Ohai Community Development Area Subcommittee

 

OPEN MINUTES

 

 

Minutes of a meeting of Ohai Community Development Area Subcommittee held in the Southland District Council Otautau Office, 176 Main Street, Otautau on Tuesday, 10 October 2017 at 5.35pm.

 

present

 

Members

Ivan Sunde

5.35pm to 7.12pm

 

Martin Anderson

 

 

Kelly Day

 

 

Councillor Nick Perham

 

 

IN ATTENDANCE

 

Manager, Governance & Democracy

Clare Sullivan

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Kelly Tagg

 

 


Ohai Community Development Area Subcommittee

10 October 2017

 

1             Apologies

 

Moved Member Sunde, seconded Member Day  and resolved:

That the Ohai Community Development Area Subcommittee accept the apologies from Mark Miller and Member Peard.

 

2

Extraordinary Vacancies - Ohai Community Development Area Subcommittee

Record No: R/17/9/22236

 

Alyson Hamilton, Committee Advisor, presented the report.

 

Mrs Hamilton advised the purpose of the report is to outline the procedure to the filling of the extraordinary vacancies on the subcommittee created by the resignations of Mr Chris Mangion and Mr Mark Hooper.

 

The subcommittee noted one nomination has been received from Mr Mark Miller to fill one vacancy.

 

The subcommittee supported the nomination of Mr Mark Miller and it was agreed that an advertisement be placed in the local newsletter to advertise for further nominations to fill the further vacancy and that any nominations to be received by the end of November 2017.

 

 

Resolution

Moved Member Sunde, seconded Member Day  and resolved:

That the Ohai Community Development Area Subcommittee:

a)            Receives the report titled “Extraordinary Vacancies - Ohai Community Development Area Subcommittee” dated 29 September 2017.

 

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

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

d)           Recommends to Council that Mr Mark Miller be appointed to fill one of the vacancies on the Ohai Community Development Area Subcommittee following the resignations of Mr Chris Mangion and Mr Mark Hooper.

 

e)           Requests staff arrange an advertisement be placed in the local newsletter seeking further membership to the subcommittee and that such nominations to be received by the end of November 2017.

 


 

3

Election of Chair and Deputy Chair

Record No: R/17/10/23289

 

Cr Perham called for nominations for the position of Chairperson of the Ohai Community Development Area Subcommittee.

 

Nominee                                            Moved                                             Seconded

 

Kelly Day                                              Ivan Sunde                                     Councillor Perham

 

There were no further nominations.

 

The nomination of Kelly Day for Chairperson of the Ohai Community Development Area Subcommittee for the 2016-2019 term was PUT and declared CARRIED.

 

Kelly Day was duly elected Chair of the Ohai Community Development Area Subcommittee for the 2017-2020 term.

 

Councillor Perham then called for nominations for the Deputy Chairperson of Ohai Community Development Area Subcommittee.

 

There were no nominations received for the position of Deputy Chairperson and it was agreed that the election of the Deputy Chairperson be deferred to the next meeting of the Community Development Area subcommittee.

 

 

Resolution

Moved Member Sunde, seconded Cr Perham  and resolved:

That the Ohai Community Development Area Subcommittee:

a)            Receives the report titled “Election of Chair and Deputy Chair” dated 2 October 2017.

 

b)           Elects Member Day to be Chair of the Subcommittee for the 2016/2019 Triennium.

 

c)            Defers the election of a Deputy Chairperson of the Ohai Community Development Area Subcommittee for the 2016/2019 Triennium to the next meeting of the Subcommittee.

 

Cr Perham vacated the seat and the Chairperson, Member Day proceeded to chair the meeting from this point.

 

4             Leave of absence

 

There were no requests for leave of absence.

 

5             Conflict of Interest

 

There were no conflicts of interest declared.

 

6             Public Forum

 

There was no public forum.

 

7             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

8             Confirmation of Minutes

 

Resolution

Moved Member Anderson, seconded Member Sunde  and resolved:

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

 

Reports

 

9

Strategic Framework 2018 - 2028 Long Term Plan

Record No: R/17/9/23091

 

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 Member Anderson, seconded Member Day  and resolved:

That the Ohai Community Development Area Subcommittee:

a)            Receives the report titled “Strategic Framework 2018 - 2028 Long Term Plan” dated 2 October 2017.

 

 

10

Council Report

Record No: R/17/9/22768

 

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 queried in regards the Civil Defence Review there has previously been public meetings to update the Community on civil defence procedures and nothing has occurred since then.

 

It was requested Mrs Tagg 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 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 be 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.

 

§  Land adjacent playground on Birchwood Road

Mrs Tagg advised at the previous subcommittee meeting, members requested staff investigate purchasing an area of land adjacent the playground.   Mrs Tagg explained Council’s policy in relation to acquiring additional property is that there is required to be a defined need for the land.  Unless the subcommittee can meet the defined need for this acquisition it is unlikely that Council will approve the purchase.  The point to be noted is that it is a defined need, not a want or good idea.  As the current LTP does not include any projects that require additional land, then it is seen as difficult to justify that the land is needed. 

 

§  Ohai Bowling Club & Town Hall

Mrs Tagg advised a report has been received from Council’s consultant concerning an assessment of the works required (and costings) for both the Bowling Club and the Town Hall but is yet to be analysed by staff.   Mrs Tagg added work to determine a comparison of operating costs also needs to be completed.    Once this work has been completed a workshop with the subcommittee will be held to plan the consultation process and next steps going forward.

 

 

Resolution

Moved Cr Perham, seconded Member Anderson  and resolved:

That the Ohai Community Development Area Subcommittee:

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

 

11

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

Record No: R/17/8/19359

 

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 Ohai reserves for the period ended 30 June 2017 being $269,981.26.

 

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

 

 

Resolution

Moved Member Sunde, seconded Member Anderson  and resolved:

That the Ohai Community Development Area Subcommittee:

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

 

12

Local Budgets for the Long Term Plan 2018-28

Record No: R/17/10/23567

 

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 propose rates for the year commencing 1 July 2018.

Mrs Tagg explained this report provides an overview of the local activities and services for Ohai for 2018-2028 which are provided under the governance of the Ohai 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 Members agreed that the Hall be renamed to a community centre and further agreed to the community centre rate remain status quo at $59.74 per unit for the 2018/19 financial year.

It was further requested that the community centre hire hourly rate of $8.65 per hour be deleted from the halls and charges fees.

The subcommittee further sought clarification on the current hall custodian contract in regards the contents of the contract.  Staff to forward via email to the Chair a copy of the contract with the view of liaising with subcommittee members and clarify any concerns raised.

 

 

 

Resolution

Moved Cr Perham, seconded Member Anderson  recommendations a to c, d and e with changes  as indicated (with strikethrough and underlining) and f and resolved:

That the Ohai Community Development Area Subcommittee:

a)            Receives the report titled “Local Budgets for the Long Term Plan 2018-28” dated 4 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 Community Hall be renamed to the Community Centre

§  that the Community Centre rate remain as 2017/2018 at $59.74 per unit

 

Rate

Rate GST inclusive

Ohai CB Rate

$43,350

Ohai Hall Community Centre Rate

$11,536 12,067

 

e)            Requests the setting of the fees and charges (including GST) for the year commencing 1 July 2018, for inclusion in the 2018-2028 Long Term Plan Consultation Document subject to the amendments as highlighted;

Ohai Hall Community Centre

Fee Description                                                                               Rate (GST Incl)

Hire (Hourly)                                                                                            $8.65

Wedding Dance/Cabaret                                                                   $115.00

Wedding Reception only/Banquet                                              $100.00

Group Hire (Hourly)                                                                            $15.00

Non-Profit Organisation Hire (Per hour)                                $10.00

Bond (no GST)                                                                                          $250.00

Hire of Tables (10.00 ) each and comes with the chairs

(Member Sunde wished his vote against the hire of tables and chairs be recorded)

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.

 

 

 

NOTE: Member Sunde left the meeting at 7.12pm.

 

Due to Member Sunde leaving the meeting there was no quorum from 7.12pm.

 

 

13.1

Chairperson's Report

 

The Chair, Member Day, reported on the successful planting of 18 apple trees in the community orchard.  Members were advised arrangements are in hand for fencing of the area.

The Chair expressed appreciation to all those involved with the planting of the apple trees commenting on good community participation of the event.

 

13.2

Councillor’s Report

 

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

§  Around the Mountain Cycle Trail update

§  SoRDS update

§  Update on recent Council tour

§  Te Anau Wastewater consent

 

 

 

The meeting concluded at 7.30pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Ohai Community Development Area Subcommittee HELD ON TUESDAY, 10 OCTOBER 2017.

 

 

 

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

 

 

 

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