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, 24 October 2017 at 6.08pm.

 

present

 

Chairperson

Lynley Barclay

 

Deputy Chairperson

Graeme McKenzie

 

Members

Ian Brinsdon

 

 

Donna Cleaver

 

 

Nathan Cleaver

 

 

Councillor Harpur

 

 

IN ATTENDANCE

 

 

Mayor Tong

 

 

Councillor Baird

 

Governance and Democracy Manager

Clare Sullivan

 

Management Accountant

Rob Tweedie

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Simon Moran

 

 

 


Colac Bay Community Development Area Subcommittee

24 October 2017

 

1             Apologies

 

Moved Chairperson Barclay, seconded Member Brinsdon and resolved:

That the Colac Bay Community Development Area Subcommittee accept the apology for non-attendance from Member O’Connell.

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

Member Cleaver declared a conflict of interest in discussions relating to Item 7.5 - Funding of urgent repair to roof and ridge cap at the Cola Bay Hall.

 

 

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 Brinsdon, seconded Member McKenzie  and resolved:

That the minutes of Colac Bay Community Development Area Subcommittee meeting held on 1 August 2017 be confirmed as a true and correct record.

 

 

Reports

 

7.1

Council Report

Record No: R/17/9/22793

 

Simon Moran, Community Partnership 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 including;

 

§  SoRDs

§  Climate Change Issues

§  Freshwater National Policy Statement

§  Three Waters Review

§  Milford Opportunities Project

§  Land and Water plan Implementation

§  Roading Contracts

§  Welcoming communities

§  Community Governance review update

§  Community Futures 2040 Project

§  Long Term Plan 2018-2028

§  Local Electoral System Update

§  Community leadership Plans

§  Boat Ramp

Mr Moran advised Emtech Engineering has undertaken an assessment of the boat ramp structure and are currently finalising the report.  A copy of the report is to be presented to the subcommittee in due course.

 

 

Resolution

Moved Member Cleaver, seconded Member McKenzie  and resolved:

That the Colac Bay Community Development Area Subcommittee:

a)            Receives the report titled “Council Report” dated 13 October 2017.

 

The meeting considered Item 7.3 - Strategic Framework 2018 - 2028 Long Term Plan next.

 

7.3

Strategic Framework 2018 - 2028 Long Term Plan

Record No: R/17/9/23136

 

Simon Moran, Community Partnership Leader, presented the report.

 

Mr Moran advised the purpose of this report is to update Community Development Area Subcommittees on the revised Strategic Framework that has been developed by Council for the2018-2028 Long Term Plan.

 

Mr Moran explained the report presents the framework for information and highlights the key changes to the Council’s intended areas of focus in response to the key strategic challenges facing Southland District over the next twenty years.

 

 

Resolution

Moved Chairperson Barclay, seconded Member Cleaver  and resolved:

That the Colac Bay Community Development Area Subcommittee:

a)         Receives the report titled “Strategic Framework 2018 - 2028 Long Term Plan” dated 9 October 2017.

 

The meeting considered Items 8.2 - Mayoral Update and Item 8.3 - Councillor’s Report next.

 

8.2

Mayor Tong

 

Mayor Tong gave a brief update on activities he has been involved, which included;

§  SoRDs Update

§  Central Government update

§  Southland District Council update

8.3

Councillor's Report

 

Councillor Harpur reported on matters from the District Council table which included;

§  Heartland Ride - proposed option for route from Mossburn to Invercargill

§  Changes to Freedom Camping Bylaw - Lumsden

§  Southland District Community Facilities Assessment

 

NOTE: Mayor Tong left the meeting at 7pm.

 

The meeting considered Item 7.2 - Financial Report to Colac Bay Community Development Area Subcommittee for the year ended 30 June 2017 next.

 

7.2

Financial Report to Colac Bay Community Development Area Subcommittee for the year ended 30 June 2017

Record No: R/17/8/19345

 

Simon Moran, Community Partnership Leader, presented the report.

 

Mr Moran advised the that the report was to update Members on the financial report for the Colac Bay CDA to the year ended 30 June 2017.

 

The meeting noted the Colac Bay reserves as at 30 June 2017 was $43,266.68.

 

 

Resolution

Moved Member McKenzie, seconded Member Brinsdon  and resolved:

That the Colac Bay Community Development Area Subcommittee:

a)         Receives the report titled “Financial Report to Colac Bay Community Development Area Subcommittee for the year ended 30 June 2017” dated 16 October 2017.

 

Item 7.3 - Strategic Framework 2018 - 2028 Long Term Plan was considered earlier in the meeting.

 

7.4

Local Budgets for the Long Term Plan 2018-28

Record No: R/17/10/23615

 

Simon Moran, Community Partnership Leader, presented the report.

 

Mr Moran advised that the purpose of the report was to recommend to Council the local budgets for the 2018-2028 Long Term Plan and provides an overview of the local activities and services for Colac Bay for 2018-2028 which are provided under the governance of the Colac Bay Community Development Area Subcommittee.

The Meeting noted that the report also details the estimated costs of these activities over the 10 years as well as the draft rates.

Mr Moran informed the draft budgets will be incorporated into the Council’s draft Long Term Plan (LTP) 2018-2028 which will be released for consultation in March 2018.  Once the plan is finalised (and subject to any changes resulting from submissions), the budgets shown for 2018/2019 will be used to set rates for the year beginning 1 July 2018 (referred to as LTP year 1).

 

Members queried the proposed playground equipment renewal scheduled for 2023/2024 at a cost of $27,956 and whether this will increase the CDA local rate.

 

Mr Tweedie responded the Colac Bay general reserve is budgeted to fund $26,679 of the project with the balance coming from Ward contributions.  Mr Tweedie advised the CDA local rate will not change at this time and it is also not intended to use all the CDA reserves for this project.

 

 

 

Resolution

Moved Chairperson Barclay, seconded Member Cleaver  and resolved:

That the Colac Bay Community Development Area Subcommittee:

a)            Receives the report titled “Local Budgets for the Long Term Plan 2018-28” dated 17 October 2017.

b)           Determines that this matter 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 following rates and charges (including GST) for the year commencing 1 July 2018 be included in the 2018-2028 Long Term Plan.

 

Rate

Rate GST inclusive

Colac Bay CDA rate

$11,596

Colac Bay Hall rate

$8,471

 

e)            Requests Council sets the fees and charges (including GST) for the year commencing 1 July 2018 as follows:

Colac Bay Hall

Fee Description                                                                             Fee (GST Incl)

Funerals                                                                                                          $100.00

Cabaret, Socials, Weddings                                                                $120.00

Bowls - Night                                                                                                  $40.00

Bowls - Afternoon and night                                                                $50.00

Main hall (Per hour)                                                                                   $10.00

Chairs (Each)                                                                                                     $5.00

Tables (Each)                                                                                                  $10.00

Bond (no GST)                                                                                             $200.00

f)         There were no issues/priority projects for the local area that need to be included      in the 2018-2028 Long Term Plan consultation process

 

 

7.5

Funding of urgent repairs to roof and ridge cap at the Colac Bay hall

Record No: R/17/9/22007

 

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

 

Simon Moran, Community Partnership Leader, presented the report.

 

Mr Moran advised the purpose of the report is to advise the subcommittee that the lean-to-roof over the supper room and the ridge cap on the main gable were identified as requiring urgent replacement to protect the interior of the hall.

 

Mr Moran advised because of the urgent nature of the work, it has been completed with the knowledge of the subcommittee, however the funding of the work needs to be formally approved.

 

Members noted the cost for the work including materials, scaffolding and labour was $11,599.99 (plus GST).

 

Mr Moran informed the balance of the hall reserve as at 30 June 2017 was $10,420.32, which Mr Moran advised leaves a balance of $1175.95.

 

Mr Moran advised it is intended that the balance of $1175.95 be funded by way of the 2017/2018 operating budgets for the hall, which is currently $1,117.00 under budget.

 

Mr Moran explained any future projects at the hall are going to have to be funded primarily by loans or any grants that may be obtained through various funding agencies.

 

 

Resolution

Moved Member Brinsdon, seconded Member Cleaver  and resolved:

That the Colac Bay Community Development Area Subcommittee:

a)            Receives the report titled “Funding of urgent repairs to roof and ridge cap at the Colac Bay hall” dated 5 October 2017.

 

b)           Agrees to fund the $11,599.99 (plus GST) cost from Nathan Cleaver to undertake the urgent work required to the lean to re-roof and ridge cap for the main gable at the Colac Bay hall to be funded from the Colac Bay hall reserve and the balance from the Halls 2017/18 operating budget.

 

 

8.1

Chairperson's Report

 

The Chair, Member Barclay reported on activities with which she has been involved since the Subcommittee’s last meeting.   This included the following:

 

§  Advice of the Colac Bay CDA Deputy Chairperson and Colac Foreshore Protection Group making a presentation in the public forum section of the recent Council meeting in relation to a report regarding the Colac Bay Foreshore Road Erosion - Level of Service being presented to Council.

 

§  Information gathering to be undertaken for an information board to be placed in the township.  The Chair to liaise with the Council Graphics staff to discuss formatting and the process going forward.

 

§  Request for maintenance to the Surfie Statue and Simpson Bus shelter. Staff to enter the work in the Council Request For Service (RFS) system.

 

The Chair commented that the Village is looking good and busy with holiday makers.

 

 

 

The meeting concluded at 8pm                             CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Colac Bay Community Development Area Subcommittee HELD ON TUESDAY, 24 OCTOBER 2017.

 

 

 

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

 

 

 

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