Nightcaps Community Development Area Subcommittee

 

OPEN MINUTES

 

 

Minutes of a meeting of Nightcaps Community Development Area Subcommittee held in the SDC Otautau Office, 176 Main Street, Otautau on Tuesday, 10 October 2017 at 6.30pm.

 

present

 

Chairperson

Bev Evans

 

Deputy Chairperson

Wayne Williams

 

Members

Annette Blackler

 

 

Donald Mcleod

 

 

Jamie Shepherd

 

 

Councillor Nick Perham

 

 

IN ATTENDANCE

 

Manager, Governance & Democracy

Clare Sullivan

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Kelly Tagg

 

 


Nightcaps Community Development Area Subcommittee

10 October 2017

 

1             Apologies

 

Moved Member Williams, seconded Member Blackler and resolved:

That the Nightcaps Community Development Area Subcommittee accept the apology from Member Brown.

 

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 Shepherd, seconded Member Blackler  and resolved:

That the minutes of Nightcaps Community Development Area Subcommittee meeting held on 25 July 2017 be confirmed as a true and correct record.

 

Reports

 

7.1

Strategic Framework 2018 - 2028 Long Term Plan

Record No: R/17/9/23090

 

Kelly Tagg, Community Partnership Leader, presented the report.

 

Mrs Tagg advised the purpose of this report is to update Community Boards, Community Development Area Subcommittees and other local Council committees on the revised Strategic Framework that has been developed by Council for the Long Term Plan 2018-2028.

 

Mrs Tagg 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.

 

The subcommittee noted the report also aims to remind members of the wider strategy work that is expected to be undertaken as part of and following the development of the 2018-2028 LTP programme to develop a proactive response to the fundamental shifts occurring in our communities and operating environment. (eg Community Futures 2040 Project / Community Leadership Planning).

 

 

Resolution

Moved Deputy Chairperson Williams, seconded Member Shepherd  and resolved:

That the Nightcaps Community Development Area Subcommittee:

a)            Receives the report titled “Strategic Framework 2018 - 2028 Long Term Plan” dated 4 October 2017.

 

7.2

Council Report

Record No: R/17/9/22767

 

Kelly Tagg, Community Partnership Leader, presented the report.

 

Mrs Tagg 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.

 

Mrs Tagg informed the report highlighted various issues of interest including;

 

§  Civil Defence Review

The Chair questioned the Civil Defence Review stating there has previously been public meetings to update the Community on civil defence procedures and nothing has occurred since then.

 

Mrs Tagg to liaise with Sandra Millar, Emergency Management, to ascertain progress and to forward any information to the Ohai and Nightcaps subcommittee Members.

 

§  Future of Local Government

§  Customer Service Delivery Scoping Project

§  Rebranding update

§  Open spaces Project Update

§  Venture Southland - Community Development

 

§  Customer Support

Mrs Tagg advised to assist with training for customer support staff new call monitoring technology has recently been installed with the view of working with staff over the next six-eight months to establish call quality standards.

 

§  Library Services

Mrs Tagg informed Winton library is running the “Stepping Up- Free Computer Training” programme which has been a huge success, with up to a four week waitlist for customers.

 

§  Community Futures 2040 Project

Mrs Tagg advised work is underway with a research and data analysis project needed to assist Council to work strategically and shape future development of the District.

 

§  Community Governance Review update

The subcommittee noted the next round of community conversations are scheduled to commence in November with the first to be held in Winton on Friday, 3 November 2017.

 

§  Community Leadership Plans

Mrs Tagg updated on the second phase of the process is to run workshops with key stakeholders within the community by the end of the calendar year.   Following this phase three will involve a much wider discussion with communities as a whole to gain their thoughts on the future of their townships and District.

 

§  Building Control

Mrs Tagg advised there has been an unexpected  upsurge in activity with 107 consents being issued in July 2017. This was up from 94 for the same period last year. In particular an increase in the value of consents being issued on commercial properties has been noted as has the trend of 50% of works being carried out in Riverton, Winton and Te Anau.

 

§  Forestry Update

The Board was advised that in conjunction with the completion of Council’s annual report the forestry asset (timber value) has been revealed at 30 June 2017 to $13.179 million, which is up $0.8 million on last year.

 

 

Resolution

Moved Member Shepherd, seconded Chairperson Evans  and resolved:

That the Nightcaps Community Development Area Subcommittee:

a)            Receives the report titled “Council Report” dated 3 October 2017.

 

Meeting adjourned 7.30pm and reconvened at 7.55pm

 

7.3

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

Record No: R/17/8/19357

 

Kelly Tagg, Community Partnership Leader, presented the report.

 

Mrs Tagg advised the purpose of the report is to update the subcommittee on the financial results for the year ended 30 June 2017.

 

Members noted these financial results were reviewed by Audit New Zealand in September and no changes were made.

 

Mrs Tagg explained to the subcommittee the reasons for significant budget variances between the Actual and Original budget totals relating to income, expenditure and capital expenditure.

 

Members noted the total balance Nightcaps reserves for the period ended 30 June 2017 being $134,66.70.

 

Mrs Tagg then presented a detailed project list which gave Members the status of projects that were planned for 2017/18.

 

 

Resolution

Moved Deputy Chairperson Williams, seconded Member Mcleod  and resolved:

That the Nightcaps Community Development Area Subcommittee:

a)            Receives the report titled “Financial Report to Nightcaps Community Development Area Subcommittee for the year ended 30 June 2017” dated 29 September 2017.

 

7.4

Local Budgets for the Long Term Plan 2018-28

Record No: R/17/10/23566

 

Kelly Tagg (Community Partnership Leader) presented the report.

Mrs Tagg advised the purpose of the report is to set local budgets for 2018-2028 and proposed rates for the year commencing 1 July 2018.

Mrs Tagg explained this report provides an overview of the local activities and services for nightcaps for 2018-2028 which are provided under the governance of the Nightcaps Subcommittee.  The report details the estimated costs of these activities over the 10 years as well as the draft rates.

Mrs Tagg 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).

 

The subcommittee noted the information in this report and its attachments, has been sourced from previous discussions between the subcommittee and Community Partnership Leader/Community Engineer along with Activity Management Plans (AMPs) that staff have prepared.  The AMPs contain more detail about the activities and expenditure.

Following discussion the subcommittee requested a correction to the Nightcaps subcommittee rate to $34,383 as highlighted in the report and that the subcommittee further agree to the Hall rate remain status quo at $80.27 per unit for the 2018/19 financial year.

Further to this the subcommittee agreed investigation be undertaken of the building of two additional community housing units on the current location in Nightcaps and report back to the subcommittee.

 

 

 

Resolution

Moved Chairperson Evans, seconded Member Mcleod  recommendations a to c, e with changes indicated (with strikethrough and underline) and f and resolved:

That the Nightcaps Community Development Area Subcommittee:

a)            Receives the report titled “Local Budgets for the Long Term Plan 2018-28” dated 5 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)           Requests that the following rates and charges (including GST) for the year commencing 1 July 2018 be included in the 2018-2028 Long Term Plan Consultation Document subject to the following amendments;

 

§  that the Nightcaps Hall rate remain as 2017/2018 at $80.27 per unit

§  That the Nightcaps CDA rate be amended to read $34,383

 

Rate

Rate GST inclusive

Nightcaps CB Rate

$38,947 $34,383

Nightcaps Hall Rate

$19,022 $15,011

 

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

Nightcaps Hall

Fee Description                                                                                           Rate (GST Incl)

Funerals                                                                                                                         $100.00

Cabaret, Socials, Weddings                                                                                $125.00

Rifle Club (Full season)                                                                                          $200.00

Netball and Rugby Club (Per Hour)                                                                  $15.00

Meeting room (Per hour)                                                                                       $15.00

Hire of kitchen, supper room and meeting room for function (Flat fee) $80.00

Funerals for RSA members and spouses                                              No Charge

Bond (no GST)                                                                                                             $250.00

f)             Identifies issues/priority projects for the local area that need to be included in the 2018-2028 Long Term Plan consultation process to encourage feedback from the local community; This being:

 

§  Ongoing footpath maintenance

 

g)           Request staff investigate the building of two additional community housing units on the current location in Nightcaps and report back to the subcommittee.

 

8.1

Chairperson's Report

 

The Chair, Member Evans, reported on matters with which she has been involved since the subcommittee’s last meeting. These included;

·         Meeting with Venture Southland - funding for Children’s Christmas party

·         Opening of Heritage Corner on Saturday, 28 October 2017, 2.30pm

 

·         Possibility of changing book bus hours from 9.30am currently too early for Nightcaps residents - the Chair to liaise with Lynda Hodge (Library Manager)

·         Reminder that on Saturday, 14 October 2017, subcommittee members have been invited to the Nightcaps Fire Brigade Honours night and request a good attendance from Members

 

8.2

Local Liaison Persons

 

Nightcaps Hall

Member Blackler updated on recent Hall activities advising of a complaint received of members of the public eating in the Hall, however the subcommittee agreed this issue would be difficult to enforce.

Community Housing

Member Evans advised of minor repair work being undertaken at the community housing with fire alarms recently being checked.

Works

Member Williams presented a list of issues that he has forwarded on to the Community Engineer for action.

 

8.3

Councillor's Report

 

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

·         Around the Mountain Cycle Trail update

·         Southland Regional Development Strategy (SoRDS) update

·         Update on recent Council tour

·         Te Anau Wastewater consent

 

 

 

The meeting concluded at 8.40pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Nightcaps Community Development Area Subcommittee HELD ON TUESDAY, 10 OCTOBER 2017.

 

 

 

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

 

 

 

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