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Notice is hereby given that a Meeting of the Community and Policy Committee will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday, 21 June 2017

11am

Council Chambers

15 Forth Street, Invercargill

 

Community and Policy Committee Agenda

 

OPEN

 

 

MEMBERSHIP

 

Chairperson

Julie Keast

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Group Manager - Community and Futures

Rex Capil

 

Committee Advisor

Alyson Hamilton

 

 

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference – Community and Policy Committee

 

The Community and Policy Committee is responsible for:

·                 Assessing and providing advice to Council on:

-      Key strategic issues affecting the District and Council;

-      Community development issues affecting the District and Council;

-      The service needs of the District’s communities and how these needs might best be met;

-      Resource allocation and prioritisation processes and decisions.

·                 Developing and recommending strategies, plans and policies to the Council that advance the Council’s vision and goals, and comply with the purpose of the Local Government Act.

·                 Monitoring the implementation and effectiveness of strategies, plans and policies.

·                 Developing and approving submissions to government, local authorities and other organisations.

·                 Advocating Council’s position on particular policy issues to other organisations, as appropriate.

·                 Considering recommendations from Council’s Subcommittees and make decisions where it has authority from Council to do so, or recommendations to Council where a Council decision is required.

 

The Community and Policy Committee is also responsible for community partnerships and engagement.  This includes:

·                 Monitoring the progress, implementation and effectiveness work undertaken by Venture Southland in line with the Venture Southland Heads of Agreement and specific Service Level Agreement between Southland District Council and Venture Southland.

·                 Allocations of grants, loans, scholarships and bursaries in accordance with Southland District Council policy. 

·                 International relations. 

·                 Developing and overseeing the implementation of Council’s community engagement and consultation policies and processes. 

 

The Community and Policy Committee shall have the following delegated powers and be accountable to Council for the exercising of these powers:

 

(a)       Approving all submissions made by Southland District Council to other councils, central government and other bodies.

 

(b)       To approve scholarships, bursaries, grants and loans within Council policy and annual budgets. 

 

(c)       Monitor the performance of Venture Southland in the delivery against its Business Plan and Council’s letter of expectation. 

 

The Community and Policy Committee has authority to consider and make recommendations to Council regarding strategies, policies and plans.

 


Community and Policy Committee

21 June 2017

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TABLE OF CONTENTS

ITEM                                                                                                                                   PAGE

Procedural

1          Apologies                                                                                                                        5

2          Leave of absence                                                                                                           5

3          Conflict of Interest                                                                                                         5

4          Public Forum                                                                                                                  5

5          Extraordinary/Urgent Items                                                                                          5

6          Confirmation of Minutes                                                                                               5

Reports

7.1       Southland District Council Resident Survey                                                           19

7.2       Community Conversations                                                                                       211

7.3       Long Term Plan 2018-2028 Project Update                                                            213

7.4       Stewart Island Rakiura Community Facilities Assessment                                  219

   


1          Apologies

 

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

 

2          Leave of absence

 

At the close of the agenda the following requests for Leave of Absence were received:

Councillor Kremer

Councillor Keast

Councillor Duffy

 

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 Community and Policy Committee, 17 May 2017


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Community and Policy Committee

 

OPEN MINUTES

 

 

Minutes of a meeting of Community and Policy Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 17 May 2017 at 11am.

 

present

 

Chairperson

Julie Keast

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

IN ATTENDANCE

 

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

 

 

 

 

 

 


1          Apologies

 

Moved Mayor Tong, seconded Cr Paterson and resolved:

That the Community and Policy Committee accept the apology from Councillor Douglas and late apologies from Councillors Duffy and Perham.

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

 

Cr Ford declared an interest on Item 7.1 - in regards to the Rakiura Heritage Trust funding application

 

4          Public Forum

 

There was no public forum.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Cr Macpherson, seconded Cr Dillon  and resolved:

That the minutes of Community and Policy Committee meeting, held on 5 April 2017 be confirmed as a true and correct record.

 

Reports for Resolution

 

7.1

Community Initiatives Fund Financial Report and Application Summary

Record No:         R/17/5/9140

 

Bronwyn Affleck (Administration Manager) and Bobbi Brown (Group Manager, Events Tourism and Community) presented the report.

 

Mrs Affleck advised the purpose of the Southland District Council Community Initiatives fund is to support the development of community facilities and amenities, sport and recreational activities and community programmes.

 

The Committee noted $100,000 is available for distribution per annum.

 

Mrs Affleck proceeded to provide a list of applicants and proposed funding recommendations for consideration by the Committee.

 

 

Resolution

Moved Cr Ford, seconded Cr Kremer  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Community Initiatives Fund Financial Report and Application Summary” dated 11 May 2017.

 

b)         Approve the allocation of funds for the Community Initiatives Fund as per the schedule including amendments made indicated by a strikethrough;

               

Alzheimer’s Society Southland Inc

Nil

Dipton Community Baths Trust

$3,000

Edendale Scouts

$2,000

Friends of Lumsden School

$750

Gorge Road Swimming Pool

$1,000

Lions Club of Lumsden

$1,200

Makarewa Squash Club

$1,500

Milford Community Trust

$1,000

Mossburn School

$3,000

New Zealand Red Cross - Invercargill Branch

Nil

Northern Southland Amateur Swimming Club

$1,000

Northern Southland Community Pool Trust

$2,000

Northern Southland Community Resource Centre Charitable Trust

$750

Oreti Plains Community Hall

$1,200

Otautau Community Board

$1,500

Otautau Museum Trust

$2,000

Otautau Skate Park Committee

$2,000

Rakiura Heritage Trust

$850

Riverton Baths Society

$1,200

Riverton/Aparima Community Board                                   a

$706

            b

$750

Riverton Heritage & Tourist Centre Trust

$600

South Coast Environment Society                                       a

$750

            b

Nil

Southern Reap Incorporated

Defer

Southland District Council - Stewart Island Library

Nil

Southland Heritage & Building Preservation Trust

$1,000

Stewart Island Community Centre

$2,500

Taki Rua Productions Society Inc

Nil

Te Anau Lions

$1,500

The Parenting Place - Attitude Youth Division

$2,000

Thornbury Vintage Tractor & Implement Club Inc

$2,500

Venture Southland for ILT Kidzone Festival

$1,800

Waimumu Exhibition

Nil

Western District Country & Variety Music Club Inc

$800

Nil

Winton Community Centre

$750

Winton Croquet Club

$1,000

$1,800

Toi Toes Scout & Guide Committee

$600

Woodlands Primary School – Riparian Planting Committee

$1,500

Garston Gun Club

Defer

 

Cr Perham arrived at this point 11.55am

 

7.2

District Heritage Fund Financial Report and Application Summary

Record No:         R/17/5/9159

 

Bronwyn Affleck (Administration Manager) and Bobbi Brown (Group Manager, Events Tourism and Community) presented the report.

 

Mrs Affleck reported the purpose of the Southland District Heritage Fund is to support the conservation of heritage collections and encourage the development and application of professional museum standards to heritage collections held within the Southland District Council boundaries.

 

Mrs Affleck explained the fund is available to assist with the day to day running of the local museum, heritage centre or similar type organisations.

 

The committee noted $60,000 is available for distribution per annum.

 

Mrs Affleck provided a summary of applicants and proposed recommendations for the committee to consider.

 

 

Resolution

Moved Cr Kremer, seconded Cr Baird  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “District Heritage Fund Financial Report and Application Summary” dated 11 May 2017.

 

b)         Approve the allocation of funds for the District Heritage Fund as per the schedule.

 

Central Southland Vintage Machinery Club

$5,400

Fiordland Vintage Machinery Museum Inc

$5,280

Otautau Museum Trust

$2,500

Rakiura Heritage Trust

$11,500

Waikawa Museum

Nil

 

7.3

SportNZ Rural Travel Fund Financial Report and Application Summary - May 2017

Record No:         R/17/5/9185

 

Bronwyn Affleck (Administration Manager) and Bobbi Brown (Group Manager, Events Tourism and Community) presented the report.

 

Mrs Affleck reported the purpose of the SportNZ fund is to assist with transport expenses associated with participating in regular local competitions.

 

Mrs Affleck advised sports clubs and school based clubs for age groups between 5-19 years are eligible to apply.

 

Members noted $13,000 is available for distribution per annum.

 

Mrs Affleck provided a summary of applicants and proposed recommendations for the committee to consider.

 

 

Resolution

Moved Cr Duffy, seconded Cr Paterson  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “SportNZ Rural Travel Fund Financial Report and Application Summary - May 2017” dated 11 May 2017.

 

 

b)         Approve the allocation of funds for the SportNZ Rural Travel Fund as per the schedule.

 

Aparima College –  Basketball & Clay Bird Shooting Teams

$1,000

Aurora College – Rugby – 15% of players from SDC area

$75

Central Southland College - Clay Bird Shooting Teams

$750

Fiordland Athletics Club

$1,000

Makarewa Squash Club

$750

Northern Southland College – Rugby, Hockey, Basketball

$750

Northern Southland College – Young Farmers Agri Kids Team Grand Final

Nil

Riverton Athletics Club

$750

Southland Girl’s High School - 30% of players from SDC area

$225

Tokanui Netball Club

$750

Verdon College – Rugby Boys & Girls Teams – 30% of players from SDC area

$225

Winton Football Club Inc

$750

 

7.4

Additional Community Initiatives Fund Application for Consideration

Record No:         R/17/5/9724

 

Bronwyn Affleck (Administration Manager) and Bobbi Brown (Group Manager, Events Tourism and Community) presented the report.

 

Mrs Affleck advised a request has been received from the Lumsden Swimming Pool Committee for financial assistance toward the costs associated with the design and painting of a mural on the Lumsden swimming pool walls.

 

Mrs Affleck explained the costs include paints and brushes, promotion, mural design and artist fees.

 

Members noted the total project cost $1,725.

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Additional Community Initiatives Fund Application for Consideration” dated 11 May 2017.

 

b)         Approve a grant of $600 from the Community Initiatives Fund to enable the Lumsden Swimming Pool Mural project to proceed prior to the next funding round.

 

Reports for Recommendation

 

8.1

Use of Unmanned Aerial Vehicles Policy

Record No:         R/17/4/7951

 

Kevin McNaught (Strategic Manager Property) and Robyn Rout (Policy Analyst) presented the report.

 

Mr McNaught advised this report outlines the feedback that has been received on the draft Use of Unmanned Aerial Vehicle (UAV) Policy and discusses how that feedback has been considered and incorporated.

 

Mr McNaught explained the draft Use of Unmanned Aerial Vehicle Policy is a policy that generally allows UAVs (such as drones) to be flown on or above Council owned or controlled land. Mr McNaught added there are some situations where flying UAVs is restricted, and in these situations, Council approval is required.

 

The Committee noted three submissions were received on the draft Policy, which raised a number of suggestions and as a result, some minor amendments have been made to the draft Policy.

 

This report advises the Community and Policy Committee (the Committee) to endorse the Policy and recommend to Council that the Policy be adopted (with any other desired amendments).

 

Cr Kremer raised the issue of the use of drones on the Te Anau lake front and queried the possibility of appropriate signage being placed in this area to deter drone users. Staff to approach Civil Aviation Authority for clarification on this issue.

 

Cr Duffy arrived at this point 12.15pm.

 

 

 

 

Resolution

Moved Cr Macpherson, seconded Cr Perham  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Use of Unmanned Aerial Vehicles Policy” dated 4 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)         Endorses the draft “Use of Unmanned Aerial Vehicle Policy”.

e)         Recommend that Council adopt the revised Use of Unmanned Aerial Vehicle Policy.

 

8.2

Draft Significance and Engagement Policy

Record No:         R/17/4/8939

 

Robyn Rout (Policy Analyst) presented the report.

Ms Rout advised the purpose of this report requests that the Community and Policy Committee endorse the draft Significance and Engagement Policy and recommends to Council that the draft Policy be adopted.

 

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

Ms Rout explained the draft Significance and Engagement Policy is clearer and easier to understand than Council’s current Policy. 

 

Ms Rout added the draft Policy outlines a 3-step process which involves:

 

§   Determining significance;

§   Identifying community views; and

§   Deciding how and when to engage with the community.

 

3        Ms Rout advised the draft Policy was put out for consultation in March and April this year, but no submissions were received.   Ms Rout added this report advises the Committee to endorse the Policy and recommend to Council that the Policy be adopted (with any other desired amendments).

 

 

 

Resolution

Moved Cr Duffy, seconded Cr Macpherson  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Draft Significance and Engagement Policy” 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)         Endorses the draft Significance and Engagement Policy.

e)         Recommends to Council that the draft Significance and Engagement Policy be adopted.

 

Reports

 

9.1

Southland District Council Creative New Zealand Creative Communities Scheme Grants Awarded May 2017

Record No:         R/17/5/9286

 

Rex Capil (Group Manager, Community and Policy) presented the report.

 

Mr Capil advised the purpose of the report is to inform the Committee that the Creative Communities Scheme Community Committee met on 2 May 2017 to consider applications received in the funding round closing 31 March 2017 and to advise of the subsequent decisions made.

 

The Committee noted the total amount awarded $14,427.

 

Southland Competitions Society                        $1,000

Southland Art Foundation                                   $1,206

Southland Workers Education Assn                   $3,160

Southland Museum & Art Gallery                       $1,325

Invercargill Repertory Society                            $1,000

Riverton Heritage & Tourist Centre Trust           Withdrawn

Toi Rakiura Arts Trust                                         $281

Studio Seed - Lumsden                                       $500

Jay Coote                                                           $400

Murihiku Maori and Pasifika Cultural Trust        $2,500

Southern REAP Inc                                            $1,555

Waimumu Exhibition                                           $1,000

Jazz Time Dance – Paul Horo                           $500

 

 

Resolution

Moved Cr Frazer, seconded Cr Perham  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Southland District Council Creative New Zealand Creative Communities Scheme Grants Awarded May 2017” dated 11 May 2017.

 

9.2

Financial and Reserve Contribution Fund Financial Report to 31 March 2017

Record No:         R/17/5/9415

 

Rex Capil (Group Manager, Community and Policy) presented the report.

 

Mr Capil advised this report is for information purposes only and that no applications or project requests were received in this funding round.

 

Members noted the funds available for distribution total $627,015.

 

 

Resolution

Moved Cr Keast, seconded Cr Dillon  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Financial and Reserve Contribution Fund Financial Report to 31 March 2017” dated 5 May 2017.

 

The meeting adjourned at 12.26pm to reconvene at the conclusion of the Council meeting.

 

(Mayor Tong left the meeting at 11.35am).

 

The meeting reconvened at 3.02pm.

 

(Councillors Baird, Dillon, Duffy, Ford, Frazer, Harpur, Keast, Kremer, Paterson and Perham were present when the meeting reconvened).

 

Public Excluded

 

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

Resolution

Moved Cr Ford, seconded Cr Kremer and resolved:

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

C10.1 Milford Opportunities Update

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

Milford Opportunities Update

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

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

 

That the Chief Executive Officer, Group Manager – Services and Assets, Chief Financial Officer, Group Manager – Environmental Services, Group Manager – Customer Support, Group Manager – Community and Services, Communications Manager, Governance and Democracy Manager and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1 Milford Opportunities Update. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

The public were excluded at 3.03pm.

 

The meeting returned to open session at 3.17pm.

 

Adjournment of Meeting

 

Moved Cr Keast, seconded Cr Ford and resolved that the Community and Policy Committee adjourns until Tuesday 6 June 2017 at a time to be advised.

 

The meeting reconvened at 2.05pm on Tuesday 6 June 2017.

 

Mayor Gary Tong, Councillors Dillon, Douglas, Ford, Harpur, Keast, Kremer, Macpherson, Paterson and Perham were present when the meeting reconvened.

 

Group Manager, Services and Assets (Ian Marshall), Governance and Democracy Manager, Clare Sullivan, Communications Manager (Louise Pagan), and Committee Advisor (Alyson Hamilton) were in attendance.

 

Moved Cr Dillon, seconded Cr Kremer and resolved:

That the Community and Policy Committee accept the apologies from Councillors Baird, Frazer and Duffy.

 

9.3

Community Futures 2040

Record No:         R/17/4/8615

 

 

 

Rex Capil, Group Manager, Communities and Futures spoke to the report.

Mr Capil advised the purpose of this report is to continue to build on the conversations and future thinking work that has started to be undertaken by this Council.

Mr Capil informed this report aims to make Councillors aware in more detail of some of the topics associated with the future thinking necessary. It also provides information to assist in developing an initial understanding of why there is a need to invest in this work.

Mr Capil explained it is anticipated further detail and discussion documents will be developed as the thinking evolves which will be submitted for consideration as part of the LTP 2018 – 2028 development and associated resource allocation requirement discussions.

The Committee noted the two most significant demographic trends are population ageing and rural depopulation.

 

Mr Capil explained ageing will increasingly affect demand for services, transport and connection networks, and housing patterns. An ageing population will generally place greater demands on health services. .Mr Capil added there will also be different needs for education, recreation, retail and community services.

 

Members were advised of ongoing technological change and that computers, the internet and smartphones are now old technology.

 

Mr Capil explained new technologies are rapidly arising that will change the way we live and work – such as drones, robotics, artificial intelligence, virtual reality.

 

 

 

 

Resolution

Moved Cr Perham, seconded Cr Douglas  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Community Futures 2040” dated 11 May 2017.

 

b)         Endorses the approach to undertake the ‘big picture research and analytics’ work to inform the associated work programme as part of the 2018-2028 LTP consultation process.

 

c)         Endorses the approach to proceed with scoping the next stage planning and implementation requirements post the initial ‘big picture research and analytics’ work and to report back to this Committee once scoped.

 

 

9.4

Community Organisation and Volunteer Futures Sector Research

Record No:         R/17/4/8254

 

Community Partnerships Leader, Michelle Stevenson, presented the report.

 

Ms Stevenson advised the purpose of this report is to submit to the Committee the Community Organisation and Volunteer Futures Sector Research, commissioned by Southland District Council to be undertaken as part of the Letter of Expectation to Venture Southland Community Development. 

 

Ms Stevenson added the report, completed by Venture Southland in March 2017 is in response to a project brief provided by Council in August 2016.

 

Ms Stevenson explained the purpose of this research was to investigate the not-for-profit Community Organisation and Volunteer sector in the Southland District in order to gain an understanding of the current situation and identify future opportunities, and to determine the level of service in the Southland district from the not-for-profit sector.

 

Ms Stevenson advised the service provision at a community level can be categorised into four areas; central government, local government, private enterprise and not for profit sector – or a combination of some or all.

 

Ms Stevenson informed the not-for-profit sector is a significant service delivery arm in the Southland district.  Services range from Community Organisations delivering Central Government contracts to groups run entirely by volunteers, and cover a wide range of sectors including education, health, social services, culture, social groups, sporting and recreation, faith based, and emergency.

 

The Committee noted there were three key objectives to be achieved from this research, linked to both evaluating the current situation and assessing future options and strategies.

 

-     Objective one was the development of a database to determine Community Organisation service delivery to rural Southland;

-     Objective two was a service map of the District to determine what this level of service delivery is; and

 

-     Objective three was to provide a summary of findings and key observations and recommendations as we look to the future of Community Organisation service delivery in Southland. 

 

Ms Stevenson explained the Southland Community Organisation Database has not been included as an attachment as it contains personal details relating to community organisation and volunteer members.

 

Ms Stevenson added the not-for-profit sector plays a significant role in the Southland district, and the need to identify opportunities for ensuring this continues into the future may be critical to the success of the District as a whole.

Ms Stevenson explained the effectiveness of the not-for-profit sector relies heavily on the demand for services and groups, and on the ability of rural communities to service that demand. 

 

Members noted considerations for succession planning of an aging volunteer sector base, and reliance on annual contracts and grant funding may leave much of the sector in a vulnerable position and require the sector to adapt to changing demographics and situations that impact their ability to deliver services.  Therefore, a strong focus on the future opportunities for not-for-profit service delivery in the District is a crucial component of this brief.

 

Ms Stevenson explained there are a number of recommendations that have been put forward in this research, and Council staff will investigate the merit of any or all of the recommendations that may influence future work of Council throughout the District.

 

The Committee noted the cost of this research was allocated according to the Letter of Expectation between Southland District Council and Venture Southland 2016/17.  Ms Stevenson confirmed funding for this project is within budget.

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Paterson  and resolved:

That the Community and Policy Committee:

 

a)         Receives the report titled “Community Organisation and Volunteer Futures Sector Research” dated 3 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)         Endorses Council staff to assess the recommendations and findings identified from the research and determine any future opportunities in relation to

-      Council activities and work streams

-      Multi agency partnership opportunities

e)         Acknowledges and supports that additional work identified (where appropriate) to be undertaken on behalf of Southland District Council by Venture Southland as part of the Letter of Expectation 2017/18 priority community development projects.

 

9.5

Venture Southland Quarterly Report March 2017

Record No:         R/17/4/8723

 

Chief Executive, Venture Southland, Paul Casson spoke to the report.

 

Mr Casson explained key points highlighted in the report included;

 

§  Tourism continues to perform strongly, particularly the international visitor market and recent figures back up anecdotal industry feedback.

§  Another success this quarter has been the World Shearing and Woolhandling Championships.

§  Tourism Growth Partnership funding successes - Business case development complete for 2 Tourism Growth Fund applications to a total funding value of $1,050,000.

§  A funding agreement has been entered into between Education New Zealand and Venture Southland until June 2019 for the delivery of the Regional Business Programme.

§  Methane development programme

§  Renewable energy sources

§  Oyster Festival and spin-offs for the tourists

§  Asia New Zealand Foundation keen to work with us with internship (youth being encouraged to study in China)

 

Mr Casson responded to various queries raised by the Committee.

 

Mayor Tong congratulated Steve Canny (community governance and cycling) and Robyn McNeil (conservation) recipients of Queens Birthday awards.

 

Resolution

Moved Cr Macpherson, seconded Cr Harpur  and resolved:

That the Community and Policy Committee:

a)         Receives the report titled “Venture Southland Quarterly Report March 2017” dated 26 April 2017.

 

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

 

 

The meeting concluded at 3.15pm                CONFIRMED AS A TRUE AND CORRECT

on Tuesday 6 June 2017                               RECORD AT A MEETING OF THE   Community and Policy Committee HELD                       ON TUESDAY 6 JUNE 2017.

 

 

 

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

 

 

 

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

 

 


Community and Policy Committee

21 June 2017

sdclogo

 

Southland District Council Resident Survey

Record No:        R/17/5/11564

Author:                 Shannon Oliver, Planning and Reporting Analyst

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Introduction

The Residents’ Opinion and Satisfaction Surveys (‘ROSS’) provides useful feedback to Council on residents’ perception of Council services.  Currently the survey is conducted every three years.

 

Resident Survey Purpose

·    To measure and monitor residents’ opinions and satisfaction levels and to assist in providing effective services.

·    The outcome of this survey is used to measure progress towards the key performance indicators identified in SDCs long term plan (LTP).

·    The survey results are also used by SDC to identify areas for improvement for activity managers.

 

An independent firm undertakes the survey as it is viewed as important that the survey is conducted independently in an objective manner.  The survey company chosen was
Research First. 

 

Methodology

 

The 2017 survey was predominantly conducted by landline phone. An online channel for the survey was also introduced in 2017. The online completion option is important as it helps to minimise non-response error by increasing the response rate.

 

The questionnaire was redesigned for 2017 to increase the ease of completion for respondents and to increase the quality of the data collected. A number of questions and question scales have been kept consistent to allow for trend analysis.

 

Responses for 4-point scale satisfaction questions have been grouped as follows:

 

On a scale of 1-4 where 4 is very satisfied and 1 is very dissatisfied, how satisfied are you with the following aspects of Council services or facilities?

 

 

The questionnaire length was reduced and the questions mainly relate to the internal and external key performance indicator relevant questions from the Long Term Plan.

 

Changed Questions

 

·    Wording changed to “Percentage of community satisfied with the appearance of Council maintained cemeteries.” fromSatisfaction with the appearance of Council-owned cemeteries” in 2014.

·    Wording changed toPercentage of residents satisfied with that their nearest hall/community centre meets community needs”. (In 2014, there were two questions about satisfaction with “availability” and “standard”)

·    Wording changed to “Satisfaction with locations of public toilets for residents and tourists” from “Satisfaction with availability of public toilets for residents and tourists” in 2014”.

·    Wording changed to “Percentage of residents that agree that unsealed roads are adequately maintained” from “Council unsealed roads are maintained for a safe and comfortable speed of 70km/hr” in 2014.

·    Wording changed to “Satisfaction with the quality of streetlighting” from “Satisfaction with the level of streetlighting” in 2014

·    Wording changed to “satisfaction with footpaths” from “Satisfaction with the safety of footpaths”.

 

New Questions

 

Libraries

Number of residents satisfied with library services overall

The percentage of the District population who access library services (at least once per annum

Water Supply

New Question - continuity of supply (99%),

New Question - clarity of water (95%),

New Question - water pressure (91%) and

New Question - Satisfaction levels with odour (82%) and

New Question - taste (72%) were lower

 

District Support

·    What is your preferred contact method?

·    What is your preferred way to get information about Council related matters?

 

Sampling

 

Following a pilot testing phase, data collection took place between the 23rd February and the 31st March 2017 using a randomised database of telephone numbers covering the Southland District.

Data collection was randomised to ensure the sample included a range of respondents based on age, location and gender, with a quota system being used for all Wards except Stewart Island to ensure the sample was representative of the population as per Census 2013 statistics.

Due to the relatively small population resident on Stewart Island, the area was treated as a census survey. No quotas were placed and the numbers of call backs to all numbers on the Island were increased to aim for as much participation as possible.

542 telephone interviews were completed and an additional 66 residents completed the survey online. A full demographic breakdown of the sample is shown in appendix one of the main survey report.

The overall sample of 608 residents is accurate to +/-3.97% at the 95% confidence level (if 50% of respondents stated they were satisfied with a council facility then we could be 95% sure that between 46% and 54% of the entire population also feel this way).

 

In 2014, the sample size was 751 with a margin of error of +/-3.4%. 

 

A margin of error of +/-5% is the maximum margin of error for a data set to be considered robust.

 

Structure

 

The six survey reports are made up of the results for the district as a whole and five individual ward reports. 

 

Follow-up/Next Steps

 

Where respondents requested a follow-up from Council this has been actioned accordingly.

 

In addition there is an excel spreadsheet which contains the details of the verbatim comments for each question for further detail which will be circulated to the relevant staff. Internally the results will be sent to the Community Partnership Leaders and the Activity Managers.  Activity manager meetings will be held to discuss the results in July 2017.

 

The results will be sent to the Community Area Development Subcommittees and Community Boards for their information and the final results report will be added to the website for members of the public to view the results.

 

The information below is a summary of the key results.

 

 

 

 

 

 

 


 

Key Results

1        The residents identified the top 5 priority areas for Council as roading, water and waterways, cycle trails, meeting community needs and rates and finance.

External KPIs

2        10 of the 18 targets were met. Eight targets weren’t met.

Activity

External resident question

Target

Result

Cemeteries

Percentage of community satisfied with the appearance of council maintained cemeteries.

90%

94%

Community Assistance

Percentage of residents that are aware of the availability of grants.

90%

70%

Corporate Support

Percentage of residents who have read at least one issue of the Council’s newsletter First Edition.

85%

75%

Corporate Support

Percentage of residents satisfied with the level of consultation with the community, undertaken by Council, over important issues.

80%

69%

Community Facilities

Percentage of residents satisfied with that their nearest hall/ community centre meets community needs.

90%

85%

District Support

Percentage of residents satisfied with the hours of operation.

90%

97%

Dog Control

Percentage of residents satisfied with the service provided. DOGS

75%

78%

Dog Control

Percentage of residents satisfied with the service provided. STOCK

85%

91%

Libraries

Number of residents satisfied with Library Services overall.

80%

98%

Libraries

The percentage of the district population who access Library services (at least once per annum).

52%

40%

Parks and Reserves

Percentage of residents satisfied with the beautification, reserves, parks, sportsfields and playgrounds.

90%

89%

Public Toilets

Percentage of residents satisfied with the locations of public toilets for residents and tourists.

80%

78%

Rep & Advocacy

Percentage of resident satisfaction with the performance of Community Boards and local committees (local decision-making and planning).

85%

86%

Rep & Advocacy

Percentage of resident satisfaction with Council decision-making, planning and leadership.

85%

80%

Solid Waste

Percentage of resident satisfaction with the services provided (refuse and recycling). A) Wheelie Bins

90%

94%

Solid Waste

Percentage of resident satisfaction with the services provided (refuse and recycling). B) Transfer station location

80%

83%

Solid Waste

Percentage of resident satisfaction with the services provided (refuse and recycling). C) Transfer Station hours

80%

75%

Solid Waste

Percentage of resident satisfaction with the services provided (refuse and recycling). D) Recycling location

80%

82%

 

Internal KPIs

3    Six of the 9 targets were met. 3 targets were not met.

Activity

Internal resident question

Target

Result

Corporate Support

Percentage of residents satisfied with how well they have been kept informed of Council activities.

85%

82%

District Support

Percentage of residents satisfied with contact with Council (visits and telephone calls). CALLS

85%

95%

District Support

Percentage of residents satisfied with contact with Council (visits and telephone calls). VISITS

85%

95%

Parks and Reserves

Percentage of residents satisfied with the choice of parks, recreational facilities and open spaces.

90%

91%

Public Toilets

Percentage of residents satisfied with the quality of public toilets.

85%

79%

Rep & Advocacy

Percentage of residents who agree Council represents the interests of SDC residents.

85%

79%

Roading

Percentage of residents that agree that unsealed roads are adequately maintained.

50%

52%

Sewerage

Percentage of customers satisfied with the service

90%

96%

Water Supply

Percentage of customers satisfied with the quality of Council supplied water.

90%

91%

4        The ward reports key results were as follows:

 

Stewart Island/Rakiura Ward

Indications of areas where improvements could be made:

·    Dog control

·    Provision of more sealed roads/road upgrades

·    Level of consultation with the community, undertaken by Council, over important issues

·    Keeping residents informed of Council activities

Residents in Stewart Island Rakiura identified key priority areas for Council action as:

·    Roading,

·    Power; and

·    Parking.

 

Note: Findings in this ward report should be viewed with caution. Small sample sizes create higher error margins and the results should be treated as an indication of resident perceptions in the Stewart Island Rakiura ward only.

 

Winton Wallacetown Ward

Resident satisfaction and perceptions of service in Winton Wallacetown are very much in line with those of the Southland district as a whole.

Indications of areas where residents were more positive:

·    The beautification or overall appearance of the area, the reserves, parks, sportsfields and playgrounds

·    The taste of Council supplied water

 

Indications of areas where improvements could be made:

·    Readership levels of First Edition

·    Awareness of Council provided grants

Residents in Winton Wallacetown identified key priority areas for Council action as:

·    Roading,

·    Cycle trails; and

·    Improving Council services.

 

Waihopai Toetoes Ward

Resident satisfaction and perceptions of service in Waihopai Toetoes is generally in line with those of the Southland district as a whole.

Indications of areas where improvements could be made:

·    Satisfaction that nearby community halls/centres meet community needs

·    Quality of public toilets

·    Footpaths and streetlighting

Residents in Waihopai Toetoes identified key priority areas for Council action as:

·    Roading,

·    Meeting community needs; and

·    Maintenance.

 

Waiau Aparima Ward

In general, resident satisfaction and perceptions of service in Waiau Aparima are in line with those of the Southland district as a whole.

Indications of areas where Waiau Aparima residents were more positive:

·    Solid waste services

·    Locations of public toilets

Indications of areas where improvements could be made:

·    Council supplied water, particularly taste and clarity

·    Proportion satisfied that the nearest local halls/community centres meet community needs

Residents in Waiau Aparima identified key priority areas for Council action as:

·    Roading,

·    Water and waterways; and

·    Cycle trails.

 

Mararoa Waimea Ward

In general, resident satisfaction and perceptions of service in Mararoa Waimea are in line with those of the Southland district as a whole.

Indications of areas where residents were more positive:

·    Awareness of the availability of grants

·    Readership of First Edition

·    Proportion satisfied that the nearest local halls/community centres meet community needs

·    Proportion satisfied with the performance of Community Boards and local committees

Indications of areas where improvements could be made:

·    Locations of public toilets for residents and tourists

·    Proportion satisfied with Council decision making, planning and leadership

Residents in Mararoa Waimea identified the key priority areas for Council action as:

·    Roading,

·    Rates and finances; and

·    Freedom camping.

         

 

Recommendation

That the Community and Policy Committee:

a)         Receives the report titled “Southland District Council Resident Survey ” dated 14 June 2017.

 

 

 

Attachments

a         Resident Survey Results report

b         Mararoa Waimea Ward report

c         Stewart Island Ward report 

d         Waiau Aparimu Ward report

e         Waihopai Toetoes Ward report

f          Winton Wallacetown Ward report    

 


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Community and Policy Committee

21 June 2017

sdclogo

 

Community Conversations

Record No:        R/17/6/12326

Author:                 Louise Pagan, Communications Manager

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

 Summary of Community Conversations

1        The second round of Community Conversations were held in May, with seven completed and at the time of writing this report, one to be held on Stewart Island on 12 June. Numbers were good at all meetings, although Te Anau was markedly down from last year’s event. Numbers of attendees at each meeting ranged from 17 to 50.

2        Council members encouraged the meeting attendees to think about the future and most groups did that, with key topics of conversations covering tourism and its impacts, representation and amalgamation, and the environment including oil and gas exploration. 

3        Members of the public were keen to highlight the strengths of their areas and the need to further develop those areas with projects, such as signage and beautification. It was highlighted at several of the conversations that pro-active people in the communities were already doing projects and support was needed from Council for them.

4        Ideas such as a tourism passport for Southland were suggested, and several people talked about the tourist potential. However, the problems around freedom camping, both in terms of waste and the impact on campgrounds, were discussed at many of the meetings. People urged Council to make fair decisions and to lobby central Government to change the law, if that was the problem.

5        The public wanted more consultation on projects and wanted to see Council listening to the feedback. Internet coverage was also raised as a key barrier to growth and development.

6        Concerns were raised at some meetings about the roading network, and Council was encouraged to carry out more town planning to deal with growth in some areas.

7        Council highlighted the need to think district-wide and to work together for Southland’s future. It is important to look at how services can be provided smarter to a population that is more transient.

8        The next round of Community Conversations will be in October-November, with a focus on representation and long term plan issues.

 

 

Recommendation

That the Community and Policy Committee:

a)         Receives the report titled “Community Conversations” dated 14 June 2017.

 

 

Attachments

There are no attachments for this report. 

 


Community and Policy Committee

21 June 2017

sdclogo

 

Long Term Plan 2018-2028 Project Update

Record No:        R/17/6/12418

Author:                 Nicole Taylor, Project Co-ordinator Corporate Planning

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

1        The purpose of this report is to provide an update on the development of the Long Term Plan (LTP) 2018-2028 and advise elected members of the key workshop and meeting dates.

2        Councils are required to produce an LTP every three years. The LTP sets out the priorities for the following 10 years that have been agreed between the Council and the community. 

3        The purpose of the Southland District Council LTP 2018-2028 (LTP) is to:

·      Describe the activities of the Council.

·      Describe the community outcomes desired for the District.

·      Provide integrated decision-making (between Council and the community) and
co-ordination of resources.

·      Provide a long term focus for Council’s decisions and activities.

·      Provide a basis for accountability to the District community.

·      Provide an opportunity for community participation in planning for the future.

4        The next LTP 2018-2028 must be adopted by 30 June 2018.  An LTP project plan has been prepared that outlines the key stages of the plan preparation and associated timetable. This report provides an update on the progress that has been made and any changes to dates.

5        Work is well underway on the programme of work related to the Long Term Plan 2018-2028 outlined in the Project Plan previously reported to Council.  An overview of the key stages of the process are shown in the Overview of the LTP Work Plan below.

6        Additional detail about the key milestones and progress updates are detailed in the table below.

Milestone + Tasks

Status

Notes

Setting Council Direction

1.   Strategic Framework (incorporating Vision, Outcomes and Strategic Priorities)

Complete

To be formally adopted as part of LTP document (Dec-17 + Jun-18).

2.   Infrastructure Strategy

In Progress

Initial discussions held. Draft strategy to be discussed at Council workshop Jul-17. Final to be confirmed as part of LTP document (Dec-17 + Jun-18).

3.   Financial Strategy (incorporating Financial Sustainability Review)

In Progress

Initial discussions held. Draft strategy to be discussed at Council workshop Oct-17 once estimates are completed. Final to be confirmed as part of LTP document (Dec-17 + Jun-18).

4.   Performance Framework: Review Levels of Service and KPI’s

In Progress

Initial review occurring as part of Activity Management Plan (AMP) review. Council workshop scheduled for Nov-17 to discuss draft framework following officer review. Revised draft framework to be confirmed by Council in Dec-17.

Preparing Supporting Information including Assumptions

5.   Environmental Scan

Complete

 

6.   Activity Management Plan (Part A)

In Progress

The majority of this document has been completed. Some additional information related to assumptions (inflation etc) and the planning framework is yet to be added. This is expected to be completed in Oct/Sep-17 once the information becomes available.

Reviewing and updating Policies

7.   Remission and Postponement of Rates on Maori Freehold Land

Complete

 

8.   Significance and Engagement

In Progress

Policy reviewed and submissions closed. Report for adoption going to Council Jun-17.

9.   Remission and Postponement of Rates

In Progress

Policy reviewed and submissions closed. Report to be presented to Finance and Audit Committee and Council in Sep-17 for adoption.

10. Investment and Liability Management

In Progress

Policy reviewed and submissions closed. Report to be presented to Finance and Audit Committee and Council in Sep-17 for adoption.

11. Asset Management

Not Started

Policy (internal) to be updated for Council in Jul-17.

12. Development and Financial Contribution

Not Started

Staff to consider scope of review and discuss with Council. Workshop currently scheduled for Sep-17 with policy confirmation in Oct-17.

13. Revenue and Financing

Not Started

Staff to consider scope of review and discuss with Council. Workshop currently scheduled for Sep-17 with policy confirmation in Oct-17.

Reviewing and updating Activity Management Plans (AMPs)

Council Controlled Organisations (CCO’s) – Statements of Intent

14. Draft AMPs:

-     Services + Assets x13

-     Regulatory Services x3

-     Corporate x3

In Progress

AMP templates have been prepared and circulated for completion. Initial draft of plans are due to be completed by 30-Jun-17. Final financials will be incorporated following completion of estimates.

15. Draft AMP Workshops

Not Started

Draft AMP workshop presentations will be held following committee meetings throughout Aug-Sep-17 as follows:

-    9/10 Aug-17: Services and Assets (excluding Roading)

-    6/7 Sep-17: Regulatory Activities + Corporate

-    27/28 Sep-17: Roading + Corporate + Library

NB: Roading AMP and budget may be subject to changes resulting from NZTA review.

16. Draft CCO Statements of Intent

Not Started

Workshop with Council (if needed) in Sep-17. Confirmation in Nov-17 with any changes for final in May-18.

17. Adopt AMPs

Not Started

Final AMPs to be updated for any changes from workshops and final financial information. Adoption expected to be Nov-17.

District and Local Estimates

18. Draft budgets prepared

In Progress

Discussions occurring with local committees and budget managers. Project prioritisation/feasibility to be done. Expect to be completed by Jul-17 with financials to be loaded into budget platform.

19. Draft estimates (including fees and charges)

Not Started

Will follow budget preparation and analysis. Workshop to be scheduled for 18/19 Oct-17.

20. Estimates finalised (incorporating fees and charges review)

Not Started

To be confirmed as part of LTP document (Dec-17 + Jun-18).

Audit (for consultation and finalisation)

21. Audit of Consultation Document and Supporting Information

Not Started

Timing to be confirmed with auditors. Aiming for late Jan-18.

22. Verbal audit clearance  Consultation Document

Not Started

Timing to be confirmed with auditors. Aiming for early Feb-18.

23. Audit of final LTP

Not Started

Timing to be confirmed with auditors. Aiming for late May-18.

24. Verbal Audit LTP clearance

Not Started

Timing to be confirmed with auditors. Aiming for 9 Jun-18.

Consultation (Community Engagement and Consultation Document)

25. Community Conversations

In Progress

Relevant issues from conversations to be picked up for AMP and LTP as required.

26. Stakeholder Engagement Strategy/ Communications Plan confirmed by Council

Not Started

Plan to outline approach to communications and consultation. Expected to be discussed/approved by Council in Sep-17.

27. LTP Consultation

Not Started

Timing/format to be confirmed following plan (above). Expected to be through Mar/Apr-18.

28. LTP Submission hearing

Not Started

Timing to be confirmed. Expected to be mid Apr-17.

29. LTP Deliberations

Not Started

Timing to be confirmed. Expected to be early May-17.

30. Reply to submitters

Not Started

Timing to be confirmed. Expected to be Jun/Jul-17.

Adoption

31. Final LTP Adopted

Not Started

Timing to be confirmed. Expected to be early 20 Jun-17.

 

Key Dates for Elected Members

7        The timetable includes provision for a number of workshops and meetings to assist elected members and officers to discuss and understand details around the plan and to confirm and adopt aspects of the plan.

8        At this stage, officers are planning to schedule workshops either on Council/Committee days where possible, or the following day if additional time is needed. This will depend on what other reports and materials are scheduled for normal Council business.

9        Key dates to note (subject to confirmation) are:

Date

Item

19 July 2017

 

July (TBC)

Council Meeting:

Confirm Asset Management Policy

Council Workshop:

Infrastructure Strategy

Financial Assumptions

Rating Areas

9 / 10 August 2017

Council Workshop:

-     Services and Assets AMPs (all excl roading)

-     Roading Rate Model discussion

6 / 7 September 2017

Council Workshop:

-     Regulatory Service AMPs

-     Corporate AMPs

-     Revenue and Financing Policy (incl Roading Rate)

-     Development and Financial Contributions Policy

27 / 28 September 2017

Council Workshop:

-     Services and Assets AMPs (Roading)

-     Corporate AMPs

-     CCO Statements of Intent

-     Communications and Engagement

Finance + Audit Committee and Council Meeting:

-     Confirm Remission and Postponement of Rates Policy and Investment Liability Policy

18 /19 October 2017

Council Workshop:

-     Estimates discussion

-     Fees and Charges discussion

-     Financial Strategy discussion

Council Meeting:

-     Confirm Revenue and Financial Policy

-     Confirm Development and Financial Contributions Policy

15 / 16 November 2017

Services + Assets Committee:

-     Confirm Draft AMPs

-     Confirm CCO Statements of Intent

Council Workshop:

-     Performance Framework discussion

-     Estimates/Financial Strategy discussion (if required)

13 / 14 December 2017

Council Workshop and/or Meeting (TBC):

-     Confirm Supporting Information (incl Draft LTP with  financial statements) for audit

-     Confirm Draft Consultation Document for audit

-     Confirm Infrastructure and Financial Strategy for audit

-     Confirm Performance Management Framework for audit

28 February 2018 (TBC)

Council Meeting:

-     Adopt LTP Consultation Document and Supporting Information and receive audit opinion

18 April 2018 (TBC)

Council Meeting:

-     Hear Submissions

2 May 2018 (TBC)

Council Meeting:  Deliberations

20 June 2018 (TBC)

Council Meeting:

-     Adopt final LTP and receive audit opinion

 

 

Recommendation

That the Community and Policy Committee:

a)         Receives the report titled “Long Term Plan 2018-2028 Project Update” dated 13 June 2017.

 

 

Attachments

There are no attachments for this report. 

 


Community and Policy Committee

21 June 2017

sdclogo

 

Stewart Island Rakiura Community Facilities Assessment

Record No:        R/17/6/12478

Author:                 Michelle Stevenson, Community Partnership Leader

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        The purpose of this report is to submit to the Committee the Stewart Island Rakiura Community Facilities Assessment, commissioned by Southland District Council to be undertaken as part of the Letter of Expectation to Venture Southland Community Development.  The research was subcontracted to Impact Consulting by Venture Southland with additional funds sought and approved in September 2016 by the Venture Southland Joint Committee from the Impetus Fund to engage an external consultant.

Executive Summary

2        The purpose of this research was to investigate the public community facilities on Stewart Island to gain an understanding of the current use and future sustainability of the facilities.  The research would also investigate if current community facilities were fit-for-purpose, and identify any planned community facilities for the Island.

3        The primary objective of this research was to provide an operational and financial assessment of the current use and likely future demand for facilities, and how this could be met in a sustainable and affordable way by the Stewart Island community.

4        There were two key objectives to be met in this research, linked to evaluating the current situation and assessing gaps and future options.

·    Objective one was to determine the current use of public community facilities and the costs and income associated with the facilities, and the likely demand for future use.

·    Objective two was to provide a summary of findings, observations and recommendations that might assist the Stewart Island community to have an appropriate level of fit-for-purpose and sustainable community facilities now and in the future.

5        For the purpose of this research, the definition of community facilities related to all facilities that were available for use by members of the community, either free of charge or by hire.

6        The report submitted to Council is well presented and in a clear and easy to read format.  It identifies that the Stewart Island community are currently well placed with community facilities that are largely well utilised, have flexibility in use, are volunteer driven, and debt free with a strong sense of community ownership.

7        The existing facilities are generally considered financially sustainable, and in most cases hold operational reserves and operate at break-even or surplus.

8        The research identified a potential gap in community facilities to cater for organisations seeking smaller professional spaces for meetings, and made some recommendations towards meeting this need.

9        The report authors have also suggested that given the static and unlikely increase in population for Stewart Island and as the current facilities are sustainable and fit-for-purpose, any anticipated future community facility demands are likely to be driven by tourism growth rather than the resident population.

10      The overall response from Stewart Islanders interviewed were that they are well catered for in community facilities that complement each other rather than compete, and that current facilities met the needs of the community.  There is limited value in investigating greater efficiency in community facilities use at this time.

11      The cost of the research was allocated according to the Letter of Expectation between Southland District Council and Venture Southland 2016/17.  Additional funds were sought by Venture Southland and approved from the Venture Southland Joint Committee Impetus Fund to engage an external consultant to complete this project.

 

Recommendation

That the Community and Policy Committee:

a)         Receives the report titled “Stewart Island Rakiura Community Facilities Assessment” dated 14 June 2017.

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

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

d)         Endorses Council staff to assess the recommendations and findings identified from the research and determine any future opportunities in relation to Council activities and work streams.

e)         Acknowledges and supports that additional work identified (where appropriate) to be undertaken on behalf of Southland District Council by Venture Southland as part of the Letter of Expectation 2017/18 priority Community Development projects.

 


 

Content

Background

12      As part of the Community Development Letter of Expectation 2016/17, Southland District Council commissioned Venture Southland to undertake the Stewart Island Rakiura Community Facilities Assessment.

13      The research brief identified the scope of the Stewart Island Rakiura Community Facilities Assessment to include insights, analysis and assessments to inform the future of community facilities on the Island and to include current and potential users of facilities.  The research brief specifically excluded any community facilities located off Stewart Island, and any facilities on the Island that were not available for community use or hire.  The research brief made the assumption that all community facilities were legally able to be occupied.

14      Community facilities are important assets within our communities, and their use and sustainability can have significant impact on small community groups.  The assessment of community facilities on Stewart Island is important to determine if the current facilities are fit-for-purpose, sustainable and fully utilised.  This will help identify future opportunities or needs for the Island around appropriate and sustainable facilities for community use or hire.

Issues

15      Stewart Island has a resident population of around 380 people, and is projected to remain fairly static over the next 25 years.  Any significant demand placed on existing community facilities, is therefore likely to arise from the demands of tourism to the Island and deterioration of the asset, and not from the residents themselves.

16      The researcher observations around tourism and community facilities is important in relation to the impact that tourism may place on the existing and planned facilities.  For example, as the cruise ship industry grows, the demands placed on the Islands Community Centre for open Market Days may increase, and have impact for on-going maintenance, and availability for local users of the facility. The cruise ship Market Days are known well in advance however, and inconvenience to local users can be mitigated through forward planning. The proposed Rakiura Heritage Centre has plans for a meeting space and foyer area that could compliment existing community facility space on the Island.

17      The affordability and sustainability of the Islands community facilities do not appear to be of immediate concern, based on the findings of this research. However, with a largely static rating base, and increased demands on the Islands overall infrastructure, it would be prudent for the community to monitor the on-going sustainability and affordability of their existing and planned community facilities, in relation to the demands placed on the community to support core infrastructure needs.

18      The research identified an area where there may be a gap in community facility provision, and relates to smaller professional meeting spaces.  Researchers observed that the proposed Rakiura Heritage Centre had the potential to consider inclusion of small multi-purpose office spaces in their plans.  In addition there were a number of existing community facilities that could also fill this need, some requiring either updating or minor modifications to accommodate smaller meeting spaces.  

Factors to Consider

Legal and Statutory Requirements

19      There are no legal or statutory requirements to consider.

Community Views

20      Community views have been obtained through a limited number of face-to-face interviews, primarily from those associated with the proposed Rakiura Heritage Centre, and two additional people available to speak with consultants while they were on the Island. The primary views have been obtained by phone or email to facility users, owners and managers.   

Costs and Funding

21      The cost of the research was allocated according to the Letter of Expectation between Southland District Council and Venture Southland 2016/17.  Additional funds were sought by Venture Southland and approved from the Venture Southland Joint Committee Impetus Fund to engage an external consultant to complete this project.

Policy Implications

22      There are no policy implications to consider.

Next Steps

23      The report identifies that the current community facilities are meeting the diverse needs of the Stewart Island community.  There are no immediate issues or concerns raised in this report for the on-going use or sustainability of the existing or proposed facilities.

24      There are generalised recommendations that Council staff can assess and determine any merit in investigating further, for potential work streams, partnering and community leadership opportunities.  A number of these relate to researcher observations that can be discussed with the Stewart Island community around getting the best from their existing facilities.

25      There are in addition a number of identified community needs, not all relating to facilities that have emerged throughout this research, and brought to the attention of Council from researcher observations.  These are identified as potential areas for Council to contribute in or offer a leadership or supporting role, and are a combination of issues that may be Council influenced or community lead.

26      Any additional work may be undertaken as part of the Letter of Expectation between Southland District Council and Venture Southland 2017/18.

 

Attachments

a         Stewart Island Rakiura Community Facilities Assessment Final Report 2017    

 


Community and Policy Committee

21 June 2017

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Community and Policy Committee

21 June 2017

 


 



 


Community and Policy Committee

21 June 2017