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Notice is hereby given that a Meeting of the Woodlands Community Development Area Subcommittee will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Monday, 10 April 2017

7.30pm

Woodlands Primary School
8 Woodlands Morton Mains Road
Woodlands

 

Woodlands Community Development Area Subcommittee Agenda

 

OPEN

 

 

MEMBERSHIP

 

Members

Janice McBride

 

 

Keith McKenzie

 

 

Ashley Michelle

 

 

Shane Rhodes

 

 

Maree Small

 

 

Michael Staith

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

 

Community Partnership Leader

Michelle Stevenson

 

 

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


 


Woodlands Community Development Area Subcommittee

10 April 2017

 

 

TABLE OF CONTENTS

ITEM                                                                                                                                   PAGE

Procedural

1          Apologies

2          Election of Chair and Deputy Chair                                                                             6

3          Leave of absence

4          Conflict of Interest

5          Public Forum

6          Extraordinary/Urgent Items

7          Confirmation of Minutes                                                                                               8

8          General Explanation from Chief Executive                                                              13

9          Terms of Reference and Delegations 2017/2020                                                      15

10        Standing Orders                                                                                                          23

11        Elected Members Code of Conduct                                                                          87

12        Council Report                                                                                                           107   

 


1          Apologies

 

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

 

2          Leave of absence

 

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

 

3          Conflict of Interest

 

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

 

4          Public Forum

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

 

5          Extraordinary/Urgent Items

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

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

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

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

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

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

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

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

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

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

 

6          Confirmation of Minutes

6.1         Meeting minutes of Woodlands Community Development Area Subcommittee Triennial Public Meeting held on 20 March 2017

 


Woodlands Community Development Area Subcommittee

10 April 2017

 

 

Election of Chair and Deputy Chair

Record No:        R/17/4/7346

Author:                 Fiona Dunlop, Committee Advisor

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose of Report

1        This report calls for the election of a Chairperson for the Woodlands Community Development Area Subcommittee (CDA). 

2        The report also provides the opportunity for the CDA to appoint a Deputy Chairperson to act for the Chairperson if he or she is unable to perform his or her duties.

 

Background

3        The Southland District Council requires the election of a Chairperson to its CDAs.  The CDA may also wish to appoint a Deputy Chairperson who will be called on to fulfil the duties of the Chairperson if he or she is unable to perform his or her duties.  All CDA members are eligible to be nominated for these roles.

4        The system of voting for the position of Chairperson and Deputy Chairperson is “First Past the Post”.

5        There are no requirements for a formal nomination – the Councillor will call for nominations at the Inaugural Meeting of the CDA.  Members may be nominated for these roles in absentia, but cannot vote.

6        The term of office for the Chairperson and, if appointed, the Deputy Chairperson of the CDA shall be for the duration of the 2017/2020 triennium. However, a member may terminate (or have terminated) their office by:

·        Resigning as Chairperson or Deputy Chairperson.

·        A majority decision of the CDA.

·        A resolution of the CDA.

·        Being no longer eligible to hold office.

7        The Chairperson of the CDA is responsible for ensuring that the decisions of the Subcommittee are consistent with the powers delegated to it by Southland District Council.  The Chairperson is responsible for ensuring that the conduct of business is carried out in an orderly way and in accordance with Standing Orders, and any other statute that may apply from time-to-time.  The Chairperson is responsible for reviewing the business included in the agendas to ensure that matters that ought to be considered are included.

8        The Chairperson may be called on to act as an official spokesperson for the CDA on issues within its terms of reference and area of activity.

9        It is recommended that once elected the Chair undertake Chairs training and mentoring at the start of the triennium.

10      If the Chairperson is absent or incapacitated, the Deputy Chairperson must perform all of the responsibilities and duties, and exercise any powers, of the Chairperson:

·        with the consent of the Chairperson at any time during the temporary

·        absence of the Chairperson;

·        without that consent, at any time while the Chairperson is prevented by illness or some other cause from performing the responsibilities and duties, or exercising the powers, of his or her role;

·        while there is a vacancy for the role of Chairperson.

11      In the absence of proof to the contrary, a Deputy Chairperson acting as Chairperson is presumed to have the authority to do so.

12      A Deputy Chairperson continues to hold his or her position so long as he or she continues to be a member of the CDA or until the election of his or her successor, or until the close of the 2017/2020 triennium.

13      In accordance with voting procedures the CDA is called on to elect members to the position of Chairperson and, if it chooses to do so, to appoint a Deputy Chairperson.

 

Recommendation

That the Woodlands Community Development Area Subcommittee:

a)         Receives the report titled “Election of Chair and Deputy Chair” dated 3 April 2017.

 

b)         Elects a Member to be Chair of the Subcommittee for the 2017/2020 Triennium.

 

c)         Elects a Member to be Deputy Chair of the Subcommittee for the 2017/2020 Triennium.

 

 

Attachments

There are no attachments for this report.  

 

 


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Woodlands Community Development Area Subcommittee – Triennial Public Meeting

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Woodlands Community Development Area Subcommittee held in the Woodlands Primary School, 8 Woodlands Morton Mains Road, Woodlands on Monday, 20 March 2017 at 7.33pm.

 

present

Mayor Tong

Councillor Julie Keast

Janelle Ladbrook

Janice McBride

Keith McKenzie

Geoffrey Napper

Shane Rhodes

Maree Small

Andrea Straith

Michael Straith

Jo Rhodes

 

IN ATTENDANCE

 

Group Manager, Community and Futures – Rex Capil

Committee Advisor - Fiona Dunlop

Community Partnership Leader - Michelle Stevenson

 


1          Welcome from Mayor Tong

Mayor Tong welcomed all present and thanked them for taking time out to participate in the local Tokanui Community Development Area election meeting.

 

He advised that Southland District Council approved at its 26 October 2016 meeting the Community Development Area Subcommittees Terms of Reference which clearly define the scope, membership, and delegations.  It is important to note is that Community Development Area Subcommittees are Subcommittees of Council and as a consequence of this they are part of the Council governance structure. Therefore as an elected representative Subcommittee members represent Council and are part of Council. Subcommittees are not “ratepayers associations” or Council “watchdogs” but in a positive and constructive way assist in contributing to Council delivery of quality services and activities for the betterment of the communities Council serves.  The Subcommittees operate as per the terms of reference and members are required to operate as per the Southland District Council Code of Conduct which all members for this triennium will receive as part of the first Subcommittee meeting and induction process for elected members

 

Mayor Tong also advised that as part of the process for the new way of working for the Community Development Area Subcommittees and Community Boards, there is a Community Leadership Plan Workshop to be held on Wednesday 26 April 2017 at 6.30pm in the Memorial Hall Wyndham where will be joined by the Edendale-Wyndham Community Board and the Woodlands and Gorge Road and Districts Community Development Area Subcommittees.  There are various other Workshops to be held in other locations across Southland for the remaining Community Boards and Community Development Area Subcommittees.

 

All present were asked to sign the attendance register (which is attached to the minutes).

 

 

2          Apologies

An apology was received from Councillor Paul Duffy and Ashley Michelle.

Moved Shane Rhodes, seconded Geoffrey Napper and resolved:

That the apologies be accepted.

 

3          Chairperson’s Report

Janelle Ladbrook in her capacity of Chair for the 2013/2016 Triennium gave the meeting her report which was as follows:

Good evening, it has been a pleasure to be the Chairperson of the Woodlands Community Area Development Sub-Committee for the Southland District Council.  It has been an interesting experience and I have learnt a lot.

 

During the last three years a lot of positive things have happened, for example:

·                       the beautification upgrade of the cemetery, which included the information boards, sign on the gate, hedges down and trees planted, heavy duty seating erected, and a shelter at the far end of the cemetery.  Since then, there has been a new beam put in place.

·                       the walkway connecting the township to the Kingswood Reserve has been constructed, and is now in use;

·                       the monument was tidied up and repaired.  The lettering was redone and it is now looking fabulous;

·                       the CDA submitted in the Freedom Camping bylaw process, and from that, Woodlands was made a freedom camping prohibited township;

·                       There has been a permit granted to start a heritage orchard along William Street, and that will begin within the next couple of months.

Along with all this, there has been stormwater maintenance, septic tank cleanings, street cleanings, street lights and drainage issues carrying on behind the scenes.

Being a Chairperson, I was able to attend meetings at Council, with the other chairpersons from other CDAs and Community Boards.  It was a great way to see what other communities were doing, issues they were facing and how they were dealing with them.

 

Of course, none of this could be done without the enthusiasm, patience and knowledge of the rest of Committee Keith McKenzie, Maree Small, Janice McBride, Geoffrey Napper and Shane Rhodes.  Thank you all for your time, efforts and understanding.  It has been greatly appreciated by myself, and all involved.

 

Thank you also to Councillors Paul Duffy and Julie Keast and Council staff who have helped in various ways.  We couldn’t do any of these things without you.

 

I wish the Woodlands CDA the very best and I look forward to seeing what the future holds for Woodlands.

 

She also shared a quote from Chris Brogan with the meeting.

 

When the people who support and are a part of your community, the community you have the pleasure and power and opportunity to serve, that's where all the best business happens.

4          Public Forum

There was no public forum.

5          Election and Appointment of Scrutineers

Mayor Tong called for nominations from the public at the meeting to be members of the Woodlands Community Development Area Subcommittee for the 2016/2019 Triennium.

 

Nominee

Mover

Seconder

 

 

 

Keith McKenzie

Geoffrey Napper

Shane Rhodes

Janice McBride

Maree Small

Geoffrey Napper

Michael Straith

Jo Rhodes

Janice McBride

Shane Rhodes

Geoffrey Napper

Maree Small

Ashley Michelle

Jo Rhodes

Keith McKenzie

Geoffrey Napper

Shane Rhodes

Andrea Straith

Maree Small

Keith McKenzie

Jo Rhodes

 

All nominations were accepted and agreed.

 

Moved Member Small, seconded Member Rhodes and resolved that the nominations are closed.

 

Mayor Tong advised that there were seven nominations for the six places and there would need to be an election and scrutineers appointed.

 

Geoffrey Napper advised that he would withdraw his nomination.  With Mr Napper withdrawing his nomination it was advised that there were now six people for six places and there would now be no election and appointment of scrutineers.

 

6          Announcements of Results and Conclusion of Meeting

Mayor Tong advised that there were seven nominations for the six places and there would need to be an election and scrutineers appointed.

 

Geoffrey Napper advised that he would withdraw his nomination.  With Mr Napper withdrawing his nomination it was advised that there were now six people for six places and there would now be no election and appointment of scrutineers.

 

Moved Mayor Tong, seconded Councillor Keast and resolved that Janice McBride, Keith McKenzie, Ashley Michelle, Shane Rhodes, Maree Small and Michael Straith were elected to the Woodlands Community Development Subcommittee.

 

 

 

 

The meeting concluded at 7.50pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Woodlands Community Development Area Subcommittee HELD ON MONDAY 20 MARCH 2017.

 

 

 

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

 

 

 

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

 


 

 


Woodlands Community Development Area Subcommittee

10 April 2017

 

 

General Explanation from Chief Executive

Record No:        R/17/4/7348

Author:                 Fiona Dunlop, Committee Advisor

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose of Report

1.       The purpose of the report is to provide an explanation to elected members on certain legislation which controls the way in which the Council’s business may be conducted and the laws affecting elected members.

 

Background

2.       This general explanation related to the following pieces of legislation:

·        Local Government Official Information and Meetings Act 1987

·        Local Authorities (Members’ Interests) Act 1968

·        Sections 99,105, and 105A of the Crimes Act 1961

·        Secret Commissions Act 1910

·        Financial Markets Conduct Act 2013.

 

3.       The information provided on the relevant legislation does not attempt to cover all the detailed points of the legislation, but brings to elected members attention the key issues affecting their role and functions as members of the Southland District Council for the 2017/2020 Triennium.

 

4.       The following is a brief description of each piece of Legislation outlined above.

 

5.       The Local Government Official Information and Meetings Act 1987 (LGOIMA) governs the availability of information and is based on the principle that information should be made publicly available, unless one or more specific withholding grounds apply. Matters relating to requests and release of information are administered by officers of the Council.

 

6.       LGOIMA also sets meeting procedures and requirements.

 

These include:

·        The requirement to give public notice of meetings

·        The public availability of the agenda and supporting papers for meetings of the Council, and its committees and subcommittees

·        The circumstances when the Council may resolve to exclude the public from meetings, and the procedure that must be followed in such circumstances

·        The responsibility of the Chair to maintain order at meetings.

 

7.       Other laws affecting elected members which members must be aware of.

 

8.       The Local Authorities (Members’ Interests) Act 1968, which has two main aspects:

·        This Act prohibits certain contracts between the Council and its members, or with persons associated with its members. A breach results in loss of office.

 

·        This Act also prohibits an elected member from discussing or voting on an issue in which the member, directly or indirectly, has a pecuniary interest. Any member found to have contravened this part of the Act could be prosecuted, and if convicted, would lose office.

 

9.       Under the Crimes Act 1961 a member of a local authority who obtains or accepts or offers to accept any bribe to do, or not do, something, or who corruptly uses information obtained in an official capacity to get a direct or indirect pecuniary advantage, is liable to a term of imprisonment of up to seven years.

 

10.     Under the Secret Commissions Act 1910, an elected member who accepts a gift or obtains any advantage from any other party as a reward for doing any act in relation to Council business commits an offence. It is also an offence not to disclose a pecuniary interest in any contract, and also to aid or abet or be involved in any way in an offence under this Act. Conviction can lead to imprisonment for up to two years and a fine of up to $1,000.

 

11.     The Financial Markets Conduct Act 2013 essentially places elected members in the same position as company directors whenever the Council offers financial products (such as an issue of debt or equity securities). Elected members may be personally liable if documents that are registered under the Act, such as a product disclosure statement, contain false or misleading statements.  Elected members may also be liable if the requirements of the Act are not met in relation to offers of financial products.

 

12.     In addition to these key statutory provisions, if an elected member is convicted of an offence that carries a term of two or more years of imprisonment under any Act specified, or under any other Act, that member will lose office.

 

 

Recommendation

That the Woodlands Community Development Area Subcommittee:

1.       Receives the report titled “General Explanation from Chief Executive” dated 3 April 2017.

 

Attachments

There are no attachments for this report.  

 


Woodlands Community Development Area Subcommittee

10 April 2017

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Terms of Reference and Delegations 2017/2020

Record No:        R/17/4/7350

Author:                 Fiona Dunlop, Committee Advisor

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        To advise the Community Development Area Subcommittee of the Terms of Reference and Delegations for Southland District Council Community Development Area Subcommittees (CDA) for the 2017/2020 Triennium which were approved by Council at its meeting on Wednesday 26 October 2016.

 

Background

2        As per the Terms of Reference, the CDAs role is to:

(a)     Represent and act as an advocate for the interests of its community; and

(b)     Consider and report on all matters referred to it by the Southland District Council, or any matter of interest or concern to the Community Development Area Subcommittee; and

(c)     Maintain an overview of services provided by the Southland District Council within the community; and

(d)     Consider annual estimates for expenditure within the community and recommend these to Council; and

(e)     Communicate with community organisations and special interest groups within the community; and

(f)      Undertake any other responsibilities that are delegated to it by the Southland District Council.

3        In addition to the activities outlined above, CDAs will also need to consider how best to provide leadership for their communities and residents, in addressing the issues they face as they look to the future.

4        CDAs have been granted by Council additional delegated powers for engagement and representation, financial, rentals and leases and local assets and facilities.  There is accountability to Council for the exercising of these powers and a requirement that they be done within Council policy. 

5        CDAs have also been approved to make recommendations to Council on assets and facilities, rentals and leases, financial input and local policy.

6        In additional to the terms of reference and delegations, Chairs of CDAs have been delegated additional responsibilities as follows:

·           Approval of leases, rental agreements and the rollover of existing contracts under $1,000;

·           Engaging with CDA members to make submissions to the Council on behalf of the CDA where a submission period is outside of the CDA meeting cycle.  Where a Chairperson is unable to base a submission on a consensus among CDA members a CDA meeting must be held.

7        Membership and quorums of the CDA remain the same as in previous Triennia with six elected members and one appointed member being a Ward Councillor.

8        The appointed Ward Councillor has speaking rights and voting rights at Community Board meetings to which he/she has been appointed.

9        Where a Ward Councillor is unable to attend a meeting of the CDA to which he/she has been appointed, another Ward Councillor from within the same Ward may attend the CDA  meeting but has speaking rights only.

10      CDAs will meet on the same timetable as the 2014/2017 triennium.  

11      CDAs may also meet outside of the regular meeting schedule to address issues which are time bound or to meet demand if there are a significant number of agenda items.  All meetings outside of the regular meeting schedule shall be called by the Chairperson.

12      CDA members will be kept abreast of operational issues and the progress of projects via regular contact with their Townships Community Engineer.

 

Recommendation

That the Woodlands Community Development Area Subcommittee:

a)         Receives the report titled “Terms of Reference and Delegations 2017/2020” dated 4 April 2017.

 

b)         Note the Terms of Reference and Delegations for Community Development Area Subcommittee approved by Council at its meeting on Wednesday 26 October 2016.

 

 

Attachments

a         Terms of Reference for CDAs as approved by Council on 26 October 2016    

 


Woodlands Community Development Area Subcommittee

10 April 2017

 

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Woodlands Community Development Area Subcommittee

10 April 2017

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Standing Orders

Record No:        R/17/4/7351

Author:                 Fiona Dunlop, Committee Advisor

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        The purpose of the report is to advise the Community Development Area Subcommittee (CDA) that Southland District Council adopted Standing Orders at its meeting on Wednesday 26 October 2016 for all meetings of the Council, Committees, Subcommittees, Community Boards and Community Development Area Subcommittees which form part of the Southland District Council. 

 

Background

2        Under clause 27, Schedule 7 of the Local Government Act 2002 the Council is required to adopt a set of Standing Orders.

3        The Standing Orders will apply to all meetings of Council, Committees, Subcommittees, Community Boards and Community Development Area Subcommittees.

4        Standing Orders control who has speaking rights, the role of the chairperson, delegations and public forum, public excluded sections, agendas and the voting system.

5        The Model Standing Orders from Standards New Zealand, on which Council has based its Standing Orders, meet legislative requirements.  Standards New Zealand produces model standing orders for local government, which Council uses as a basis for its own Standing Orders.  These control the way a meeting is run and provide structure and mechanisms for managing such aspects as speaking rights and times, behaviour, quorum, agendas, public excluded sections and much more.

 

 

Recommendation

That the Woodlands Community Development Area Subcommittee:

a)         Receives the report titled “Standing Orders” dated 4 April 2017.

 

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.

 

Attachments

a         Standing Orders To Be Noted    

 


Woodlands Community Development Area Subcommittee

10 April 2017

 

 

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10 April 2017

 

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10 April 2017

 

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10 April 2017

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Elected Members Code of Conduct

Record No:        R/17/4/7352

Author:                 Fiona Dunlop, Committee Advisor

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        To present to the Community Development Area Subcommittee (CDA) with the Elected Members Code of Conduct (the Code) which was adopted by the Southland District Council at its meeting on Wednesday 26 October 2016.

 

Background

2        Clause 15 of Schedule 7 of the Local Government Act 2002 (the Act) requires a local authority to adopt a Code which applies to all elected members.  The Council has determined that the Code will apply to all Community Boards, Committees and Subcommittees when they are acting under Council delegations. It is recommended that CDAs also agree to adopt the Code when acting under their statutory delegations.

3        The Code (Attachment A) acts as a guide to ensure a standard of behaviour that is expected from all elected members (both Councillors, Community Board and Community Development Area Subcommittee members) of the Southland District Council in their dealings with the Chief Executive and officers employed by Council and also the public. 

4        Once the Code is adopted it continues to remain in force until further amended by Council.  The Code can be amended by Council but cannot be revoked unless Council replaces it with another code.  Any amendments to the Code must be approved by Council with a resolution supported by 75% or more of the members of Council present at a meeting.

5        The Code has been revised and updated, since that which was last adopted by the Council in October 2016 to ensure that it reflects today’s expectations for a local authority Code of Conduct.

 

 

Recommendation

That the Woodlands Community Development Area Subcommittee:

a)         Receives the report titled “Elected Members Code of Conduct” dated 3 April 2017.

 

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)         Notes the 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.

 

 

Attachments

a         Code of Conduct Adopted By Council on 26 October 2016    

 


Woodlands Community Development Area Subcommittee

10 April 2017

 

 

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Code of Conduct – COUNCIL, COMMUNITY BOARDS COMMUNITY DEVELOPMENT AREA sUBCOMMITTEES

 

Part One: Introduction

 

Schedule 7 of the Local Government Act 2002 (the Act) requires Council to adopt a code of conduct. Once adopted, all elected members are required to comply with the code.

 

In the context of this report, the term “elected members” refers to Councillors, Community Board members and Community Development Area Subcommittee (CDA) members.

 

This code of conduct provides guidance on the standards of behaviour that are expected from all the elected members of the Southland District Council. The code applies to elected members in their dealings with:

 

§  each other

§  the Chief Executive

§  all staff employed by the Chief Executive on behalf of the Council

§  the media

§  the general public.

 

This code also applies to all Council committees, Subcommittees and Community Boards.

 

 

The objective of the code is to enhance:

 

§  the effectiveness of the Council as the autonomous local authority with statutory responsibilities for the good local government of the Southland District

§  the credibility and accountability of the Council within its community

§  mutual trust, respect and tolerance between the elected members as a group and between the elected members and management.

 

This code of conduct seeks to achieve its objectives by recording:

 

§  an agreed statement of roles and responsibilities (recorded in Part Two of this Code)

§  agreed general principles of conduct (recorded in Part Three of this Code)

§  specific codes of conduct applying to particular circumstances or matters (also recorded in Part Three of this Code).


 

 

Elected members are primarily accountable to the electors of the district through the democratic process. However, elected members must note that the Auditor-General may hold them to account for unlawful actions or expenditure or for breaches of the Local Authorities (Members’ Interests) Act 1968.

 

The code of conduct that follows is based on the following general principles of good governance:

§  Public interest. Elected members should serve only the interests of the district as a whole and should never improperly confer an advantage or disadvantage on any one person.

§  Honesty and integrity.  Elected members should not place themselves in situations where their honesty and integrity may be questioned, should not behave improperly and should on all occasions avoid the appearance of such behaviour.

§  Objectivity. Elected members should make decisions on merit including making appointments, awarding contracts, or recommending individuals for rewards or benefits. Elected members should also note that, once elected, their primary duty is to the interests of the entire district, not the ward or community that elected them.

§  Accountability. Elected members should be accountable to the public for their actions and the manner in which they carry out their responsibilities, and should cooperate fully and honestly with the scrutiny appropriate to their particular office.

§  Openness. Elected members should be as open as possible about their actions and those of the Council, and should be prepared to justify their actions.

§  Personal judgment. Elected members can and will take account of the views of others, but should reach their own conclusions on the issues before them, and act in accordance with those conclusions.

§  Respect for others. Elected members should promote equality by not discriminating unlawfully against any person and by treating people with respect, regardless of their race, age, religion, gender, sexual orientation, or disability. They should respect the impartiality and integrity of the Council staff.

§  Duty to uphold the law. Elected members should uphold the law, and on all occasions, act in accordance with the trust the public places in them.

§  Stewardship. Elected members must ensure that the Council uses resources prudently and for lawful purposes, and that the Council maintains sufficient resources to meet its statutory obligations.

§  Leadership. Elected members should promote and support these proposals by example, and should always endeavour to act in the best interests of the community.

 

Part Two: Roles and Responsibilities

 

This part of the code describes the roles and responsibilities of elected members, the additional roles of the Mayor and Deputy Mayor, and the role of the Chief Executive.

 

Mayor

The Mayor is elected by the district as a whole and as one of the elected members shares the same responsibilities as other members of Council. The Mayor also has the following roles as a:

§  presiding member at Council meetings. The Mayor is responsible for ensuring the orderly conduct of business during meetings (as determined in standing orders);

§  advocate on behalf of the community. This role may involve promoting the community and representing its interests. Such advocacy will be most effective where it is carried out with the knowledge and support of the Council;

§  ceremonial head of Council;

§  providing leadership and feedback to other elected members on teamwork and Chairmanship of committees; and

§  Justice of the Peace (while the Mayor holds office).

 

The Mayor must follow the same rules as other elected members about making public statements and committing the Council to a particular course of action, unless acting in accordance with the rules for media contact on behalf of the Council under a delegation of authority from the Council.

 

Recent changes to the Local Government Act 2002 have provided additional powers to the Mayor.  These powers relate to:

 

§  The appointment of the Deputy Mayor and Committee Chairpersons

§  The determination of the Committee structure

§  Leadership of budget, plans and key policy discussions.

 

Deputy Mayor

The Deputy Mayor may be appointed by the Mayor.  If the Mayor declines to do this, then the Deputy Mayor must be elected by the members of Council, at the first meeting of the Council. The Deputy Mayor exercises the same roles as other elected members, and if the Mayor is absent or incapacitated, the Deputy Mayor must perform all of the responsibilities and duties, and may exercise the powers, of the Mayor (as summarised above). The Deputy Mayor may be removed from office by resolution of Council.

 

Committee Chairpersons

As noted above, the Mayor has the power to appoint Chairpersons and to form Committees.  If the Mayor declines to do this then the Council may create one or more committees of Council. A committee Chairperson presides over all meetings of the committee, ensuring that the committee acts within the powers delegated by Council, and as set out in the Council’s Delegations Manual. Committee Chairpersons may be called on to act as an official spokesperson on a particular issue. They may be removed from office by resolution of Council.

 

Councillors

Councillors acting as the Council, are responsible for:

 

§  the development and adoption of Council policy

§  monitoring the performance of the Council against its stated objectives and policies

§  prudent stewardship of Council resources

§  employment of the Chief Executive

§  representing the interests of the residents and ratepayers of the Southland District Council. (On election, the members’ first responsibility is to the district as a whole.)

 

Unless otherwise provided in the Local Government Act 2002 or in standing orders, the Council can only act by majority decisions at meetings. Each elected member has one vote. Any individual elected member (including the Mayor) has no authority to act on behalf of the Council unless the Council has expressly delegated such authority.

 

 

Community Boards

Within the Southland District there are eight community boards:

 

§  Edendale-Wyndham Community Board

§  Otautau Community Board

§  Riverton/Aparima Community Board

§  Stewart Island/Rakiura Community Board

§  Te Anau Community Board

§  Tuatapere Community Board

§  Wallacetown Community Board

§  Winton Community Board

 

 

The community board elected members, acting as the community board, have the role to:

 

§  represent, and act as an advocate for, the interests of its community

§  consider and report on all matters referred to it by the Southland District Council, or any matter of interest or concern to the community board

§  maintain an overview of services provided by the Southland District Council within the community

§  prepare an annual submission to the Southland District Council for expenditure within the community

§  communicate with community organisations and special interest groups within the community

§  undertake any other responsibilities that are delegated to it by the Southland District Council.

 

Community Development Area Subcommittees

Within the Southland District there are 19 CDAs:

 

§  Athol CDA

§  Balfour CDA

§  Browns CDA

§  Colac Bay CDA

§  Dipton CDA

§  Garston CDA

§  Gorge Road CDA

§  Limehills/Centre Bush CDA

§  Lumsden CDA

§  Manapouri CDA

§  Mossburn CDA

§  Nightcaps CDA

§  Ohai CDA

§  Orepuki CDA

§  Riversdale CDA

§  Thornbury CDA

§  Tokanui CDA

§  Waikaia CDA

§  Woodlands CDA

 

The CDA elected members, acting as the CDA, have the role to:

 

§  represent, and act as an advocate for, the interests of its community

§  consider and report on all matters referred to it by the Southland District Council, or any matter of interest or concern to the CDA

§  maintain an overview of services provided by the Southland District Council within the community

§  prepare an annual submission to the Southland District Council for expenditure within the community

§  communicate with community organisations and special interest groups within the community

§  undertake any other responsibilities that are delegated to it by the Southland District Council.

 

 

Chief Executive

The Chief Executive is appointed by the Council in accordance with section 42 of the Local Government Act 2002. The Chief Executive is responsible for implementing and managing the Council's policies and objectives within the budgetary constraints established by the Council. In terms of section 42 of the Act, the responsibilities of the Chief Executive are:

 

§  implementing the decisions of the Council

§  providing advice to the Council and community boards

§  ensuring that all responsibilities, duties and powers delegated to the Chief Executive or to any person employed by the Chief Executive, or imposed or conferred by any Act, regulation or bylaw are properly performed or exercised

§  managing the activities of the local authority effectively and efficiently

§  maintaining systems to enable effective planning and accurate reporting of the financial and service performance of the local authority

§  providing leadership for the staff of the local authority

§  employing staff on behalf of the local authority (including negotiation of the terms of employment for the staff of the local authority).

 

The Chief Executive is accountable to Council directly and not to Community Boards or Community Development Area Subcommittees.

 

Under section 42 of the Local Government Act 2002 the Chief Executive employs all other staff on behalf of the local authority.

 

Meeting Attendance

Elected members are expected to attend and participate in all Council meetings, Standing Committee meetings and sub-committee meetings to which they have been appointed, unless they have submitted an apology or obtained a leave of absence in advance for non-attendance.

 

All Councillors are expected to attend all workshops and those hearings that are held as part of the consultation process on Council documents, such as the Annual Plan and Long Term Plan.

 

From time to time, working parties will be established by the Council or a Standing Committee to achieve specific outcomes.  Elected members are expected to make themselves available to be appointed to an equitable share of these working parties, and to attend all meetings of those to which they are appointed.

 

Appointments to Other Bodies

At the first meeting following the triennial elections and on other occasions (as appropriate) Council will appoint elected members to a variety of other bodies.

 

These appointments will be made on the basis of the best person for the specific role bearing in mind the skills required, the views of the Council and location of the elected member.

 

Relationships and Behaviours

 

This part of the code sets out the agreed standards of behaviour. Some of the matters described in this part of the code reflect other legislation such as the Local Authorities (Members’ Interests) Act 1968. The majority of the code is material that the Council has decided to include of its own initiative.

 

Relationships with Other Elected Members

Successful teamwork is a critical element in the success of any democratically elected organisation. No team will be effective unless mutual respect exists between members. With this in mind elected members will conduct their dealings with each other in ways that:

 

§  maintain public confidence in the office to which they have been elected

§  are open and honest

§  focus on issues rather than personalities

§  avoid aggressive, offensive or abusive conduct

§  treat people with courtesy and respect.

 

Elected members shall maintain the respect and dignity of their office in their dealings with each other, Council officers and the public.

 

Elected members should also note that discussions are not subject to privilege.

 

Elected members will act in good faith (i.e. honestly, for the proper purpose, and without exceeding their powers) in the interests of the Council and the community.

 

Elected members should remember that they have no personal power to commit the Council to any particular policy, course of action or expenditure and must not represent they have such authority if that is not the case.

 

Elected members will make no allegations regarding other elected members or Council officers which are improper or derogatory.

 

In the performance of their official duties, elected members should refrain from any form of conduct which may cause any reasonable person unwarranted offence or embarrassment.

 

 

 

 

Relationships with Staff

The effective performance of Council also requires a high level of cooperation and mutual respect between elected members and staff. To ensure that level of cooperation and trust is maintained, elected members will:

 

§  recognise that the Chief Executive is the employer (on behalf of Council) of all Council employees, and as such only the Chief Executive may hire, dismiss or instruct or censure an employee

§  make themselves aware of the obligations that the Council and the Chief Executive have as employers and observe those requirements at all times

§  treat all employees with courtesy and respect (including the avoidance of aggressive, offensive or abusive conduct towards employees)

§  observe any guidelines that the Chief Executive puts in place regarding contact with employees

§  not do anything which compromises, or could be seen as compromising, the impartiality of an employee

§  avoid publicly criticising any employee in any way, but especially in ways that reflect on the competence and integrity of the employee

§  raise concerns about employees only with the Chief Executive, and concerns about the Chief Executive only with the Mayor or the Executive Committee.

 

Elected members should be aware that failure to observe this portion of the code of conduct may compromise the Council’s obligations to act as a good employer and may expose the Council to civil litigation and audit sanctions.

 

Elected members should raise operational issues with the Chief Executive in the first instance.  If it is a routine matter such as repairing a pothole, cutting of vegetation or footpath repairs, the issue should be logged with Customer Support who will enter the issue into our Request for Service system (RFS).  This enables progress on these issues to be monitored.

 

Relationships with the Community

Effective Council decision-making depends on productive relationships between elected members and the community at large.

 

Members should ensure that individual citizens are accorded respect in their dealings with the Council, have their concerns listened to, and deliberated on in accordance with the requirements of the Act.

 

Members should act in a manner that encourages and values community involvement in local democracy.

 

Contact with the Media

The media plays an important part in local democracy. In order to fulfil this role the media needs access to accurate, timely information about the affairs of Council. From time to time, individual elected members will be approached to comment on a particular issue either on behalf of Council, or as an elected member in their own right. This part of the code deals with the rights and duties of elected members when speaking to the media on behalf of Council, or in their own right.

 

 

 

 

 

The following rules apply for media contact on behalf of Council:

 

§  the Mayor is the first point of contact for the official view on any issue. Where the Mayor is absent, any matters will be referred to the Deputy Mayor or relevant committee Chairperson

§  the Mayor may refer any matter to the relevant committee Chairperson or to the Chief Executive for their comment

§  no other elected member may comment on behalf of Council without having first obtained the approval of the Mayor.

 

 

Elected members are free to express a personal view in the media provided the following rules are observed:

 

§  media comments must not state or imply that they represent the views of Council

§  where an elected member is making a statement that is contrary to a Council decision or Council policy, the member must not state or imply that his or her statements represent a majority view

§  media comments must observe the other requirements of the code of conduct, or legislation e.g. not disclose confidential information, or compromise the impartiality or integrity of staff.

§  the elected member should ensure that any comments made do not compromise Council’s statutory responsibilities.  In other words, it would not be appropriate to comment on matters before the Regulatory and Consents Committee, where this might compromise the statutory decision-making processes.

 

 

Meeting Decisions

Every elected member who has the right to speak can lawfully express his or her opinion at any Council or Committee meeting within the limits imposed by Standing Orders.  These meetings are open to the media and their comments may be reported.

 

Once a matter has been determined at a Council meeting, it becomes the Council’s position until it is lawfully changed by a subsequent Council decision.  All elected members and staff will respect this position.

 

The Mayor can make statements that accurately report Council decisions.

 

Committee Chairs can make statements that accurately report their Committee’s decisions, or factual statements about Council or Committee decisions.

 

 

Confidential Information

In the course of their duties elected members will occasionally receive information that may need to be treated as confidential. This will generally be information that is either commercially sensitive or is personal to a particular individual or organisation.

 

Elected members must not use or disclose confidential information for any purpose other than the purpose for which the information was supplied to the elected member. Decisions on whether confidential information is able to be released are to be made by the Chief Executive in accordance with the provisions of the Local Government Official Information and Meetings Act 1987.

 

Elected members should be aware that failure to observe these provisions will impede the performance of Council by inhibiting information flows and undermining public confidence in the Council. Failure to observe these provisions may also expose Council to prosecution under the Privacy Act 1993 and/or civil litigation.

 

Information Received in Capacity as an Elected Member

Any information received by an elected member in his/her capacity as an elected member is official information under the Local Government Official Information and Meetings Act 1987 (LGOIMA). As such the Council has a requirement to hold that information in accordance with the provisions of LGOIMA and the Public Records Act 2005. As such a copy of any such information should be provided to the Chief Executive so that it can be held in accordance with Council record management policies.

 

 

This duty of disclosure will require elected members to whom information may be offered on the basis that confidence be preserved to inform the intended provider of the information of the duty of disclosure and to decline to receive the information if that duty is likely to be compromised.

 

Responding to Queries Involving Liability Issues

Elected members need to ensure they respond to queries in an appropriate manner and with due regard to the legal position of Council.  At times, elected members are asked to become involved in legal disputes or insurance claims.  Such matters should be referred to the Chief Executive.  It is important that Council act in an appropriate manner with regard to legal and insurance issues.  Often our insurance cover depends on the way we address or manage an issue.

 

 

Training, Conferences and Induction

Following the triennial election, the Chief Executive will organise induction training for all elected members who require it.  This will address the role of elected members and provide valuable information about what an elected member needs to know.

 

Council has a budget for training and development of elected members.  From time to time consideration will be given to attendance at the Local Government New Zealand Conference, Local Government New Zealand Zone meetings and New Zealand Planning Institute Conference.  Other conferences or meetings may also be considered.

 

If an elected member wishes to attend a conference or meeting, then he or she should discuss this with the Mayor.

 

In the case of a Community Board or Community Committee elected member, an approach should be made to the Chairperson.

 

Costs incurred with attending training and conferences will be managed in accordance with the Elected Member Remuneration and Reimbursements Policy and the Sensitive Expenditure Policy.

 


 

Conflicts of Interest

Elected members must be careful that they maintain a clear separation between their personal interests and their duties as an elected member. This is to ensure that people who fill positions of authority carry on their duties free from bias (whether real or perceived). Elected members therefore need to familiarise themselves with the provisions of the Local Authorities (Members’ Interests) Act 1968 which concerns financial interests, and with other legal requirements concerning non-financial conflicts of interest.

 

The Act provides that an elected member is disqualified from office, or from election to office, if that member is concerned or interested in contracts under which payments made by or on behalf of the local authority exceed $25,000 in any financial year.

 

Additionally, elected members are prohibited from participating in any Council discussion or vote on any matter in which they have a pecuniary interest, other than an interest in common with the general public. The same rules also apply where the elected member’s spouse contracts with the authority or has a pecuniary interest. Elected members must declare their interests at Council meetings where matters in which they have a pecuniary or other conflict of interest arise.

 

Elected members shall annually make a general declaration of interest as soon as practicable after becoming aware of any such interests. These declarations are recorded in a register of interests maintained by Council. The declaration must notify the Council of the nature and extent of any interest, including:

 

§  any employment, trade or profession carried on by the elected member or the elected member’s spouse for profit or gain

§  any company, trust, partnership etc for which the elected member or their spouse is a director, partner, trustee or beneficiary

§  the address of any land in which the elected member has a beneficial interest and which is in the Southland District Council

§  the address of any land where the landlord is the Southland District Council and:

§  the elected member or their spouse is a tenant, or

§  the land is tenanted by a firm in which the elected member or spouse is a partner, or a company of which the elected member or spouse is a director, or a trust of which the elected member or spouse is a trustee or beneficiary

§  any other matters which the public might reasonably regard as likely to influence the elected member’s actions during the course of their duties as an elected member.

 

If the elected member is in any doubt as to whether or not a particular course of action (including a decision to take no action) raises a conflict of interest, then the elected member should seek guidance from the Chief Executive immediately.

 

Elected members may also contact the Office of the Auditor General for guidance as to whether that member has a pecuniary interest. If there is a pecuniary interest, the elected member may seek an exemption to allow that elected member to participate or vote on a particular issue in which they may have a pecuniary interest. The latter must be done before the discussion or vote. The Chief Executive must also seek approval from the Office of the Auditor General for contractual payments to elected members, their spouses or their companies that exceed the $25,000 annual limit.

 

Failure to observe the requirements of the Local Authorities (Members’ Interests) Act 1968 could potentially invalidate the particular decision made, or the action taken, by Council. Failure to observe these requirements could also leave the elected member open to prosecution under the Local Authorities (Members’ Interests) Act 1968. In the event of a conviction elected members can be ousted from office.

 

Standing Orders

Elected members must adhere to any standing orders adopted by Council under the Local Government Act 2002. These standing orders are subject to the same legal requirements as a code of conduct with regard to their adoption and amendment.

 

Ethics

Southland District Council seeks to promote the highest standards of ethical conduct amongst its elected members. Accordingly, elected members will:

 

§  claim only for legitimate expenses as laid down by any determination of the Remuneration Authority then in force, and any lawful policy of Council developed in accordance with that determination

§  not influence, or attempt to influence, any Council employee to take actions that may benefit the elected member, or the elected member’s family or business interests

§  Only use Council resources (including facilities, staff, equipment and supplies) effectively and economically in the course of their duties, and within other guidelines, and not in connection with any election campaign or other personal business.

§  not solicit, demand, or request any gift, reward or benefit by virtue of their position

§  notify the Chief Executive if any gifts are accepted

§  where a gift to the value of $300 excluding GST or more is offered to an elected member, immediately disclose this to the Chief Executive for inclusion in the register of interests.

 

Acceptance of substantial gifts, favours or hospitality may be construed as a bribe or perceived as undue influence.  Working meals and social occasions should be undertaken in an appropriate manner.

 

 

Disqualification of Members from Office

Elected members are automatically disqualified from office if they are convicted of a criminal offence punishable by two or more years’ imprisonment, or if they cease to be or lose their status as an elector or are convicted of certain breaches of the Local Authorities (Members’ Interests) Act 1968.

 

Under the Local Government Act 2002, local authorities, when adopting a code of conduct, must consider whether or not they will require elected members to declare whether they are an undischarged bankrupt. This Council believes that bankruptcy does raise questions about the soundness of a person’s financial management skills and their judgment in general. The Council therefore requires elected members who are declared bankrupt to notify the Chief Executive as soon as practicable after being declared bankrupt.

 


 

Part Four: Compliance and Review

 

This part deals with ensuring that elected members adhere to the code of conduct and mechanisms for the review of the code of conduct.

 

Compliance

Elected members must note that they are bound to comply with the provisions of this code of conduct (Local Government Act 2002, Schedule 7, section 15(4)).

 

Elected members are also bound by the Local Government Act 2002, the Local Authorities (Members’ Interests) Act 1968, the Local Government Official Information and Meetings Act 1987, the Secret Commissions Act 1910, the Crimes Act 1961 and the Securities Act 1978. The Chief Executive will ensure that an explanation of these Acts is made at the first meeting after each triennial election and that copies of these Acts are freely available to elected members.  

 

Short explanations of the obligations that each of these has with respect to conduct of elected members is attached in the Appendix to this code.

 

All alleged breaches of the code should be reported to the Mayor or Chief Executive.  Any allegation of a breach of a code of conduct must be in writing, make a specific allegation of a breach of the code of conduct, and provide corroborating evidence.

 

In response to a breach, the Executive Committee will investigate the alleged breach and prepare a report for the consideration of Council. Before beginning any investigation, the committee will notify the elected member(s) in writing of the complaint and explaining when and how they will get the opportunity to put their version of events.

 

The Council will consider the report in open meeting of Council, except where the alleged breach relates to the misuse of confidential information, could impinge on the privacy of a member of staff or of the general public or other good reason, as defined in LGOIMA, exists for considering it in public excluded.

 

Responses to Breaches of the Code

The exact nature of the action the Council may take depends on the nature of the breach and whether there are statutory provisions dealing with the breach.

 

 

Where there are statutory provisions:

 

§  breaches relating to members’ interests render elected members liable for prosecution by the Auditor-General under the Local Authority (Member’s Interests) Act 1968

§  breaches which result in the Council suffering financial loss or damage may be reported on by the Auditor-General under the Local Government Act 2002, which may result in the elected member having to make good the loss or damage

§  breaches relating to the commission of a criminal offence may leave the elected member liable for criminal prosecution.

 

In these cases the Council may refer an issue to the relevant body, any member of the public may make a complaint, or the body itself may take action of its own initiative.

 

Where there are no statutory provisions, the Council may take the following action:

 

§  censure

§  removal of the elected member from Council committees and/or other representative type bodies

§  dismissal of the elected member from a position as Deputy Mayor or Chair of a committee.

 

A decision to apply one or more of these actions requires a Council resolution to that effect.

 

Review

Once adopted, a code of conduct continues in force until amended by the Council. The code can be amended at any time but cannot be revoked unless the Council replaces it with another code. Once adopted, amendments to the code of conduct require a resolution supported by 75 per cent or more of the elected members of the Council present.

 

Council will formally review the code as soon as practicable after the beginning of each triennium. The results of that review will be presented to Council for their consideration and vote.

 


Appendix to the Code of Conduct

 

Legislation Bearing on the Role and Conduct of Elected Members

 

This is a summary of the legislation requirements that has some bearing on the duties and conduct of elected members.  Copies of these statutes can be found in the Council library or in the office of the Chief Executive.

 

Local Authority (Members’ Interests) Act 1968

This Act regulates situations where an elected member’s personal interests impinge, or could be seen as impinging on their duties as an elected member.

 

The Act provides that an elected member is disqualified from office if that elected member is concerned or interested in contracts under which payments made by or on behalf of the local authority exceed $25,000 in any financial year.

 

Additionally, elected members are prohibited from participating in any Council discussion or voting on any matter in which they have a pecuniary interest, other than an interest in common with the general public.  The same rules also apply where the elected member’s spouse contracts with the authority or has a pecuniary interest.

 

Members may also contact the Office of the Auditor General for guidance as to whether that elected member has a pecuniary interest, and if so, may seek an exemption to allow that elected member to participate or vote on a particularly issue in which they may have a pecuniary interest.  The latter must be done before the discussion or vote.  The Chief Executive must also seek approval from the Office of the Auditor General for contractual payments to elected members, their spouses or their companies that exceed the $25,000 annual limit.

 

Failure to observe these requirements could also leave the elected member open to prosecution under the Local Authority (Members’ Interests) Act 1968.  In the event of a conviction elected members can be ousted from office.

 

Local Government Official Information and Meetings Act 1987

The Local Government Official Information and Meetings Act 1987 sets out a list of meetings procedures and requirements.  Of particular importance for the roles and conduct of elected members is the fact that the Chair has the responsibility to maintain order at meetings, but all elected members should accept a personal responsibility to maintain acceptable standards of address and debate.  No elected member should:

 

§  create a disturbance or a distraction while another elected member is speaking

§  be disrespectful when they refer to each other or other people

§  use offensive language about the Council, other elected members, any employee of the Council or any member of the public.

 

The Local Government Official Information and Meetings Act 1987 sets out the rules around provision of information.  This is summarised as follows:

 

Official Information

The term “Official Information” refers to all information (with a few exceptions) held by a local authority.  The Local Government Official Information and Meetings Act 1987 requires all official information to be available to the public unless there are good reasons for withholding it.

 

Requesting Information

In brief, the Act states:

 

·           requests should be made with “due particularity” (rather than asking for all files about a general topic, which creates a large amount of work) (section 10)

·           it is the duty of Council to assist people making requests (section 11)

·           the Council must convey its decision on whether to grant the request within 20 working days and must also indicate any charges (section 13)

·           information in documents may be made available by providing an opportunity for reading it or by providing a copy of it or by providing a summary or excerpt; however, it should be made available in the way preferred by the requestor unless there are reasons for not doing so (section 15).

 

Refusing Requests for Information

A request may be refused (section 17) if:

 

§  there is good reason to withhold it under section 6 or 7 of the Act

§  the information will soon be publicly available

§  the local authority does not actually hold the information

§  the information cannot be made available without substantial collation or research

§  the request is frivolous or vexatious.

 

Where a request is refused the Council must give its reasons and advise the requestor that there is a right to have the decision review by the Ombudsmen.

 

Sections 6 and 7 give the following reasons for withholding information:

 

§  making it available would be likely to prejudice the maintenance of the law, or endanger safety

§  withholding the information is necessary to:

-        protect privacy

-        protect information where its release would disclose a trade secret or would prejudice the commercial position of the person who supplied, or who is the subject of the information

-        avoid offence to tikanga Maori or avoid disclosure of wahi tapu locations

-        protect any obligations of confidentiality where making it available would affect the future supply of information or would otherwise damage the public interest

-        maintain free and frank discussion or protect officers and elected members from harassment

-        maintain legal professional privilege

-        enable the Council to carry out without prejudice or disadvantage commercial activities or negotiations

-        prevent the use of information for improper gain.

 

Crimes Act 1961

Under this Act it is unlawful for an elected member (or officer) to:

 

§  accept or solicit for themselves (or anyone else) any gift or reward for acting or not acting in relation to the business of Council

§  use information gained in the course of their duties for their, or another person's, monetary gain or advantage.

 

These offences are punishable by a term of imprisonment of seven years or more.  Elected members convicted of these offences will also be automatically ousted from office.

 

Securities Act 1978

The Securities Act 1978 essentially places elected members in the same position as company directors whenever Council offers stock to the public.  Elected members may be personally liable if investment documents such as a prospectus contain untrue statements and may be liable for criminal prosecution if the requirements of the Act are not met.

 

Please note that Council is not required to produce a prospectus following the enactment of the Securities (Local Authority Exemption) Amendment Act 2008.  In its place a shorter investment statement is required.

 

Local Government Acts 1974 and 2002

The various provisions of the Local Government Act 1974 and 2002 form the basis of local government.  Local government is a creature created by statute and in place to meet the requirements of the Local Government Act.

 

Elected members should be aware of the purpose of local government (section 10 Local Government Act 2002)

 

1.       The purpose of local government is:

(a)     to enable democratic local decision-making and action by, and on behalf of, communities; and

(b)     to meet the current and future needs of communities for good quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses.

 

2.       In this Act, good quality, in relation to local infrastructure, local public services and performance of regulatory functions, means infrastructure, services and performance that are:

(a)     efficient; and

(b)     effective; and

(c)     appropriate to present and anticipated future circumstances.

 

 

In performing its role a local authority must have particular regard to the contribution that the following core services make to its communities

(a)     network infrastructure;

(b)     public transport services;

(c)     solid waste collection and disposal;

(d)     the avoidance or mitigation of natural hazards;

(e)     libraries, museums, reserves, recreational facilities and other community infrastructure

 

“(1)    In performing its role,  as outlined in section 14 of the Local Government Act 2002, a local authority must act in accordance with the following principles:

(a)     a local authority should -

(i)      conduct its business in an open, transparent and democratically accountable manner; and

(ii)      give effect to its identified priorities and desired outcomes in an efficient and effective manner.

(b)     a local authority should make itself aware of, and should have regard to, the views of all of its communities; and

(c)     when making a decision, a local authority should take account of:

(i)      the diversity of the community, and the community’s interests, within its district or region; and

(ii)      the interests of future as well as current communities; and

(iii)     the likely impact of any decision on the interests referred to in subparagraphs (i) and (ii)

(d)     a local authority should provide opportunities for Maori to contribute to its decision-making processes:

(e)     a local authority should collaborate and co-operate with other local authorities and bodies as it considers appropriate to promote or achieve its priorities and desired outcomes, and make efficient use of resources; and

(f)      a local authority should undertake any commercial transactions in accordance with sound business practices; and

(fa)    a local authority should periodically -

(i)      assess the expected returns to the authority from investing in, or undertaking a commercial activity; and

(ii)      satisfy itself that the expected returns are likely to outweigh the risks inherent in the investment or activity; and

(g)     a local authority should ensure prudent stewardship and the efficient and effective use of its resources in the interests of its district or region; and

(h)     in taking a sustainable development approach, a local authority should take into account:

(i)      the social, economic, and cultural interests of people and communities; and

(ii)      the need to maintain and enhance the quality of the environment; and

(iii)     the reasonably foreseeable needs of future generations.”

 

Sections 44-46 of the Local Government Act 2002 outline action that can be taken by the Auditor General to recover a loss incurred by a local authority:

 

“(1)  For the purposes of this section and sections 45 and 46, a local authority is to be regarded as having incurred a loss to the extent that any of the following actions and omissions has occurred and the local authority has not been fully compensated for the action or omission concerned:

(a)     money belonging to, or administrable by, a local authority has been unlawfully expended; or

(b)     an asset has been unlawfully sold or otherwise disposed of by the local authority; or

(c)     a liability has been unlawfully incurred by the local authority; or

(d)     a local authority has intentionally or negligently failed to enforce the collection of money it is lawfully entitled to receive.”

 

The Auditor General has the right to recover any such loss from each member of the local authority jointly and severally.

 

The Local Government Act deals with issues of governance, structure of local government, planning, decision-making and accountability, regulatory and enforcement, offences, penalties and other proceedings.

 

 

 

Resource Management Act 1991

This Act governs how Council should deal with land use and other planning processes.  The Resource Management Act sets out to provide a range of rules that support a sustainable environment but also permits local autonomy based around the development of a District Plan that applies to each individual local authority.

 

Privacy Act 1993

The Privacy Act 1993 explains how Council should manage issues to do with information it holds to conduct its business.  This could involve individual records relating to ratepayers or staff records for employees of Council.

 

Council must comply with the requirements of this Act and as part of this process a staff member has been appointed as the designated Privacy Officer.  Any queries in relation to the Privacy Act should be directed to the Chief Executive in the first instance.

 

Health and Safety at Work Act 2015

Council has obligations to provide a safe working place for staff and members of the public.  Attendance to health and safety concerns is part of the responsibility of each staff member and elected member.

 

Significant penalties exist where the provisions of the Health and Safety at Work Act 2015 are not adhered to.

 

Public Audit Act 2001

Council is publicly accountable under the provisions of the Public Audit Act 2001.  As a result of this, an annual audit is undertaken under the direction of the Auditor General.  This audit reviews the financial and non-financial performance of Council through the development and reporting of the Annual Report.

 

 


Woodlands Community Development Area Subcommittee

10 April 2017

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Council Report

Record No:        R/17/3/6354

Author:                 Michelle  Stevenson, Community Partnership Leader

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Chief Executive

Fresh Water Management

1        In mid-February Government announced a number of initiatives aimed at improving the quality of fresh water. The ‘headline’ announcement was the setting of a target to make 90% of NZ’s rivers and lakes swimmable by 2040 which is seen as being a challenging national objective.

2        The package of announcements made included:

·        Proposed amendments to the National Policy Statement on Freshwater Management to require that specific requirements be included in the relevant resource management plans to manage nitrogen and phosphorous, monitor macroinvertebrate to monitor ecological health of waterways and generally strengthen the requirements to monitor and improve water quality

·        The release of ‘swimmability maps’ for each region in New Zealand which compare water quality between regions

·        The establishment of a $100 million Freshwater Improvement Fund to assist projects aimed at improving water quality

·        The promotion of national regulations to exclude stock from waterways. On rolling and steep land the requirement will apply where the waterway is over 1 metre wide. The regulations will progressively come into effect from now until 2030.

3        Local authorities are required to give effect to the provisions included in a National Policy Statement. As a result it can be expected that the Land and Water Plan being promoted by Environment Southland will be amended to take account of these new requirements once they are formally confirmed.

4        It can be expected that there will be further amendments made to the way in which water is managed in the future. It is seen, for example, that there is a need to create a more integrated approach to the development of water policy across both central and local government so that policy related to water management standards, allocation rules, land use, the development of three waters infrastructure and the funding of such is developed within a coherent framework.

5        The amendments will have an impact on this Council as an infrastructure provider where there will be an expectation that we will continue to ‘raise the bar’ in terms of the standard of our discharges and the way in which we utilise drinking water etc.

LGNZ Excellence Programme

6        As part of a broader programme of work designed to lift the performance and reputation of the sector as a whole LGNZ launched, last year, the Local Government Excellence Programme.

7        The programme provides for an independent assessment of participating Councils by an independent panel. While the assessment is performed against a limited number of metrics it is still a valuable tool for identifying opportunities for improvement.

8        The results for the first of the Foundation Councils to have participated in the programme are expected to be released in the near future. Officers are of the view that this Council should also choose to participate in the programme at an appropriate time. Consideration will be given to the timing of when this should be.

Around the Mountain Cycle Trail (ATMCT)

9        Work is continuing to look at the options that Council has in relation to how it might progress development of the ATMCT following release of the Environment Court decision to overturn the resource consent for the proposed upper Oreti section of the trail.

10      While Council has appealed the Environment Court decision it is appropriate that Council complete a wider review of its options in light of that decision and the current status of the project more generally. As part of the current review process there are a range of factors that need to be considered. These include:

·        The current stage of development and the reasons for Council originally becoming involved in developing the trail

·        The range of community views that exist on how Council should move from here

·        The contractual commitments that Council has with other funders including the Crown. In this regard it is noted that Council has a contractual commitment to complete stages 1 and 2 of the Trail

·        The costs and benefits associated with each of the different options

·        The risks associated with each option.

11      Officers are currently drafting a report that outlines the options that exist and the factors that Council needs to consider in making a decision about it might move forward from here. It is expected that this report will be presented to Council in the near future.

Southland Regional Development Strategy (SoRDs)

12      A meeting of Councillors from the four Southland Councils was held in Gore last Monday to discuss options for the future model for the delivery of Regional Development services, including SoRDS. There was good representation from all councillors at the meeting with more than 40+ in attendance.

13      As was highlighted through the SoRDS strategy development work there is a need for a new model for all Regional Development activity to be put in place if Southland is to compete on the national, let alone international stage.

14      It is proposed that a new entity, which will include stakeholders/shareholders from across sectors i.e. local government, central government, iwi, community and business, will be formed. The entity will be majority owned by the four local authorities, given that they will continue to be the major funders and as such, the entity will be a Council Controlled Organisation (CCO) most likely operating under a company structure. The current Venture Southland operations will be merged into the new entity.

15      During the Mayoral Forum discussions there has also been considerable emphasis placed on the need to have a purely skills based Board managing any new Agency and also ensure that a separate strategic tourism entity is created. The need to make a significant lift in the way in which the Region approaches the development of Tourism was one of the key recommendations coming out of the SoRDS Action Team for this area.  

16      There will be a need to go through a community consultation process before the new entity can be legally formed as a CCO. It is envisaged that the community consultation process will be done via a joint committee made up of Councillors from all four Councils. To move forward from here the Mayoral Forum is having further work done to refine the proposal before it is formally presented to the four individual Councils and other community organisations for formal consideration.

Aquaculture opportunities

17      A new ecological survey is set to get under way early April to investigate the environmental and commercial feasibility of salmon farming at a site on Stewart Island. SoRDS has identified aquaculture, particularly salmon farming, in the Southland Regional Development Strategy Action Plan, as a leading opportunity to create economic diversity and boost regional economic and social development.

18      Scientists from the Nelson-based Cawthron Institute will carry out fieldwork including detailed seabed surveys in the north arm of Port Pegasus in an effort to understand whether the area is suitable for aquaculture.

Urban Development Authorities

19      To facilitate faster development within urban areas the Government is currently giving consideration to passing legislation that would allow for the creation of Urban Development Authorities.

20      The legislation would allow nationally or locally significant urban development projects to access more enabling development powers and land use rules. The new urban development authorities could have, for example, the power to assemble parcels of land, develop site specific plans, reconfigure infrastructure and to construct a mix of public and private buildings within the defined development area.

21      While the proposal is largely of relevance to cities and major urban areas it is part of the wider resource management package that Government is looking at to make development more enabling.

 

Information Management

Digitisation Project

22      Work is continuing on the Property File Digitisation project which has seen almost two thirds of the paper volume previously held at Council shipped for processing.

GIS Web Tool

23      Council has also changed the GIS tool used by the public to access property data.  This has been received positively from the main users of the tool.  The tool will be updated in June which will provide additional functionality enabling users to interact with the data/images/maps more easily.

 

Environmental Services Group

Service Delivery Review

24      Under the Local Govt Act all local authorities are required to complete Service Delivery Reviews for all activities that they undertake. These reviews are intended to provide an assessment of what might constitute the most efficient way of delivering each activity or service provided by the local authority. The Council’s Section 17A Local Government Act Service Delivery Review for Regulatory and Environmental Services was presented to the first meeting of the Regulatory and Consents Committee on 23rd February 2017, by Alicia McKay the external local government and business practice consultant who provided inputs into this process.

25      Generally the review found that key statutory functions were being well delivered, but there were opportunities for improvement in on-line delivery, further collaboration with other Councils, possible further outsourcing, and greater competition in some procurement methods. This was a very useful continuous improvement process, and an action plan around recommendations will be developed and brought forward to the Committee in the future.

Building Control

26      The audit team from IANZ was at Council from 27 February to 1 March for the Council’s 2-yearly Building Control reaccreditation audit. The auditors have recommended that Council be reaccredited, with 1 Corrective Action Required (CAR) and 7 strong recommendations. This is a positive outcome for Michael Marron Team Leader of Building Solutions and the Building Control team. The auditors commented positively on the technical knowledge within the team, the general robustness of processes, and the cooperative approach from staff to the audit process.

27      The CAR related essentially to the processes followed in three of the sample commercial consents audited. The auditors commented that the staff involved were technically competent, but the material submitted with the applications was not as robust as it should have been and should not have been approved on that basis. They have requested an action plan from Council as to how we will address this issue moving forward to avoid a reoccurrence, and this will be formulated and forwarded back to IANZ within their specified two month timeframe, hopefully considerably sooner.

28      Most of the strong recommendations were in the area of document and process control and these were not issues with regard to approval of substandard work. These will also be talked through in the team and an action plan formulated to address these strong recommendations.

29      The value of consents continue to track behind that of last year which can be attributed to the overall down turn in the economy. The value of farm buildings is up dramatically this can be attributed to the new dairy hub being constructed in the District. Average cost of a residence has increased from $946 to $1315 or .39%. This highlights the additional complexity in the builds. If the consented work is to be carried out in the next 12 months it will equate to about 240 inspections.

Resource Management

30      An application for resource consents for the proposed Rakiura Heritage Centre in Oban was received on 1 March for a site in central Oban. This application is currently on hold, awaiting further information. It will be limited notified to property owners in close proximity to the site, who are likely to be affected by the development. A notification date is yet to be set, and accordingly a decision on this application is still some time away.

31      As recently reported in the Southland Times, an application to alter the designation for State Highway 1 in the Edendale area is pending and expected to be received by mid- March. This will then proceed through the formal processing and decisionmaking path as outlined in the Resource Management Act 1991.


 

Animal Control

32      The Council’s Annual Dog Control report, a legal requirement of the Dog Control Act 1996, was considered and approved by the Regulatory and Consents Committee  on 23 February 2017 and has been forwarded to the Department of Internal Affairs .

33      Council has entered into contractual arrangements with ADT Armourguard and the Invercargill City Council which will assist in providing better overall coverage for Animal Control functions throughout the District, by supplementing Council’s in-house team as required. Those agencies’ staff have been suitably warranted by Council and given appropriate training in our processes. Another advantage of these arrangements is that it mitigates some key health and safety risks in a series of functions which are some of the Council’s higher risk areas.

Environmental Health/Alcohol Licensing

34      A key focus in the Alcohol Licensing area currently is clearing a backlog of existing premises renewals by 1 July 2017. This work was progressing pre-Christmas but was delayed somewhat by a raft of special license applications for pre-Christmas and post-Christmas events.

35      There is also a strong focus on transferring on-licensees to the new Food Act 2014 regime by 31 March 2017; they are in the first group of businesses that have to transition. The majority have transferred, and the team are following up with the small number remaining.

Heritage

36      Johanna Massey, Roving Museum Officer, presented to the Regulatory and Consents Committee on 23rd February 2017 on the Waikaia Museum redevelopment. Work on this exciting heritage project is continuing at the time of writing, the stone cladding was being applied to the exterior of the building.

 

Community & Futures

Community Partnership

37      Consultant Sandra James from Christchurch has been contracted to undertake the Stewart Island Wharves Community and Stakeholder engagement.  Sandra has significant experience in Local Authority and community-led engagement and will have her first visit to the Island on 22 March to speak with a few key stakeholders.  This will help Sandra determine the engagement process, and the way in which the Islanders are best to be consulted.  While on the Island Sandra will have a tour by road, and then by water taxi to see the wharves first hand.  Following this initial visit, Sandra will return to the Island and Invercargill in the weeks following to facilitate the community and stakeholder engagement process.  We anticipate this will be completed by early-mid May.

38      Information has been sent to approximately 1,300 ratepayers and residents in the Edendale/Wyndham Community Board area that provides an update on Council services and facilities.  The update includes information on the old Area office, Wyndham Hall, and the Museum Building.

39      Feedback is being sought from the Te Anau community regarding how they would like to see Te Anau be “even better”. The project will be completed by October 2017 in order to feed into the Long Term Plan.

40      Investigations into the Smith’s Block on Sinclair Road as a suitable solution to the disposal of treated wastewater from Te Anau have now ceased. Due to circumstances out of Council’s and Fiordland Sewerage Options’ control, the Smith block on Sinclair Road is no longer a viable option. A report will go to Council in May on what the next steps for this project will be.

Council Strategic Workshop

41      Council hosted a Strategic Workshop from 1-3 February 2017 at which Councillors and officers worked through various strategic issues and opportunities facing the District.  The format of the workshop involved staff facilitating a variety of sessions in which Councillors were provided with opportunities to consider various scenarios and offer their future aspirations for the district and Council.

42      There were some common themes which emerged throughout the discussions and these will be captured to assist with the development of the Council’s LTP 2018-2028 – specifically related to Councils, Vision, Mission and Strategic Objectives. A summary of the Workshop discussions is currently being collated and prepared to provide an overview of the workshop. The key themes from the workshop have been well utilised by officers in discussions with local community boards, CDA election meetings and other community organisations.

CDA Election Process

43      The month of March sees Council facilitating the CDA Subcommittee election process – with 19 election meetings to be held from 1 March to 25 March 2017. The Mayor, Deputy Mayor, local Councillors and officers attend and lead the election meetings. 

44      The meetings also provide an opportunity for public feedback and conversations relating to local and district wide issues. The election process is based on the SDC Community Development Area Subcommittee Terms of Reference as approved by Council in October 2016.  As part of the Terms of Reference there is clearly defined candidate, nominator and voting eligibility criteria for these Council Subcommittees. Whilst this has created some concerns in some areas it has provided a consistent approach for the process.  It has also informed and identified wider issues and opportunities related to future community governance options which will be considered as part of the Community Governance Review and Representation Review to be completed in 2018.

Community Governance Project and Representation Review

45      Further work continues to investigate opportunities for the development of Council’s Community Governance Structure for 2019 and beyond. 

46      The work undertaken involves in the next 12 months the need for explicit community engagement and involvement in understanding the future focus and structures required to achieve this. The outputs from this phase of the project will inform the representation review process which is to be undertaken in 2018.

Corporate Performance Framework

47      An effective Corporate Performance Framework is fundamental for Council in support of effective planning, delivery, reporting, evaluating and creating accountabilities for organisational performance.

48      This project will support and inform the design and implementation of business improvement processes and core systems to drive accountabilities and the monitoring of performance against objectives. It has been identified that there is a significant amount of work required to be undertaken over a period of time to develop and implement an effective Corporate Performance Framework for Council. A report will be presented to the Community and Policy Committee in due course explaining in greater detail the scope of this project and key milestones required.


 

Risk Management

49      Work in the risk management area is a ‘work in progress’ and will require a priority focus over the next three years. The journey will involve revising and refining the development of a risk policy and framework; development of a top down risk profile; integration into the Finance and Audit Committee work programme; alignment with strategy; articulating the risk appetite; rationalising the risk register; undertaking monitoring; and development of a risk based internal audit programme. 

 

Venture Southland

Community Development

50      The new Community Development Team leader is Amy Bird. Amy has considerable experience working with local government and communities in rural Queensland, Australia.

51      Venture Southland has been working alongside the Woodlands CDA and the SDC Community Engineer to prepare and submit funding applications for the Woodlands Walkway Project.  $12,595 was secured from the Community Trust of Southland.  Currently working on the funding accountability for this grant.

52      The Central Southland Vintage Machinery Club is undertaking a re-roofing project for their museum. Venture Southland has assisted the club with a funding plan and funding applications, $20 000 has been secured towards the project, and further summited applications are awaiting outcomes.

Attracting and Retaining a Skilled Workforce Update:

53      In May 2016 Dairy Herd Manager and Assistant Herd Manager positions were removed from Immigration New Zealand’s skill shortage list, in addition in October the qualifying points threshold required for each migrant worker was lifted from 140 to 160.

54      Lifting the points threshold means that less workers qualify and for many they no longer have a pathway to residency. Removing the roles from the skill shortage list adds significantly to the application timeframe and undermines future job certainty.

55      Venture Southland alongside DairyNZ and Primary ITO conducted a survey of migrants to get their thoughts on the impact on them and their families of the changes. The survey closed on the 31st of March and the responses are now being analysed and will be used as an evidence base for advocacy to retain the migrant worker skills in the region and to establish a more balanced approach to skills shortages.

 

People and Capability

56      In February 2017, Council contracted Simpson Grierson to undertake a Health and Safety Gap Analysis.  The gap analysis included a review of Council’s Health and Safety Management System, discussions with key operational leaders and visits to operational locations and discussions with workers and key contractors.  The result of the Gap Analysis is a written report, which is due early March 2017.  The report will cover findings and include recommendations.

57      Clare Sullivan has been appointed as the new Governance and Democracy Team Manager and begins early April.  She comes from a strong background of governance with Councils in Wellington and Christchurch.  Clare will lead the team of Committee Advisors.

58      Another group of Leaders at Southland District Council are undertaking the Accelerated Leadership Programme.  This is the third cohort of leaders at Southland District Council to undertake this programme.  The five month programme, developed by SOLGM, is a highly interactive and practical programme that is designed to allow participants, over 5 workshops, to increase their leadership capacity.

 

Customer Support

59      The Winton Library has seen a decline over the last year in people utilising our late night service.  After reviewing the numbers of people using the services on the late nights, we have established there is less need for the evenings and more need for a longer Saturday.   After consultation with Councillors, Staff and the Community Board, we will be moving to Monday – Friday 8:30am - 5pm and Saturday 10am – 3pm.  This will begin from 3rd April 2017.

60      In Nightcaps we are consulting with active borrowers and the Takitimu Primary School regarding the current library service given the low usage of the service we currently provide.  Our aim to provide a sustainable service that meets the demand for the residents at Nightcaps.  A number of options will be explored including a regular Book Bus service or books couriered to customers.  At this stage a meeting with impacted borrowers and representatives from the school is planned for 7 March 2017, and from here we will look at potential solutions for the community.

Customer Service/RFS

61      Since 1 January 2017 to – 28 March 2017 we have received 10 calls via our 0800 number that have resulted in Requests for Service being loaded in our system.  These related to Fire permits (4), Wandering dogs (2), gravel & potholes (2), abandoned vehicles (1) and Litter (1).

Vince Boyle Heritage Collection

62      The Boyle Family of Winton very generously donated a selection of works, and uncompleted manuscripts, by the late Vince Boyle to the Winton Library and their wish is that these be made available for members of the public to use. With the help of a grant from the Southland Heritage Fund a cabinet and comfortable seating was purchased and a “living room” space has been set up in the Library for all users to enjoy.

63      Vince was a long time library user, a local historian, teacher, reporter and raconteur who was well known and respected in the area and whose writings meticulously record many local events.

64      The collection was officially handed over to the community at an afternoon tea in March, with a number of the Boyle Family present, and is now available for all users to peruse.

 

Services and Assets Group

Te Anau Manapouri Aerodrome Usage

65      The final aircraft movement statistics have come in for 2016.  Data has been collected for all aircraft movements from 2009. There has been a 74% increase in the number of flights over the period up until the end of 2016.  The peak year for movements was 2012 with 1,211 aircraft landings.  Following this period a moderate decline occurred with 945 occurring in 2014.  A steady recovery has occurred following the 2014 dip to 1,063 at the end of 2016.  A steady increase in large aircraft movements has attributed to dedicated services for the Tauck Tours, aircraft reliability and the increased reliability of the approach system into the airport. 

 


 

Land and Water Plan Implementation

66      Under the National Policy Statement for Freshwater Management (NPS-FM) water quality and quantity are to be maintained and improved, and any over allocation to be phased out over time. Environment Southland (ES) is required to set environmental limits by 2025, with all “communities” required to meet those limits in due course.  They are progressing this work via their proposed Water and Land Plan.

67      To assist with addressing the impacts of these changes on local authority infrastructure ES have formed a 3 Waters officer working group. The objectives of the Group are to work through the implications of the new freshwater standards, develop an agreed approach to the re-consenting of local authority infrastructure and ensure that the organisational objectives are aligned.

Community Engineer

68      The Woodlands walking track was completed February 2017 with minor vegetation control continuing due to the disturbance of new ground.

69      The landscaping/clean-up along Woodlands South Railway Rd was completed as part of the footpath project, the heritage orchard along road reserve on Williams St has been approved, and the new beam at the Cemetery is now complete.

 

Finance

70      Income is below expected levels due to a $20,000 grant from Ward reserves that is scheduled to show in the following month’s income, at which time the graph will show income levels as expected in the year to date.  Income is therefore on track and expected to fall within expected levels.

71      Expenditure is down slightly in the year to date with outstanding invoices for the Cemetery Beam to come in April. Some cemetery maintenance and taskforce services have not had work required at this stage, and are underspent in the current year to date.

72      The Capital projects for Woodlands have been completed with the landscaping/tidy along Woodlands South Rd Railway area amalgamated as part of the footpath project. A journal from Reserves to capital expenditure (processed March) will see the expenditure come into line with the budget.

 

Recommendation

That the Woodlands Community Development Area Subcommittee:

a)         Receives the report titled “Council Report” dated 3 April 2017.

 

 

Attachments

There are no attachments for this report.