Notice is hereby given that a Meeting of the Winton Community Board will be held on:

 

Date:                            

Time:

Meeting Room:

Venue:

 

Monday, 19 February 2018

5.30pm

Southland District Council Office

1 Wemyss Street, Winton

 

Winton Community Board Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Brian Somerville

 

Deputy Chairperson

Geoffrey Jukes

 

Members

Natasha Mangels

 

 

Doreen McNaught

 

 

Neville McPherson

 

 

Peter Schmidt

 

 

Councillor Neil Paterson

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Michelle Stevenson

 

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference – Community Boards

 

Community Boards are bodies established by statute.  Their responsibilities and powers are as delegated by the Southland District Council which are to:

·                      Represent and act as an advocate for the interest of its community.

·                      Consider and report on all matters referred to it by the Southland District Council, or any matter of interest or concern to the Community Board.

·                      Maintain an overview of services provided by the Southland District Council within the community.

·                      Consider annual estimates for expenditure within the community and recommend these to Council.

·                      Communicate with community organisations and special interest groups within the community.

·                      Undertake any other responsibilities that are delegated to it by the Southland District Council.

 

In addition to these activities, Community Boards will consider how best to provide for their communities, and the people who live there, into the future.

 

Community Board members will provide leadership by:

·                Positively representing their community and the Southland District

·                Identifying key issues that will affect their community’s future and work with Council staff and other local representatives to facilitate multi-agency collaborative opportunities.

·                Promote a shared vision for the wider community of interest area and develop ways to work with others to achieve positive outcomes

 

·                Community Boards will adopt a strategic focus that will enable members to:

·                Provide local representation and guidance on wider community issues, initiatives and projects.

·                Contribute to the development and promotion of community cohesion, by developing and supporting relationships across a range of stakeholders at a local, regional and national level.

·                Take part in local community forums, meetings and workshops.

·                Inform local residents and ratepayers on issues that affect them.

 

Community Boards shall have the following delegated powers and be accountable to Council for the exercising of these powers

 

Engagement and representation by:

·                Facilitating the Council’s consultation with local residents and community groups on local issues and local aspects of district wide issues including input into the Long-term Plan, Annual Plan, and policies that impact on the Board’s area.

·                Engaging with council officers on local issues and levels of service, including infrastructural, recreational, community services and parks, reserves and cemetery matters.

·                Representing the interests of the community at Council, Committee or Subcommittee meetings when a motion under debate relates to a matter that the Board considers to be of particular interest to the residents within its community.

·                Monitoring and keeping the Council informed of community aspirations and the level of satisfaction with services provided.

 

Financial by:

·                Approving expenditure within the limits of annual estimates.

·                Approving unbudgeted expenditure for locally funded activities up to the value of $10,000.

 

Rentals and leases

·                In relation to all leases of land and buildings within their own area, on behalf of Council;

§    Accepting the highest tenders for rentals of $10,000; or less per annum.

§    Approving the preferential allocation of leases where the rental is $10,000 or less per annum.

 


 

Local assets and facilities by

·                Overseeing the management of local halls and community centres which are owned by Council and where no management committee exists.  This will occur by way of relationship with officers of Southland District Council. 

·                Appoint a local liaison person responsible for community housing.

 

Some Community Boards have specific delegations in addition to the broad delegations above:

 

Stewart Island/Rakiura Community Board

·                Contributing to the development of policy relating to the governance of the Stewart Island Electrical Supply Authority (SIESA). 

·                Overseeing the management of SIESA by way of relationship with officers of Southland District Council. 

 

Te Anau Community Board

·                Overseeing the management of the Te Anau/Manapouri Airport by way of relationship with officers of Southland District Council.

 

The Community Boards can make recommendations to Council on:

 

Assets and Facilities

·                Annually providing feedback on any asset management plans or community services strategies applicable to the community for which the Community Board is responsible.

 

Rentals and leases

·                In relation to all leases of land and buildings within their own area, on behalf of Council;

§    Recommending rentals in excess of $10,000 per annum to the Group Manager Services and Assets

§    Recommending the preferential allocation of leases where the rental is in excess of $10,000 per annum to the Group Manager Services and Assets.

 

Contracts/Tenders

·                Recommending tenders less than $200,000 to the Group Manager Services and Assets.

·                Recommending tenders in excess of $200,000 to the Services and Assets Committee.

·                Recommending tenders to the Services and Assets Committee where preference is not for acceptance of the highest tenderer,

 

Financial

·                Recommending annual estimates to Council.

·                Recommending unbudgeted expenditure in excess of $10,000 to the Services and Assets Committee.

 

Local Policy

·                Considering matters referred to it by officers, the Council, its committees or subcommittees, including reports and policy and bylaw proposals relating to the provision of council services within the Board’s area; and

·                Making submissions or recommendations in response to those matters as appropriate.

 

The Chairperson of each Community Board is delegated with the following additional responsibilities:

·                 Approval of leases, rental agreements and the rollover of existing contracts under $1,000;

·                 Engaging with Community Board members to make submissions to the Council on behalf of the Community Board where a submission period is outside of the Community Board meeting cycle.  Where a Chairperson is unable to base a submission on a consensus among Community Board members, a Community Board meeting must be held.

 


Winton Community Board

19 February 2018

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1          Apologies                                                                                                                        7

2          Leave of absence                                                                                                           7

3          Conflict of Interest                                                                                                         7

4          Public Forum                                                                                                                  7

5          Extraordinary/Urgent Items                                                                                          7

6          Confirmation of Minutes                                                                                               7

Reports

7.1         Council Report                                                                                                                                                   15

updates

8.1         Chairperson’s Report

 

                Chairperson, Member Sommerville, to report on activities with which he has been involved since the Subcommittee’s last meeting.

8.2         Councillor’s Report

 

                Councillor Paterson to report on matters from the District Council table.


 

1             Apologies

 

At the close of the agenda no apologies had been received.

 

2             Leave of absence

 

At the close of the agenda no requests for leave of absence had been received.

 

3             Conflict of Interest

 

Subcommittee Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4             Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

5             Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i)            the reason why the item was not on the Agenda, and

(ii)          the reason why the discussion of this item cannot be delayed until a subsequent meeting.

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a)           that item may be discussed at that meeting if-

(i)            that item is a minor matter relating to the general business of the local authority; and

(ii)           the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)          no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

6             Confirmation of Minutes

6.1         Meeting minutes of Winton Community Board, 04 December 2017

 


 

Winton Community Board

 

OPEN MINUTES

 

 

Minutes of a meeting of Winton Community Board held in the Southland District Council, Winton Office, 1 Wemyss Street, Winton on Monday, 4 December 2017 at 5.30pm.

 

present

 

Deputy Chairperson

Geoffrey Jukes

 

Members

Natasha Mangels

 

 

Doreen McNaught

 

 

Neville McPherson

 

 

Peter Schmidt

 

 

Councillor Neil Paterson

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Michelle Stevenson

 

 


1             Apologies

 

Resolution

Moved Member Mangels, seconded Member McPherson  and resolved:

That the Winton Community Board accept the apology for non-attendance from Chairperson Somerville.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

Member Schmidt declared an interest in any discussions relating to the Rotary Track or the Central Southland Community Pool as he is a members of both Committees and the Board liaison person.

 

 

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 Paterson, seconded Member McPherson 

That the minutes of Winton Community Board meeting held on 9 October 2017 be confirmed as a true and correct record.

 

 

Reports for Resolution

 

 

7.1

Retrospective Approval of Unbudgeted Expenditure for Winton Stormwater Emergency Repairs

Record No: R/17/11/27938

 

Michelle Stevenson, Community Partnership Leader, presented the report.

 

 

Ms Stevenson advised the purpose of the report is to retrospectively approve unbudgeted expenditure in the amount of $65,000.00, excluding GST, of emergency works for Health and Safety reasons on stormwater repairs in the Winton Township at three locations.

Great North Road, corner or Bute and Park Streets and Union Street.

 

Ms Stevenson advised when undertaking Stormwater investigation work on the corner of Park and Bute Street it was established there was a collapsed pipe and a significant void under the junction of the road.    This junction is trafficked by heavy vehicles on a regular basis. A road closure was required and emergency repairs undertaken to ensure that there was no collapse of the road. There was a significant Health and Safety component to Council at this site.

The Meeting was advised when undertaking investigations at 316 Great North Road with CCTV it was confirmed there was a lot of gravel in the main line. An attempt to move the gravel with a HD Waterblaster was unsuccessful. Excavation was required for an assessment to be completed. An old chamber was discovered that had seal covering it. This chamber was collapsing and as a result had broken the main Stormwater line.

Ms Stevenson explained Union Street required emergency works when Council was contacted by a Contractor undertaking private work. A site visit confirmed that the lateral from the property had snapped.

Ms Stevenson advised it was also identified while the trench was open that there was an issue with negative grade at this site. A stormwater manhole was required to be installed to break grade as well as repairs to the failed junction.

The Meeting noted Water and Waste Engineer, Matt Keil, took a lead role in managing the emergency works outlined above from the investigation phase, confirming designs for each site and the completion sign off of Contractors.

Ms Stevenson added the total cost of the project is $65,000 (excl GST) to be funded by way of $24,498, from the Winton General Reserve and $40,502 from the Winton General Reserve.

 

 

 

Resolution

Moved Member Schmidt, seconded Member Mangels  and resolved:

That the Winton Community Board:

a)            Receives the report titled “Retrospective Approval of Unbudgeted Expenditure for Winton Stormwater Emergency Repairs” dated 27 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)           Retrospectively approves the project to repair the stormwater mains on Great North Road, Union Street and the corner of Park and Bute Streets for a cost of $64,800 excluding GST.

 

e)            Approves funding for the project to be; $24,298 to be funded from the Winton Stormwater Reserve and $40,502 from the Winton General Reserve for the Stormwater repairs.

 

f)             Recommends to Council that the unbudgeted expenditure be approved.

 

 

Reports

 

 

8.1

Council Report

Record No: R/17/11/27793

 

Michelle Stevenson, Community Partnership Leader, presented the report.

 

Ms Stevenson 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.

 

Ms Stevenson informed the report highlighted various issues of interest including;

 

§  Conflicts of Interest

§  Stewart Island Library - self-service machines

§  Edendale Hall - on the market for disposal

§  Fluoridation of drinking water

§  Winton Great North Road Storm Water Investigation

§  Winton Waterford Drive Watermain Renewal Project

§  Alternative Coastal Route Seal Extension project

§  LED streetlight replacement programme

§  Community Governance update

§  Community Leadership Plan

§  Southland District Council/Venture Southland Letter of Expectation Projects

§  District Facilities Report

§  Winton Air Quality

§  Mr Ian Marshall, Group Manager, Services & Assets upcoming retirement

§  Finance update

 

 

 

Resolution

Moved Member McPherson, seconded Member McNaught  and resolved:

That the Winton Community Board:

a)            Receives the report titled “Council Report” dated 27 November 2017.

 

 

 

 

 

8.2

Schedule of Meetings for 2018

Record No: R/17/11/28259

 

Alyson Hamilton, Committee Advisor presented the report.

Mrs Hamilton advised the purpose of the report is to approve a schedule of meeting dates for 2018 so that meetings can be publicly notified in accordance with the requirements set by the Local Government Official Information and Meetings Act 1987 following the Council adopting a meeting schedule for 2018.

Mrs Hamilton informed the adoption of a meeting schedule allows for reasonable public notice preparation and planning for meeting agendas.  The Local Government Official Information and Meetings Act 1987 which has requirements for Local Authorities to follow for public notification of meetings.

Mrs Hamilton explained the schedule for the Winton Community Board is required to be set for 2018.

The Meeting noted the Southland District Council approved the Terms of Reference for the Community Boards at its meeting on 26 October 2016.  In the approved terms of reference was the frequency of meetings.  Community Boards will meet in February, April, June, August, October and December 2018.

 

 

 

Resolution

Moved Member Schmidt, seconded Cr Paterson  and resolved:

That the Winton Community Board:

a)            Receives the report titled “Schedule of Meetings for 2018” dated 24 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)           Agrees to meet at 5.30pm in the Southland District Council Office, 1 Wemyss Street, Winton on the following dates in 2018:

 

·        Monday, 19 February 2018

·        Monday, 16 April 2018

·        Tuesday, 12 June 2018

·        Monday, 6 August 2018

·        Monday, 1 October 2018

·        Tuesday, 11 December 2018

 

 

8.1

Chairperson's Report

 

The Deputy Chair, Member Jukes, reported on activities with which he has been involved since the Board’s last meeting.  This included the following:

§  Appreciation to Members for their attendance at meetings.

§  Update on history of location of the Winton Pool situated on School property.

§  Advice of offering services to Winton Lions Club to split the wood situated adjacent rubbish dump for firewood -  awaiting response from the Lions Club.

§  Lack of bike stands in the township - bikes lying on the pavement, suggestion of bike stands placed around the township.

§  Appreciation to Moira Tinnock (Community Engineer) and Matt Keil (Senior Projects Engineer, Water  & Waste Services) for their efforts and hard work for the Winton township.

 

 

8.2

Councillor's Report

 

Councillor Paterson reported on activities from the District Council table.  These included;

§  Has received expressions of disappointment with dishwasher and ovens in Memorial Hall

§  Update on spraying of flax bushes on roadside - to be removed in due course

§  Update on Colac Bay Foreshore Road erosion issue

§  Deans Road bridge replacement with a new single span, single lane bridge a precast concrete structure

§  Update on Community Consultation meetings

§  Community Boards to be encouraged to spend reserves

Councillor Paterson wished everyone a safe and Happy Christmas and look forward to working with Members next year.

 

 

 

The meeting concluded at 6.20pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Winton Community Board HELD ON MONDAY, 4 DECEMBER 2017.

 

 

 

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

 

 

 

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

 


Winton Community Board

19 February 2018

 

Council Report

Record No:             R/18/2/2372

Author:                      Michelle Stevenson, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

Chief Executive

Central Government

1        With the Labour/NZ First/Green government it can be expected that the change will lead to some changes in government policy.

2        There are a number of aspects to the coalition agreement and the government’s 100 day plan, that are have already set a broad outline of this Government’s priorities and how they might impact on the local government sector. These included:

·    A strong focus on housing issues including supply and demand, the provision of infrastructure to support development and the development of more social housing. This will include the establishment of a new Housing Commission.

·    Establishment of a tax working group. There will likely be a linkage to local authority funding through this working group.

·    A public inquiry into local authority cost and funding issues.

·    Establishment of an independent climate commission to lead the move towards zero carbon emissions by 2050.

·    Holding a clean waters summit to look at the broad range of water management issues. Work in this area is expected to lead to the setting of higher water quality standards for both urban and rural communities.

·    A strong focus on regional development including establishment of a new fund which is to be used to support investment in the rail sector.

·    There will be a review of the port sector.

·    Review of emergency management following consideration of the review process that was initiated by the previous government.

·    Review of the Resource Management Act and land use planning in general. There is a strong linkage to the work in this area and the broader urban development issues affecting NZ. The Productivity Commission report on urban development policy, which was released earlier this year, will no doubt inform the development of new policy in this area.

3        The Minister of Transport has also announced that the revised Transport Government Policy Statement will now not be released as a draft for comment until early in the new calendar year. This will mean that the final land transport programmes will not be confirmed until 31 August 2018 rather than by the end of June. The new GPS is expected to include:

·    An increased focus on public transport.

·    Increased focus on rail and other modes of transport alongside of roading.

·    An increased focus on walking and cycling.

·    Increased focus on safety and reducing the environmental impacts of transport.

·    Support for regional development initiatives.

4        Officers will continue to monitor any moves in central government policy as decisions are made and new policy announced in the months ahead.

Southland Regional Development Strategy (SoRDS)

5        Last year the four Southland Councils released the statement of proposal relating to the formation of a council controlled organisation (CCO), to lead regional development activity.  Submissions closed on Monday, 2 October 2017.

6        There were approximately 107 submissions received which were heard by the Joint Committee, consisting of two Councillors from each of the four Southland Councils, on 13 November 2017. 

7        The submissions received covered a wide range of issues which the Joint Committee will need to work through in a structured way as they work towards developing a series of recommendations to come back to the four Councils on a possible way forward.

Southern Tourism Workshop

8        Queenstown Lakes District Council, (QLDC) and MBIE hosted a southern tourism opportunities workshop in Queenstown at the end of November 2017.

 

9        The workshop provided the opportunity for stakeholders from the tourism industry, local and central government to look at the issues and opportunities affecting the development of tourism across the bottom half of the South Island and how they can work together in a more coordinated way.

 

10      While the workshop discussed the importance of Queenstown as a central hub for tourism in the South Island it also highlighted the importance of other destinations, such as Fiordland, to the overall tourism product offering for visitors to the South Island.

Water Management

11      Water policy and its management continues to be a high profile and topical issue.  The broader public and political interest in the issues were obvious during the recent national elections.

12      The Government have already highlighted that they will be placing a particular focus on this area. This will include looking at how water is managed at both a central and local government level. This work will be informed by the Stage Two report from the Havelock North Water Inquiry, which is focussing on how water is managed across the sector, and will be released in early December.

13      The Office of the Auditor General (OAG) have also decided to have a focussed look at the way in which water issues are managed during the next 12 months. Their review will look at activity across both central and local government agencies with a particular focus on drinking water, freshwater, stormwater, and the marine environment.

14      The OAG has released its foundation report which explains in more detail their interest in water management and the work planned/underway over the next year. The report is available on the OAG website (www.oag.govt.nz).

15      The OAG intends to highlight any improvements that are needed in the public management of water and in the accountability and transparency of organisations for their decision-making and performance.

LGNZ Roadshow

16      At the Local Government New Zealand conference in Auckland in July a new president and vice president were elected following the retirement of Lawrence Yule.

 

17      The new president, Dave Cull, vice president Stuart Crosby and chief executive, Malcolm Alexander have been visiting all local authorities over the last two months.  Vice president Crosby and Malcom Alexander visited this Council on 13 November 2017.

18      The key themes that have emerged from these visits from across NZ have included:

·    The sector is ‘under pressure’ to meet and fund infrastructure demands for local communities.

·    The management of growth is an important issue in those local authorities that are experiencing significant growth.

·    Climate change is an issue that is being addressed in an ‘ad hoc’ way across the country. There is a need for a more consistent framework to be applied across the country.

·    There are a number of pressures in the housing area with the supply of rental housing contracting, a wide range of social housing issues, increased cost pressures and a shortage of supply in a number of areas.

·    A number of regional areas have progressed the development of regional development strategies with MBIE support. It is expected that the new government will place a strong focus in this area but the practical implications are still to be understood.

·    Collaboration is seen as important across the sector as a way of improving the efficiency of delivery.

·    There were a number of issues relating to NZTA including management of the state highway network and delays with the approval of capital works projects raised. LGNZ are discussing these issues with NZTA at the national level.

·    There are a number of local authorities giving consideration to the merits of establishing Maori seats as part of their representation reviews.

Biodiversity

19      LGNZ have released for discussion and feedback a think piece on how NZ can improve its management of biodiversity issues. It notes that while good progress is being made in some areas the current approaches will not be sufficient to maintain the current range of indigenous biodiversity. A copy of the think piece is available on the LGNZ website (www.lgnz.co.nz).

20      The think piece outlines suggested key areas for change to the way in which biodiversity issues are currently managed. These include:

·    Investigating the establishment of a new national leadership structure that would coordinate both public and private sector work in this area. It would also lead to a better definition of roles and responsibilities of the different parties involved in this area.

·    Reaching agreement on where we should focus our efforts at national, regional and local levels. This should be reflected in a national plan that provides for consistency of delivery across the different regions.

·    The development of better information and performance indicators on the state of biodiversity in different areas and the progress being made to improve it.

·    A revision of the current legislative and policy frameworks to ensure that they are fit for purpose and deliver on the overall goals.

People and Capability

21      Health and Safety continues to be a focus with work progressing well on the 2016/17 plan.  There are five key focus areas including completing the implementation of the Health and Safety Framework, critical risk, health and safety participation, incident management and measuring and monitoring. 

22      The Health and Safety Policy has been updated and is available in all work locations. Our new policy will ensure our Health and Safety goal is met.  Our goal is for our people to be bold and to actively think about their own and others safety and wellbeing so that we deliver safe and effective services to our community and that everyone gets home safe and well.

23      Steve Manaena was appointed into the Team Leader Community Engineers.  Previously Steve was a Community Engineer.  Steve has had previous leadership experience and significant project management experience.

24      The appointment of a Group Manager Services and Assets has been made, with Matt Russell starting in the role towards the end of February 2018.  The current Group Manager Ian Marshall signalled his retirement in 2017, and will stay on with Council throughout 2018 to undertake project work and ensure a smooth transition to this important role for Council.

 

Community and Futures

Stewart Island Rakiura Fete 

25      On 10 November 2017, the Stewart Island community were invited to attend a fete to discuss the future of the island.  The fete was attended by 30 people, some of which stayed for many hours discussing important opportunities and challenges facing the island now and in the future.  There were a number of stalls at the fete which provided valuable opportunity to connect, ask questions and give feedback. 

26      Staffed stalls included DoC Predator Free; Venture Southland, with stalls to discuss tourism, economic and community development; Southland District Council, with stalls available to discuss the upcoming representation review, review of the Stewart Island Visitor Levy By-Law, and the Stewart Island community plan.  There was also opportunity to raise questions or make comment on SIESA, roading, property, wharves and any other infrastructure on the island. 

27      Feedback received from the stall holders and participants was extremely positive, particularly around the quality of discussions taking place, and overall a well-received opportunity to talk about the future of the island.

MBIE Stewart Island Community Plan Update

28      In August 2017, the Ministry of Business, Innovation and Employment approached Council, to lead a programme of development and consultation around opportunities and planning for the future of Stewart Island.  The catalyst behind this was the Bonamia Ostreae parasite that has devastated oyster production on Stewart Island.  Council has engaged independent consultant Sandra James to undertake this work.

29      The purpose of the project is to determine the short, medium and long term community vision for the future sustainability and growth of Stewart Island Rakiura.  It will also identify the infrastructure needed to support the achievement of the overall goals. The Community Plan for Stewart Island, will have alignment to the District’s Community Leadership Plans currently underway.

30      To date the Stewart Island community have had opportunity to speak one-to-one with the consultant over numerous occasions, take part in community workshops, participate in the community fete, and contribute to the plan through surveys.  There are still a number of workshops, surveys specifically for businesses, stakeholders, visitors to the island and the local school children to be undertaken and opportunities to speak with the consultant directly over the next few months. 

31      At the conclusion, a report will be prepared for Council in February/March 2018 to consider the views and aspirations of those living on and visiting the island.  Through funding provided by MBIE there is a further opportunity to investigate one or two investment plans for future development on Stewart Island.

Welcome Ambassador Project Update

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

33      The Welcome Ambassador pilot also recognises that many individuals and organisations are already welcoming, and have skills and behaviours relevant to being welcoming that are utilised on a daily basis.  The purpose of this pilot is to facilitate a project that gives community members the permission to be intentional in the way they welcome people to their communities.

34      There has been an initial meeting with SDC staff and Fiordland Community House staff to gauge the interest and support in this project, and a public meeting will be set up in March 2018 to seek interest from the wider community in taking part in, and ownership of, this project.

Community Conversations/Community Governance Review/ Representation Review Process update

35      The latest round of community conversations were held in November 2017 and were focussed on the forthcoming representation review and review of the community governance structure.

36      Participants were encouraged to complete a questionnaire and provide feedback on their ideas for the Council’s representation arrangements.  There was very good engagement in the topic and useful discussions at each of the nine conversations.

37      Following the community conversations a meeting was held in Winton for all Councillors and representatives from each community board and community development area – this built upon the discussion at the community conversations.

38      Some of the guiding principles that were agreed on that will assist in forming the basis of the representation review are: a clear purpose for governance entities, full district coverage, equity of representation, relationships first, there still needs to be local input and involvement.

39      Workshops will be held with the Council and all elected representatives in February and March as the Council draws up and agrees on its Initial proposal which will go out for consultation in April 2018.

Milford Opportunities Project

40      The Governance Group for the Milford Opportunities Project met for the first time on 16 November. The Group’s independent Chair is Keith Turner and the other members are Mayor Gary Tong (Southland District Council), Geoff Thomson (Business), Richard Lauder (Business), Mayor Jim Boult (Queenstown Lakes District Council), Jim Harland (NZTA), Aimee Kaio (Iwi, Ngai Tahu), Bruce Parkes (Department of Conservation), and Iain Cossar (Ministry of Business, Innovation & Employment).

41      The Group discussed and made some amendments to the draft Terms of Reference (ToR) and Request for Proposal (RFP). Primarily the changes refined the ‘Guiding Principle’ and ‘General Objectives’ of the project and set out the need for this to be a visionary project.

42      In response to the RFP 13 proposals were received. The Governance Group will meet on 26 January 2018 to hear presentations from the shortlisted consultants and decide who has the preferred proposal. 

43      A two day meeting is also scheduled in February 2018 for the governance group and the project manager to visit Milford and workshop the project.

     Bylaw Reviews

44      The Stewart Island/ Rakiura Visitor Levy Policy and Bylaw – Council has started preliminary consultation to help identify if there are parts of the Policy and Bylaw that should be changed. Staff will be undertaking further preliminary consultation in the next couple of months, and will be discussing the content of a draft Policy and Bylaw with the Community Policy Committee, in the new year.

45      In October Council decided that it would not proceed with amending the Freedom Camping Bylaw 2015 for Lumsden at this time. The current bylaw will remain in place for the current summer season.

46      This decision was reached as after receiving submissions, Council favoured a more restrictive Bylaw for Lumsden. To adopt a more restrictive Bylaw Council would have had to undertake another consultation process. As other amendments to the Bylaw may also arise over the next year, both from Council-based initiatives and through central government, Council felt that it was best not to proceed with an amendment at this time.

47      Draft Stormwater Drainage, Water Supply and Wastewater Drainage Bylaws – Council is currently in the process of reviewing these Bylaws. The Bylaws have been out for consultation, and were adopted by Council in December.

    

     Financial and Development Contributions Policy

48      In October, Council approved the draft Development and Financial Contributions Policy for release for public consultation.

49      The draft Policy proposes continuing to have development contributions in remission and financial contributions would continue to be taken under the Southland District Plan for roading and reserves.  Staff recommended Council endorse a Statement of Proposal on 13 December 2017, and the draft Policy will be consulted on via a process which will be run concurrently with the consultation and hearings being held on the Long Term Plan 2018-28.

     Community Leadership Plan – Stage 2

50      Workshops with key stakeholders were held around the District in November 2017.  Standalone workshops were held in Invercargill, Gore, Te Anau and Otautau with Stewart Island residents beings engaged as part of the recent “fete” held on the Island.

51      The format of the standalone workshops was very similar to that of the elected member workshops held earlier in the year with attendees being asked to work through a series of questions including what they were most proud of, what they thought we could do better as a District and what opportunities they saw for working collaboratively with Council going forward. 

52      A diverse group attended the workshops with representatives from the Ministry of Education, CTOS, Internal Affairs, Southern District Health Board, privately owned businesses, St Johns, local fire brigades, Lions Clubs, Community Trusts and Health Trusts, local community representatives and various other local groups being represented. 

53      Key issues identified from the workshops for the District going forward were around levels of service, de-population (and increasing populations in some towns), volunteering, community development, funding, transport, housing, health and safety (recognising its importance but also the challenges it presents for our communities).

54      Feedback from these workshops has been overwhelmingly positive with attendees in several locations choosing to stay on after the close of the workshop to make connections with other people in attendance.

55      Planning for phase three will commence in the New Year and a report summarising the findings of the workshops will be presented to the next Community & Futures meeting.

Service Delivery Review Update

56      Work has been completed to analyse the results of the customer service delivery review survey and has also conducted a demand analysis of services at each Council office and library. 

57      Key findings of the survey indicate that customers expect to interact with Council through a variety of methods. They expect to receive a consistent level of service across the organisation in terms of good customer service (i.e. responding to requests in an efficient and timely manner via staff who are warm and friendly) easy access to information via online or physical locations and as and when they require it (i.e. not being limited by current opening hours).

58      Work has also been done to review Council’s customer service statistics around how we currently interact with our customers and ratepayers as well as reviewing how other district councils across New Zealand provide services to their ratepayers and customers. 

 

 

Long Term Plan 2018-2028

59      A significant amount of work on the Long Term Plan has been completed or is nearing completion.

60      Draft budgets for the plan have been developed both at a District level and local level. Local budget meetings were held with Community Boards, Community Development Area subcommittees and Water Supply subcommittees throughout October and Council in October and November. All changes to the budgets as result of these meetings have now been loaded. These draft budgets were confirmed by Council on the 23 November with the draft overall rates increases over the ten years sitting between 1.56% and 3.76% and the increase for 2018/19 forecast at 3.01%. The final budgets and financial statements for the draft LTP, including external debt funding/repayments and changes to insurance premiums will be presented to Council in December. 

61      During the November meeting, drafts of the Supporting Information for the LTP Consultation Document (including the assumptions, Financial Strategy, Infrastructure Strategy and fees and charges) were also considered by committees and/or Council.

62      The next milestones in the LTP programme will be the confirmation of all the documentation supporting the LTP at the December Council meeting including:

·    Final draft Infrastructure Strategy

·    Final draft Activity Management Plans

·    Draft Performance Management Framework for the 2018 LTP

·    Statements of Proposal (including Policy) for the Revenue and Financing Policy and Development and Financial Contributions Policy

63      Audit NZ began their audit of the information underlying the LTP in November as part of the work that they need to do to issue an audit opinion on the LTP Consultation Document. They will be completing this audit in late January in order for the Consultation Document to be confirmed by Council in February 2018.

64      Key dates from here:

·   January: Audit of daft Consultation Document

·   February: Council adoption of final Consultation Document and Supporting Information

·   7 March to 9 April: Consultation period

·   Mid April to May: Hearings and Deliberations

·   Mid June: Adoption of final LTP

 

Environmental Services

Waituna Partnership

65      The Partners (Environment Southland, Department of Conservation, Southland District Council, Te Runanga o Awarua and Te Rūnanga o Ngāi Tahu) have met in November to discuss the next steps in the Partnership to deliver on the strategy and action plan. The appropriate governance structure to achieve this is currently being worked through collaboratively.

66      Over the next few months the Group will be further developing the governance structure and work programme. More detail can be found on the new website www.waituna.org.nz.

Short term residential accommodation

67      There has been some recent media discussion and other contact regarding Air B&B and other short term rentals of residential property within the District, and particularly in the Te Anau/Manapouri area.

68      Currently, the Southland District Plan allows visitor accommodation for up to 5 paying guests without requiring a resource consent. This is also the “trigger point” number under the Building Act, beyond which a building consent for a change of use application under the Building Act.

Environmental Health

69      Staff are working with the Department of Conservation (DoC) and the Clutha District Council on a new shared freedom camping patrol in the Catlins. The start date is the 11th December and media communication is being organised.  The ranger will be full time over a 5 month period.  DoC will permit the Waipohatu site being promoted for use for freedom camping, and this may reduce congestion at Council’s Weir’s Beach site.

Winton Air Quality Update

70      Environment Southland and Southland District Council will be jointly publishing an article for circulation around this issue.  The article will appear in the March 2018 edition of Environment Southlands’ EnviroSouth publication. 

71      Environment Southland had undertaken some work with Good Wood suppliers, however Council staff understand that none of these are located in Winton.  Environment Southland will advertise for further suppliers to join the scheme.

72      Environment Southland are responding to all smoke nuisance complaints, initially with education followed by compliance procedures.

73      Southland District Council have approved an extension to the wood burner free building consent incentives scheme until 31 December 2020.

Proposed District Plan 2012

74      The final outstanding appeal on the Proposed District Plan 2012 has been withdrawn. Following mediation in August there was one appeal that did not get resolved, however on 29 September this appeal was withdrawn. Now all appeals have been resolved the proposed District Plan was “made operative” 22 January 2018.

Land Use Policy

75      Project plans are being developed for some landscape, heritage and climate change work streams. Once these plans have been formulated they will be reported to the Regulatory and Consents Committee for endorsement.

76      Initial workshop discussions have been held with the Committee on all these topics. It is important that these issues are worked through collaboratively with the other Southland councils as there significant linkages and cross-boundary opportunities. It is also important that we keep abreast of national developments and case law on these matters, particularly in relation to climate change where there is a national Local Government New Zealand working party and considerable central government focus at present.

Dog Control Amnesty

77      SDC will be running a dog control amnesty from Monday 12 February 2018 until Friday 13 April 2018.  Promotion of the amnesty will start shortly.  This amnesty will apply to dogs that are ordinarily kept in the District. 

78      The amnesty relates to:

·    Free registration of unregistered dogs until the end of this registration period (and free microchip as per normal); and

·    Any dogs registered through the amnesty that are menacing breeds will be desexed for free. There are five breeds that are required to be classified as menacing dog – they are American pit bull terriers types, Brazilian Fila, Dogo Argentino, Japanese Tosa, and Perro de presa Canario.

79      Council’s records, along with NZ wide data, show that there is a link between unregistered dogs and dog attacks, and Council wants to reduce the number of unregistered dogs in the District. To take advantage of the amnesty, owners will need to fill out a registration form before Friday 13 April.

 

Services and Assets

Community Engineer update - Winton

80      Council staff report that the Lindsay Street and Florence Road sealing is now completed in Winton

81      The scheduled new cemetery beam has also been completed.

Costs of Roading Renewals

82      Recent tenders are coming in above estimate, showing a price increase trend that may be driven by a buoyant market at the moment.  If this trend continues we may struggle to achieve the physical work we have programmed for the budget allocated.  It is early days in the construction season yet but often this is the most competitive period of the season.  Close monitoring of the situation will be needed to see what trends develop.

NZTA Approvals

83      Frustration is growing around the lack of approvals coming through from NZTA for work that was approved in principle by the local representatives a number of months ago.  The LED light project has been stalled for many weeks waiting on sign off from NZTA Wellington. 

84      The concern is NZTA themselves have put a deadline of 30 June 2018 for the work to be done to qualify for the special 85% subsidy.  Yet we cannot get underway, even though we have tendered the work, because NZTA funding approval is proving difficult to get out of Wellington.

Road Safety

85      The Southern Road Safety Influencing Group (SRSIG) has developed a road safety programme.  The group wanted to find a new approach to tackling an old problem—the number of people being killed and seriously injured on Otago and Southland roads, and began at looking at ways to work with communities to improve road safety. The group saw the need for a solution that is for Southern communities, by Southern communities, and the “Any number is too many” programme was developed.

86      Each Council office has been supplied with stickers for people to take-place on vehicles etc, posters are also available to put up anywhere you can think of.

Forestry (IFS)

87      Harvesting activity remains unchanged from the initial 9,500 tonnes during early Spring

88      Harvest planning for the 40,000 tonnes remaining in Ohai and Waikaia Forests is currently underway, with harvest operations due to commence in February. We are working through the archaeological issues with 19th century sites identified at Waikaia and their protection going forward.

89      All release spraying of the newly established 2017 plantings has now been completed.  Pruning and thinning operations are underway in Gowan Hills and Ohai Forest.  Carbon plot measurement has been completed and table yet to be received from MPI for need year unit claim.

Strategic Property

Community Centres

90      Edendale Hall has now been sold, with an agreement for sale and purchase entered into for the sale of this property. Settlement is set for 23 February 2018.

91      There have been a number of queries from rural halls about process and implications of closures and hence it is expected that there could be further closures in the near future.

Public Conveniences

92      Predominantly business as usual when it comes to operations, however it is expected that the operating costs for those toilets situated on the main tourist routes, will increase in line with the increase in tourist numbers.

93      A trial is underway about the use of tokens at the Lions Park toilets in Te Anau. A report will be presented to Council in due course on the success or otherwise of the trial.

Water Structures

94      Licence Agreements with private berth owners at Riverton, is progressing with a majority signed and returned.  The outstanding ones are being followed up.

95      Communication will be provided to those not signed or those not completing the structural upgrade work as to the consequences of not doing both. Primarily the drivers are Health and Safety as well as complying with the Coastal permit that Council holds from Environment Southland. In terms of the licence’s this is removal of the structures.

Golden Bay Wharf

96      In early 2017 South Port indicated a desire to exist ownership of the Golden Bay Wharf. This followed on from an engineering assessment of the facility which indicated that there was a need for a complete rebuild of the facility as soon as practicable and a decision that they were not prepared to fund the necessary redevelopment of the facility.

97      Following an approach from South Port, Council initiated a community engagement exercise to seek community views on the issues relating to the ownership and strategic importance of wharfing facilities to the Island and the Golden Bay facility in particular. The outcomes from this process were reported back in a July 2017 report from Sandra James. This report highlighted the importance of this facility and other wharves to the Stewart Island community. 

98      In September 2017 the Stewart Island Jetties Subcommittee, Community Board and Council agreed that Council should enter negotiations to see whether it was possible to reach a contract which allowed for the transfer of the facility into Council ownership on acceptable terms and conditions.  There have been a number of discussions held to date to work through the range of issues involved with the transfer of this facility and these discussions are continuing. The condition of the facility and the way in which it is used create a number of risk issues which need to be carefully considered.

Curio Bay Project

99      Ongoing with Council’s waste water project and Department of Conservation’s carpark completed.  The South Catlins Trust has the new camping amenities building operational as well as the construction of the Heritage Centre was opened in December 2017

100    An ancillary project has resulted from all this development and the three parties in conjunction with other interest groups, are involved in a planting programme on the reserve to increase the habitat for the Yellow Eyed Penguins.  A significant number of plants are in the ground already so it is now a waiting stage for them to grow and develop.

Parks and Reserves

101    The report on Open Spaces Priority Settings has been received which does recommend significant investment in this activity which will be considered as part of the Long Term Plan.

102    As the Department of Conservation is now the owner of the Clifden Historic Bridge an onsite meeting is organised with the aim of coordinating development at this site which includes the bridge, freedom camping and toilet facilities.

 

Strategic Water and Waste

Te Anau Wastewater Discharge Project

103    Work is progressing on finalising the business case in support of the Kepler proposal for which Council already has consent.

104    A draft of the business case was considered by the Project Committee on 28 November with the finalised case is likely to be considered by Council in April 2018.

Land and Water Plan Implementation

105    Under the National Policy Statement for Freshwater Management (NPS-FM) water quality and quantity are to be maintained and improved, with any over allocation to be phased out over time.  Environment Southland is required to set environmental limits by 2025, with all ‘communities’ required to meet those limits in due course.  They are progressing this work via their proposed Water and Land Plan.

106    To assist with addressing the impacts of these changes on local authority infrastructure, Environment Southland have formed a Three Waters Officer Working Group.  The objectives of the Group are to work through the implications of the new freshwater standards, develop an agreed approach to the re-consenting of local authority infrastructure and ensure that the organisational objectives are aligned.

107    Council staff and elected members from the three Southland Territorial Local Authorities, presented evidence to the hearing panel in September, as well as attending stakeholder presentations.  The hearing is now complete with commissioners considering the evidence prior to the release of decisions.

Fluoridation of Drinking Water

108    Council recently received an update from the Ministry of Health around the status of the Health (Fluoridation) Amendment Bill, which may receive a second reading before parliament later this year. 

109    This bill will transfer the right for decisions on community fluoridation from local authorities to the District Health Boards.  A fund of $30 million over ten years, will be established to fund any communities directed to fluoridate their supplies.  Although there is no indication that any request or direction will be made, Council staff are looking into what any upgrades might mean for our community water supplies.

Review of Solid Waste Contract Arrangements

110    The WasteNet Southland Waste Management Group recently notified contractors Bond Contracts and Southland Disability Enterprises Limited of its intention to begin negotiations, around rolling both contracts over.  Both contracts are currently in year six of an initial eight year duration, with ability to roll over for a further eight years.

Winton Water Update

111    The Waterford Drive Watermain Renewal Project is progressing well. The project is currently 2.5 weeks ahead of schedule and financially forecasting well (on budget).

Winton Great North Road Storm Water Project Update

112    The investigation phase of this project is tracking well. Opus have completed all on-site investigation and 85% complete for the hydraulic model of the affected area.

113    This project has gone on hold until the main ditch is mechanically cleaned from between De Joux Road and 38B Winton Lorneville Highway, followed by CCTV of a couple of SW pipelines within this catchment.

Strategic Roading

District-Wide Resurfacing Contract

114    Downer have commenced the 2017/18 resealing programme with good progress being made. The focus has been on the urban area and the larger rural sites particularly in the eastern area of the District.

Alternative Coastal Route Seal Extension Project

115    This project is tracking on schedule with good progress being made. The Roading Company have around 65% of the earthworks and drainage works completed on Otara Haldane Road section.

116    While earthworks are underway on this latest section, Slope Point Road is now undergoing pavement construction, with approximately the first 4 km of sealing scheduled over December.

LED Streetlight Replacement Programme

117    This project is still waiting on formal New Zealand Transport Agency funding approval.

118    The project has been endorsed by the appropriated Senior Manager, Operational Policy, Planning and Performance, System Design and Delivery however the project still requires formal approval by the General Manager Investment and Finance.

119    All replacement work is still expected to be completed by 30 June 2018, but delays by NZTA in approving the project is eroding any contingency time.

Renewal Programme

120    A late season rehabilitation site has also been identified by our Alliance contractors on Otautau Wreys Bush road.  This site was programmed as part of the 2018/19 reseal programme.  Due to the extent and nature of repair works required along with the road falling within the 20% category of roads (80/20 principle), it has been assessed that rehabilitating this section will provide better long term value for money.

 

Finance

121    Income for the Winton Community Board is showing higher than expected in the year to date.  This is due to income for the Memorial Hall from the Ward ($50,000) towards the upgrade project, additional hire income from the RSA than what was budgeted and rental income from other leased property.

122    Expenditure for the Winton Community Board is on track and within expected levels.  There are minor movements  in underspend within this budget due to works scheduled that have not yet been required to be undertaken and includes street works, refuse collection, cemetery, beautification and the maternity centre.  Expenditure for the Winton pool has been completed year to date, and only show as overspent due to Council systems showing monthly phasing. 

123    There is an over spend in the Storm Water budget, of which the Board has been notified by Council staff.  A retrospective report for unbudgeted expenditure was recommended by the Board and submitted to Council at its 13 December 2017 meeting. 

124    Capital Expenditure projects for the Winton Community Board are currently underspent.  This is due to the sealing of Florence Road being funded through roading at a district level.  The unbudgeted capital expenditure for the memorial hall is for some of the remedial work to be completed.

125    The Maternity Centre is showing slightly over budget and is the maintenance work of painting and new windows. 

126    It is worth noting that the budgets are phased on a monthly basis, and while some budgets appear to be under or overspent, they can still be on track for maintenance schedules that take place periodically throughout the year.

 

 

 


 

 

 

 

 

 



 

Recommendation

That the Winton Community Board:

a)            Receives the report titled “Council Report” dated 7 February 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.

 

 

Attachments

There are no attachments for this report.