Community and Policy Committee

 

OPEN MINUTES

 

 

Minutes of a meeting of Community and Policy Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 15 November 2017 at 11am.

 

present

 

Chairperson

Julie Keast

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

IN ATTENDANCE

 

Group Manager, Community and Futures (Rex Capil), Group Manager, Environmental Services (Bruce Halligan), Group Manager, Services and Assets (Ian Marshall), Manager, Governance and Democracy (Clare Sullivan), Communications Manager (Louise Pagan) and Committee Advisor (Alyson Hamilton).

 

 

 


Community and Policy Committee

15 November 2017

 

1             Apologies

 

Resolution

Moved Cr Kremer, seconded Cr Macpherson  and resolved:

That the Community and Policy Committee accept the apology for non-attendance from Councillor Perham.

 

2             Leave of absence

 

There were no requests for leave of absence.

 

3             Conflict of Interest

 

Cr Duffy declared an interest on item 7.1 - Community Initiatives Fund Financial Report and Application Summary, in relation to  the South Catlins Charitable Trust and Tois Tois Lions Club funding applications.

 

4             Public Forum

 

Neil Affleck - Secretary/Treasurer of Southland Indoor Leisure Centre Charitable Trust

 

Mr Affleck provided an update on Stadium Southland operational matters including current funding activities and explained the ongoing level of funding required for the stadium.

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6             Confirmation of Minutes

 

Resolution

Moved Cr Ford, seconded Cr Duffy  and resolved:

That the Community and Policy Committee confirms the minutes of the meeting held on 27 September 2017 as a true and correct record of that meeting.

 

Reports for Resolution

 

7.1

Community Initiatives Fund Financial Report and Application Summary

Record No: R/17/10/25845

 

Bronwyn Affleck, Venture Southland, `Administration Manager, presented the report.

 

Mrs Affleck advised the purpose of the Southland District Council Community Initiatives Fund is available for the development of community facilities and amenities.

 

The Committee noted $80,081 is available for general distribution.

 

Mrs Affleck proceeded to provide a list of applicants and proposed funding recommendations for consideration by the Committee.

 

Cr Duffy declared an interest and took no part in discussions or voting in regards the funding applications relating to South Catlins Charitable Trust and Toi Tois Lions Club

 

 

Resolution

Moved Cr Harpur, seconded Cr Ford  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Community Initiatives Fund Financial Report and Application Summary” dated 2 November 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)           Approves the allocation of funds for the Community Initiatives Fund as per the schedule including amendments made indicated by a (strikethrough);

 

Alex McKenzie Memorial Arboretum   

$1,000

Aparima Taekwondo Club Inc

$300

Athol Sports and Recreation Group Inc

$2,000

Balfour Community Baths Fund

$3,000

Balfour Gun Club Inc

$2,000

$4,000

Nightcaps Community Development Area Subcommittee

$600

Brydone Community Centre

$1,000

Central Southland Pony Club

$1,500

Dipton Golf Club Inc

$485

Fiordland Area Committee St John

$1,750

Fiordland Racquets Club

$5,000

Friends of Lumsden School

$2,000

Garston CDA

$2,000

Gore High School

Nil

Heritage South Trust

$700

Jelly Beans Playgroup

$720

Nightcaps Playgroup

$5,000

Northern Southland Community Resource Centre Charitable Trust

$2,000

Northern Southland Regional Dancing Society

$330

Otautau Flowers, Quilts and Crafts Day

$300

Riverton Community Garden

$1,000

Riverton Heritage and Tourist Centre Trust

$3,000

South Catlins Charitable Trust

$2,000

South Coast Environment Society                                               (a)

$2,500

                                                                                                                  (b)

$500

Takitimu Swimming Club

$1,490

Toi Tois Lions Club

$2,000$

Tokanui Memorial Hall

$2,000

Tree Project Committee – Aparima College

Defer

Venture Southland:

 

(a)        Water Treatment Course

$3,500

(b)       Riverton Anglican Church Roll of Honour Boards              Restoration

$300

(c)        2018 Arts Festival

$3,000

(d)       Welcome Ambassadors’ Programme – Te Anau

$2,000

Waimatuku Highland Pipe Band Inc

$1,000

$2,000

Waitangi Day 2018 – Te Anau Committee

$2,000

Wallacetown Community Centre Society Inc

$2,000

Winton A & P Assn

$1,500

Winton Central Bowling Club

$2,000

Wyndham Pony Club

$2,000

Wyndham Rugby Football Club

$2,000

Southland Life Education Trust

$2,000

 

7.2

Sport NZ Rural Travel Fund Financial Report and Application Summaries - November 2017

Record No: R/17/10/25866

 

Bronwyn Affleck, Administration Manager, presented the report.

 

Mrs Affleck advised the purpose of the SportNZ Rural Travel Fund is to assist with transport costs associated with participating in regular local competitions.

 

Mrs Affleck advised sports clubs and school based clubs for age groups between 5-19 years are eligible to apply.

 

The Committee noted $13,674 is available for distribution per annum.

 

Mrs Affleck provided a summary of applicants and proposed recommendations for consideration by the Committee.

 

 

Resolution

Moved Cr Ford, seconded Cr Frazer  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Sport NZ Rural Travel Fund Financial Report and Application Summaries - November 2017” dated 6 November 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)           Approve the allocation of funds for the SportNZ Rural Travel Fund follows;

 

Fiordland Athletics Club

$900

Fiordland Swimming Club

$1,200

Northern Southland College - Equestrian, Tennis and Cricket Teams

$600

Otara Pony Club

$900

Riversdale Tennis Club

$300

Riversdale Rugby Football Club

$300

Winton Cricket Club

$900

 

7.3

District Heritage Fund Financial Report and Application Summaries - November 2017

Record No: R/17/10/25933

 

Bronwyn Affleck, Administration Manager, presented the report.

 

Mrs Affleck advised the purpose of the Southland District Council Heritage Fund is to support the conservation of heritage collections and encourage the development and application of professional museum standards to heritage collections.

 

Mrs Affleck explained the fund is available to assist with the day to day running of the local museum, heritage centre or similar type organisations.

 

The Committee noted $43,541 is available for general distribution.

 

Mrs Affleck provided a summary of applicants and proposed recommendations for consideration by the Committee.

 

 

Resolution

Moved Cr Douglas, seconded Cr Duffy  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “District Heritage Fund Financial Report and Application Summaries - November 2017” dated 2 November 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)           Approve the allocation of funds for the District Heritage Fund as per the schedule;

 

Riverton Heritage & Tourist Centre Trust - Te Hikoi

$22,000

Switzers Museum Inc - Waikaia

$6,200

Thornbury Vintage tractor & Implement Club

$3,000

Waikawa Museum

$8,700

Wyndham & Districts Historical society

$3,000

 

Reports for Recommendation

 

8.1

Southland Regional Heritage Heads of Agreement 2017-2024

Record No: R/17/10/26081

 

 

 

Bruce Halligan, Group manager, Environmental Services and Bronwyn Affleck, Administration Manager, presented the report.

 

Mrs Affleck advised the purpose of the report is to advise that the Southland Regional Heritage Committee Heads of Agreement established in 2005 is due for renewal this year.

 

The Southland Regional Heritage Committee Advisory Group; Jim Geddes, Jo Massey, Paul Horner, Peggy Peek, Bruce Halligan and Bobbi Brown, and Committee Chair, Cr Paul Duffy met to review and update the Southland Regional Heritage Committee Heads of Agreement 2017-2024 document.

 

The Southland Regional Heritage Committee approved the Draft Southland Regional Heritage Committee - Heads of Agreement 2017-2024 at a meeting held 20 October 2017.

 

Resolution

Moved Mayor Tong, seconded Cr Paterson  recommendations a to c with change to (d) as indicated (with strikethrough and underlining ) and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Southland Regional Heritage Heads of Agreement 2017-2024” dated 7 November 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 that  the revised “ Southland Regional Heritage Heads of Agreement 2017-2024” be approved and executed by the Council

d)           Recommends to the Council that the revised “ Southland Regional Heritage Heads of Agreement 2017-2024” be approved.

 

Note that recommendation e of the officers report was not put by the Committee.

 

e)            That if the Committee identifies additional matters which it considers should be added to or altered in the draft Heads of Agreement, then these be referred back to the Southland Regional Heritage Committee for reconsideration.

 

 

Reports

 

9.1

Southland District Council Creative New Zealand Communities Scheme Grants Awarded October 2017

Record No: R/17/10/25954

 

Bronwyn Affleck, Administration Manager, presented the report.

 

Mrs Affleck advised the purpose of the report is to inform the Committee that the Creative Communities Scheme Community Committee met on 20 October 2017 to consider applications received in the funding round closing 30 September 2017 and to advise of the subsequent decisions made.

 

The Committee noted the total amount of $15,619 was allocated as follows;

 

Applicant

Project

Awarded

Toi Rakiura

Concert

$216

Toi Rakiura

Concert

$466

 

Jodi Wright, Toad Productions

Southland Buskers Festival, hula hooping and performance Workshop

$500

Waitangi Day 2018, Te Anau Committee

Celebrations for Waitangi Day

$3,770

Southern REAP

Korowai Workshop

$303

Riverton Community Arts Centre

John Husband, A Retrospective

$5,119

Stewart Island Promotion Association

Rakiura Art Programme

$2750

Shakespeare in the Park Charitable Trust

As You Like It, Shakespeare in the Park production 2018

$495

ILT Stadium Southland

Christmas at the Stadium

$2000

 

 

 

Total Available for Distribution $18,084

Total Grants Awarded

$15,619

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Southland District Council Creative New Zealand Communities Scheme Grants Awarded October 2017” dated 2 November 2017.

 

9.2

Financial and Reserve Contribution Fund Financial Report to 30 September 2017

Record No: R/17/10/25999

 

Bronwyn Affleck, Administration Manager, presented the report.

 

Ms Affleck advised this report is for information purposes only and that no applications or project requests were received in this funding round.

 

Members noted the funds available for distribution total $646,847.

 

Members queried the purpose and criteria for this fund.

 

Mr Halligan responded advising the fund is not advertised as such, projects are identified by staff and/or elected representatives and if the projects fit the intent of the fund a report is forwarded to the Committee to make a decision accordingly.

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Financial and Reserve Contribution Fund Financial Report to 30 September 2017” dated 2 November 2017.

 

 

 

The meeting concluded at 12.09pm                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Community and Policy Committee HELD ON WEDNESDAY 15 NOVEMBER 2017.

 

 

 

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

 

 

 

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