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Colac Bay Community Development Area Subcommittee

 

OPEN MINUTES

 

 

Minutes of a meeting of Colac Bay Community Development Area Subcommittee held in the  Colac Bay Hall, 14 Manuka Street, Colac Bay on Tuesday, 1 August 2017 at 7.10pm.

 

present

 

Chairperson

Lynley Barclay

 

Members

Ian Brinsdon

 

 

Nathan Cleaver

 

 

Juliana O'Connell

 

 

Councillor George Harpur

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Simon Moran

 

 


Colac Bay Community Development Area Subcommittee

01 August 2017

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1          Apologies

 

Moved Member O’Connell, seconded Member Cleaver and resolved:

That the Colac Bay Community Development Area Subcommittee accept the apologies for non-attendance from Members McKenzie and D Cleaver.

 

2          Leave of absence

 

Member O’Connell requested a leave of absence from the subcommittee meeting scheduled for October 2017.

 

Moved Chairperson Barclay, seconded Member Brinsdon and resolved:

That Colac Bay Community Development Area Subcommittee agree to the request for leave of absence from Member O’Çonnell from the subcommittee meeting scheduled for October 2017.

 

3          Conflict of Interest

 

            Member Cleaver declared an interest in item 9.1 – Colac Bay Hall repair work.

 

4          Public Forum

 

Julie Guise

 

Mrs Guise addressed the meeting on the following issues;

 

×          Expressed concern at lack of communication with Council regarding the Colac Bay Foreshore Road erosion issues

×          Council undertaking no maintenance work to the existing rock wall

×          In regards to the boat ramp still no progress on ownership or maintenance of same

×          Need for the Community to retain assets

 

Carole Elder

 

Ms Elder addressed the meeting on the following issues;

 

×          Colac Bay Boat Ramp

Stated Environment Southland staff have advised that the Coastal Plan indicates ownership of the ramp is Southland District Council and that if the subcommittee acknowledge ownership of the ramp any costings for maintenance work will fall to the subcommittee.

 

×          Resource consent

Stated Environment Southland staff have advised the resource consent lodged by the Southland District Council regarding the rock wall protection work is on hold due to further information being sought from the District Council.  The existing rock wall has deteriorated further and requires urgent attention and upkeep.

 

×          Drew attention to the concrete blocks situated at both ends of the eroded area of the Colac Foreshore Road and enquired as to who is paying for the blocks and possible repositioning. Also the signage in the area requires either removal or repositioning. Staff to respond to Ms Elder.

 

×          Picnic tables situated along the Foreshore require bolting down.

 

The Chair, Member Barclay expressed appreciation to Mrs Guise and Ms Elder for their attendance at the meeting and presentation to the subcommittee.

 

5          Extraordinary/Urgent Items

 

Moved Member O'Connell, seconded Member Brinsdon and resolved:

That the Colac Bay Area Subcommittee consider the following items as a matter of urgent business in order that a decision can be made before the next ordinary meeting, subject to Section 46A of the Local Government Official Information and Meetings Act 1987

Item 1:  Colac Bay Boat Ramp Assessment

Item 2:  Colac Bay Hall repair work

 

6          Confirmation of Minutes

 

Resolution

Moved Member Cleaver, seconded Councillor Harpur  and resolved:

That the minutes of Colac Bay Community Development Area Subcommittee meeting held on 30 May 2017 be confirmed as a true and correct record.

 

Reports

 

7.1

Council Report

Record No:         R/17/7/15743

 

Simon Moran (Community Partnerships Leader) presented the report.

 

Mr Moran 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.

 

Mr Moran informed the report highlighted various issues of interest.  Particular highlights included:

 

§  Bonamia Ostrae Response

§  Rural Fire

§  District Facilities Project

§  Service Delivery Scoping Project

§  2017/2018 Annual Plan

§  2018-2028 10 Year Plan

§  Dog Registrations

§  Open Spaces Strategy

Mr Moran advised It is important to recognise that the starategy will look at the priorities from a district wide perspective. He stated there is a risk that individual communities (including Community Boards and CDAs) may have a view on priorities that is different to that which is established at the district level.

 

§  Tourism Infrastructure Fund

Mr Moran advised the $102 million fund over four years is a boost for tourism infrastructure funding and recognises the real need some communities are facing as a result of booming visitor numbers. 

Mr Moran explained that it appeared the criteria to apply to this fund is that Councils with debt are more likely to be able to access the fund than those with reserves.

 

§  Community Safety

Mr Moran advised earlier this year, the Government announced new investment in police. Of an extra 880 police to hit the ground over the next four years 140 are destined for rural and regional areas, a further 20 stations will have a 24/7 officer on duty and all 12 police districts are to receive more police over the four years. The Southern Region is to receive an extra 37 police on top of the 557 sworn staff already policing the Southern Region. The Southland Rural Police base is still to be confirmed.

 

§  Representation Review

Mr Moran advised stakeholder engagement will start to occur on the Community Governance Review and Representation Review and will be discussed at the Community Conversations in October and November.

 

§  Local Government Survey

Mr Moran advised the findings from this latest survey reinforce the need for the sector as a whole to continue to focus on looking at ways to lift its performance and to also engage with communities about the work that it does.

 

§  Colac Bay Hall Signage

Mr Moran informed the signage for the Colac Bay Hall was completed and installed in June.

 

§  Colac Foreshore Road

Mr Moran advised Council engaged consultants MWH, who are now owned by a company called Santec, to prepare a report on the options for managing or retreating from the erosion on the Foreshore Road.

 

Mr Moran advised the report was received in draft and did not contain any information from NZTA about their stance on funding options.  Mr Moran explained response has now been received from NZTA however there are some facts and figures in the report that Council want to verify with other parties. Mr Moran added Council are still working with Environment Southland on a consent application that will permit the Council to maintain the existing rock protection right along the town frontage.  He commented this has been much more complex that Council had initially expected.

 

 

Resolution

Moved Member Cleaver, seconded Member Barclay  and resolved:

That the Colac Bay Community Development Area Subcommittee:

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

 

8.1

Chairperson's Report

 

The Chair, Member Barclay reported on issues with which she has been involved since the subcommittee’s last meeting. Items included;

§  Recent passing of Bruce Parry long standing member and identity of the Colac Bay community.

 

§  Query regarding the proposed changing shed to be placed at the Surfies Corner, which was to be built at the time of the placement of the toilet.  Member Brinsdon to follow-up with the local builder tasked for this work.

 

§  Advice that some of the new picnic tables are not bolted to the concrete pad.  Staff to follow-up on this matter

 

§  The Chair raised the issue of the proposed kitchen upgrade at the community centre. The Colac Bay Progress League have indicated their support for this project.

 

Member Barclay presented a proposed kitchen plan provided by members of the Progress League in attendance at the meeting. Members noted there were no financial quotes supporting the plans.

 

In discussing this matter Members took into account the presentation from Mrs Guise and Ms Elder in the public forum section of the meeting in regards to the kitchen upgrade.

 

The subcommittee whilst discussing funding of the kitchen upgrade were also reminded that funding is required toward maintenance of a leaking roof in the vicinity of the fire place and urgent recladding work to the west wall scheduled for 2018/2019.

 

The Chair commented that the subcommittee will need to prioritise the work required to the Hall due to Colac Bay CDA having limited reserves.

 

8.2

Councillor's Report

 

Councillor Harpur reported on issues from the council table which included;

×          Draft Health and Safety Plan

×          Council tour of North East area of Council where topics discussed included;

Ø  Halls - costs vs benefit and Halls being underutilized

Ø  Heritage sites and Museums

Ø  Community Housing

Ø  Roading

×          Tour of Environment Southland Emergency Management building

×          Long Term Plan workshops

 

9.0       Urgent Business

 

9.1

Colac Bay Hall repair work

 

Member Cleaver declared an interest and took no part on discussions or voting on this matter.

 

Mr Moran advised the purpose of this item is due to urgent work required to the Hall roof as it is leaking in the vicinity of the fire place and in the kitchen area.

Mr Moran informed Member Cleaver was initially tasked to investigate the scope of work required and whilst investigating the roof in the area of the flue noted the condition of the lean too section of roof required urgent attention as well as this was causing flooding issues in the kitchen area.

 

Member Cleaver subsequently provided a quote of $8,864.99 (excl GST) which included removal of the existing fire place, frame up and cover with new iron and removal of existing old iron and flashings on lean to roof and replace with new building paper and iron.

 

Following discussion the meeting agreed that due to the urgency of the work required to the Hall roof the quote of $8,864.99 (excl GST) from Member Cleaver be accepted and this unbudgeted expenditure be funded by way of the Hall budget and the Hall operating expenditure.

 

 

Resolution

Moved Chairperson Barclay, seconded Cr Harpur  and resolved:

That the Colac Bay Community Development Area Subcommittee:

a)      Agrees to accept the quote of $8,864.99 (excl GST) provided from Member Cleaver for urgent maintenance work required to the Hall and that this unbudgeted expenditure be funded by way of the Hall budget and the Hall operating expenditure.

 

b)      Requests staff present a retrospective report to the next meeting of the subcommittee confirming the scope of the Hall maintenance work required, confirming costings involved and the unbudgeted expenditure.

 

9.2

Colac Bay Boat Ramp Assessment

 

Mr Moran advised the purpose of this urgent item is a follow-up from a request received at the previous meeting of the subcommittee requesting an assessment to be undertaken of the Colac Bay ramp with the view of advising costings and possible maintenance work required.

Mr Moran provided correspondence from Emtech Engineering confirming the request from the subcommittee in respect to the maintenance of the Colac Bay Boat Ramp and adjacent rock rip-rap protection.

The subcommittee noted Emtech has advised an on-site assessment will take half a day including travel time followed by desktop analysis of the data, photos and subsequent reporting and submitted a price including travel expenses of $2,850 (excl GST).

Councillor Harpur confirmed Ward funding of this project.  Members expressed appreciation to Councillor Harpur and requested staff advise Emtech to proceed with the Colac Bay Boat Ramp assessment report.

 

 

Resolution

Moved Cr Harpur, seconded Member Brinsdon  and resolved:

That the Colac Bay Community Development Area Subcommittee:

a)      Agrees that the quote from Emtech Engineering of $2850 (excl GST) for an           assessment of the Colac Bay Boat Ramp be accepted and that the Ward           fund this project.

 

 

The meeting concluded at 8.35pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Colac Bay Community Development Area Subcommittee HELD ON TUESDAY, 1 AUGUST 2017.

 

 

 

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

 

 

 

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