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Notice is hereby given that a Meeting of the Edendale-Wyndham Community Board will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Tuesday, 27 June 2017

7.30pm

Edendale Presbyterian Church
Corner of Melvin and Brydone Streets
Edendale

 

Edendale-Wyndham Community Board Agenda

 

OPEN

 

 

MEMBERSHIP

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Andrew Roy

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

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

 

 

 


Terms of Reference – Community Boards

 

Community Boards are bodies established by statute.  Their responsibilities and powers are as delegated by the Southland District Council which are to:

·                      Represent and act as an advocate for the interest 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.

·                      Consider annual estimates for expenditure within the community and recommend these to Council.

·                      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.

 

In addition to these activities, Community Boards will consider how best to provide for their communities, and the people who live there, into the future.

 

Community Board members will provide leadership by:

·                 Positively representing their community and the Southland District

·                 Identifying key issues that will affect their community’s future and work with Council staff and other local representatives to facilitate multi-agency collaborative opportunities.

·                 Promote a shared vision for the wider community of interest area and develop ways to work with others to achieve positive outcomes

 

Community Boards will adopt a strategic focus that will enable members to:

·                 Provide local representation and guidance on wider community issues, initiatives and projects.

·                 Contribute to the development and promotion of community cohesion, by developing and supporting relationships across a range of stakeholders at a local, regional and national level.

·                 Take part in local community forums, meetings and workshops.

·                 Inform local residents and ratepayers on issues that affect them.

 

Community Boards shall have the following delegated powers and be accountable to Council for the exercising of these powers

 

Engagement and representation by:

·                Facilitating the Council’s consultation with local residents and community groups on local issues and local aspects of district wide issues including input into the Long-term Plan, Annual Plan, and policies that impact on the Board’s area.

·                Engaging with council officers on local issues and levels of service, including infrastructural, recreational, community services and parks, reserves and cemetery matters.

·                Representing the interests of the community at Council, Committee or Subcommittee meetings when a motion under debate relates to a matter that the Board considers to be of particular interest to the residents within its community.

·                Monitoring and keeping the Council informed of community aspirations and the level of satisfaction with services provided.

 

Financial by:

·                Approving expenditure within the limits of annual estimates.

·                Approving unbudgeted expenditure for locally funded activities up to the value of $10,000.

 

Rentals and leases

·                In relation to all leases of land and buildings within their own area, on behalf of Council;

§    Accepting the highest tenders for rentals of $10,000; or less per annum.

§    Approving the preferential allocation of leases where the rental is $10,000 or less per annum.

 


 

Local assets and facilities by

·                Overseeing the management of local halls and community centres which are owned by Council and where no management committee exists.  This will occur by way of relationship with officers of Southland District Council. 

·                Appoint a local liaison person responsible for community housing.

 

Some Community Boards have specific delegations in addition to the broad delegations above:

 

Stewart Island/Rakiura Community Board

·                Contributing to the development of policy relating to the governance of the Stewart Island Electrical Supply Authority (SIESA). 

·                Overseeing the management of SIESA by way of relationship with officers of Southland District Council. 

 

Te Anau Community Board

·                Overseeing the management of the Te Anau/Manapouri Airport by way of relationship with officers of Southland District Council.

 

The Community Boards can make recommendations to Council on:

 

Assets and Facilities

·                Annually providing feedback on any asset management plans or community services strategies applicable to the community for which the Community Board is responsible.

 

Rentals and leases

·                In relation to all leases of land and buildings within their own area, on behalf of Council;

§    Recommending rentals in excess of $10,000 per annum to the Group Manager Services and Assets

§    Recommending the preferential allocation of leases where the rental is in excess of $10,000 per annum to the Group Manager Services and Assets.

 

Contracts/Tenders

·                Recommending tenders less than $200,000 to the Group Manager Services and Assets.

·                Recommending tenders in excess of $200,000 to the Services and Assets Committee.

·                Recommending tenders to the Services and Assets Committee where preference is not for acceptance of the highest tenderer,

 

Financial

·                Recommending annual estimates to Council.

·                Recommending unbudgeted expenditure in excess of $10,000 to the Services and Assets Committee.

 

Local Policy

·                Considering matters referred to it by officers, the Council, its committees or subcommittees, including reports and policy and bylaw proposals relating to the provision of council services within the Board’s area; and

·                Making submissions or recommendations in response to those matters as appropriate.

 

The Chairperson of each Community Board is delegated with the following additional responsibilities:

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

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

 


Edendale-Wyndham Community Board

27 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       Funding Options for Local Pools in Edendale and Wyndham                               11

7.2       Rating Options for Local Halls                                                                                   19

7.3       Council Report                                                                                                             29

CHAIR’S Report

The Chair to report on matters which she has been involved with since the Board’s last meeting.

Councillor's Report

Councillor Duffy to report on matters which he has been involved with since the Board’s last meeting.

 

 

Next Meeting

 

The next meeting of the Community Board is scheduled for 7.30pm, Tuedsay 22 August 2017.


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

 

Community Board 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 Board 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 Edendale-Wyndham Community Board meetings of 28 February 2017 and 26 April 2017

 


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Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

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

 

present

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Andrew Roy

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

IN ATTENDANCE

 

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

 


Edendale-Wyndham Community Board

28 February 2017

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1          Apologies

 

Apologies for absence were received from Councillor Paul Duffy.

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Roy  and resolved:

That the Edendale-Wyndham Community Board accept the apology.

 

 

2

Making and Attesting of Members' Declarations

Record No:         R/16/11/18749

 

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

 

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

 

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

 

 

Resolution

Moved Chairperson Yorke, seconded Member Shepherd and resolved:

That the Edendale-Wyndham Community Board:

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

 

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

 

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

 

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

 

3          Leave of absence

 

There were no requests for leave of absence.

 

 

 

4          Conflict of Interest

 

There were no conflicts of interest declared.

 

5          Public Forum

 

There was no public forum.

 

6          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

7          Confirmation of Minutes

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Roy and resolved:

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

 

Reports

 

 

8

Council Report

Record No:         R/17/1/1761

 

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

 

Miss Stevenson took the Board though the Council report and particularly highlighted the following:

·            Southland Regional Development Strategy

·            Rural Fire

·            Local Government Survey

·            Customer Support

·            Customer Service Delivery

·            Freedom Campers

·            Fencing of Pools

·            Earthquake Prone Buildings

·            Building Consents

·            Edendale Bypass

·            District Plan

·            Annual Plan

·            Goal Setting and Leadership Planning Workshop

·            Community Organisation and Volunteer Sector Project

·            Stewart Island Community Facilities Project

·            Activities of Venture Southland

·            Edendale Hall disposal

·            Wyndham Museum

 

 

The Board noted that following the condition rating report which was conducted on footpaths in Edendale and Wyndham that the assessment results are to be plotted onto Council maps to see the location of the worst to best.  This work is to be undertaken by the Community Engineer.

 

The Board were advised that on Wednesday 26 April 2017 at 6.30pm there would be a Goal Setting and Leadership Planning Workshop.  The Board would be joined by the Tokanui, Gorge Road and Districts and Woodlands Community Development Area Subcommittees in the Memorial Hall, Wyndham for the workshop.

 

 

Resolution

Moved Member Wood, seconded Member McKenzie and resolved:

That the Edendale-Wyndham Community Board:

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

 

 

9

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

Record No:         R/17/2/2678

 

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

 

The Chair asked Officers to enquire with Venture Southland as to why there isn’t better cellphone coverage in Wyndham.

 

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Roy and resolved:

That the Edendale-Wyndham Community Board:

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

b)         Request that Officers advise the Board as to why there isn’t better cellphone coverage in Wyndham.

 

 

10

Grazing Part Wyndham Cemetery Land

Record No:         R/17/2/1866

 

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

 

 

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

2       

 

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

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member McKenzie and resolved:

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Grazing Part Wyndham Cemetery Land” dated 21 February 2017.

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

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

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

 

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

 

 

11

Community Liaison Persons

Record No:         R/17/1/1164

 

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

 

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

Following discussion on the matter, the Board decided to re-appoint Stuart “Digger” Eunson as the Board’s representative as Community Housing liaison person for Wyndham.  The liaison person for Edendale was proposed as Jamie Agnew.  This appointment would be subject to the Chair approaching Mr Agnew to see if he is agreeable to the proposal.

 


 

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Shepherd  recommendations a and b, c and d (with changes as indicated in underline and strikethrough) and resolved:

That the Edendale-Wyndham Community Board:

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

 

b)         Agrees to appoint Jamie Agnew as the Board member representative as the Community Housing liaison person for Edendale for the 2016/2019 triennium and note that this appointment is subject to the Chair approaching Mr Agnew to see if he is agreeable to the proposal.

 

c)         Agrees to appoint Stuart “Digger” Eunson as the Board member representative as the Community Housing liaison person for Wyndham for the 2016/2019 triennium.

 

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

·        Resource Management – Pam Yorke and David McKenzie

·        Fonterra Edendale Factory – Pam Yorke, Melanie Shepherd and David McKenzie

·        Ensign/Edendale Informer/Wyndham Messenger – Denise Fodie

·        Edendale Community Pool – Denise Fodie and Andrew Roy

·        Edendale Wyndham Community Health Trust – Pam Yorke

·        RSA Scholarship – Andrew Roy

·        Memorial Hall Wyndham/Community Centre – Pam Yorke

·        John Beange Trust – Pam Yorke, Melanie Shepherd and Calvin Wood.

 

Community Liaison Reports

 

There were no updates from liaison persons.

 

Chair’s Report

The Chair advised that she had attended various meetings. 

Mrs Yorke highlighted the following:

·                She would be attending a meeting with Southland District Council officers at the Edendale Recreation Ground on 6 March 2017

·                Had met new Community Engineer, Steve Manaena

·                Kerb painting in Wyndham has been held delayed due to the inclement weather

·                New signs have been erected at the Wyndham Camping ground

·                Fallen trees at the Wyndham Racecourse had caused a power outage and as a result Powernet have advised that the remaining trees have to be removed.

Councillor’s Report

There was no Councillors  report as Councillor Duffy was not in attendance.

 

Next Meeting

 

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

 

 

The meeting concluded at 9.05pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON TUESDAY 28 FEBRUARY 2017.

 

 

 

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

 

 

 

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

 

 

 


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Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Edendale-Wyndham Community Board held in the Memorial Hall, Balaclava Street, Wyndham on Wednesday, 26 April 2017 at 8.39pm.

 

present

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Andrew Roy

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Councillor Julie Keast

Group Manager, Community and Futures – Rex Capil

Governance and Democracy Manager – Clare Sullivan

Committee Advisor – Fiona Dunlop

Community Partnership Leader – Michelle Stevenson

 

 

 

 

 


1          Apologies

 

There were no apologies

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

There was no public forum.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

There was considerable discussion on the minutes for the meeting held on Tuesday 28 February 2017.

 

Moved Chairperson Yorke, seconded Member McKenzie and resolved:

That the Edendale-Wyndham Community Board minutes of the meeting held on Tuesday 28 February 2017 not be confirmed and will be at later meeting of the Board.

 

 

Reports

 

 

7.1

New Triennium 2016-2019 - New Approach

Record No:         R/17/3/4147

 

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

 

Mr Capil advised that the purpose of his report was to advise the Board on the new approach that Southland District Council is undertaking over the next two years. 

 

 

Resolution

Moved Member Roy, seconded Deputy Chairperson Fodie and resolved:

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “New Triennium 2016-2019 - New Approach” dated 19 April 2017.

 

 

 

 

7.2

Council Report

Record No:         R/17/3/5889

 

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

 

Miss Stevenson took the Board through the Council report and particularly highlighted the following:

·                 Realignment of State Highway One at Edendale

·                 Ceasing of investigations of the Smith Block as a suitable solution to the disposal of treated wastewater from Te Anau

·                 Community Governance Project and Representation Review

·                 Community Development including the Wyndham Museum

·                 Vince Boyle Heritage Collection

·                 Property

·                 Cellphone Coverage in Edendale and Wyndham

 

Miss Stevenson also advised that the boundary amalgamations of the Edendale Hall property are under way and that the property has a potential buyer.

 

Discussion was had on the realignment of State Highway One at Edendale.  The Board were of the view that it was important to prepare a submission to the notice of requirement.

 

 

Resolution

Moved Member Roy, seconded Member Shepherd  recommendation a and a new b (as indicated) and resolved:

That the Edendale-Wyndham Community Board:

a)           Receives the report titled “Council Report” dated 19 April 2017.

 

b)           Delegates to the Chair and Board Member McKenzie authority -to prepare a submission on the Boards behalf to the Southland District Council regarding the Edendale State Highway 1 realignment.

 

 

7.3

Recently Adopted Policies

Record No:         R/17/3/3785

 

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

 

Miss Stevenson advised that the report was to inform the Board of policies that had been adopted by Council.

 

 

Resolution

Moved Member Shepherd, seconded Deputy Chairperson Fodie and resolved:

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Recently Adopted Policies” dated 14 March 2017.

b)         Notes that the Council has recently adopted three new policies, two of which came into effect on the 23rd of February 2017.

 

Chair’s Report

 

The Chair updated the Board on various matters she has been involved with since the last meeting.

 

One matter of interest that the Chair and the Board would like to see advanced is Edendale Hall rate.  At this point in time the residents of Edendale are being rated for a Hall that is in the process of being sold.

 

Moved Chairperson Yorke, seconded Member Shepherd and resolved:

That the Edendale-Wyndham Community Board request that officers investigate the options around rating for the Edendale, Wyndham and Menzies Ferry Halls and report back to the Board at its August 2017 meeting.

 

Councillor's Report

 

Councillor Duffy reported on matters which he has been involved with since the Board’s last meeting.  He advised that the ANZAC Day services had gone well in Edendale and Wyndham.

 

 

Next Meeting

 

The Board noted that next meeting of the Community Board is scheduled for 7.30pm, Tuesday 27 June 2017 to be held in Edendale.

 

 

 

The meeting concluded at 10.42pm.             CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON WEDNESDAY 26 APRIL 2017.

 

 

 

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

 

 

 

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

 

 


Edendale-Wyndham Community Board

27 June 2017

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Funding Options for Local Pools in Edendale and Wyndham

Record No:        R/17/4/8818

Author:                 Susan McNamara, Management Accountant

Approved by:       Anne Robson, Chief Financial Officer

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        To enable the Edendale-Wyndham Community Board to determine the amount and type of funding to be included in the 2018-28 Long Term Plan in relation to the local pools.

Executive Summary

2        After Community consultation the 2012-22 Long Term Plan introduced an Edendale Pool Targeted Rate.  This currently collects approx. $4,500 that is available for the Edendale Community Pool Society to uplift each year, once it provides appropriate invoices for work completed.

3        The Wyndham District Community Pool Incorporated approached the Community Board in January 2015 and requested that a rate be established for their pool.  During this meeting the discussion included the process (including consultation) that was involved with the implementation of the Edendale Pool rate. No additional rate was included in the 2015-25 Long Term Plan, and the Edendale-Wyndham Community Board requested that the Wyndham District Community Pool Incorporated work with Venture Southland to provide additional information. The Community Board included a general grant to the Wyndham Pool in the 2016/17 and 2017/18 Annual Plans.

4        Wyndham District Community Pool Incorporated have worked with Venture Southland in providing a business plan to the Community Board in August 2016. 

5        It is now appropriate to consider the level of funding to be included in the 2018-28 Long Term Plan along with how this should be collected from ratepayers.

 

Recommendation

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Funding Options for Local Pools in Edendale and Wyndham” dated 20 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)         Recommends to the Council that the Edendale Swimming Pool Targeted Rate be removed for the 2018/19 financial year.

e)         Recommends that funds be included in the Edendale-Wyndham Community Board rate as a general grant, available for allocation in relation to either the Edendale Pool or Wyndham Pool by recommendation from the Edendale-Wyndham Community Board each year.

 

Content

Background

6        Following information received from the Edendale Community Pool Society and consultation with the wider Community the Edendale Pool Targeted rate was set up and collected from the community for the first time in the 2012/13 financial year.  During this process there was discussions with the Wyndham Pool who indicated they were not looking to open to the public at that stage.  The rating boundary set for the Edendale Pool rate considered the existing key holders for the pool and that the Wyndham pool was not available to the public.  The current rate boundary is shown in attachment A.

7        The Wyndham District Community Pool Incorporated approached the Community Board in January 2015 and requested that a rate be established for their pool.  Additional information, including historic financial information and 10 year budgets were requested from the Wyndham District Community Pool Incorporated and no rate was included in the 2015-25 Long Term Plan. The request for funding was included in 2016/17 Annual Plan as a general grant with a specific rate to be considered in 2018-28 Long Term Plan process including appropriate consultation.

8        Subsequent to January 2015 the Wyndham District Community Pool Incorporated completed a business plan and Venture Southland provided this information to the Community Board in August 2016.  The business plan included historical financial information for the previous three years, planned maintenance, risk assessment and a 10 year budget.  The 10 year budget included $2,500 per annum of rate income from the Southland District Council.

9        Information on the funding options for the pools was provided verbally at the August 2016 meeting, with the Community Board requesting a formal report to be tabled for them to consider funding options.

Issues

10      The Community Board needs to consider the rating process it wishes to use in relation to the two pools.  This includes whether the local Community should have a separate rate for the pool(s) or include the amount as part of the general rate.   If they are funded via the general rate the existing pool boundary would be abolished and the grant rated as part of the existing Edendale-Wyndham Community Board rate.

11      A single targeted rate could include funding for both pools or two targeted rates with individual boundaries set up.  The Community Board is able to recommend to Council the boundary to use in relation to any pool rate but currently the Community Board rate is aligned with the representation area used for the triennial Board elections.

12      Currently the Edendale Pool rate funds are paid to the Pool Society when it provides appropriate invoices for work completed during the year.  In the event of a shared rate or if the amount is included in the general rate, the Community Board will need to determine the amount to be paid to either Edendale or Wyndham Pool committees and any requirements for the payment each year.

13      If a grant is included in the Edendale-Wyndham Community Board rate any funds not spend during the year would accumulate to the Edendale-Wyndham general reserve rather than a specific pool reserve.

14      The Community Board also need to consider the total amount of funds to be rated on the local Community.  Currently the Edendale Pool rate is $4.35 (GST excl) and a $1,000 rate is $0.93 (GST excl) per ratepayer.  There is a total of $5,524 included in the 2017/18 Annual Plan.

Factors to Consider

Legal and Statutory Requirements

15      Any targeted rate needs to be set in accordance with the Local Government (Rating) Act 2002.  Schedule 2 of the Act provides the list of matters that may be used to define categories of rateable land, including where the land is situated.  In practice Council uses rating boundaries to define where the land is situated and the relevant consultation process will need to be completed as part of the 2018-28 Long Term Plan.

Community Views

16      The community has not been approached specifically for feedback on financial support for the Wyndham Pool. 

17      The community was consulted over the Edendale Pool rate as part of the 20012-22 Long Term Plan process.   There were six submissions received in relation to the proposed pool rate with four in support and two against.  Those in support commented that currently the costs of running the pool are higher than the income received, and that it is an important community facility providing benefits such as water safety education and recreational opportunities.  Those in opposition said that the pool should be funded entirely from users and that it is inappropriate for Council to fund a pool which is not their own.


 

Costs and Funding

18      Funds currently being rated for in relation to the two pools are:

Rate

17/18 Rate (GST Exclusive)

Units charged

Total to be Collected (GST Exclusive)

Edendale Pool Rate

$4.35

1,040

$4,524

General Grant in Edendale-Wyndham Community Board Rate

$0.93

1,070

$1,000

Total

 

 

$5,524

 

19      The cost to individual ratepayers of any specific pool rate will depend on the boundary set and the amount that is decided to collect.

20      If a general grant of $10,000 (GST Exclusive) is included in the Edendale-Wyndham Community Board rate the total cost per ratepayer is $9.35.   

21      The additional cost to each ratepayer will be either $4.07 or $8.42.  This is the result of all ratepayer already paying $0.93 and a further reduction of $4.35 for the ratepayers incurring the Edendale Pool rate. There are small number of ratepayers who are currently paying the targeted pool rate that are outside the Community Board rate boundary.

22      Currently Edendale Community Pool Society receives $4,524 from Council and Wyndham District Community Pool Incorporated has included $2,500 in the business plan information provided in August 2016.  This would be a combined request of $7,024.

Policy Implications

23      There are no policy implications identified at this stage.

Analysis

Options Considered

24      There are three options for consideration by the Edendale-Wyndham Community Board and are detailed below.  The three options included are to include a general grant as part of the Edendale-Wyndham Community Board rate, to include a targeted rate for each pool with individual boundaries, to include one targeted rate to fund both pools.


 

Analysis of Options

Option 1 – Include funds as a general grant in the Edendale-Wyndham Community Board rate

Advantages

Disadvantages

·        Enables the Community Board to allocate funding as it sees appropriate

·        Community Board could choose to not allocate all funds in any year

·       

·        Has a lower administrative cost

·        Boundary may not reflect the actual users of the individual pools.

·        No specific visibility to ratepayers in showing specific funding of pools

·        Any funds not spent at year end will go into the general reserve

 

Option 2 – Include two targeted pool rates to fund each pool individually

Advantages

Disadvantages

·        Boundary reflects the area of interest for the individual pools

·        Will increase visibility and  accountability of funding provided to the pools, with discussion at the Community Board

·        Funds not spent at the end of the year will go to a specific Pool reserve

·        Has higher administrative costs with specific boundaries and consultation required, along with maintaining the properties to which this rate applies.

 

Option 3 – Include one targeted pool rate to fund both pools

Advantages

Disadvantages

·        Boundary reflects the wider area of interest for the pools

·        Will increase visibility and  accountability of funding provided to the pools, with discussion at the Community Board

·        Funds not spent at the end of the year will go to a specific Pool reserve

·        Less visibility for ratepayers as to where the pool rate is being spent

·        Has higher administrative costs with specific boundaries and consultation required along with maintaining the properties to which this rate applies.

 

Assessment of Significance

25      The expenditure is not considered significant in relation to Council’s Significance and Engagement Policy.

Recommended Option

26      The recommended option is Option 1, to include funds as a general grant in the Edendale-Wyndham Community Board Rate.  The Community Board will need to determine the amount of any grant that they wish to include.

Next Steps

27      The recommendation is to be included in the draft estimates for the 2018-28 Long Term Plan. 

28      A letter be sent to the two pool groups advising of the outcome and whether it is contestable annually.  Including the date any requests and supporting information are to be provided to enable the Community Board to make the decision.  Supporting information may include financial statements and invoices relating to expenditure items being funded.

 

Attachments

a         Edendale Pool Rate Map

b         Edendale-Wyndham Community Board Rate Map    

 


Edendale-Wyndham Community Board

27 June 2017

 


Edendale-Wyndham Community Board

27 June 2017

 


Edendale-Wyndham Community Board

27 June 2017

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Rating Options for Local Halls

Record No:        R/17/5/11547

Author:                 Shelley Dela Llana, Accountant

Approved by:       Anne Robson, Chief Financial Officer

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        The purpose of this report is for the Edendale-Wyndham Community Board to consider and make a recommendation to Council of their preferred approach to future rating of halls in the Edendale-Wyndham area. 

2        The halls identified within the Edendale-Wyndham area are Wyndham, Edendale and Menzies Ferry. 

Executive Summary

3        Currently Edendale, Wyndham and Menzies Ferry Halls all have their own individual rating boundaries.

4        The Menzies Ferry Hall has been closed for approximately four years, given this is managed by a separate hall committee it will not be considered as part of this report.

5        The Edendale Hall, following an assessment for seismic stability, was found to be an earthquake risk and subsequently closed to the public.  The Edendale Hall is currently on the open market for sale, however a hall rate is still being collected to cover fixed costs such as rates and insurance until the property is disposed of.

6        The rate for Wyndham hall is currently considerably higher than the current Edendale Hall rate given that it is open to the public and incurs a number of additional operational costs. 

7        This report considers the options around merging the two hall boundaries and the associated implications.  Any change to rating boundaries is required to be undertaken as part of the Long Term Plan.  Any proposed changes to rating boundaries will be consulted on with the community as part of the Long Term Plan.

8        The recommendation of this report, is that the two hall rating boundaries merge into a single rating area effective from 1 July 2018.  This change will increase the rate payable per household by those in the current Edendale Hall rating boundary, however those households in the current Wyndham Hall rating boundary’s rate will decrease. 

9        Additionally, it is recommended that the Edendale Hall reserve funds be merged with the Wyndham Hall reserve upon disposal of the Edendale Hall.  

 

Recommendation

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Rating Options for Local Halls” dated 21 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)         Recommends to Council that the Edendale Hall rate be disestablished on the 30 June 2018.

e)         Recommends to Council that the Edendale and Wyndham Hall boundaries merge into a single rating boundary effective from 1 July 2018, and this be consulted on with the community as part of the 2018-2028 Long Term Plan.

f)          Recommends to Council that costs associated with the Edendale Hall be funded from the Edendale Hall reserve until the asset is sold or this reserve is extinguished (whichever occurs first).

g)         Recommends to Council that any remaining Edendale Hall funds held in reserve on completion of the hall disposal, be transferred to the Wyndham Hall reserve for use on capital development and maintenance of the Wyndham Hall.

 

Content

Background

10      The 2017/2018 Annual Plan adopted on 7 June 2017, includes three separate hall rating boundaries for Edendale, Wyndham and Menzies Ferry.  As both Edendale and Menzies Ferry Halls are closed to the public, there have been concerns raised within the local communities around the on-going rating for these halls. 

11      Menzies Ferry Hall is a small rural hall that is currently being rated for to cover fixed costs such as insurance and rates, which will continue to be incurred until a decision is made on the way forward.  Staff are currently working with the separate Hall Committee to determine the future of any rating allocation and associated boundaries.  If those discussions lead to an interest in combining with Wyndham Hall rating area, a separate discussion will be held with the Edendale-Wyndham Community Board in the future.

12      The Edendale Hall, following an assessment for seismic stability, was found to be an earthquake risk and subsequently closed to the public.  The Edendale Hall is currently on the open market for sale, and a rate is being charged to cover fixed costs such as rates and insurance until the hall is disposed of.

 

13      Over the last 10 years opportunities were investigated for the design and development of a new community facility in Edendale.  This reached the point where a number of funding sources being secured for this project.  However the Edendale-Wyndham Community Board in conjunction with the community came to the decision not to proceed.  All funding obtained for the project has been returned to the original source.

14      The Edendale-Wyndham Community Board have since commenced discussions around removing the Edendale Hall rate and combining it into a single rate for the remaining Wyndham Hall.

Issues

15      Edendale Hall is in the process of being sold.  In 2017/2018, a rate of $10.49 (GST excl) will be collected to cover fixed costs of the hall until the property is disposed of.

16      In 2017/18 a rate of $39.13 (GST excl) will be collected for the Wyndham Hall.  This is higher than the Edendale Hall rate due to Wyndham Hall being operative. 

17      In considering any changes to rating boundaries, notably the Edendale Hall boundary, the Community Board needs to consider the hall to which the households within the existing rating boundary will now attend.  As the Edendale Hall Boundary also borders the Brydone and Seawards Downs Hall rating areas as well as Menzies Ferry and Wyndham so it could also be an option to split up the existing Edendale boundary over any neighbouring boundaries that border it. 

18      If the Edendale Hall boundary were to be merged with the Wyndham Hall boundary the rate would increase for those in the current Edendale Hall boundary and decrease for those in the current Wyndham Hall rate boundary.  This is on the basis that there is no increase in the operating costs associated with the Wyndham Hall.

19      The on-going rating for Edendale Hall has raised some concerns amongst members of the community, given that the hall is currently closed to the public and available for sale.  The disestablishment of this rate may go some way towards alleviating the communities concerns around rating for a hall not available for public use. 

20      Additionally the Edendale Hall currently has significant funds in reserve.  The forecast hall reserve balance at 30 June 2017 is approximately $157,000.  Staff recommend that these reserve funds be utilised to fund any ongoing costs associated with the Edendale Hall (currently estimated to be approximately $4,000 per annum) until the hall is sold or disposed of. 

21      The Edendale Hall reserve is principally made up of the balance of rates collected for the Edendale Hall.  Under the Local Government Act rates that have been collected for a specific purpose need to be used for that purpose ie: for providing a community facility within Edendale.  Any use that deviates from this purpose will need to be formally approved by Council.  Council staff believe that if the Edendale and Wyndham Hall boundaries merge, the Edendale Hall reserve funds should be used for the original intended purpose, albeit that the physical hall on which the funds are being spent is the Wyndham Hall.  


 

Factors to Consider

Legal and Statutory Requirements

22      All rates are set in accordance with the Local Government (Rating) Act 2002.  The Edendale and Wyndham Hall targeted rates are identified in the Council’s Funding Impact Statement. The area of service for each rate is identified by specific maps showing the rating boundaries.  If a change to a rating boundary is required it will require formal consultation that we can do as part of the Long Term Plan process. 

23      Council also require a formal resolution to use rated funds for a different purpose that what was originally rated for.

Community Views

24      The Edendale-Wyndham Community Board have received some feedback from the Edendale community around the continued rating of the closed Edendale Hall. The Community views around any proposal to merge the rating boundaries for Edendale and Wyndham are currently unknown.  The Community Board may wish to undertake further informal feedback from both the Edendale and Wyndham communities to assist in determining their proposed approach for the future.

25      The Edendale-Wyndham Community Board’s recommendation will be taken to represent the wider community views, however as part of the 2018-2028 Long Term Plan any boundary change will be consulted on with the community.

Costs and Funding

26      The schedule below outlines the 2017/2018 rates for the relevant halls:

Hall

17/18 Rate (GST Exclusive)

Units charged

Estimated* Total Collected (GST Exclusive)

Edendale

$10.49

366

$3,838

Wyndham

$39.13

299

$11,700

*  Subject to change as a result of changes in the rating information database

27      Once the Edendale Hall has been sold there will be no ongoing costs required for this property. 

28      An indicative rate if the hall areas were combined into a Edendale-Wyndham rating boundary (using the 2017/2018 data above) is outlined in the table below: 

Hall

17/18 Rate (GST Exclusive)

Units charged

Estimated* Total Collected (GST Exclusive)

Edendale and Wyndham

$17.60

665

$11,700

29     Any change to the hall boundaries would take effect from 1 July 2018.


 

30     Reserve balances of Edendale and Wyndham Halls are as follows

Hall

Actual

30 June 2016

ProposedTransfers To/(From)

Proposed

30 June 2017

Edendale Hall

$126,632

$27,813

$154,446

Edendale Grant Hall Upgrade

$132,814

($132,813)

0

Total

$259,446

($105,000)

$154,446

Wyndham Hall

$2,213

0

$2,213

 

Policy Implications

31      There are no policy implications identified at this stage.

Analysis

Options Considered

32      There are four options for consideration by the Edendale-Wyndham Community Board regarding the hall rating boundaries and the future of the Edendale Hall reserve.  These are detailed below. 

Analysis of Options

Option 1 - Combine the Edendale and Wyndham Hall rating boundaries into one boundary and disestablish the current Edendale Hall rating boundary.  Transfer any Edendale Hall reserve balance at the completion of the sale, to the Wyndham Hall reserve for capital development and maintenance of the Wyndham Hall.

Advantages

Disadvantages

·        One rate for the one facility in the area.

·        Reduction in the rate charged to the Wyndham Hall ratepayers.

·        Sense of a shared community asset.

·        Reserve funds available to maintain and improve the Wyndham Hall to benefit the resident in both communities.

·        Edendale Hall ratepayers will incur an overall increase in hall rates (reverting to a rate similar to what was charged when the Edendale Hall was operational).

·        Funds accumulated in the reserve by Edendale ratepayers will be available to be utilised to improve the Wyndham Hall which will benefit Wyndham ratepayers (who haven’t contributed to the reserve).

 


 

Option 2 - Combine the Edendale and Wyndham Hall rating boundaries into one boundary and disestablish the current Edendale Hall rating boundary.  Transfer any Edendale Hall reserve balance at the completion of the sale, to the Edendale-Wyndham general reserve.

Advantages

Disadvantages

·        One rate for the one facility in the area.

·        Reduction in the rate charged to the Wyndham Hall ratepayers.

·        Sense of a shared community asset.

·        Funds accumulated in the reserve will be available to be utilised on both Wyndham and Edendale townships and for activities/assets other than a community facility.

·        Edendale Hall ratepayers will incur an overall increase in hall rates (reverting to a rate similar to what was charged when the Edendale Hall was operational).

·        Funds accumulated in the reserve by Edendale ratepayers will be available to be utilised on both Wyndham and Edendale townships, which will benefit Wyndham ratepayers (who haven’t contributed to the reserve).

·        Reserve funds collected for a community hall purpose could be used on other activities/assets.

Option 3 - Remove the Edendale Hall boundary without merging with the Wyndham Hall rating boundary.  Transfer the Edendale Hall reserve balance at the completion of the sale to the Edendale-Wyndham general reserve

Advantages

Disadvantages

·        Edendale township can have access to a close community hall without paying a rate to cover the hall costs.

·        Wyndham Hall has increased usage without additional rating support.

·        Potential opposition towards neighbouring townships having access to the hall they are not contributing to (via rates).

·        Edendale community may be in a position whereby they have little or no access to a community hall.

Option 4 - No change to the existing Edendale Hall or Wyndham Hall rating boundaries.  Reserves continue to be held separately.

Advantages

Disadvantages

·        None identified.

·        Edendale community continues to be rated for a hall that may not exist by 2018/2019.

·       

Assessment of Significance

33      This matter is not considered significant in relation to Council’s Significance and Engagement Policy.

 

Recommended Option

34      Council staff recommend Option 1 -.Combine the Edendale and Wyndham Hall rating boundaries into one boundary and disestablish the current Edendale Hall rating boundary.  Transfer any Edendale Hall reserve balance at the completion of the sale, to the Wyndham Hall reserve for capital development and maintenance of the Wyndham Hall.

Next Steps

35      Any further investigation will be made as necessary. 

36      Recommendations from the Community Board will be discussed with Council and incorporated into the Long Term Plan.

37      Once discussions have been undertaken with the previous Menzies Ferry Hall Committee, Council staff will liaise with the Edendale-Wyndham Community Board if further boundary amendments are necessary.

 

Attachments

a         Edendale Hall Boundary

b         Wyndham Hall Boundary    

 


Edendale-Wyndham Community Board

27 June 2017

 

 

 



Edendale-Wyndham Community Board

27 June 2017

 

 

 



Edendale-Wyndham Community Board

27 June 2017

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Council Report

Record No:        R/17/5/11569

Author:                 Michelle Stevenson, Community Partnership Leader

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Chief Executive

Havelock North Water Inquiry

1        The “Report of the Havelock North Drinking Water Inquiry: Stage 1” was released in mid-May.  Stage 1 of the Inquiry has essentially focussed on what occurred at Havelock North and why.

2        The Inquiry found that there were a number of failings by Hastings District Council, drinking-water assessors appointed under the Health Act 1956 and employed by the Hawke's Bay DHB, and Hawke's Bay Regional Council, being the key parties with responsibility for the water supply regime in Havelock North. While none of the faults identified directly caused the outbreak the Inquiry notes that a different outcome may have occurred if the identified deficiencies had not existed.

3        Stage 2 of the Inquiry is now proceeding and will look at lessons and improvements that can be made more broadly to the way in which water is managed across New Zealand. This will include looking at the regulatory regimes under which the various agencies involved operate.

4        The outcome of Stage 2 is expected to have ramifications for the broader water policy settings within which all local authorities across New Zealand operate and will no doubt inform other policy work being undertaken by Central Government.

5        Local Government New Zealand will be making submissions on behalf of all local authorities. Much of this submission is expected to draw on the work completed as part of their Water 2050 project through which they have advocated for the development of a co-regulatory model to help drive the lifting of standards across the sector.

6        As part of the broader policy debate about the development of water standards it is important that there is a stronger linkage between the different aspects that need to be covered including issues ranging from the setting of standards through to the financing and community affordability of infrastructure to deliver required standards over time.

Civil Defence Review

7        The Government have decided to carry out a review of civil defence policy settings.  The review is described as: “Better responses to natural disasters and other emergencies in New Zealand”, and will be led by a Technical Advisory Group (“TAG”) which is chaired by Hon Roger Sowry. 

8        The terms of reference for the review are expected to be released at the end of May with provisional recommendations likely to go to Government by the end of August.

9        The overall focus of the review will be on the following three broad areas:

·    Decision rights – that is how should the chain of command work;

·    The nature of information flows to the public and media given available technology and the nature of the resources available locally and centrally to assist; and

·    Capability and capacity across the system including ways and means to better deploy resources depending on priorities.

10      Officers will continue to monitor the review as it proceeds and report on any outcomes of significance to Southland. 

Southland Regional Development Strategy (SoRDs)

11      Work has been progressed to develop a proposed consultation document for the formation of a new Southland Regional Development Agency as a council controlled organisation.

12      The agency would be formed as a limited liability company with its shareholders consisting of the four Southland Councils, Iwi and community based organisations to ensure that there is a ‘whole of region’ approach to regional development moving forward. Other key aspects of the proposal include the appointment of a skills based board, to ensure that the focus is on the appointment of directors with an appropriate level of expertise, and the creation of a separate tourism division to ensure that there is an appropriate level of focus placed on development of the tourism industry. This proposal is consistent with the recommendation made by the SoRDS Tourism Action Team.

13      If the proposal is accepted by all four Councils then there would be a joint community consultation exercise undertaken. This would streamline the process and ensure that there is a common set of recommendations provided back to each of the Councils.

Land and Water Plan

14      Last year Council lodged a comprehensive submission on the Environment Southland (ES) proposed Land and Water Plan.

15      ES are now moving into the formal hearings process with a requirement for detailed evidence to be submitted by 12 May although they have granted time extensions for some submitters.

16      Officers have now lodged, in conjunction with the Gore District and Invercargill City Councils   the evidence needed to support the submission previously approved by Council. The Councils are due to present their evidence at a hearing in September 2017.

Rural Fire

17      The transition process to merge Rural Fire Authorities with the NZ Fire Service to create Fire and Emergency Management NZ (FENZ) is continuing. FENZ will officially come into being from 1 July 2017.

18      As part of the transition process Council has formally resolved to approve the sale of the relevant firefighting equipment to FENZ at a nominal price. More recently officers have also been working with FENZ to agree transitional arrangements for the provision of a range of support services including Information Technology services. It is expected that these arrangements will continue through until June 2018. 

Tourism Infrastructure Fund

19      On 11 May the Government announced a new Tourism Infrastructure Fund to replace the Mid-sized Regional Facilities Fund and Regional Growth Partnership Fund.

20      The new fund will have some $25 million per annum available to assist with co-funding of tourism related facilities in district’s that meet the relevant criteria.

21      Officers will give consideration to whether there are any infrastructure projects within this District that might meet the criteria. This will be done via work that needs to be progressed to develop a programme of works needed to implement the Open Spaces Strategy that was adopted by Council in 2014. Officers will look to include these projects in the draft 2018 10 Year Plan. 

22      It is important to recognise the co-funding requirement and hence the need for funding to be available through existing budgets.

Te Anau Wastewater Discharge Project

23      On 22 March Council received formal advice indicating that the Smith Family no longer wished to proceed with the proposed sale of their land to Council for potential use as an alternate disposal site for the Te Anau Wastewater project. From a contractual perspective, Council is now able, under the Deed of Agreement that it has with Fiordland Sewage Options, to exercise the Kepler consents should it so choose.

24      At its 17 May meeting Council asked officers to proceed with the development of a Business Case for the Kepler option. This decision reflects the importance of Council continuing to progress development of this option given the need to have any alternative fully operational by December 2020, unless new consents can be obtained for the existing Upukerora discharge.

25      In parallel with the work on the Kepler Business Case officers are also progressing development of potential criteria and a process via which it might identify potentially suitable alternative disposal sites. Work is underway to develop these criteria with a report back on these going to the Te Anau Wastewater Project Committee in August.

Around the Mountains Cycle Trail

26      At its 17 May meeting Council asked to progress the development of a business case for a “Heartland Ride” option from Walter Peak to Centre Hill.

27      As part of the business case process officers are also required to advance negotiations with the three main external funders, including the Crown, to agree on the implications of Council proceeding this option on the existing contractual arrangements. To date the Crown has been clear that it expects the Council to complete the Trail to the Great Ride standard and for Council to do otherwise would be a breach of its Funding Agreement.

28      Officers are progressing the work required and will keep Council briefed as it proceeds.

Milford Opportunities Project

29      As part of the SoRDS project Central Government announced the allocation of $250,000 towards the first phase of the Milford Opportunities Project.

30      Officers have been working with the Department of Conservation to develop revised terms of reference for the project. These are being discussed with the Ministry of Business Innovation and Employment (MBIE) which is the government agency that will manage the funding arrangements with Council. Work is also underway to identify members that might be suitable for the proposed project governance group.

 

Customer Support

31      Customer Support is currently preparing for the annual dog registrations over June and July.  With the introduction of online payments over the last two years, there has been an increase in payments received online and forms received via email.  The Environmental Health Team will send out approximately 6,500 letters to our customers for dog registration. 

32      The Nightcaps Community Library has now moved to a Book Bus service with the first stop being planned for late June 2017.  We will monitor use of the service over the next six months and also work closely with regular customers to meet their library needs.


 

Services and Assets

Public Conveniences

33      Predominantly, business as usual when it comes to operations, however the budgets clearly show an increase in costs for those toilets situated on the main tourist routes.  The upgrade project at Colac Bay has been deferred until the Foreshore Road access issues have been resolved.

34      The Lions Park usage counts show similar seasonal trends to previous years, the year-end totals however are likely to be slightly down on last year given the low numbers early in the season.  The reason for this is unknown, however it did coincide with the significant upgrade work on the building next door by Real Journeys which may have affected their bus parking locations.

Water Structures

35      Consultation on Stewart Island jetties is ongoing, with Southport now also wanting to divest its ownership of the Golden Bay wharf.  Plans are also underway to do some initial investigations of the Waiau River boat ramps to identify any urgent issues to be included in the 2018 Long Term Plan.  A more detailed inspection will be undertaken prior to the next Long Term Plan.

36      Licence Agreements with private berth owners at Riverton is progressing with a majority signed and returned.  The outstanding ones will be followed up.

Curio Bay Project

37      Ongoing with Council’s waste water project and Department of Conservation’s carpark completed.  The South Catlins Trust has the new camping amenities building operational as well as commencing construction on the new heritage building.  An ancillary project has resulted from all this development and the three parties in conjunction with other interest groups, are involved in a planting programme on the reserve to increase the habitat for the Yellow Eyed Penguins.

Te Anau Airport - Manapouri

38      The summer season has concluded with the last flight in early May.  The statistics should be out by next report to compare past year’s performance.  Winter period is about maintenance of ground handling equipment and general terminal tidy up, ready for the up and coming summer season which will start in the middle of August. 

39      A very positive letter of appreciation from Alliance Airlines with the way we handle our ground handling system; we achieved a best on time performance in the country with an on time performance factor of 95%, with one aircraft defect delaying departure. 

40      The Air Force display went well and one aircraft remained at the airport overnight due to a defect.  The airport staff provided security for the night.

Alternative Coastal Route Improvement

41      The Roading Company have capitalised on recent weather patterns and have made good progress in a relatively short timeframe on this project.

Alliance Maintenance Contract Renewal

42      Following the decisions made by Council at its 27 April meeting to approve the proposed new road maintenance contracts officers have been working with the contractors to finalise the contract arrangements.

43      The discussions have been very positive with a good level of buy-in to implementation of the 80:20 principle and agreement to explore a number of other new initiatives during the next contract term.

Property

44      Wyndham housing repaint will be completed by the middle of June, weather permitting, and Edendale by the end of June 2017.

45      The former BNZ building has been sold and has settlement pending.

46      The Edendale hall is currently being disposed of by way of tender, and is for sale on the open market.

 

Community and Futures

Stewart Island Wharf Engagement

47      The Stewart Island wharf engagement process is now well advanced.  A survey has been established and been widely distributed to residents on the Island, key stakeholders on and off the Island, and a selected number of ratepayers. 

48      The survey and consultation process has been publicised through the local Stewart Island News, Southland Times and the Advocate, with posters distributed throughout the Island, Riverton and Te Anau Area Offices.  The consultant was on the Island in May and conducted a number of one-on-one interviews, public drop-in sessions and an evening public conversation café.  From here, information will be collated and the consultant will go back to those who have taken part with a summary and any recommendations being made to Council.  The final report is expected at the end of June and will go to Council July/August 2017.

Milford Opportunities

49      Discussions with MBIE are ongoing although we are getting closer to having a contract for the government funding that was announced at the SoRDS launch. It is likely that the project will tie in well with some work that MBIE is looking at in relation to the tourism pressures and issues that are being faced in Queenstown.

District Facilities Project

50      Venture Southland are undertaking this project on our behalf and are currently in the process of surveying both the operators and a representative sample of users. The project will assist Council in understanding the type, range, and location of facilities in the District as well as the level of use they get.

Te Anau Community Consultation

51      The public feedback part of the process has closed and the comments collated. The next step is for the Te Anau Community Board to go through the comments and identify the projects that they see as the priorities for the Board to invest in on behalf of the community, what they might advocate for on behalf of the community, and what they cannot or do not wish to pursue.

Community Governance Project and Representation Review Project Update

52      The Community Governance Project and Representation Review Projects are aimed at enhancing community involvement so that future governance structures in Southland work best for the people of Southland to assist strong district decisionmaking while empowering local communities to participate in processes that reflect the needs and requirements of the district.

53      The Elected Member Working Group will provide feedback on the development of issues and option and assist the stakeholder and community engagement process.  It will meet over the course of the projects.

54      The Representation Review is a formal statutory process that will be informed by the feedback from the Community Governance Review.  Staff from across the Council will be involved in the project as there will be operational issues to plan for with any changes to the current representation arrangements.  The Electoral Officer Dale Ofsoske will be assisting the Council to fulfil its statutory obligations.

2017/2018 Annual Plan

55      Council made decisions on the feedback received from individuals and organisations on the Annual Plan Update 2017 on 6 April 2017.

56      The key financial changes included providing a one-off grant in 2017/18 for the Hollyford Conservation Trust ($10,000 GST exclusive) and increase in the Regional Heritage Rate ($5 per rating unit GST inclusive), both to be funded from reserves/existing budgets. The Council also approved a number of changes to project timing, including projects to be carried forward from 2016/17 into 2017/18 and corrections to fees and charges and grants. The rate increase is for the final plan has dropped slightly to 3.63% from 3.64% signalled in the Annual Plan Update 2017.

57      Council staff have incorporated the changes from the deliberations into the final draft and presented the final draft annual plan to councillors for feedback at a workshop on 17 May.  The Annual Plan will be adopted at the Council meeting on 7 June 2017. At this meeting, Council will also be asked to set the rates for the 2017/18 financial year. 

58      Once the plan is adopted, reply letters will be sent to all people who provided feedback, a copy of the Annual Plan will be available to view on the council website and hard copies will be printed and distributed the Area Offices.

59      Strategy and Policy staff will then move their attention the Annual Report and LTP.

Community Leadership Plan Workshop Update

60      Eight Community Leadership Plan Workshops were held across the District in April bringing together Councillors, Community Board and CDA members along with Community Partnership Leaders and Venture Southland Community Development staff.   Feedback from attendees has been positive and our Elected Members were challenged to look towards the future and identify opportunities, they were also asked what their township will look like in the next 3, 10 and 30 years, who will be living there and who their communities of interest will be.

61      The Community Partnership Leaders are now working to collate the results before embarking on stage two of the consultation process with key community stakeholders.

Service Delivery Scoping Project

62      Council has engaged Rebecca McElrea to undertake the above project.  The purpose is to consider future Council service delivery options for communities in the Southland District with demand from residents, ratepayers and visitors being the primary focus.  The consultant has been requested to investigate and consider the types and levels of service demanded from customers and consumers, how services could be delivered and where from.  At present we are working to develop the surveys before commencing the community engagement aspect of the process


 

Venture Southland – Community Development

63      The Venture Southland Community Development team has been conducting an assessment of all facilities available for community use or hire across the District on behalf of Southland District Council. The team have been in contact with facility managers in the Edendale-Wyndham area to gain their feedback on what is available and community needs over the past month, and are very appreciative of the community’s assistance with this process.

64      The Community Development team are also organising free workshops for volunteers “Surviving and Thriving as a Volunteer Organisation” in June/July in partnership with Southland Community Law. Workshop locations and dates are as follows: Tuatapere – Thursday 1st June, Otautau – Wednesday 7th June, Gore – Thursday 15th June, Winton – Wednesday 21st June, Mossburn – Thursday 29th June, and Invercargill – Wednesday 5th July.  All are from 6:30pm – 9pm. Contact Venture Southland to book a place or for more information.

65      Venture Southland staff continue to support the Edendale Scouts with funding support for the upgrades to their Scout Den Facility.

66      Staff continue to work alongside the Wyndham Rugby Club and the Menzies Rugby Club as required with the Raglan Street Development Project.  A Memorandum of Understanding has been developed and adopted by both clubs regarding these grounds. 

67      Venture Southland staff continue to work alongside the Society and provide advice and assistance as required for the future planning of the Wyndham Museum. 

 

Environmental Services

Resource Management Act Amendments

68      Now that the Resource Management Act amendments have been enacted, staff are working through the implications of these and will be presenting a report on this to Council at its meeting in 21 June 2017.

69      One of the major components of the amendments in the introduction of a more ‘template’ approach to planning at a national level aimed at driving more national consistency. This is likely to have significant implications for the shape of future planning documents.

70      The Ministry for the Environment is bringing a road show to Invercargill on this topic on the afternoon of 21 June, which staff will be attending.

Earthquake Prone Amendments to the Building Act 2004

71      As previously advised these take effect on 1 July 2017. 

72      Council has received correspondence from MBIE on various arrangements which all councils need to make in advance of the amendments and the Team Leader of Building Solutions is working through these now.  The Ministry of Business Innovation and Employment held a briefing session for relevant Council staff in Dunedin on 23 and 24 May 2017.

73      Councillors will recall that key elements of this can be briefly summarised as setting timeframes for assessing buildings identified as potentially earthquake prone, and timeframes for strengthening such identified buildings based on the risk zone which they are located within (Southland District Council contains High, Medium and Low zone), and based on the use of the buildings and their potential for collapse on key thoroughfares.


 

Building Control

74      The issued consents are down by 44% on April last year and these numbers were down 11% (March) and 23% (February) relative to their respective months in 2016.  This reduction is primarily due to a drop off in consent applications for fires, dwelling alterations and farm buildings.  There were the same number of new dwellings consented and an increase in the number of new dairy sheds being consented when compared to the same period as last year.  The value of the consented work is up by $1 Million, with three dairy sheds adding $1.2 Million or 25% to the value of work consented.

75      The distribution of work seems to remain primarily in the larger urban areas such as Winton, Te Anau and Riverton.  The average price per consented dwelling has risen by more than $70,000 from the same period last year, reflecting the greater complexity in design.  The consents issued this month will require 225 inspections before the work is completed.  We continue to receive consent applications at a steady rate and have a number of consents to process.

Dog Registrations

76      Dog registration forms are going out in the post in early June.  The new dog registration discounts are being introduced this year that recognise responsible ownership, neutering and containment.

Freedom Camping Bylaw

77      Local discussions are continuing concerning possibly amending the freedom camping bylaw rules for Lumsden, Waikawa and Weirs Beach.

Rakiura Heritage Centre

78      Resource consent was lodged on 1 March to construct a heritage centre at 6 Argyle Street, Oban.  This application is currently on hold and once all of the necessary information is received, it will be limited notified to the property owners and occupiers within close proximity to the site.

Notice of Requirement (Edendale)

79      The submission on the proposal to realign State Highway 1 closed on 11 May.  A total of 18 submissions were received and an indicative timeframe for holding a hearing will be late July or early August. An Independent Commissioner will hold the hearing and make a decision on the application.

District Plan Appeals

80      Council has just received indicative mediation dates for the remaining Proposed District Plan appeals.  The Environment Court mediation is pencilled in between 8-11 August which will be confirmed once all the parties are satisfied with the dates.

Water and Land Plan Evidence

81      Council has submitted five briefs of evidence in relation to Environment Southland’s Water and Land Plan hearings which started on 22 May.  Council submitted primarily in relation to the organisation’s core business (infrastructure affordability, equitable requirements across different activities, timing of rules having effect etc). Council is going to speak to its evidence in mid-September.


 

Resource Consents

82      Resource consent application numbers remain at relatively subdued levels, with limited large scale development currently occurring in the District.  Most consents are being processed within the statutory processing timeframes.

 

Information Management

Digitisation Project

83      The final main shipment of paper has been sent from Council at the end of May.  This particular shipment will be the single largest being the total boxes sent to over 1,000.

 

People and Capability

84      In February 2017, Council contracted Simpson Grierson to undertake a Health and Safety Gap Analysis.  The gap analysis included a review of Southland District Councils Health and Safety Management System, discussions with key operational leaders and visits to operational locations and discussions with workers and key contractors.  The intent of the exercise was to compare our current practices with good practice so that we could identify areas for improvement. The report identifies a number of opportunities for improving our current Health and Safety practices. An Action Plan including a draft commitment, objectives and targets has been developed and will be presented to the Finance and Audit Committee in June 2017 for their approval and subsequent monitoring of progress.

 

Finance

85      Income for the Edendale/Wyndham Community Board is on track and within expected levels in the year to date, however there is movement within this section. 

86      The camping ground is showing lower than expected income due to the long term planning allocation differing from the actual income received from the lease of the grounds.  This will correct itself in the new financial year budgets when the income from users will be changed to income from the lease only.

87      The cemetery shows higher than expected income and is due to a higher number of internment fees received than expected in the budget.

88      The library shows higher than expected income and is due to an internal allocation error that will be corrected in June. This will bring the library income for the year to date back in line with the budget.

89      Expenditure is showing over budget and is due to a number of factors.  There has been additional spraying and mowing required on the reserve. The cemetery is overspent due to additional maintenance, and the water tank installation and removal. There was also an additional $12,500 spent in the removal of asbestos from the Wyndham Hall.

90      Expenditure is primarily over budget due to a historical grant of $105,000 requiring to be refunded; the Edendale Hall project is no longer being undertaken.  This grant has been returned and has raised the expenditure for the Board over expected levels for the year to date.

91      Capital expenditure project forecast for this financial year has not commenced, and will be deferred until the 2017/18 financial year.  This is in relation to the project to upgrade footpaths.  The footpath upgrade will be a mixture of full replacement, hazard repair and consideration of footpath removal in some streets, following consultation with the Board. 

92      The hazard repairs have been completed on a temporary basis to minimise the Health and Safety risk.   

 

 

 

 

 


Recommendation

That the Edendale-Wyndham Community Board:

a)           Receives the report titled “Council Report” dated 19 June 2017.

 

b)           Note the Edendale Community Pool Society End of 2016-2017 Season Report.

 

Attachments

a         Edendale Community Pool Society End of 2016-2017 Season Report    

 


Edendale-Wyndham Community Board

27 June 2017