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 Thursday, 8 February 2018 at 1pm.

 

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 Marshal), Communications Manager (Louise Pagan) and Committee Advisor (Alyson Hamilton).

 

 


Community and Policy Committee

08 February 2018

 

1             Apologies

 

Moved Cr Frazer, seconded Cr Ford  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

 

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 Cr Duffy, seconded Cr Kremer  and resolved:

That the minutes of Community and Policy Committee meeting held on 15 November 2017 be confirmed as a true and correct record.

 

Reports for Resolution

 

 

7.1

Priorities for Tourism Infrastructure Applications

Record No: R/18/1/1886

 

Community Partnerships Leader (Simon Moran) was in attendance for this item.

 

Mr Moran advised the purpose of the report is to seek the views of the Committee on the project priorities for possible Tourism Infrastructure Fund applications.

 

Mr Moran advised potential projects that have been identified by staff include:

 

§  Te Anau Wastewater project

§  Southern Scenic Route Infrastructure, which involves linking a new toilet at the top end of town in Te Anau, and an upgrade to the toilets and surrounds at both Clifden Bridge and Monkey Island and an upgrade to the toilet infrastructure at Waikawa.

 

The Meeting noted Golden Wharf, Ulva Island Wharf and the Main Wharf extension have been withdrawn from the project list.

 

Following discussion the Members noted and recognised the impact that visitor demand is having on the local infrastructure in areas with low rating bases.

 

 

Resolution

Moved Mayor Tong, seconded Cr Harpur  recommendations a and b with a new c and d as indicated (with underline) and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Priorities for Tourism Infrastructure Applications” dated 29 January 2018.

 

b)           Determines if it agrees with that the stated projects are the priorities for the District and whether there is a preferred hierarchy for the projects to assist in providing guidance to staff in resourcing possible Tourism Infrastructure Fund applications for the next round.

 

c)            Acknowledges that the Golden Bay wharf, Ulva Island wharf and the main wharf extension are no longer being considered for inclusion in this Tourism Infrastructure Application.

 

d)           Recognises the impact that visitor demand is having on local infrastructure and endorses the Tourism Infrastructure Fund applications for Te Anau Wastewater and the four open spaces projects located in Waikawa, Monkey Island, Clifden Bridge and Te Anau Township.

 

 

Reports

 

8.1

Southland District - Shaping Positive Community Futures Draft Compendium Report December 2017

Record No: R/18/1/303

 

Group Manager, Community and Futures (Rex Capil) was in attendance for this item.

 

Mr Capil advised the purpose of this report is to provide the Community and Policy Committee with an update to the Community Futures 2040 work being undertaken and to present the Shaping Community Futures Draft Compendium Report December 2017 produced by Berl.

 

BERL Senior Economist (Hillmare Schulze) gave a presentation on the purpose of the report that BERL was commissioned to undertake to assist Southland District Council to develop its 2021 Long Term Plan.

Ms Schultz advised the research is based on the principle that the Council can either passively accept the future that fate will provide for communities, or work strategically to shape the future it wants to achieve.

 

 

Resolution

Moved Cr Ford, seconded Cr Paterson  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Southland District - Shaping Positive Community Futures Draft Compendium Report December 2017” dated 26 January 2018.

 

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)           Endorses the report titled “Southland District - Shaping Positive Community Futures Draft Compendium Report December 2017” dated 26 January 2018.

 

e)            Considers the results of “Project 1 – Where are we now?” work completed and provides any insights and direction to BERL who will undertake the “Project 2 – Where are we heading?” piece of work commissioned by Council.

 

 

8.2

Milford Opportunities Project Update

Record No: R/18/1/1171

 

Community Partnerships Leader,(Simon Moran) was in attendance for this item.

 

Mr Moran advised the purpose of the report is to update the Community and Policy Committee on progress with the Milford Opportunities project.

 

 

Resolution

Moved Mayor Tong, seconded Cr Macpherson  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Milford Opportunities Project Update” dated 29 January 2018.

 

 

8.3

Community Governance Project Update and Summary from Community Conversations

Record No: R/18/1/876

 

Governance and Democracy Manager (Clare Sullivan) was in attendance for this item.

Ms Sullivan advised the purpose of the report is to provide the Community and Policy Committee with an update on the Community Governance Project and a summary of the community conversations held in late 2017.

Ms Sullivan informed the Community Governance Project was initiated by Council over two years ago to focus on developing the community governance and representation framework to work more effectively and efficiently for Council and the Southland district.

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Community Governance Project Update and Summary from Community Conversations” dated 17 January 2018.

 

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)           Endorses the Community Governance project and approach taken to inform and assist in the development of the Representation Review.

 

e)            Endorses the timeline and key project milestones identified to complete the Representation Review process for the period February to August 2018.

 

 

8.4

Community Leadership Plan update

Record No: R/18/1/1388

 

Community Partnerships Leader (Kelly Tagg) was in attendance for this item.

 

Mrs Tagg advised the purpose of the report is to advise the Committee that Council’s Community Partnership Leaders are continuing to work through the community leadership planning process with the communities and key stakeholders

 

 

Resolution

Moved Cr Baird, seconded Cr Macpherson  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Community Leadership Plan update” dated 26 January 2018.

8.5

Southland District Council - Venture Southland Community Development Workshop Update

Record No: R/17/12/29539

 

Community Partnerships Leader (Michelle Stevenson) was in attendance for this item.

 

Ms Stevenson advised the purpose of this report is to inform the Community and Policy Committee on the status of the Southland District Council community development strategic approach workshops.

 

 

Resolution

Moved Cr Dillon, seconded Mayor Tong  and resolved:

That the Community and Policy Committee:

a)        Receives the report titled “Southland District Council - Venture Southland Community Development Workshop Update” dated 26 January 2018.

 

 

8.6

Welcome Ambassador Project - Update

Record No: R/17/12/29542

 

Community Partnerships Leader (Michelle Stevenson) was in attendance for this item.

 

Ms Stevenson advised the purpose of this report is to update the Community and Policy Committee on the progress of the Welcome Ambassador Pilot being initiated in Te Anau.

 

Ms Stevenson explained the purpose of this project is to develop and deliver a pilot in Te Anau that has a focus of international welcoming, where being a welcoming community can significantly enhance the experience of residents, ratepayers and visitors to the area.

 

 

Resolution

Moved Cr Kremer, seconded Cr Duffy  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Welcome Ambassador Project - Update” dated 26 January 2018.

 

 

8.7

Community Organisation and Volunteer Sector Shared Services Pilots - Geographical and Interest Based Projects

Record No: R/17/12/32908

 

Community Partnerships Leader (Michelle Stevenson) was in attendance for this item.

 

Ms Stevenson advised the purpose of this report is to update the Community and Policy Committee on two pilot projects being undertaken as part of the Letter of Expectation between Southland District Council and Venture Southland.

 

Ms Stevenson explained the pilot projects are following on from work undertaken in the 2016/2017 Letter of Expectation around Community Organisation and Volunteer Sector Research, and will have a focus of investigating shared services and shared service delivery.

 

 

Resolution

Moved Cr Ford, seconded Cr Frazer  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Community Organisation and Volunteer Sector Shared Services Pilots - Geographical and Interest Based Projects” dated 25 January 2018.

 

 

8.8

Southern Field Days at Waimumu

Record No: R/18/1/1169

 

Communications Manager (Louise Pagan) was in attendance for this item.

 

Mrs Pagan advised the purpose of the report is to advise Council will once again be an exhibitor at the Southern Field Days at Waimumu from 14 February 2018 to 16 February 2018.

Mrs Pagan informed Council has retained the site near the first entrance on the Gore side of the grounds and will have the Book Bus on site.

 

 

Resolution

Moved Cr Paterson, seconded Cr Duffy  and resolved:

That the Community and Policy Committee:

a)            Receives the report titled “Southern Field Days at Waimumu” dated 26 January 2018.

 

 

8.9

Minutes of the Ohai Railway Fund Subcommittee Meeting dated 26 May 2017

Record No: R/17/11/27366

 

 

 

Resolution

Moved Cr Harpur, seconded Cr Paterson  and resolved:

That the Community and Policy Committee:

a)            That the Community and Policy Committee receives the minutes of the Ohai Railway Fund Subcommittee meeting held 26 May 2017 as information.

 


 

Public Excluded

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

Resolution

Moved Cr Ford, seconded Cr Dillon  and resolved:

That the public be excluded from the following part(s) of the proceedings of this meeting.

C9.1   Stewart Island Community Planning Project - Update

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Stewart Island Community Planning Project - Update

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.

 

That the Group Manager, Community and Futures, Governance and Democracy Manager, Communications Manager, Committee Advisor and Community Partnership Leader, be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C9.1 Stewart Island Community Planning Project - Update. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

 

The public were excluded at 2.20pm.

 

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available unless released here.

 

 

The meeting concluded at 3.16pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Community and Policy Committee HELD ON THURSDAY, 8 FEBRUARY 2018.

 

 

 

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

 

 

 

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