

Chief Financial Officer

Accept or decline applications for remission of rates on Māori freehold land.

 

Review applications, if applicable, for remission of rates on Māori freehold land.

 

 

5.    ASSOCIATED DOCUMENTS

 

·                      Local Government Act (2002),

·                      Local Government (Rating) Act (2002)

 

 

6.    REVISION RECORD

 

Date

Version

Revision Description

2016

Remission and Postponement of Rates on Māori  Freehold Land

R/16/8/13717 – Long Term Plan 2018-2028

2015

Remission and Postponement of Rates on Māori  Freehold Land

R/15/6/10846 – Long Term Plan 2015-2025

2012

 

Remission and Postponement of Rates on Māori  Freehold Land

R/13/8/11136 - Long Term Plan 2012-2022

2007

 

Rates Remission Policy for Māori  Freehold Land

2007/05/4523

26 June 2003

 

Remission and Postponement of Rates on Māori  Freehold Land

 

30 January 1997

Remission and Postponement of Rates on Māori  Freehold Land

 

 


 

 

APPENDIX 4

 

POLICY:                                             STEWART ISLAND/RAKIURA VISITOR LEVY

 

 

ROLE RESPONSIBLE:                    Activity Manager Community Assistance

 

 

DATE APPROVED:                          23 February 2017

 

 

DATE AMENDED:                           

 

 

FILE NO:                                            R/17/1/1098

 

1.0       PURPOSE

 

This policy provides guidance on governance and administration of the
Stewart Island/Rakiura Visitor Levy.  The policy outlines who is liable to pay the levy as well as how the levy will be collected, administered, allocated and enforced. 

 

2.0       BACKGROUND

 

Although Stewart Island/Rakiura has a small resident population, it is a destination for a large number of short-term visitors.  This creates a unique funding challenge for Southland District Council. 

 

The Southland District Council (Stewart Island/ Rakiura Visitor Levy) Empowering Act 2012 (the Act) was passed into law on 26 March 2012.  The Act empowers Southland District Council set and collect levies and obtain revenue from visitors to Stewart Island/ Rakiura.  Under the Act, funds must be used to better provide services, facilities, and amenities for Island visitors.

 

3.0       DEFINITIONS

 

The Act - the Southland District Council (Stewart Island/ Rakiura Visitor Levy) Empowering Act 2012.

Council - the Southland District Council.

Island - Stewart Island/Rakiura.

Levy - the sum of money (inclusive of GST) collected under Stewart Island/ Rakiura Visitor Levy Bylaw 2012.

Revenue - revenue (inclusive of GST) collected under Stewart Island/ Rakiura Visitor Levy Bylaw 2012, by an approved operator in accordance with contractual arrangements with the Council.

Visitor - any person who travels to the Island and is not exempt from payment of levy or revenue under the Act or the provisions of this policy. 

 

Approved Operator - once an agreement is reached between Southland District Council and a transport vessel operator for the collection and payment of revenue, the operator becomes an Approved Operator.  The Approved Operators are
Real Journeys on behalf of Stewart Island Experience, Stewart Island Flights and
ISS McKay on behalf of the cruise ships.

Agent - a business entity that enters into a contractual arrangement with Southland District Council to collect the Levy from its passengers on behalf of the Council. 

Resident - a person recognised as living on the Island for electoral residency purposes under Section 23 of the Local Electoral Act 2001. 

Ratepayer - a person who is named on a current rates notice of a rating unit on the Island.  Only persons who are named on current rates notices are considered to be ratepayers, regardless of who funds rates payments.

Tenant - a person who has a tenancy agreement for a rating unit on the Island under the provisions of the Residential Tenancies Act 1986.

Dependant - a person primarily under the care and responsibility of another person, living with that person as a member of their family and substantially reliant on that person for financial support.

Activity - has the meaning given in Section 5(1) of the Local Government Act 2002 This includes:

(a)        the provision of facilities and amenities; and

(b)        the making of grants; and

(c)        the performance of regulatory and other governmental functions.

Freedom traveller - a visitor who travels to the Island by means other than as a passenger of an approved operator.  This includes chartered vessels and independent travel.  It does not include people who travel via the ferry (Stewart Island Experience) or scheduled flight (Stewart Island Flights) or cruise ships.

Rakiura Māori Land Trust - the Rakiura Māori Lands Trust is governed by six Trustees appointed by the Māori Land Court upon recommendation from the beneficial owners.  The Rakiura Māori Land Trust holds lands and funds in trust for many Rakiura Māori descendants. 

4.0       COLLECTION

 

The Act provides for the collection of money from two sources:

1.            Revenue collected on behalf of Southland District Council by Approved Operators; and

2.    Levy income from visitors arriving as freedom travellers. 

 


 

Through contractual arrangements, Southland District Council will collect revenue from Approved Operators.  Approved Operators include Stewart Island Experience (the ferry), Stewart Island Flights (scheduled airline service) and cruise ships.  Passengers will pay the Approved Operator in accordance with the terms of carriage ie, the levy will form part of their ticket price. 

 

However, if the person travels via an Approved Operator and pays a local or child fare, the Approved Operator will not charge the levy. 

 

Under the Stewart Island/Rakiura Visitor Levy Bylaw 2012, Southland District Council will collect the levy.  The levy will be collected from freedom travellers, ie those who are visitors under the Act but do not travel as passengers of an Approved Operator.  Where a person is a freedom traveller the categories of exemption in Clause 4.1 apply.  This means that if a person is not exempt, he or she will have to pay the levy. 

 

The Act exempts people visiting the Island for a continuous period of 21 days.  If revenue is collected from such individuals, they can seek a refund from Southland District Council by providing proof they have been on the Island for at least 21 days.

 

4.1       Who Pays

 

All individuals travelling to Stewart Island/Rakiura must pay the levy or pay revenue to an Approved Operator unless they are exempt under the Act or pay a local fare. 

 

The Act provides several categories of exemption.  These are:

1.            Residents, ratepayers and tenants of Stewart Island/Rakiura and their spouses, civil union partners, de facto partners, or dependants;

2.            Beneficiaries of the Rakiura Māori Land Trust or individuals who have an ownership interest in a Māori land block on the Island;

3.            Visitors who remain on the Island for any continuous period of 21 days or more;

4.            Owners of a transport vessel or individuals employed under contract to work on a transport vessel;

5.            Individuals whose visit is entirely within the boundaries of the
Rakiura National Park;

6.            Persons under the age of 18 years on the date of arrival on the Island.

 

Where the resident or ratepayer exemption applies to a person, the exemption does not automatically apply to the whole family or group.  The exemption applies to the ratepayer(s) set out on the rates notice and their spouse, civil union partner, de factor partner or dependant.  This does not include visiting adult children or grandchildren (unless they are dependants).  Holiday home owners are exempt if they are a ratepayer on the Council’s rates notice.  However, beneficiaries of family trusts are unlikely to be exempt if they are not designated by name as ratepayers on the Southland District Council rates notice. 

 

The exemption does not apply to visiting trades-people unless the person stays for more than 21 days.  Volunteer visitors are also required to pay the levy unless they fall within a category of exemption.

 

Visiting entirely within the boundaries of the Rakiura National Park means the person visiting does not arrive or leave through the township of Oban. 

 

5.0       CALCULATION

The amount of the levy is set out in the Stewart Island/Rakiura Visitor Levy Bylaw 2012 and is currently set at $5.00. 

 

In the event an increase in the levy amount is considered, public consultation will occur via the Southland District Council Annual/ Long Term Plan process.  If Council decides to increase the levy amount, the increase will not take effect until 1 October in the year following the decision ie, Approved Operators will receive 15 months lead in time before they start collecting the new amount. 

 

5.1       Arrangements with Approved Operators

 

Approved Operators will collect revenue on behalf of Southland District Council in accordance with contractual arrangements.  The contractual arrangements will be negotiated for each Approved Operator taking into account the individual circumstances of each transport business. 

 

Apart from cruise ships, Approved Operators will charge the levy for both inbound and outbound journeys ($2.50 each way).  This allows for passengers who use different modes of transport to travel to and from the Island and allows the levy to be apportioned across the modes of transport on an equitable basis. 

 

5.2       Collection of the Levy from Freedom Travellers

 

The Stewart Island/Rakiura Visitor Levy Bylaw 2012 outlines levy collection from visitors who travel to the Island via private or chartered transportation ie, freedom travellers.  A levy of $5.00 will be payable when the person arrives on the Island.  Southland District Council has provided a collection box to receive payments, placed at the Southland District Council office at 10 Ayr Street, Oban.  Freedom travellers can deposit levy payments at this location at any time.  Southland District Council will also enter into agreements with an agent(s) operating chartered vessels to collect the levy from passengers on behalf of Southland District Council. 

 

Only one payment is required per person for the duration of their stay on the Island.  Travel to neighbouring Islands (excluding the mainland) will not constitute leaving the Island. 

 

6.0       PROOF OF EXEMPTION

 

Persons exempt under the Act can apply for a Southland District Council photo identification card.  Southland District Council photo identification cards will be accepted as proof of exemption by Approved Operators and agents.  They will also be accepted by enforcement officers monitoring compliance with the Stewart Island/Rakiura Visitor Levy Bylaw 2012.

 

A Southland District Council photo identification card will be issued and renewed at no cost to exempt applicants.  Renewing a Southland District Council photo identification card will require confirmation of entitlement using documentation as set out in Appendix A.  Photographs will also be updated at the time of renewal.  It is the responsibility of the card holder to advise the Council of any change in contact details or exemption status. 

 

The card remains the property of Southland District Council.  Cards are not transferable and cardholders retain sole responsibility for use of the card issued to them.  A replacement fee will apply to lost or damaged cards.  This fee will be set out in the Southland District Council Schedule of Fees and Charges. 

 

Agreements between Southland District Council and Approved Operators are reached on an individual basis and may differ.  A Southland District Council photo identification card may be required by the Approved Operator at the time of ticket purchase or boarding the vessel for an exemption to be granted. 

 

Each Approved Operator may choose to compile a list of names eligible for local fares.  Eligibility for a local fare is a commercial decision made at the discretion of Approved Operators and is not influenced or administered by Southland District Council.  Individuals can contact Approved Operators to ascertain whether they maintain such a list and to determine their eligibility for inclusion.  Eligibility for local fares may mean that there is no requirement to apply for and carry a photo identification card when travelling.

 

6.1       Application for Exemption

 

An application to receive a Southland District Council photo identification card can be made by attending the Southland District Council office located at 15 Forth Street, Invercargill or by sending a completed application form to PO Box 903, Invercargill 9840 accompanied by a colour passport sized photo of each applicant

 

Applicants are also required to provide documentation which proves their exemption.  Examples of accepted documentation to prove exemption status are set out in Appendix A. 

 

Two categories of card will exist, distinguished from one another by colouring.  The first category will cover people with long term exemptions, including ratepayers, residents and beneficiaries of the Rakiura Māori Land Trust.  Cards issued to individuals in this category will be valid for a period of up to five years. 

 

A second category of card will be issued to people who have a temporary exemption due to circumstances such as seasonal work or extended temporary stay on the Island.  These cards will be valid for a fixed period of time up to six months. 
To align with seasonal work trends, fixed periods for temporary cards will be from
1 October to 31 March and from 1 April to 30 September each year. 

 

7.0       REFUNDS

 

People who have been charged the levy but believe that they are exempt under the Act can apply to Southland District Council to receive a refund. 
Refund applications should state the reason for the claim, along with a copy of supporting documentation as set out in Appendix A. 

 

An application for a refund must be made within six months of the date of travel. 

 

 

 

8.0       AUDIT

 

Southland District Council has the ability to audit the collection and payment of the levy by agents and revenue by Approved Transport Operators.  Audit procedures may include a review of visitor numbers against funds received. 

 

9.0       ENFORCEMENT

 

Part 2 of the Act outlines infringement offences.  Any person considered a visitor that has evaded payment or falsely claims that they are not a visitor will be considered to have committed an infringement offence. 

 

An infringement fee is set by way of regulation and will be displayed on signs erected on the Island.  Infringement notices can be issued by Southland District Council Enforcement Officers.  Enforcement Officers are authorised to request proof of payment or exemption from individuals. 

 

Southland District Council photo identification cards are accepted as proof of exemption.  A ticket issued by an approved transport operator, a cruise ship boarding pass or a receipt from the collection box or a levy collection agent will also be accepted as proof of payment. 

 

10.0     ADMINISTRATION

 

The Stewart Island/Rakiura Visitor Levy Subcommittee (the Subcommittee) has delegated responsibility to make decisions regarding funding from the Stewart Island/Rakiura Visitor Levy Fund.  Decisions will be based on the compatibility of applications with allocation criteria and alignment with strategic outcomes determined by the Subcommittee.

 

The Stewart Island/Rakiura Visitor Levy Subcommittee is a Subcommittee of the Community and Policy Committee and is subject to standard audit procedures.  The Community and Policy Committee will be informed of funding decisions via memoranda.  Southland District Council’s Annual Report will contain an itemised statement of the Stewart Island/ Rakiura Visitor Levy Fund each year. 

 

10.1     Stewart Island/ Rakiura Visitor Levy Subcommittee Membership

 

The Subcommittee will meet annually to review applications and allocate funding. 
The Subcommittee will consist of the following members appointed by Council:

·                      A representative recommended by each of the Approved Operators (three in total).

·                      One Community Board representative and the Councillor for Stewart Island.

·                      One independent Councillor who will act as a representative of
Southland District Council and be appointed by the Council.  The independent Councillor will act as Chair of the Subcommittee. 

 

The Chair of the Subcommittee will have a casting vote, which can only be exercised to resolve an evenly split vote.

 

 

 

10.2     Technical Advisory Group

 

The Subcommittee will be supported by a Technical Advisory Group (TAG). 
The TAG will be appointed by Southland District Council to provide strategic insight and technical expertise regarding funding applications.  The Technical Advisory Group will provide recommendations to the Subcommittee based on an assessment of the demand for projects, their viability, likely impact and alignment with strategic outcomes. 

 

10.3     Allocation Criteria

 

Allocations will be made in May of each year.  The application process will be administered by Venture Southland.  Advertisements will be placed once the fund is open to receive applications and will include the deadline for receipt of applications.  Late applications will not be considered. 

 

Only funds that have been received by Southland District Council at the time of advertisement will be allocated. 

 

To be considered for funding, applications must be consistent with Section 6(b) of the Act.  Section 6(b) states that revenue and levies collected must be used to fund:

1.            Activities used by visitors;

2.            Activities on the Island for the benefit of visitors; or

3.            To mitigate the adverse effects of visitors on the environment of the Island.

 

These criteria do not exclude applications for funding in relation to the development or maintenance of existing facilities, services and projects.  However, no funds will be allocated retrospectively for projects that have already been completed. 

 

In considering applications, the Subcommittee will give priority to applications for activities or projects that can demonstrate the widest public benefit.  Applications that primarily benefit a single or limited number of persons or entities will be given a low priority.

 

Applications to the Stewart Island/Rakiura Visitor Levy Fund must be made using the appropriate documentation provided by Venture Southland.  All applications must include:

·                      An outline of the project or work requiring funding, including a timeline.

·                      If the project involves physical works, scale conceptual plans including site plans.

·                      Any requirement for resource or building consent.

·                      A business plan for the project including costs and on-going funding requirements, if any.

·                      Evidence of legal status of the applicant (eg, charitable trust or body corporate).

·                      An assessment of how the project meets the purposes of the Act and responds to the set strategic outcomes. 

·                      Declarations of interest. 

 

If a Subcommittee member has any connection to an application greater than that of the general public that member should declare an interest in the relevant application, prior to it being considered.  In such circumstances, the member affected shall still be entitled to speaking and voting rights, unless the member has a pecuniary interest in the application. 

 

11.0     REVIEW

Southland District Council will review the Stewart Island Rakiura Bylaw and this Policy within 6 years of adoption.

 
APPENDIX A:  DOCUMENTS WHICH CAN BE USED TO

CLAIM EXEMPTION OR REFUND

 

The table below contains a list of documents which will be accepted as proof of exemption from the need to pay the Stewart Island/Rakiura Levy. 

 

These documents will be accepted in relation to 1) applying for a photo identification card and 2) applying for a refund. 

 

Original documentation from both Category A and Category B must be presented concurrently.  Southland District Council requires proof of both identity and levy exemption status.  A current address will need to be provided to receive notice of renewals and other information. 

 

This is not a comprehensive list and other equivalent documents may be accepted when applying for a Southland District Council photo identification card or applying for levy refund.

 

At least one photo ID must be produced from Category A

The name on the document must be exactly the same as the applicant’s name

·          Passport (Passports can be accepted up to two years after the expiry date).

·          Proof of Age Card with photo. 

·          Drivers Licence.

·          Public Service Employee ID Card bearing a photo.

·          Education ID Card with photo.

·          Firearms licence.

At least one form of identification from Category B

Reason for exemption

Example of accepted proof of exemption

·          Ratepayers.

·          Tenants.

·          Residents.

One or more of the following documents showing name and address on Stewart Island:

·          Notice of rates or VG number verified by Rates Department.  Rates Notices must state that the applicant is the owner of the property to which the Rates Notice was sent and the document must be current at the time of the application.

·          Tenancy Agreement. 

·          Utilities bill. 

·          Insurance Renewal Advice. 

·          Motor Vehicle Registration. 

·          Electoral roll number. 

·          Mortgage documents. 

·          Current Land Titles Office records.

·         Spouses of a ratepayer or tenant.

·         Civil union or de facto partner of a ratepayer or tenant.

·         Dependants of a ratepayer or tenant.

·          Application to be made in conjunction with the respective person.

 

·          Rakiura Māori Land Trust beneficiaries.

·          Southland District Council may be able to check property rights via the www.Māorilandonline.govt.nz website or work with the Rakiura Māori Land Trust to access its database of beneficiaries. 

·          People under the age of 18.

·          Passport. 

·          School student concession card.

·          Birth Certificate.

·          Owners or those working on transport vessels.

·          Employment documentation (eg, payslips, letter from employer).

·          Visitors whose visit is for 21 days or more.

·          Tickets or invoices showing names and dates of arrival and departure. 

·          Receipts for accommodation covering the relevant time period. 


sdclogo

 

 

Wallacetown Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Wallacetown Community Board held in the Wallacetown Community Centre, Dunlop Street, Wallacetown on Tuesday, 6 December 2016 at 7pm.

 

present

 

Chairperson

Peter Laurie

 

Deputy Chairperson

Frank Shearing

 

Members

Tony Billyard

 

 

Trina Eade

 

 

Treena Symons

 

 

Rae Wilson

 

 

Councillor Gavin Macpherson

 

 

IN ATTENDANCE

 

Mayor Gary Tong, Group Manager, Community and Futures – Rex Capil, Committee Advisor – Fiona Dunlop and Community Partnership Leader – Michelle Stevenson

 

 


1          Apologies and Welcome

 

Mayor Tong opened the meeting and advised that there were no apologies.  He also welcomed all present.

 

2

Making and Attesting of Members' Declarations

Record No:    R/16/11/18755

 

Mayor Tong called the Board Member’s Elect one by one to make their declaration to be a member of the Wallacetown Community Board.

 

I, Anthony James Billyard, Trina Ann Eade, Peter Ernest Laurie, Francis John Shearing, Treena Marie Symons and Raeburn Alexander Wilson declare that I will faithfully and impartially, and according to the best of my skill and judgement, execute and perform, in the best interests of the Wallacetown Community Board, the powers, authorities, and duties vested in or imposed upon me as a member of the Wallacetown Community Board by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act.

 

Each of the members declarations were signed by them and counter signed by Mayor Tong.

 

 

Resolution

Moved Mayor Tong, seconded Member Laurie and resolved:

That the Wallacetown 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/16/11/18390

 

Mayor Tong called for nominations for the Chair of the Wallacetown Community Board.

 

Frank Shearing nominated Peter Laurie and Rae Wilson seconded the nomination.

 

There were no other nominations and the nomination of Peter Laurie for Chair of the Board was PUT and declared CARRIED.

 

Mayor Tong then called for nominations for the Deputy Chair of the Wallacetown Community Board.

 

Trina Eade nominated Frank Shearing and Peter Laurie seconded the nomination.

 

There were no other nominations and the nomination of Frank Shearing for Deputy Chair of the Board was PUT and declared CARRIED.

 

 

Resolution

Moved Mayor Tong, seconded Cr Macpherson and resolved:

That the Wallacetown Community Board:

a)         Receives the report titled “Election of Chair and Deputy Chair” dated 10 November 2016.

 

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

 

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

 

At this point, Mayor Tong vacated the Chair and handed over to Peter Laurie to Chair meeting.

 

4          Leave of absence

 

There were no requests for leave of absence.

 

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 was no public forum.

 

 

Reports

 

 

8

General Explanation from Chief Executive

Record No:    R/16/10/17633

 

Group Manager – Community and Futures was present for this item.

 

Mr Capil advised on the content of the report and explained the various parts of the legislation that as a Member of the Wallacetown Community Board need to be aware of.

 

 

Resolution

Moved Member Wilson, seconded Member Billyard and resolved:

That the Wallacetown Community Board:

1.       Receives the report titled “General Explanation from Chief Executive” dated 15 November 2016.

 

 

 

 

 

9

Terms of Reference and Delegations 2016/2019

Record No:    R/16/11/18595

 

Group Manager – Community and Futures was 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 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.

 

 

Resolution

Moved Member Wilson, seconded Deputy Chairperson Shearing and resolved:

That the Wallacetown 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/16/11/18634

 

Committee Advisor – Fiona Dunlop was in attendance for this item.

 

 

Miss Dunlop advised that the purpose of the report is to approve 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 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 the meetings was also set to meet in February, April, June, August, October and December.

 

 

Resolution

Moved Member Eade, seconded Deputy Chairperson Shearing and resolved:

That the Wallacetown Community Board:

a)         Receives the report titled “Schedule of Meetings for 2017” dated 23 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 to meet at 7.00pm on the following dates in 2017:

·        Thursday 23 February 2017

·        Thursday 27 April 2017

·        Thursday 22 June 2017

·        Thursday 24 August 2017

·        Thursday 26 October 2017

·        Thursday 14 December 2017.

 

 

11

Standing Orders

Record No:    R/16/10/17792

 

Group Manager, Community and Futures – Rex Capil was in attendance for this item.

 

Mr Capil advised that the purpose of the report was to advise the Community Board Standing Orders were adopted by Southland District Council at its meeting on Wednesday 26 October 2016.

 

The Board noted the Standing Orders have been adopted by Council for use at all meetings of the Council, Committees, Subcommittees, Community Boards and Community Development Area Subcommittees.

 

 

Resolution

Moved Member Symons, seconded Member Billyard and resolved:

That the Wallacetown 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/16/11/18382

 

Group Manager – Community and Futures was present for this item.

 

Mr Capil advised that the Code of Conduct was adopted by 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 Chairperson Laurie, seconded Deputy Chairperson Shearing and resolved:

That the Wallacetown Community Board:

a)         Receives the report titled “Elected Members Code of Conduct” dated 9 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/16/10/17911

 

Community Partnerships Leader - Michelle Stevenson was present for this item.

 

 

Miss Stevenson advised that the provides an overview of the forecasted services for the Wallacetown Community Board in 2017/2018 and includes any variations from what was forecasted in year three of the 10 Year Plan 2015-2025. 

The Board noted that the Southland District 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.

Miss Stevenson also advised that 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.  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 Chairperson Laurie, seconded Cr Macpherson recommendations a to g and h with a change (as indicated with underline and strikethrough) and resolved:

That the Wallacetown Community Board:

a)      Receives the report titled “Annual Plan 2017/2018 Confirmation of Budgets” dated 23 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 Wallacetown Community Board budgets from year three of the 10 Year Plan.

e)      Approves the Streetworks Project budgeted in 2016/2017 totalling $50,000 be funded entirely from the Wallacetown General Reserve, and therefore $25,000 loan funding is not required.

f)       Agree that the budgets for the year commencing 1 July 2017 be adopted for inclusion in the Council’s Draft Annual Plan.

g)      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)

Wallacetown CB Rate                                                                            $64,738

h)      Advises that there are no key highlights for the local area at this point. Identifies the key highlights for the local area (to be agreed at the meeting).

 

 

14

Recently adopted Bylaws and Policies

Record No:    R/16/9/16043

 

The Board were advised that this report was notifying them of bylaws and policies which have been adopted by Southland District Council.

 

 

Resolution

Moved Member Symons, seconded Member Billyard and resolved:

That the Wallacetown 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 7.54pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Wallacetown Community Board HELD ON TUESDAY 6 DECEMBER 2016.

 

 

 

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

 

 

 

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

 


sdclogo

 

 

Stewart Island/Rakiura Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Stewart Island/Rakiura Community Board held in the Pavilion, Ayr Street, Stewart Island on Tuesday, 6 December 2016 at 10.30am.

 

present

 

Chairperson

Jon Spraggon

 

Deputy Chairperson

Steve Lawrence

 

Members

Dale Chittenden

 

 

Aaron Conner

 

 

Greg Everest

 

 

Anita Geeson

 

 

Councillor

Bruce Ford

 

 

IN ATTENDANCE

 

Mayor Gary Tong, Chief Executive Steve Ruru, Community Partnership Leader Michelle Stevenson, Senior Policy Planner Courtney Ellison, Communications Advisor Alana Dixon-Calder, Committee Advisor Erica Andrews

 

 

 


1      Apologies and Welcome

 

Mayor Tong opened the meeting and welcomed attendees to the Inaugural meeting of the Stewart Island/Rakiura Community Board. For the 2016 – 2019 triennium.

 

Mayor Tong congratulated candidates on their success. He advised them that the role is one of governance and management.

 

No apologies were received.

 

 

2

Making and Attesting of Members' Declarations

Record No:    R/16/11/18754

 

Mayor Tong called the Board Members Elect one by one to make their declaration to be a member of the Stewart Island/Rakiura Community Board.

Members, as follows, read their declaration;

§  Dale Richard Chittenden

§  Aaron Russell Conner

§  Greg Norman Everest

§  Anita Joan Geeson

§  George Steven  Lawrence

§  Jon Ross Spraggon

 

Each declared that they will faithfully and impartially, and according to the best of their skill and judgement, execute and perform, in the best interests of the Stewart Island/Rakiura Community Board, the powers, authorities and duties vested in or imposed upon them as a member of the Stewart Island/Rakiura Community Board by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act.

Members Declarations were signed by each individual and counter signed by Mayor Tong.

 

 

Resolution

Moved Mayor Tong, seconded Aaron Connor , and resolved;

That the Stewart Island/Rakiura Community Board:

a)         Receives the report titled “Making and Attesting of Members' Declarations” dated 28 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/16/11/18394

 

Mayor Tong called for nominations for the position of Chair of the Stewart Island/Rakiura Community Board.

 

 

 

Nominee                                                         1st Nominator              2nd Nominator

 

Member Spraggon                              Member Conner                     Member Chittenden

 

There were no further nominations.

 

The nomination of Member Spraggon for Chairperson of the Stewart Island/Rakiura Community Board was PUT and declared CARRIED.

 

Member Spraggon was duly elected Chairperson of the Stewart Island/Rakiura Community Board.

 

Mayor Tong then called for nominations for the Deputy Chairperson of the Stewart Island/Rakiura  Community Board

 

Nominee                                                         1st Nominator             2nd Nominator

 

Member Lawrence                             Councillor Ford                       Member Geeson

 

There were no further nominations.

 

The nomination of Member Lawrence for Deputy Chairperson of the Stewart Island/Rakiura Community Board was PUT and declared CARRIED.

 

Member Lawrence was duly elected Deputy Chairperson of the Stewart Island/Rakiura Community Board.

 

 

Resolution

Moved Member Conner, seconded Member Chittenden and resolved

That the Stewart Island/Rakiura Community Board:

a)         Receives the report titled “Election of Chair and Deputy Chair” dated 28 November 2016.

 

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

 

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

 

At this point Mayor Tong vacated the seat, and Chairperson Spraggon proceeded to chair the meeting.

 

4          Leave of absence

 

There were no requests for leave of absence .

 

5          Conflict of Interest

 

There were no conflicts of interest declared.

 

 

 

6          Extraordinary/Urgent Items

 

There were no extraordinary / urgent items

 

7          Public Forum

 

            Moved Member Everest, seconded Member Geeson and resolved that the Stewart Island/Rakiura Community Board go into public forum to allow members of the public to speak.

 

Ms Jen Ross (Department of Conservation) addressed the Board concerning the following:-

 

·         A fire at Pikihatiti/Port Pegasus caused significant damage to a 1km x 1km area

·         Two long term volunteers and three Operations Rangers

·         Experiencing an increase in visitor numbers to the Visitor Centre

·         Weed control has been reprioritised

·         Dune restoration is being undertaken with marram grass being targeted

·         Possum control is planned for Pikihatiti/Port Pegasus over the 2016/17 season

·         Planning and implementation of the field work for Southern New Zealand dotterel continues

·         Deer have been removed from Ulva Island and there are no signs rats

·         Micro snail research is ongoing

·         Yellow Eyed Penguin Trust have started monitoring nests in the Bravo Island group and on the Hananui Coast

·         A business case is being developed to seek funding for repairs on the Rakiura track and to improve day shelters and campground facilities on the track

·         Volunteers help with annual maintenance of huts in November

·         Two paid hut wardens will be in place from Mid - November to March

·         Rakiura Hunter Camp Trust completed hut inspections with no major issues found

·         Moturau Moana gardens received a welcomed tidy up

·         An annual progress report of the Conservation Management Strategy has been completed

·         Rakiura DOC staff will co-host a Rakiura trip in July 2017. A portion of the funds received from participants will go towards pest management on Cooper Island, Tamatea Dusky Sound

·         Education programme continues talks with Southland schools and Kura is the new name chosen by a Halfmoon Bay student for a kakapo chick, 

 

 

Mr Willie Gamble and Ms Letitia McRitchie (Stewart Island Rakiura Community Environmental Trust) addressed Members concerning the following:-

 

§  A revised SIRCET proposal for the Stewart Island community Native plant nursery relocation was presented.

§  The request to relocate is driven by the sale of the current land, safety issue and declining funding for the Management of the nursery.

§  It is proposed to relocate the nursery to Traill Park. The area required is 140 square metres, there is no requirement for use of the existing water source and the location does not impact any of the playing field.

 

The Board asked a number of questions and agreed to consider the request form SIRCET and will provide a response to Mr Gamble & Ms McRitchie in due course.

 

Mr Manfred Herzhoff, resident of Stewart Island/Rakiura, addressed Members.

 

o   Mr Herzhoff provided the Community Board some background as to the current state of ownership and condition of Golden Bay Wharf. He advised that he has spent a considerable amount of money on the pontoon however the wharf is neglected and deteriorating which could impact the cruise ship industry.

o   Chairman Spraggon advised Mr Herzhoff that under Item 18 on the agenda a project around the medium to long term wharfing infrastructure needs for Stewart Island  has been proposed to address a number of issues including maintenance, ownership and levies.

 

Ms Letitia McRitchie, resident of Stewart Island/Rakiura, addressed the Board.

 

·         Ms McRitchie distributed a letter to the Community Board outlining her concerns over the consultation process undertaken around the Proposed Southland District Plan 2012.

·         Staff advised that feedback to the proposed plan was sought through radio, Facebook, newspapers and that letters were sent to all ratepayers who would be affected.

 

Moved Member Connor, seconded Member Geeson, and resolved that the Stewart Island/Rakiura Community Board moves out of public forum.

 

8

General Explanation from Chief Executive

Record No:    R/16/10/17642

 

Mr Ruru (Chief Executive) advised that Clause 21 (5) of Schedule 7 of the Local Government Act 2002 requires the Chief Executive Office to provide an explanation to elected Members of certain legislation which controls the way in which Council’s business may be conducted, and the laws affecting elected Members.

 

The contents of the report were noted by the Board, and Mr Ruru drew the attention of Members to specific areas of legislation of particular importance.

 

 

Resolution

Moved Member Everest, seconded Member Lawrence  and resolved;

That the Stewart Island/Rakiura Community Board:

Receives the report titled “General Explanation from Chief Executive” dated 28

November 2016

 

9

Terms of Reference and Delegations 2016/2019

Record No:    R/16/11/18596

 

Members were advised that the Terms of Reference and Delegations that were before the Board for noting were approved by Southland District Council at the meeting held 26 October 2016.

 

 

 

Resolution

Moved member Chittenden seconded Member Geeson and resolved

That the Stewart Island/Rakiura Community Board:

a)         Receives the report titled “Terms of Reference and Delegations 2016/2019” dated 28 November 2016.

 

b)         Notes 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/16/11/19297

 

Purpose

1        The purpose of this report is to approve a schedule of meeting dates for 2017, so that the meetings can be publicly notified in accordance with the requirements set out by the Local Government Official Information and Meetings Act 1987.

3        The meeting schedule for the Stewart Island/Rakiura Community Board is required to be set for 2017. The Local Government Act 2002 requires that at the first meeting following Triennial Elections the adoption of a schedule of meetings be approved.

4        Southland District Council approved the Terms of Reference for Community Boards at its meeting on 26 October 2016. In the approved Terms of Reference, the Community Boards will meet in February, April, June, August, October and December.

 

Resolution

Moved Member Everest , seconded Member Chittenden and resolved

That the Stewart Island/Rakiura Community Board:

a)         Receives the report titled “Schedule of Meetings for 2017” dated 28 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 to meet at 1.30pm, at the Stewart Island Pavilion, Ayr Street, Stewart Island on the following dates in 2017.

§ Monday 13 February 2017

§ Monday 10 April 2017

§ Monday 12 June 2017

§ Monday 14 August 2017

§ Monday 9 October 2017

§ Monday 11 December 2017

 

11

Standing Orders

Record No:    R/16/10/17799

Members were informed that Standing Orders were adopted by Council at the meeting of 26 October 2016.

The Board noted that Standing Orders have been adopted for use at all meetings of the Council. Committees, Subcommittees, Community Boards and Community Development Area Subcommittees.

 

Resolution

Moved Member Connor, seconded Deputy Chairperson Lawrence and resolved

That the Stewart Island/Rakiura Community Board:

a)         Receives the report titled “Standing Orders” dated 28 November 2016.

 

b)         Notes 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/16/11/18387

Members noted that the Code acts as a guide to ensure a standard of behaviour is expected by all elected Members (Councillors, Community Board and Community Development Area Subcommittees) when they are acting under Council delegations.

Members were informed that Standing Orders were adopted by Council at the meeting of 26 October 2016.

 

Resolution

Moved Member Chittenden, seconded Member Everest  and resolved

That the Stewart Island/Rakiura Community Board:

a)         Receives the report titled “Elected Members Code of Conduct” dated 28 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/16/10/17904

 

1        Ms Michelle Stevenson (Community Partnership Leader) advised Members that this report provides an overview of the forecasted services for the Stewart Island/Rakiura Community Board in 2017/2018.  It includes any variations from what was forecasted in year three of the 10 Year Plan 2015-2025. 

2        Members were informed that Council has streamlined its 2017/2018 Annual Plan process and as a result the Community Board is only required to review estimates for significant changes. In addition, consideration should be given to funding any significant changes from reserves where appropriate.

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

 

Discussion took place regarding getting projects into the Long Term Plan and the Annual Plan. Ms Stevenson, advised that goal setting would be advantageous and that projects should be decided upon before June each year. The Visitor Levy funding and distribution of grants was discussed and a review of the current grants policy is due.

 

 

 

Resolution

Moved Member Geeson , seconded Member Connor and resolved

That the Stewart Island/Rakiura Community Board:

a)      Receives the report titled “Annual Plan 2017/2018 Confirmation of Budgets” dated 28 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 Stewart Island/Rakiura Community Board estimates from year three of the 10 Year Plan.

e)      Budgets for the year commencing 1 July 2017 be adopted for inclusion in the Council’s Draft Annual Plan (subject to any amendments made at the meeting).

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)

Stewart Island/Rakiura Community Board Rate                           $92,293

Stewart Island Waste Management Rate                                     $132,153

g)      Requests the setting of the Traill Park fees and charges (including GST) for the year commencing 1 July 2017, as attached in Appendix 5, for inclusion in the 2017/2018 Annual Plan.

h)      Advises that there are no key highlights for the local area,

 

14

Annual Plan 2017/2018 - SIESA Draft Estimates Report

Record No:    R/16/11/19210

 

 

1        This report provides an overview of the forecasted services of Stewart Island Electrical Supply Authority (SIESA) which are provided under the governance of the Stewart Island/Rakiura Community Board.  It includes any variations from what was forecasted in year three of the Long Term Plan (10 Year Plan) 2015-2025.

2        Council has streamlined its 2017/2018 Annual Plan process and as a result the Community Board is only required to review estimates for significant changes. In addition, consideration should be given to funding any significant changes from reserves where appropriate.

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

 

Concerns were raised about the power station not being connected to the sewerage scheme, exposed cables, and the renewal of the Powernet contract. Following this meeting, Ms Stevenson has investigated the above issues and actions to address these concerns are underway. Mr Ruru advised that the Powernet contract is due for renewal in 2018.

 

 

Resolution

Moved Cr Ford, seconded Member Conner  and resolved

That the Stewart Island/Rakiura Community Board:

a)      Receives the report titled “Annual Plan 2017/2018 - SIESA Draft Estimates Report” dated 29 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 SIESA estimates from year three of the 10 Year Plan.

e)      Budgets for the year commencing 1 July 2017 be adopted for inclusion in the Council’s Draft Annual Plan (subject to any amendments made at the meeting).

f)       Requests the levy of the following rates and charges (including GST) for the year commencing 1 July 2017 based on the approved estimates in (e) above, which is consistent with the rates set for 2016/2017 (as recommended under option 1).

Rate Description:                                                                  Rate (GST Incl)

General Rate                                                                                        $0.5894

Night Rate                                                                                            $0.5126

Fixed Monthly Charge-Residential                                                     $87.55

Fixed Monthly Charge-Commercial                                                    $87.55

g)         Identifies no key highlights for SIESA.

 

15

PowerNet Limited's Reports on SIESA Operations for the month of August 2016

Record No:    R/16/10/17263

Report on SIESA Operations for the month of August 2016, prepared by Mr I Marshall (Group Manager, Services and Assets), was tabled.

Matters drawn to the attention of the Board included:-

o   General maintenance on the diesel generators has taken place, including seal and centrifuge replacement on Unit 4, and coupling on Unit 3.

o   Fuel problems encountered in May and June appear to have resulted from low temperatures, rather than fuel contamination.

o   The back-up HV cable project is almost complete, with commissioning of the protection and control systems expected 15 September.

 

 

 

Recommendation

Moved Deputy Chairperson Lawrence, seconded Member Everest and resolved

That the Stewart Island/Rakiura Community Board:

a)         Receives the report titled “PowerNet Limited's Reports on SIESA Operations for the month of August 2016” dated 29 November 2016.

 

16

PowerNet Limited's Reports on SIESA Operations for the month of September 2016

Record No:    R/16/10/17361

Report on SIESA Operations for the month of September 2016, prepared by Mr I Marshall (Group Manager, Services and Assets), was tabled.

Matters drawn to the attention of the Board included:-

o   There was a transformer fault on 23 September, due to a corroded high voltage fuse connection. This affected one consumer and a pump station

o   Scania powered Unit 5 is partially commissioned

o   PowerNet Safety Days are scheduled for 11 – 13 October.

 

Resolution

Moved Member Everest, seconded Member Conner  and resolved

That the Stewart Island/Rakiura Community Board:

a)         Receives the reports titled “PowerNet Limited's Reports on SIESA Operations for the month of September 2016” dated 29 November 2016.

 

17

Financial Report to Stewart Island/Rakiura Community Board for the year ended 30 June 2016

Record No:    R/16/8/12455

 

Financial report to Stewart Island/Rakiura Community Board for the year ended 30 June, prepared by Mr Brendan Gray (Community Engineer) was tabled.

 

Matters drawn to the attention of Members included:-

 

§  Painting of the pavilion at Traill Park ($5K) will be funded from reserves.

§  Funding for the next stage of the Horseshoe Bay walking track has been transferred to reserves.

§  The stormwater project ($40K) for Main Road (by  proposed Rakiura Heritage Centre Trust building) has been deferred.

§  It was noted that the new carparking area on Argyle Street has not been completed as per the project list.

 

 

Resolution

Moved Member Everest, seconded Member Chittenden  and resolved

That the Stewart Island/Rakiura Community Board:

a)         Receives the report titled “Financial Report to Stewart Island/Rakiura Community Board for the year ended 30 June 2016” dated 28 November 2016.

 

18

Stewart Island Wharfing Provision and Future Requirements Project

Record No:    R/16/11/18405

 

1        This report provides the Stewart Island/Rakiura Community Board with information on a project around the medium to long term wharfing infrastructure needs of Stewart Island.  The wharves identified for consideration are Ulva Island, Millars Beach, Fred’s Camp, Little Glory, Port William (all SDC owned), and Golden Bay (Southport)

2        This is a project of strategic importance and has Local, District, Regional and National interest.  The project will include a Stewart Island community and stakeholder engagement process, and discussion around how and by whom these facilities are best delivered and how they might be funded.  Council would like to inform the Board of this project, and invite the Board’s engagement and involvement.

 

Resolution

Moved Member Everest, seconded Member Geeson and resolved

That the Stewart Island/Rakiura Community Board:

a)         Receives the report titled “Stewart Island Wharfing Provision and Future Requirements Project” dated 28 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)         Supports the process of community and stakeholder engagement prior to June 2017

 

19

Recently adopted Bylaws and Policies

Record No:    R/16/9/16040

Report advising Recently Adopted Bylaws and Policies, prepared by Ms Robyn Rout (Policy Analyst), was tabled.

Members were informed that the following bylaws and policies have been recently adopted by Council:-

o   The Cemetery Bylaw 2016

o   The Cemetery Management Policy 2016

o   The Ashton Flats Roading Bylaw 2016

o   The Gambling Venue Policy

o   The TAB Venue Policy

o   Signs and Objects on Roads and Footpaths Bylaw (effective 1 July 2017)

o   Reserves Management Policy

 

Resolution

Moved Member Everest, seconded Deputy Chairperson Lawrence and resolved

That the Stewart Island/Rakiura Community Board:

a)         Receives the report titled “Recently adopted Bylaws and Policies” dated 28 November 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 12.16pm              CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Stewart Island/Rakiura Community Board HELD ON TUESDAY 6 DECEMBER 2016.

 

 

 

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

 

 

 

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

 


sdclogo

 

 

Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Edendale-Wyndham Community Board held in the Edendale Presbyterian Church, Corner of Melvin and Brydone Streets, Edendale on Tuesday, 28 February 2017 at 7.30pm.

 

present

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Andrew Roy

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

IN ATTENDANCE

 

Councillor Julie Keast, Committee Advisor - Fiona Dunlop and Community Partnership Leader - Michelle Stevenson

 


1          Apologies

 

Apologies for absence were received from Councillor Paul Duffy.

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Roy  and resolved:

That the Edendale-Wyndham Community Board accept the apology.

 

 

2

Making and Attesting of Members' Declarations

Record No:    R/16/11/18749

 

Board Member’s Elect McKenzie and Wood were called forward one by one to make their declaration to be a member of the Edendale-Wyndham Community Board.

 

I, David James Charles McKenzie and Calvin Louis Wood declare that I will faithfully and impartially, and according to the best of my skill and judgement, execute and perform, in the best interests of the Edendale-Wyndham Community Board, the powers, authorities, and duties vested in or imposed upon me as a member of the Edendale-Wyndham Community Board by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act.

 

Each of the members declarations were signed by them and counter signed by Chair Yorke.

 

 

Resolution

Moved Chairperson Yorke, seconded Member Shepherd and resolved:

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Making and Attesting of Members' Declarations” dated 9 February 2017.

 

b)         Notes that Deputy Mayor Duffy Chair Yorke has received and witnessed the declaration of the Community Board Members.

 

The Committee Advisor presented Members McKenzie and Wood with a memorandum from the Chief Executive Officer.  The memorandum covered the general explanation that the is required to be given to Elected Members when they have made their declarations to be a Community Board member.

 

The memo also included the reports on the General Explanation, Terms of Reference, Standing Orders and Elected Members Code of Conduct that were considered and agreed to by the Community Board at their meeting on Tuesday 22 November 2016.

 

3          Leave of absence

 

There were no requests for leave of absence.

 

4          Conflict of Interest

 

There were no conflicts of interest declared.

 

5          Public Forum

 

There was no public forum.

 

6          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

7          Confirmation of Minutes

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Roy and resolved:

That the Edendale-Wyndham Community Board confirms the minutes of the meeting held on 22 November 2016 as a true and accurate record of that meeting.

 

Reports

 

 

8

Council Report

Record No:    R/17/1/1761

 

Community Partnerships Leader – Michelle Stevenson was in attendance for this item.

 

Miss Stevenson

 

Recommendation

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Council Report” dated 20 February 2017.

 

 

 

9

Southland Internet and Mobile Services - Update for Edendale-Wyndham Community Board

Record No:    R/17/2/2678

 

?? was in attendance for this item.

 

 

Recommendation

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Southland Internet and Mobile Services - Update for Edendale-Wyndham Community Board” dated 20 February 2017.

 

 

10

Grazing Part Wyndham Cemetery Land

Record No:    R/17/2/1866

 

?? was in attendance for this item.

 

 

1        ?? advised that the purpose of the report is to consider a recommendation that grazing of part of the Wyndham cemetery be allocated to John and Katherine McLaren.

2        The Board noted that the Licence issued to John and Katherine McLaren for grazing stock on part of the Wyndham Cemetery expired on 31 January 2017 and this report proposes to issue a new licence to Mr and Mrs McLaren for a term of five years from 1 February 2017.

 

Recommendation

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Grazing Part Wyndham Cemetery Land” 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)         Resolves that a licence under the Reserves Act 1977 over part of the Wyndham cemetery being part of Section 26, Block I, Wyndham Survey District be issued to John Robert McLaren and Katherine Jane McLaren for a term of five years from 1 February 2017 at an annual rental of $100 plus GST.

 

e)         Resolves that the draft licence agreement as appended be approved.

 

 

11

Community Liaison Persons

Record No:    R/17/1/1164

 

Committee Advisor – Fiona Dunlop was in attendance for this item.

 

Miss Dunlop advised that the purpose of the report is to appoint Edendale-Wyndham Community Board members as liaison persons to numerous entities in the Edendale and Wyndham communities.

 

 

Recommendation

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Community Liaison Persons” dated 19 January 2017.

 

b)         Agrees to appoint a Board member as the Community Housing liaison person for Edendale for the 2016/2019 triennium.

 

c)         Agrees to appoint a Board member as the Community Housing liaison person for Wyndham for the 2016/2019 triennium.

 

d)         Agrees to appoint Board members for the 2016/2019 triennium as liaison persons for the following:

·        Resource Management

·        Fonterra Edendale Factory

·        Ensign/Edendale Informer/Wyndham Messenger

·        Edendale Community Pool

·        Edendale Wyndham Community Health Trust

·        RSA Scholarship

·        Memorial Hall Wyndham/Community Centre

·        John Beange Trust

 

Community Liaison Reports

·        Resource Management

·        Fonterra Edendale Factory

·        Ensign/Edendale Informer/Wyndham Messenger

·        Edendale Community Pool

·        Edendale Wyndham Community Health Trust

·        RSA Scholarship

·        Memorial Hall Wyndham/Community Centre

·        John Beange Trust

Chair’s Report

Over to you Chair to update the Board on issues you have been involved with since the last Board meeting.

Councillor’s Report

Call on Cr Duffy to update the Board on items from around the Council table.

Next Meeting

 

The Board noted that the next meeting of the Community Board is to be held on Wednesday 26 April 2017 at the Memorial Hall Wyndham commencing at 8.30pm.

 

 

The meeting concluded at ??                        CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON TUESDAY 28 FEBRUARY 2017.

 

 

 

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

 

 

 

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