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

 

Date:                      

Time:

Meeting Room:

Venue:

 

Tuesday, 6 June 2017

5.30pm

Southland District Council Winton Office

Wemyss Street, Winton

 

Winton Community Board Agenda

 

OPEN

 

 

MEMBERSHIP

 

Chairperson

Brian Somerville

 

Deputy Chairperson

Geoffrey Jukes

 

Members

Natasha Mangels

 

 

Doreen McNaught

 

 

Neville McPherson

 

 

Peter Schmidt

 

 

Councillor Neil Paterson

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

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.

 


Winton Community Board

06 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       Council Report                                                                                                             11  

 

UPDATES

8.1       Chairperson's Report

The Chairman, Member Somerville, to report on matters with which he has been involved since the Board’s last meeting.

 

8.2       Councillor's Report

Councillor Paterson to report on matters from the Council table.

 


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

 

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 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 Winton Community Board, 03 April 2017


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Winton Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Winton Community Board held in the Winton Memorial Hall, 2 Meldrum Street, Winton on Monday, 3 April 2017 at 5.30pm.

 

present

 

Chairperson

Brian Somerville

 

Deputy Chairperson

Geoffrey Jukes

 

Members

Natasha Mangels

 

 

Doreen McNaught

 

 

Neville McPherson

 

 

Peter Schmidt

 

Councillor

Neil Paterson

 

Councillor

Darren Frazer

 

 

IN ATTENDANCE

 

Group Manager, Community and Futures

Rex Capil

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Michelle Stevenson

 

 


1          Apologies

 

There were no apologies received.

 

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

 

Resolution

Moved Member McPherson, seconded Member Schmidt  and resolved:

That the minutes of Winton Community Board meeting held on 7 February 2017  be confirmed as a true and correct record.

 

Reports

 

7.1

New Triennium 2016-2019 - New Approach

Record No:         R/17/3/3819

 

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

 

Mr Capil advised the purpose of the report is to advise the Board that Council has been undertaking some significant changes over the past two years.

 

Mr Capil explained Council has utilized the new triennium 2016-2019 and the October 2016 elections to introduce a number of changes that have a greater external focus, involving the interface with communities and the Council’s own community governance structures.

 

 

Resolution

Moved Member Schmidt, seconded Deputy Chairperson Jukes  and resolved:

That the Winton Community Board:

a)         Receives the report titled “New Triennium 2016-2019 - New Approach” dated 27 March 2017.

 

NOTE: Cr Paterson left the meeting at 6.36pm.

 


 

7.2

Council Report

Record No:         R/17/3/5906

 

Michelle Stevenson (Community Partnerships Leader) presented the report.

 

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

 

Miss Stevenson informed the report highlighted various issues of interest.  Particular highlights included the Community Governance Project and Representation Review which Miss Stevenson explained involves in the next 12 months the need for explicit community engagement and involvement in understanding the future focus and structures required to achieve this.

 

Miss Stevenson advised the Winton Library has seen a decline over the last year in customers utilizing the late night service, after reviewing the numbers of people using the service and following consultation with Councillors, Staff and the Community Board it was agreed that the Winton library hours align with other libraries within the District.

 

Members noted internet usage within the library was down due to behavour issues with some members of the public.

 

Miss Stevenson advised a flooding investigation into Meldrum and Durham Streets, has been completed and a number of key faults were identified.

 

Miss Stevenson informed a report recommending an upgrade to this pipeline with detailed design and costing options is to be presented to the Board in due course.

 

1          Miss Stevenson advised in regards to the finance report income and expenditure is on track and within expected levels.

2           

3          Miss Stevenson added capital expenditure for Winton in the year to date shows higher than expected expenditure.  This is attributed to additional costs of the Memorial Hall by way of grants sitting in reserves, approved for use by Council September 2016.

4           

The meeting noted the Florence Road works that would have also come from this budget is now scheduled for the 2017/2018 financial year.

 

 

Resolution

Moved Member McNaught, seconded Member Mangels  and resolved:

That the Winton Community Board:

a)         Receives the report titled “Council Report” dated 27 March 2017.

 

7.3

Recently Adopted Policies

Record No:         R/17/3/3815

 

Michelle Stevenson (Community Partnerships Leader) presented the report.

 

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

 

Resolution

Moved Member McPherson, seconded Member McNaught  and resolved:

That the Winton Community Board:

a)         Receives the report titled “Recently Adopted Policies” dated 27 March 2017.

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

 

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

 

7.4

Community Liaison Persons

Record No:         R/17/3/4173

 

Alyson Hamilton (Committee Advisor) presented the report.

 

Mrs Hamilton advised that the purpose of the report is to appoint Winton Community Board members as liaison persons to various entities in the Winton community.

Following discussion on the matter, the Board agreed to appoint Member McNaught as the Board’s representative as Community Housing liaison person for Winton.

 

 

Resolution

Moved Member Schmidt, seconded Member Mangels  and resolved:

That the Winton Community Board:

a)         Receives the report titled “Community Liaison Persons” dated 27 March 2017.

 

b)         Agrees that Member McNaught be appointed as the Community Housing liaison person for Winton for the 2016/2019 triennium.

 

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

 

§ Walking Track                                        Member Schmidt

§ Swimming Pool                                      Member Schmidt

§ Winton Promotions                               Member McPherson

§ Hall/Pensioner Housing                        Member McNaught

§ Parks And Reserves/Cemeteries         Member Mangels

§ Skate Park Consents/Civil Defence     Member Jukes

§ Works                                                      Member Sommerville

 

8.1

Chairperson's Report

 

The Chair, Member Sommerville, reported on activities he has been involved since the Board’s last meeting.  This included the following:

 

×          Community Engineer to advise when issue regarding Walking Track consent has been resolved

×          Skate Park project proceeding with original plan

×          ANZAC Oval area to be tidied prior to ANZAC Day

×          Fill the Gaps meeting worthwhile

×          Tree cut down on Great North road due to tree having split

×          An approach has been made by the Winton Lions Club seeking to undertake a project at the Hall

×          Members to consider a presentation to Chris Dolan (SDC staff) on his retirement

 

8.2

Councillor's Report

 

Councillor Frazer updated the Board on the Gap Filler workshop recently held in Winton advising that this is an introductory workshop that explores, with public participants, suggested local ideas for urban space activation/rejuvenation.

 

 

The meeting concluded at 6.53pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Winton Community Board HELD ON MONDAY, 3 APRIL 2017.

 

 

 

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

 

 

 

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

 

 

 


Winton Community Board

6 June 2017

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Council Report

Record No:        R/17/5/11062

Author:                 Michelle  Stevenson, Community Partnership Leader

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Chief Executive

Te Anau Wastewater Discharge Project

1        Following the signing of the Deed of Agreement with Fiordland Sewerage Options (FSOI) in December, work was progressed to negotiate an access and purchase agreement with the owners of the Smith Block and undertake initial consultation with stakeholders including the neighbouring property owners, Te Ao Marama, Fish and Game, Department of Conservation and Guardians of the Lake.

2        The initial engagement with stakeholders showed that there were mixed views on the proposal with some being supportive, others being neutral while others were raising a number of concerns. Having a diverse range of views being expressed at an early stage is to be expected.

3        Initial discussions with the Smith’s commenced in early February 2017. The negotiation process was progressing largely as expected prior to a letter being received on 22 March indicating that the Smith’s no longer wished to proceed with the proposed sale. This effectively means that it will be no longer possible to use this land and as a result all work currently under way to plan for initial engineering investigations of the site has ceased.

4        The Deed of Agreement that Council has with FSOI means, from a contractual perspective, that if the Smith Block is found to not be viable then Council is able to proceed with implementation of the Kepler option. There is, however, a need for Council to firstly, formally determine whether it believes that the Smith Block option is no longer viable and then determine what steps it wishes to take.

5        A report summarising the findings from the Phase 1 work will be taken to the Te Anau Wastewater Project Committee on 21 April and subsequently to Council on 17 May.

6        Council staff will now complete a detailed business plan for the consented treated wastewater discharge scheme at the Kepler block.  However, Council is keeping the door option for another option for the treatment and discharge and is creating a process, including criteria, for identifying possible sites.

Southland Regional Development Strategy (SoRDs)

7        A meeting of Councillors from all four Southland Councils was held in Gore on 13 March to outline and seek feedback on the work that has been progressed to date to develop a proposed new structure to drive implementation of the SoRDS Action Plan and regional development in the future.

8        At the meeting there was a good level of engagement in the strategic challenges facing the region, the question of what the region needed to do differently if it is to remain competitive on the national stage and the range of options that might exist for leading regional development across the region in the future.

9        While there might be some debate about what structures would best serve the region in the future it is clear that unless Southland pools and then looks to apply the skills and resources that it does have in a coordinated manner then the region will simply not compete on the national and international stage.

10      Recent economic data released on regional GDP shows, for example, that from 2011 - 2016 Southland’s economy grew by 3.7 percent as compared with the national average of 23.8%. As a result Southland’s share of national GDP reduced by 20%. While these results reflect the recent down-turns in the primary sector they do serve to reinforce the importance of the region taking some bold and significant steps if it is to remain relevant on the national stage.

11      The need for Southland to ‘pull together’ and work in a cohesive fashion has also been emphasised recently by the publication of the Upper North Island Story. This publication which has been released by the Upper North Island Strategic Alliance, a collective of the Councils from Northland, Auckland, Waikato and Bay Plenty, outlines the national significance from an economic development, population and growth perspective of the four regions as they collectively account for 50 - 60% of NZs population and GDP. It also outlines the challenges that lay ahead as their share of the national wealth continues to increase and the steps that they collectively need to take to manage these pressures.

12      Following the meeting in Gore work is now underway to progress the work needed to ‘flesh out’ the preferred model of creating a new entity, which would be established as a Council Controlled Organisation (CCO) but with shareholdings from a range of entities from across the broader business and community sectors. As part of the model it is also seen as important that a separate ‘arm’ of entity which is focussed on the development of tourism across the region be developed.

13      There will be a need for a community consultation process to be followed by the four Councils before the new entity can be formed. It is proposed that this process be completed via a joint committee/hearings panel process. It is anticipated that the formal reports seeking endorsement for this process will be bought to Council in May or June.

 

Local Government Act 2002 Amendment Bill

14      The Local Government Act 2002 Amendment Bill, which implements the Better Local Services reforms, was referred to the Local Government and Environment Select Committee last year.

15      The Bill proposed substantial changes to the role of the Local Government Commission (LGC); the current local government re-organisation provisions; created new categories of CCOs, and provides a power for the Minister of Local Government to set performance measures for services.

16      As part of the package of reforms it was also proposed that the LGC be given the power to initiate reforms at an individual service level at any time including having the ability to remove individual service delivery into a CCO without the agreement of the Council(s) concerned and/or their ratepayers. This particular proposal raised a significant level of concern across the sector and was the subject of a number of submissions to the Select Committee.

17      The new Minister of Local Government has now announced that the Bill will be amended to require that the creation of CCOs will require the support of the affected local authorities.  The ability for the Minister to impose new non-financial performance measures for different activities is also to be removed.

18      The Select Committee was due to report back to Parliament at the end of March. It will need to finalise any amendments needed to reflect the above changes but then can be expected to report back in the near future. Hence, it is expected that the Bill will proceed through the balance of its parliamentary process in the next few months.

 

 

Fresh Water Management

19      Following on from the recent Government announcements on the management of Freshwater and in particular its ‘headline’ goal of making 90% of waterways swimmable by 2040 LGNZ has now announced the creation of a Water 2050 project. The overall aim is to lead debate about the creation of a coherent policy framework that leads to greater integration of policy discussions, particularly the setting of standards with communities’ ability to pay for the necessary infrastructure to achieve those standards. The affordability issue is a significant one for this district and a number of other rural and provincial districts which have small communities, a number of which have declining populations.

20      Other important issues that will be considered as part of this policy work include the setting of freshwater quality and quantity – standards, rights and allocation, land use, three waters infrastructure, cost and affordability, and options for funding the required infrastructure.

Land Transport Government Policy Statement (GPS)

21      The Government Policy Statement (GPS) on land transport is used to set the strategic framework within which LTNZ allocates the approximate $3 billion of Government funding used to support the development of land transport. The latest draft is currently out for consultation.

22      There are a number of factors that are influencing the change in transport demand, including population growth particularly around urban areas in the upper North Island, increased heavy freight movement, with tonnages moved projected to increase by 50% by 2042, and growth in tourism. Given these demands the draft GPS proposes that the focus should remain on the current priority areas of economic growth and productivity, road safety and value for money.

 

Better Urban Planning Report

23      The Productivity Commission released its final Better Urban Planning report on 29 March. The report represents the final outcome from the Commission’s ‘blue-skies’ review of the current urban planning system in New Zealand.

24      In its report the Commission makes 64 recommendations, including having one new piece of planning legislation to replace the current Resource Management Act, that would support and govern both the built and natural environments. The recommendations include providing greater clarification of the statutory objectives, making it mandatory to develop a regional spatial plan; creating a new process for the review of formal planning documents before they come into effect; more tools for councils to fund infrastructure; and better stewardship of the planning system.

25      The development of a Regional Spatial Plan for Southland was one of the core recommendations coming out of the SoRDS Ease of Doing Business Team work. The Productivity Commission report proposes that Regional Councils should lead the production of these plans which should place a particular focus on strategic land-use development over a 30 to 50 year period. In addition to informing future land use decisions the spatial plans would also be expected to provide a focus for infrastructure planning and development.

26      The report is also proposing that notified regulatory plans (eg District Plans and the Regional Policy Statement) would be subject to a formal review process by an Independent Hearings Panel (IHP) that would be appointed by an independent statutory agency. In effect the Panel would have the right to ‘veto’ provisions that a local authority may put within one of its statutory documents. Appeals to the Environment Court would only be allowed on points of law. This would represent quite a significant change to the current approach in which the final responsibility for such documents sits with local authorities.

27      The Government will now consider the recommendations in the Commission’s report. It can be expected that their response and decisions on what recommendations are to be implemented will be announced in due course.

 

Customary Marine Title Application

 

28      Te Runanga o Ngai Tahu have made an application to the High Court under the Marine and Coastal Area Act 2011 to have a customer marine title recognised over the marine and coastal area surrounding much of the South Island. Council, along with most other South Island local authorities have been formally served with notice of the application as required under the Act. There is also a requirement for the application to be publicly notified.

29      Council has the right to express an interest in appearing before the High Court to comment on the proposal. There is a requirement for any expression of interest to be lodged within 20 working days.  Officers are giving consideration to whether this Council should register an interest so that it has the ability to make submissions should it consider it appropriate to do so.

30      Customary marine title can be granted over a coastal area if an applicant can show that they have exclusively used and occupied an area since 1840. The rights that are granted to a party holding a customary title are outlined in section 62 of the Act but include:

 

·    The right to give or decline permission for activities requiring resource consent;

·    The right to protect wahi tapu;

·    The right to create a planning document for the area.

31      Local authorities are required to take the content of a planning document into account in their decision making processes once it has been developed.

 

Information Management

Digitisation Project

32      Work is continuing on the Property File Digitisation project which has seen approximately 80% of the paper volume previously held at Council shipped for processing.

Change of Address

33      A new Change of Address form and internal process is being developed for use by staff and the public will be promoted shortly.  The change of address is one of the high volume requests by the Customer Support team and the new process will streamline the process whilst also maintaining a reliable and accurate name and address information system.

 

Environmental Services Group

Resource Management Act Amendments

34      The amendments to the Resource Management Act have now been enacted.  There are a number of significant changes relevant to all councils such as a more nationally templated approach to planning documents, elevation of the importance of natural hazards matters, compressed timeframes and simplified processes for simple activities, and changes to Iwi participation arrangements.

35      A detailed report on these changes and their implications will be presented to Council for information at a later date.

 

Earthquake Prone Amendments to the Building Act 2004

36      These take effect on 1 July 2017.  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.

 

Building Control

37      The number of building consents issued this month is down 11% on the same month last year, and these numbers were down 23% (February) and 11% (January) relative to their respective months in 2016.  There are a number of consent applications on hold and the gap between the number of issued consents in 2017 and the number of issued consents in 2016 should reduce further next month.

38      As outlined above, the number of building consents issued so far this year is down on what was issued last year. However, a vacancy for a consent processor has been filled and Neal Tuckey started in this role on 4 April 2017.  Council continue to receive consent applications at a rate of approximately four per day on average.  Hence whilst, consent numbers are down overall for the year relative to 2016, the number of new consent applications appears to be more consistent in recent times.

This month there is a much more even distribution of the location of consents issued across the District.  Winton and the southeast of the District has a noted increase in activity.

 

New Dog Registration Discounts

39      Council is proposing to introduce discounts into the new dog registration fees from 1 July 2017 that will apply to non-working dogs only.  The discounts will be for neutering, containment, and responsible ownership.  The purpose of the new fees is to encourage responsible ownership, and to reduce wandering and aggression incidents in the District.  Currently, the fee is $30, and this will continue to be the base fee if all three discounts are applied. 

 

Food Act

40      The Environmental Health staff have almost completed transitioning the food businesses with alcohol On Licences to the new Food Act 2014, with this group being the first that are required to transition by 31 March 2017.  The next significant group that will have to transition by March 2018 are the food service/retail businesses that do not have On Licences; eg some cafés and takeaways. 

 

Freedom Camping

41      The Tuatapere Community Board has requested “No Freedom Camping Zone Begins” signs at the four entrances to the town, making it the second town in the District with this type of town entrance signage, the other being Te Anau.  This request followed concerns from a local camping ground operator who advised that people were camping illegally in the town and sneaking in and using the camping ground facilities. 

 

Rakiura Heritage Centre

42      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)

43      The application to realign State Highway 1 was publicly notified on Saturday, 8 April submissions closed on 11 May.  The decision will be made by an Independent Commissioner following a hearing.

 

District Plan Appeals

44      This has not made any progress since the last report.  Council is still waiting for the Environment Court judge to sign off on mediation dates for the remaining appeals.

45      Progress is being made on Council’s evidence for Environment Southland’s Water and Land Plan hearings which are due to be held towards the end of 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).

 

Non-notified Resource Consents

46        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.

 

Community & Futures

CDA Elections

 

47      During the month of March, Council facilitated 19 CDA election meetings.  Meetings were attended by some of the following Council representatives – Mayor, Deputy Mayor, Councillors, CEO, Group Manager Community and Futures, Community Partnership Leaders, Committee Advisers. Attendance at the meetings varied – with some having 30 or so members of the public attending while others had 4.  The majority of meetings did not require an election as 6 or less members were nominated in these instances. Some publicity was received around Council adhering to the Terms of Reference as approved by Council at its 26 October 2016 meeting related to the associated eligibility criteria for being nominated, being a nominator or being able to vote. 

48      This consistent approach assisted Council in delivering on its approved process.  What it also did was provide a forum where some of these issues around local community governance, fair and effective representation and what does all this mean for the upcoming Representation Review were able to be discussed and a general consensus was identified on these issues by the majority of the CDA election meetings.  The timeliness of being able to have these conversations as part of the CDA election meetings has been appreciated to provide further insights for the Community Governance Review and Representation Review projects underway.

 

Community Governance Project and Representation Review Project update

49      The Community Governance Project has been identified by Council as an important strategic project to assist Council in delivering its priority goals of:

·    A dynamic, effective and efficient Council;

·    The Southland Way – empowering our communities;

·    Growing our communities.

50      The Representation Review project is a requirement under the Local Electoral Act 2001.

51      There are three processes that form the representation review project:

·    A review of the electoral system;

·    A review of Maori representation;

·    A review of representation arrangements.

52      The Community Governance Project and associated background work undertaken over the past 18 months and the community engagement to be undertaken over the next nine months assists with providing background information and a context for the Representation Review project.

53      The overall review intent focuses on developing the community governance and representation framework to work more effectively and efficiently for Council and its communities.

54      It is important to recognise there are two projects that will complement each other – the Community Governance Review project and the Representation Review project.

55      The working premise of the community governance review is that there is a desire and commitment to make the future governance structure work best for the Southland district, by ensuring strong district decisionmaking while empowering local communities to participate in decisionmaking processes that reflect the needs and requirements of the district’s diverse communities.

56      The community governance review and representation review projects are aimed at enhancing community involvement so council governance structures are fit for the future and fit for purpose.

57      The representation review project is aimed at ensuring there is fair and effective representation across the district.

Stewart Island Wharves

58      The Stewart Island Wharves Community & Stakeholder engagement is underway.  In late March consultant Sandra James visited Stewart Island and toured the wharves by water taxi with Cr Ford, followed by a number of meetings with people on the Island including local Iwi, Community Board Chair, Tourism operators, and local business owners.  The consultant returned to the Island in mid-May to speak more widely with the community there, and will also conduct a widespread social media forum for input from those interested parties who do not live on the Island.  The purpose of the engagement is to look at the medium and long term user needs of the wharves on the Island, and includes their use, ownership, maintenance and ongoing costs.

Research Completed

59      Two pieces of research recently undertaken have been completed; the Stewart Island Community Facilities Assessment and the Community Organisation and Volunteer Sector research.  Once these have been received by Council they will be made available to the wider public and interested parties.  The anticipated timeframe around this will be late May 2017.

Leadership Plan Workshops

60      Community Partnership Leaders have now completed, with assistance from Venture Southland Community Development staff, a number of Leadership Plan Workshops throughout the District.  Workshops were being held in Winton, Lumsden, Otautau, Stewart Island, Tuatapere, Te Anau and Wyndham.  The workshops involved all eight Community Boards and 19 Community Development Subcommittee Areas and District Councillors.  The aim of the workshops were to provide an opportunity for locally elected members to meet together, collaborate, share ideas for working with other Boards, to discuss the future of their towns and villages and share how their local plans can help shape the future of the District as a whole.

Service Delivery Scoping Project

61      A consultant has been engaged to undertake a Community Futures Service Delivery Scoping Project in conjunction with the Community Futures and Customer Support Team.  The Consultant is currently finalising the project plan.  The expected completion date is July 2017.

Venture Southland Community Development

62      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 Winton 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.

63      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 – the Winton workshop is on 21 June from 6.30 – 9pm. Contact Venture for more information or to book a place.

64      Venture Community Development and Tourism team have also been supporting an energetic group of residents who were inspired by the Gap Fillers workshop in Winton earlier in the year. Residents are coming together to explore creative ways to engage and enliven the town – including harnessing vacant shop space and tapping into tourist opportunities.

Venture Southland Business Plan

65      Each year Venture Southland develops a Business Plan detailing its proposed activities, key performance indicators and budget. The Business Plan is required to be developed in accordance with the Venture Southland Agreement 2014 - 2017 and the letter of expectation sent by combined owner councils and the letter of expectation sent by Southland District Council regarding the Community Development priority projects which are specific to the Southland District Council.

66      The Agreement outlines the information to be included in the Business Plan and the process to be followed as it is developed.

67      The Community and Policy Committee endorsed the VS BP 2017 - 2018 at its 5 April meeting.

 

2017/2018 Annual Plan

68      The feedback process for the 2017/18 Annual Plan has now been completed with Council receiving feedback from nine groups/individuals on the plan (including one from staff). Six groups spoke to the Council about their feedback on 6 April 2017. A range of issues were raised including funding requests, working with accessibility specialists during design and considering ways to assess/improve accessibility of Council infrastructure, connections to the Curio Bay wastewater scheme, working with Real Journey’s on their upgrade of Pearl Harbour visitor facilities and a range of other expenditure and rating issues including AMCT, Roading Rate Model, TR maximum and roading programme.

69      Council made decisions on the feedback on 6 April 2017. The key financial changes included providing a one-off grant in 2017/18 for the Hollyford Conservation Trust ($10,000 GST excl) and increase in the Regional Heritage Rate ($5 per rating unit GST incl), 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 expected to remain at 3.64% signalled in the Annual Plan Update 2017.

70      Council staff will proceed with development of the Annual Plan document itself prior to it being presented to the 7 June 2017 Council meeting for adoption. At this meeting Council will also be asked to set the rates for the 2017/18 financial year.

 

Community Conversations

71      Over the months of May and June Mayor Tong, Councillors and staff will be out to continue our conversations with the community.  These are an opportunity to update the community on what has been going on across Council, and to hear from our communities about some of the big picture challenges and opportunities coming up for the district.

72      The focus of these conversations is to engage with our communities, and ensure that we are all best prepared for the future.  As discussed in previous meetings, Council is refocussing its approach and sees that Council does not have to be the sole solution, and can instead be part of the solution with our communities and other agencies.

73      Council is taking a multi-agency approach, partnering philosophy and collective understanding of the issues in ensuring decisions made today by all involved in our communities and district will prepare us for the future.

74      Conversations were held in Riverton 8 May, Te Anau 9 May, Tokanui and Catlins 10 May, Edendale-Wyndham 16 May, Otautau-Tuatapere 17 May, Winton 22 May, Lumsden 24 May and will be on Stewart Island 12 June.  Council encourages its Board and CDA members to be active participants in these conversations.

 

People and Capability

75      Clare Sullivan has been appointed as Governance and Democracy Manager.  Clare has over 25 years’ experience in local and central government and values the importance of democracy and democratic processes.  Clare began at Council on 3 April 2017 and is very keen to get out and about and attend various Community Board meetings and upcoming CDA meetings.

76      In late March Council held staff forums in the newly refurbished Memorial Hall in Winton.  These were held in two sessions of 3 hours each to ensure Council continued to provide customer support over the period.  The purpose of the staff forum was to outline Council direction and priorities for the next 12 months, and to introduce Council’s focus of working together.  

 

Customer Support

77      Customer Support has now integrated staff from a variety of departments to the Customer Support area.  This is a time of transition and learning for the team as we take on a variety of tasks for Council and look to broaden the knowledge of staff and aim to resolve 80% of customer enquiries at the first point of contact for the customer.  Throughout this transition staff are taking on a range of services that are unfamiliar to many of the team so we are continuing to share and learn new tasks across the team. 

78      The new library hours for Winton have begun and for the first Saturday received positive feedback from patrons and staff.  This will continued to be monitored. 

79      The library collection at the Nightcaps Library situated at Takitimu Primary School will be disestablished following declining usage over the last three years.  Council has consulted with the community around this decision and has agreed to trial visits by the bookbus for a six month period commencing in August 2017. 

 

Services and Assets Group

Te Anau Wastewater Odour Issue

80      During late February and early March there have been a number of odour issues at the existing Te Anau wastewater treatment plant. Testing showed that dissolved oxygen levels in the aeration pond had reduced significantly.

81      The issues appear to have been caused by a variety of factors including septic tank waste being dumped in the ponds. A number of steps were taken in response to the issues including the introduction of additional aeration, stabilisation of the ponds pH through the dosing of lime and the introduction of a nutrient rich food source (trade name Ensol 5000) to promote algal regrowth.

82      The ponds have now recovered and are performing as expected. Staff are moving, however, to increase aeration in the ponds to reduce the risks of similar incidents occurring in the future.

 

Alternative Coastal Route Improvement Project

 

83     This project involves the Sealing, Otta sealing and associated improvement of approximately 23 kilometres of road on the last unsealed section of the alternative coastal route along the Southern Scenic Route and the two main side journeys of this section.

84     At its 15 March meeting Council approved the awarding of a tender for this project to the Roading Company. Work is now progressing with the implementation of this contract including the sourcing of the gravel needed to advance the project.

Riversdale and Nightcaps Wastewater Resource Consents

 

85      In October 2016 Environment Southland issued new resource consents for the Riversdale and Nightcaps wastewater treatment plant discharges. The release of these decisions followed an extensive period of consultation between the two Councils and affected parties with an interest in these discharges.

86      Without prior warning to this Council, the consents were issued with the term of the consents reduced from 15 years to 7 years in the case of Nightcaps and from 25 years to an effective 9 years for consent which takes effect once upgrade works, budgeted to cost $2.4 million, are completed at Riversdale which serves some 240 properties.

87     Given the reduction in term of the consents a decision was made to appeal the ES decision. Following a mediation process new terms of 10 years for Nightcaps and 15 years for Riversdale have now been agreed. Officers are satisfied that the agreement reached is a good outcome for both Councils. It finds a balance between ensuring that this Council has a reasonable period of certainty over the conditions it needs to meet while also recognising that there will need to be further upgrades to meet the requirements in the Land and Water Plan.

Havelock North Drinking Water Inquiry

 

88      The Government established an Inquiry into the issues relating to the contamination of the Havelock North Water Supply last year. The inquiry was originally due to report back to Government by 31 March 2017. The report back date has now been extended and split into two separate phases.

89      Stage 1 will address matters relating directly to the Havelock North water contamination incident and the response to that incident. It will include findings of fact and fault. Stage 1 is now due to be reported back by 12 May 2017.

90      Stage 2 will address the broader systemic issues and provide recommendations about managing water supply across New Zealand. It will examine the existing statutory and regulatory regimes involved in delivering drinking-water to see if improvements can be made. Stage 2 of the Inquiry is now due to be reported back by 8 December 2017.

91      The recommendations coming out of Stage 2 of the Inquiry are expected to be of significance for all local authorities.

Community Engineer Update

92      The Winton cemetery levelling and lichen spraying of footpaths has been completed, and stormwater renewals completed at $15,000. RSA gates painting has also now been completed.

93      The Skate Park funding of $50,000 has been paid to the Skate Park Committee

Water and Waste

94      The Winton Rising Watermain Project (that commenced in early November 2016) is nearing completion. This project entailed the installation of almost 5 kilometres of pipeline to assist with providing a reliable and robust water supply to the Winton consumers.

95      The project has been delayed overall by approximately 4 weeks, this was due to material supply from Hamilton and on-site resources. The project is set to be completed prior to 1 July 2017 and will be delivered $100K below budget.  The total value of this project is just under $1M

96      Fulton Hogan are currently trenching up the centre of Welsh Road- and the Winton public are advised to be vigilant when entering this street.

97      In agreement with the Board, the Winton Stormwater renewal project (between Eglington and De Joux Rd) will be extended to an investigation scope of $80,000 from the original budget of $50,000.  The condition of the main is poor and Council staff determine as much information as possible will be needed to inform a competitive contract price.

98      Any loan required for this extended scope may be off-set by the $34,000 underspent in the Meldrum Street project.

 

 

Property

99      The land swap process for the memorial gates is commencing. This relates to the acquisition of land at 257 Great North Road.

100    The amended hall hire fees will be included in the fees and charges effective 1 July 2017. 

 

Finance

101    Income is slightly down on budget year to date.  There are two significant projects fluctuating within this income stream; the Winton Memorial Hall, and the Florence Road resealing.

102    The Streetworks scheduled for Florence road in 2016/17, now moved forward to 2017/18 include development contributions of $65,000.  These funds have yet to be drawn down as the project has not been completed and are showing as a significant variance in income.  The Memorial Hall income is over budget due to a grant received from Community Trust of Southland of $43,478.27 ($50k inclusive of GST) in October 2016 contributing to the Hall upgrade.  This grant is received as income until year end. 

103    Other leased property is correct year to date as interest on reserve is not yet allocated and rental income budget is to be increased as part of the LTP review, in line with actual rentals.

104    Expenditure is below expected year to date and is due to reduced expenditure in cemeteries, street works contractor yet to begin works, and beautification has programme work not undertaken as yet.  All street works and beautification work identified for this financial year will be undertaken by 30 June 2017.

105    Capital expenditure is on track and within expected levels.  Florence road resealing previously allocated in this financial year’s budget is now scheduled for the 2017/18 financial year. Stormwater drainage is underspent year to date, and is due to work completed on Meldrum Street coming in under budget at approximately $16,000 from an allocated budget of $50,000.  Parks and reserve is overspent in the year to date budget and is due to the timing of reserves movements of $13,000 to acquire land at 257 Great North Road.  The significant capital expenditure variance for the Memorial Hall is the grant sitting in reserves, approved for use by Council September 2016. 

 

 

 

Recommendation

That the Winton Community Board:

a)         Receives the report titled “Council Report” dated 23 May 2017.

 

 

Attachments

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