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Browns Community Development Area Subcommittee

 

OPEN MINUTES

 

 

Minutes of a meeting of Browns Community Development Area Subcommittee held in the Browns Community Centre, 27 Limeworks Road, Browns on Tuesday, 23 May 2017 at 6pm.

 

present

 

Members

Fred Allen

 

 

Hannah Forbes

 

 

Simon Gilbert

 

 

Ralph Hamilton

 

 

Simon Kane

 

 

Raewyn Spencer

 

 

Councillor Darren Frazer

(arrived @ 6.25pm)

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Michelle Stevenson

 

 


Browns Community Development Area Subcommittee

23 May 2017

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1          Apologies and Welcome

 

Michelle Stevenson, (Community Partnership Leader) opened the meeting and welcomed the Members to the Inaugural meeting of the Browns Community Development Area Subcommittee for the 2016 – 2019 triennium.

 

Ms Stevenson congratulated the Members present on being elected to the Browns Community Development Area Subcommittee for the ensuing three year term.

 

Ms Stevenson advised an apology for lateness has been received from Councillor Fraser.

 

Moved Member Hamilton, seconded Member Kane and resolved:

That the Browns Community Development Area Subcommittee accept the apology for lateness from Councillor Fraser.

 

2

Election of Chair and Deputy Chair

Record No:    R/17/5/8995

 

Ms Stevenson called for nominations for the position of Chairperson of the Browns Community Development Area Subcommittee.

 

Nominee                              Moved                               Seconded

 

Ralph Hamilton                Simon Kane                     Simon Gilbert

 

There were no further nominations.

 

The nomination of Ralph Hamilton for Chairperson of the Browns Community Development Area Subcommittee for the 2016-2019 term was PUT and declared CARRIED.

 

Ralph Hamilton was duly elected Chair of the Browns Community Development Area Subcommittee for the 2016-2019 term.

 

Ms Stevenson then called for nominations for the Deputy Chairperson of Browns Community Development Area Subcommittee.

 

Nominee                               Moved                               Seconded

 

Simon Kane                         Robert Allen                        Simon Gilbert

 

There were no further nominations.

 

The nomination of Simon Kane for Deputy Chairperson of the Browns Community Development Area Subcommittee for the 2016-2019 term was PUT and declared CARRIED.

 

Simon Kane was duly elected Deputy Chairperson of the Browns Community Board for the 2016-2019 term.

 

 

 

Resolution

Moved Member Allen, seconded Member Spencer  and resolved:

That the Browns Community Development Area Subcommittee:

a)        Receives the report titled “Election of Chair and Deputy Chair” dated 1 May 2017.

 

b)        Elects Ralph Hamilton to be Chair of Browns Subcommittee for the 2016/2019 Triennium.

 

c)        Elects Simon Kane to be Deputy Chair of the Browns Subcommittee for the 2016/2019 Triennium.

 

Ms Stevenson vacated the seat and the Chair, Ralph Hamilton proceeded to chair the meeting from this point.

 

3          Leave of absence

 

There were no requests for leave of absence.

 

4          Conflict of Interest

 

There were no conflicts of interest declared.

 

5          Public Forum

 

There was no Public Forum.

 

6          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

7          Confirmation of Minutes

 

Resolution

Moved Member Allen, seconded Member Forbes  and resolved:

That the minutes of Browns Community Development Area Subcommittee meeting held on 16 March 2017 be confirmed as a true and correct record.

 

Reports

 

8

General Explanation from Chief Executive

Record No:         R/17/5/9041

 

Committee Advisor, Alyson Hamilton presented the report.

 

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

 

 

The subcommittee noted the contents of the report and Mrs Hamilton explained the various parts of the legislation that Members of the Browns Community Development Area Subcommittee need be aware of.

 

 

Resolution

Moved Member Gilbert, seconded Chairperson Hamilton  and resolved:

That the Browns Community Development Area Subcommittee:

a)      Receives the report titled “General Explanation from Chief Executive” dated 2 May 2017.

 


9

Terms of Reference and Delegations 2017/2020

Record No:         R/17/5/9043

 

Committee Advisor, Alyson Hamilton presented the report.

 

Mrs Hamilton advised that the Terms of Reference and Delegations that were before the subcommittee for noting had been approved by Southland District Council at its meeting on Wednesday, 26 October 2016.

 

The subcommittee noted the roles and responsibilities as delegated by the Southland District Council to CDA members.

 

 

Resolution

Moved Deputy Chairperson Kane, seconded Member Allen  and resolved:

That the Browns Community Development Area Subcommittee:

a)         Receives the report titled “Terms of Reference and Delegations 2017/2020” dated 2 May 2017.

 

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

 

10

Standing Orders

Record No:         R/17/5/9044

 

Committee Advisor, Alyson Hamilton presented the report.

 

Mrs Hamilton advised that the purpose of the report was to inform the Subcommittee that the Southland District Council adopted Standing Orders at its meeting on Wednesday 26 October 2016.

 

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

 

 

Resolution

Moved Chairperson Hamilton, seconded Member Forbes  and resolved:

That the Browns Community Development Area Subcommittee:

a)         Receives the report titled “Standing Orders” dated 2 May 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.

 

 


11

Elected Members Code of Conduct

Record No:         R/17/5/9045

 

Committee Advisor, Alyson Hamilton presented the report.

 

Mrs Hamilton advised that the Elected Members Code of Conduct (the Code) was adopted by the Southland District Council at its meeting on Wednesday 26 October 2016.

 

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

 

 

Resolution

Moved Chairperson Hamilton, seconded Member Spencer  and resolved:

That the Browns Community Development Area Subcommittee:

a)         Receives the report titled “Elected Members Code of Conduct” dated 2 May 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.

 

 

12

Council Report

Record No:         R/17/5/8949

 

Michelle Stevenson (Community Partnerships Leader) presented the report.

 

Ms Stevenson advised the purpose of the report is to provide an overview of key issues across the Southland District, as well as high level local issues from various Council units. 

 

Ms Stevenson informed the report highlighted various issues of interest.  Particular highlights included:

 

§  Te Anau Wastewater Discharge project

§  Fresh Water Management

§  Digitisation Project

§  New Dog Registration Discounts

§  Freedom Camping

§  Service Delivery Scoping Project

§  Stewart Island Wharves

§  Community Governance Project and Representation Review Update

 

Ms Stevenson advised community engagement is to be undertaken over the next nine months which will assist with providing information toward the Representation Review project. 

 

Ms Stevenson advised in regard to the local budgets the expenditure variance is an underspend on the Community Centre maintenance project.  Ms Stevenson explained the upgrade to the Community Centre which includes an interior repaint and carpet replacement has been priced and requires subcommittee confirmation to proceed with the work.

 

Following discussion the subcommittee agreed that prior to the proposed work be undertaken to the community centre that consultation is required with property staff to clarify the work and quotations received and requested staff prepare a formal report outlining quotes and specifications to be presented to an extra-ordinary meeting of the subcommittee.

 

 

Resolution

Moved Member Spencer, seconded Member Allen  and resolved:

That the Browns Community Development Area Subcommittee:

a)         Receives the report titled “Council Report” dated 17 May 2017.

 

b)         Requests staff arrange an extra-ordinary meeting of the subcommittee to consider the quotes and specifications of the upgrade to the Community Centre, such quotes and specifications to be presented by staff in a detailed report.

 

13

Recently Adopted Policies

Record No:         R/17/3/4043

 

Committee Advisor, Alyson Hamilton presented the report.

 

Mrs Hamilton advised that the purpose of the report was to inform the subcommittee of policies that had been adopted by the Southland District Council.

 

The subcommittee noted the bylaws referred to include the Easter Sunday Shop Trading Policy, the Stewart Island/Rakiura Visitor Levy Policy and the Remission and Postponement of Rates on Maori Freehold Land Policy.

 

 

Resolution

Moved Chairperson Hamilton, seconded Member Gilbert  and resolved:

That the Browns Community Development Area Subcommittee:

a)         Receives the report titled “Recently Adopted Policies” dated 15 May 2017.

b)         Notes Easter Sunday Shop Trading Policy and the Stewart Island/Rakiura Visitor Levy Policy came into effect on the 23rof February 2017.

 

c)        Notes that the Remission and Postponement of Rates on Maori Freehold Land Policy will come into effect on 1 July 2017.

 

14      Updates

 

14.1

Chairperson's Report

 

The Chairperson raised the issue of the current resource consent for the current Browns sewage scheme advising that the consent is five years through its ten year term and queried staff awareness and whether this needed to be noted in the Council Long Term Plan.

Ms Stevenson responded advising that she will follow-up this query with the Waste and Water Management.

 

14.2

Councillor's Report

 

Councillor Fraser reported on issues from the Council table which included;

§  Update on Te Anau Wastewater Discharge Project

§  Update on Around the Mountain Cycle Trail

§  Update on the Gap Fillers project

 

 

The meeting concluded at 7.08pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Browns Community Development Area Subcommittee HELD ON TUESDAY, 23 MAY 2017.

 

 

 

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

 

 

 

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